Terms & Conditions of Hire
Covid-19 At the time of writing (15 Dec 2022) we are still beset with the Omicron phase of the pandemic but there is some hope that as this dies down we shall emerge from the pandemic to a more normal year in 2022. We are happy to hire the Hall to anyone who wishes to come and we maintain supplies of sanitizer and paper towels. There is a dispenser just inside the Main Door on your right with bottles of sanitizer in all the main areas. Some organisations remain anxious, – February Big Breakfast has been cancelled and also Café & Co run by Byfield GNS. On the other had we are holding Child Parties and have more of these booked in the next month. Several other activities continue particularly where social distancing is easy. NHS blood donations continue as before (21 Jan 2022) and ventilation can be increased by opening the Emergency doors.
Charges: these are detailed under Hire Charges and displayed on the Hall noticeboard. Use of all the tables and chairs together with kitchen utensils, crockery and cutlery in unlocked cupboards is included. There are additional charges for use of the cooker (£8), the dishwasher (£5) and £25 for cleaning (not clearing, which you are required to do) of the Hall after the event. Sometimes we are asked to waive a charge for a charitable organisation. We are also a charity, have very considerable overheads and have to balance our books. Charges differ between village/non-village and there is a 10% discount for those regular users listed on the website.
Catering: if this only involves tea & coffee then all the requisites such as kettles, hot water dispenser, coffee machine, cups and saucers are provided. Bring your own tea, coffee and refreshments. All washing-up and cleaning materials are provided under the sinks but we do ask you to bring your own tea towels. Black bin sacks and reserves of cleaning materials are kept in the cupboard marked ‘Cleaning Materials’ under the counter at the far end of the Servery.
Outside caterers: are permitted to use the Hall for your event.
Items for Hire for outside use: tables and chairs, kitchen utensils, glasses, crockery and cutlery are available for hire for use outside the Hall and these costs are shown under Items for Hire. Please contact Richard well in advance to discuss details if requesting outside use. A deposit is payable whenever such items are taken outside the Hall.
Alcohol: if you plan to sell alcohol at your event this requires a licence which is obtained by completion of the ‘Additional Requirements’ section. Serving alcohol at a private event does not require completion of the form but if you plan to have a cash bar at a private event then a licence is required. We have to pay for a licence so we charge you £20 even if your outside caterer has a licence, because the latter is not valid in these premises. Whenever alcohol is involved BVHMC reserve the right to require a surety of £100 in advance.
Other Licenced Activities: The Hall has a joint music licence with the Performing Rights Society and Phonographic Performance Limited (PPL) for the live and recorded performance of copyright music.
Surety: whenever alcohol is to be either sold or served at an event, the Byfield Village Hall Management Committee reserves the right to require payment in advance of a surety of £100. The sum of £100 will be refunded, or deducted from your invoice, once BVHMC are satisfied there has been no damage to the fabric of the Hall and that no complaints of rowdy or unruly behaviour have been received from occupants of the several houses that are in close proximity.
Payment: no deposit is required from our regular users and note that BVHMC reserves the right to define the members of this group. Please make cheques payable to ‘Byfield Village Hall’ and send to Pat Cannell, Hon Treasurer BVHMC, 55 Boddington Road, Byfield NN11 6XT. Online payments can be made to ‘Byfield Village Hall’, Sort code 05-02-16, Account 46029746 and please be sure to enter your name or organisation in the reference box so that we know you have paid.
Finally: you must be over 18 years of age to make a booking. Be sure to read the Terms & Conditions shown above, the ACRE Hire Agreement and Instructions on Use of the Hall. Please check your times and dates and make sure you are not going to clash with our regular users. Make sure to indicate whether you require the Main Hall or one of the Annexes. If you book the Main Hall the Side Annex goes with it unless the Side Annex has been previously booked.