Welcome to

BECKWITHSHAW VILLAGE HALL

HG3 1QW

Click here for link to our online calendar

You can check the calendar to see when the hall is available for you to book and then request a booking form and we will confirm costs and that your booking is ok. Please do not pay anything until you have received an email confirming that the booking has been accepted. If you are having any problems completing the form online, would like to visit the premises or would like to discuss anything regarding your booking please contact either:

bookings.bvh@outlook.com

or

call 07963 223065

Please note : if you make a booking it will be assumed that you have read and agreed to all aspects of the terms and conditions. This document is legally binding and is best viewed on a laptop or PC or can be emailed to you.

Click here for link to our Terms and Conditions

Please email bookings.bvh@outlook.com with your preferred date, request a booking form and confirm costs.

Note: The hall is often available Wednesdays and Fridays during school holidays and can be booked for children's parties. There are also concessions for members and local fund-raising organisations which have been previously agreed. Please contact us for further details.

Celebrations/gatherings

Place settings for 50 people cups, saucers, side plates, soup/dessert bowls, dinner plates and cutlery.

14 x serving trays

1 x hostess warmer

Afternoon tea or coffee morning

Settings for up to 20 people with china cups, saucers and side plates, tea pots, milk jugs and sugar bowls plus cake stands and platters for up to 6 tables. More settings available on request.

Seating

Moulded chairs for up to 50 people

Additional bentwood seating for 12

Other seating for 12

Childrens moulded chairs for 15

Tables

2 x 120cm dia round children's party/craft tables

6 x drop leg dining/display tables 180cm x 75 cm

10 x 60cm square tables

5 large, heavy plastic folding tables 180 x 75 (a(vailable by special request only and mainly for outdoor use.)

Glasses (by arrangement)

(N.B. absolutely no alcohol to be brought on to the premises without prior licensing arrangements)

100 x Wine glasses

36 x sherry/port glasses

36 x pint glasses

12 x lager glasses

36 x tumblers

plus assorted other sizes

Cookware

Assorted large pans for induction hob

Trays for electric oven

Miscellaneous

2 x jug kettles

4 x colour coded plastic food preparation boards

Assorted bread and cutting knives, scissors, small grater

Tea urn/water boiler x 80 cups (by request)

Large metal teapots (by request)

4 x Jugs for squash

Built in electric oven

Built in microwave

6 ring induction hob

Domestic fridge - no freezer

NB - we do not have a dishwasher

Start a group

If you have thought about setting up an exercise class, book group, youth club, drama school or anything requiring premises please get in touch. We may be able to offer special start up terms for repeat bookings.

Become a volunteer

We are a registered charity and always looking for people to help out with special occasions or a bit of grounds maintenance; perhaps some decorating or a bit of fixing here and there. Just whatever you can do would be enormously appreciated.

Join our Committee

The management committee are all volunteers and charity trustees. We need to be able to draw on lots of life skills and work experience to plan ahead and maintain our buildings and grounds. If you would like to enquire about joining us please get in touch.

email: beckwithshawvillagehall@hotmail.co.uk or phone Jo on Harrogate 507697 to find out more.

Beckwithshaw Village Hall Standard Conditions of Hire (Rev. 9/ 2023)

If you are in any doubt as to the meaning of any of the Conditions, you must seek clarification from us without delay.

1. Age

You, not being a person under 18 years of age, hereby accept responsibility for being in charge of and on the premises at all times when the public are present and for ensuring that all Standard Conditions under this Agreement relating to management and supervision of the premises are met.

2. Supervision

During the period of the hiring, you are responsible for:

(i) supervision of the premises, the fabric and the contents;

(ii) care of the premises, safety from damage however slight or change of any sort; and

(iii) the behaviour of all persons using the premises whatever their capacity, including proper supervision of car parking arrangements so as to avoid obstruction of the highway.

As directed by us, you must make good or pay for all damage (including accidental damage) to the premises or to the fixtures, fittings or contents and for loss of contents.

3. Use of premises

You must not use the premises (including the car park) for any purpose other than that described in the Agreement and must not sub-hire or use the premises or allow the premises to be used for any unlawful or unsuitable purpose or in any unlawful way nor do anything or bring on to the premises anything which might endanger the premises or render invalid any insurance policies covering the premises nor allow the consumption of alcohol without our written permission.

4. Insurance and indemnity

(i) You are liable for:

a) costs arising from accidental and malicious loss or damage and for loss or damage arising out of your negligence to any part of the premises including its curtilage or its contents

b) all claims, losses, damages and costs made against or incurred by us as a result of any nuisance caused to a third party as a result of your use of the premises and subject to sub-clause 4(ii), you must indemnify us against such liabilities.

(ii) We will take out adequate insurance to insure the liabilities described in sub-clauses 4(i)a) and 4(i)b) above and may, in our discretion and in the case of non-commercial hirers, insure the liabilities described in sub-clauses above. We will claim on our insurance for any liability you incur but you must indemnify us against:

a) any insurance excess incurred and

b) the difference between the amount of the liability and the monies we receive under the insurance policy.

(iii) Where we do not insure the liabilities described in sub-clauses 4(i)a) and 4(i)b) above, you must take out adequate insurance to insure such liability and on demand must produce the policy and current receipt or other evidence of cover to our Hall Secretary. If you fail to produce such policy and evidence of cover, we will cancel this Agreement and re-hire the premises to another hirer.

We are insured against any claims arising out of our own negligence.

5. Gaming, betting and lotteries

You must ensure that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries.

6. Music Copyright licensing

You must ensure that we hold relevant licences under Performing Right Society (PRS) and the Phonographic Performance Licence (PPL) or, where appropriate, you must hold such licence(s).

7. Music

You must have our written permission for performance of live music and the playing of recorded music under the Deregulation Act 2015. This Agreement confers that permission.

8. Film

You must restrict children from viewing age-restricted films classified according to the recommendations of the British Board of Film Classification. You must ensure that you have the appropriate copyright licences for film. This Agreement confers the required permission on you. (The Deregulation Act 2015 requires you to have our written permission to show a film).

9. Safeguarding children, young people and adults at risk

You must ensure that any activities for children, young people and adults at risk are only provided by fit and proper persons in accordance with the Children Act 1989 and 2004, the Safeguarding Vulnerable Groups Act 2006 and any subsequent legislation. When requested, you must provide us with a copy of your Safeguarding Policy (commercial hire groups only) and evidence that you have carried out relevant checks through the Disclosure and Barring Service (DBS). All reasonable steps must be taken to prevent harm, and to respond appropriately when harm does occur. Relevant concerns must be reported.

10. Public safety compliance

You must comply with all conditions and regulations made in respect of the premises by the Local Authority, the Licensing Authority, and our fire risk assessment or otherwise, particularly in connection with any event which constitutes regulated entertainment, at which alcohol is sold or provided or which is attended by children. You must also comply with our health and safety policy.

You must call the Fire Service to any outbreak of fire, however slight, and give details to our Hall Secretary as soon as practicable on 07963 223065..

(i) You acknowledge that you have received instruction in the following matters:

• The action to be taken in event of fire. This includes calling the Fire Brigade and evacuating the hall.

• The location and use of fire equipment.

• Escape routes and the need to keep them clear.

• Method of operation of escape door fastenings.

• Appreciation of the importance of any fire doors and of closing all fire doors at the time of a fire.

• Location of the first aid box.

(ii) In advance of any activity whether regulated entertainment or not you must check the following items:

• That all fire exits are unlocked and panic bolts are in good working order.

• That all escape routes are free of obstruction and can be safely used for instant free public exit.

• That any fire doors are not wedged open.

• That exit signs are illuminated.

• That there are no fire-hazards on the premises.

• That emergency lighting supply illuminating all exit signs and routes are turned on during the whole of the time the premises are occupied (ours are operated by an automatic mains failure switching device).

11. Noise

You must ensure that the minimum of noise is made on arrival and departure, particularly late at night and early in the morning. You must, if using sound amplification equipment, make use of any noise limitation device provided at the premises (none at this time) and comply with any other licensing condition for the premises.

12. Drunk and disorderly behaviour and supply of illegal drugs

You must ensure that in order to avoid disturbing neighbours of the hall and avoid violent or criminal behaviour:

(i) no one attending the event consumes excessive amounts of alcohol

(ii) no illegal drugs are brought onto the premises.

Drunk and disorderly behaviour is not permitted either on the premises or in its immediate vicinity. We will ask any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way to leave the premises in accordance with the Licensing Act 2003.

13. Food, health and hygiene

You must, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations. In particular dairy products, vegetables and meat on the premises must be refrigerated and stored in compliance with the Food Temperature Regulations. The premises are provided with a domestic refrigerator in the kitchen and colour coded chopping/preparation boards.

14. Electrical appliance safety

You must ensure that any electrical appliances brought by you to the premises and used there are safe, in good working order, and used in a safe manner in accordance with the Electricity at Work Regulations 1989. Where a residual circuit breaker is provided you must make use of it in the interests of public safety. If you are planning to bring any such items this should be mentioned to the bookings secretary when booking. NO heating appliances are to be used other than those provided.

15. Stored equipment

We accept no responsibility for any stored equipment or other property brought on to or left at the premises, and all liability for loss or damage is hereby excluded. All equipment and other property (other than stored equipment) must be removed at the end of each hiring or we reserve the right to charge fees each day or part of a day at the hire fee per hiring until the same is removed.

We may, in our discretion, dispose of any items referred to below by sale or otherwise on such terms and conditions as we think fit, and charge you any costs we incur in storing and selling or otherwise disposing of the same, in any of the following circumstances:

(i) your failure either to pay any charges in respect of stored equipment due and payable or to remove the same within seven days after the agreed storage period has ended

(ii) your failure to dispose of any property brought on to the premises for the purposes of the hiring.

16. Smoking

You must comply with the prohibition of smoking in public places provisions of the Health Act 2006 and regulations made thereunder. We will ask any person who breaches this provision to leave the premises. You must ensure that anyone wishing to smoke does so outside and disposes of cigarette ends, matches etc. in a tidy and responsible manner, so as not to cause a fire.

17. Accidents and dangerous occurrences

You must report to us as soon as possible any failure of our equipment or equipment brought in by you. You must report all accidents involving injury to the public to us as soon as possible and complete the relevant section in our accident book stored in the kitchen. You must report certain types of accident or injury on a special form to the Incident Contact Centre. Our Hall Secretary will give assistance in completing this form and can provide contact details of the Incident Contact Centre. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR).

18. Explosives and flammable substances

You must ensure that:

(i) Highly flammable substances are not brought into, or used in any part of the premises.

(ii) No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) are erected without our consent.

19. Heating

You must ensure that no unauthorised heating appliances are used on the premises when open to the public without our consent. You must not use portable liquefied propane gas (LPG) heating appliances.

20. Animals

You must ensure that Guide dogs, Hearing dogs and assistance dog owners are allowed on the premises.

21. Fly posting

You must not carry out or permit fly posting or any other form of unauthorised advertisements for any event taking place at the premises, and must indemnify and keep indemnified us accordingly against all actions, claims and proceedings arising from any breach of this Condition. If you fail to observe this Condition you may be prosecuted by the local authority.

22. Sale of goods

You must, if selling goods on the premises, comply with Fair Trading Laws and any code of practice used in connection with such sales. In particular, you must ensure that the total prices of all goods and services are prominently displayed, as must be the organiser’s name and address and that any discounts offered are based only on Manufacturers’ Recommended Retail Prices.

23. Cancellation

If you wish to cancel the booking before the date of the event and we are unable to conclude a replacement booking, we may, in our complete discretion, return the deposit or require payment of the hire fee.

We reserve the right to cancel this Agreement by giving you written notice in the event of:

(i) the premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election;

(ii) our reasonably considering that (a) such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements, or (b) unlawful or unsuitable activities will take place at the premises as a result of this hiring;

(iii) the premises becoming unfit for your intended use;

(iv) an emergency requiring use of the premises as a shelter for the victims of flooding, snowstorm, fire, explosion or those at risk of these or similar disasters.

In any such case you will be entitled to a refund of any deposit already paid, but we will not be liable to you for any resulting direct or indirect loss or damages whatsoever.

24. End of hire

You are responsible for leaving the premises and surrounding area in a clean and tidy condition, properly locked and secured unless directed otherwise and any contents temporarily removed from their usual positions properly replaced, otherwise we may make an additional charge. Please vacuum areas and clean down surfaces that you have used.

25. No alterations

You must not make any alterations or additions to the premises nor install or attach any fixtures or placards, decorations or other articles in any way to any part of the premises without our prior written approval. In our discretion, any alteration, fixture or fitting or attachment which we have approved may remain in the premises at the end of the hiring. Such items will become our property unless you remove them and you must make good to our satisfaction any damage you cause to the premises by such removal.

26. No rights

This Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on you.

Published policies

Click for link to our Bouncy Castle policy

Click for link to our Safeguarding Policy

Click for link to our Complaints Policy

Instructions re using Bouncy Castles on our premises.

Thank you for taking the time to read this! We understand that hiring a bouncy castle for your event can be a big responsibility, so we want to make sure that you have all the information you need to make an informed decision. Please make sure to ask all necessary questions before deciding on a particular bouncy castle provider, such as the size and weight, capacity of the castle, the age group it is suitable for, and the safety measures that are in place. Additionally, ensure that you have read the terms and conditions of the hire agreement, and that you are aware of any additional fees that may be involved.

Summary: It is the responsibility of the hirer to make sure public liability insurance is in place, especially if they are supervising the use of the castle, and it is not being done by the supplier. Beckwithshaw Village Hall does not provide any insurance for the use of bouncy castles, and cannot accept any responsibility in the event of any accident.

Many Village Halls do not allow bouncy castles, and here’s why. What happens if a child has a fall and hits their head, possibly with long term injuries? Who is responsible for supervision, and whose insurance covers the accident? Public liability insurance is what is needed, provided by, either:

• the management of Beckwithshaw Village Hall , or

• the supplier of the bouncy castle, or

• the hirer (i.e. the person who hires Beckwithshaw Village Hall and hires the bouncy castle).

Beckwithshaw Village Hall insurance does not cover use of bouncy castles, mainly because there will be no-one from Beckwithshaw Village Hall present to supervise. Beckwithshaw Village Hall is only responsible for advising hirers that they must put appropriate arrangements in place.

Any responsible supplier of a bouncy castle must have insurance, but often their public liability insurance will only cover their own liabilities and so will only apply if they themselves are present to supervise the use of the castle.

The hirer must make sure that the supplier has insurance and find out what cover is provided if the castle is not being supervised by the supplier.

If the insurance cover for the hirer applies only when the castle is supervised by the supplier, then the hirer is responsible for insurance and for proper supervision. Proper supervision means supervision by an adult over 18. Letting teenagers supervise toddlers will not be allowed by any insurance. Because it’s complicated, you can see why many Village Halls find it easier not to allow bouncy castles.

However, because Beckwithshaw Village Hall has plenty of space to allow bouncy castles,and because many hirers appreciate being able to have bouncy castles for their parties, the management committee allow bouncy castles under the following conditions:

When booking, the hirer must declare that they intend to have a bouncy castle. This declaration will imply a commitment to make sure that:

• The bouncy castle will be supervised at all times by an adult (over 18).

• Public liability insurance will be provided either by the supplier or the hirer.

Before the actual booking, the hirer must confirm that insurance is in place, and must be prepared to provide evidence for this if requested.

Beckwithshaw Village Hall reserves the right to prohibit the use of the castle, or even to cancel the booking if appropriate evidence is not provided on request. Please understand that these arrangements are in place so that Beckwithshaw Village Hall management trustees and the hirers can be sure that proper insurance is in place enabling hirers to run a happy event, knowing that they are properly insured.

Supervision and Safety Instructions

At all events, whether indoors or outdoors, hirers are required to follow these instructions.

• The castle must be adequately secured;

• Soft matting covering hard surfaces must be placed adjacent to the front or open sides;

• There should be responsible adult supervision, paying close attention to the children at play at all times during its use;

• The number of children using the bouncy castle must be limited to the number recommended in the Hire Company’s safety instructions. There must be no overcrowding;

• A rota system for different age or size groups should be operated together with the observance of any age limit of users (it is suggested that children over 10 years of age should not use the equipment);

• All children must be made to remove footwear, hard or sharp objects such as jewellery, buckles, pens and other similar pocket contents.

• Eating while bouncing or performing acrobatics must not be allowed.

Additionally, the hirer should ensure that the Hire Company (the supplier):

• Fully complies with the Health and Safety Executive Guidance Note PM76 – “The Safe Operation of Inflatable Bouncing Devices” (this important guide deals with all aspects of safety);

• Employs suitably experienced and trained adult personnel, where the Company are responsible for setting up and/or, operation and supervision of the bouncy castle;

• Provides written evidence of a current Public Liability Insurance Policy with a Limit of Indemnity of at least £5 million. This insurance is to cover the liability of the Hire Company. Note that this is unlikely to extend to cover the hirer of the equipment.

• Provides written instructions about the safe setting up, operation and supervision of the equipment, and that the name and address of the manufacturer or supplier is clearly marked upon it.

Beckwithshaw Village Hall CC Jan 2023