ISLIP VILLAGE HALL – BOOKING FORM AND AGREEMENT

Charity Number 1107274

Tick the room you require to hire:

Name of Hirer:……………………………………………………………………………………………………….

Address:………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………..

……………………………………………………………………………………………………………………….

Telephone……………………..….  Mobile:……………………..………E-mail……………………….………….

A surcharge of £10 will be levied if waste produced exceeds one bin bag equivalent and is not removed by hirer on the night.    All bottles, tins and plastics are to be re-cycled. Please note that all functions in the Village Hall must terminate by 1145 pm with music ceasing at 1130 pm and with the Hall vacated and secured by Midnight.  (Functions, such as New Year celebrations, will require specific approval by Cherwell District Council and all such events will require the prior approval of the Islip Village Hall Committee at least 12 weeks in advance.)  Noise is a highly sensitive issue and Hirers are to minimise its impact on those living nearby; windows and Fire Exit doors on the North side are to be kept closed (except in an emergency) and at least one set of swing doors at the main entrance are to be kept closed.  Smoking is confined to the patio area only and is not permitted in the car park; an ash container is provided on the Terrace.  The Hirer is to patrol the outside of the building during an event to ensure that noise is being minimised and that attendees are not causing offence to others.  At the end of an event the Hirer is to double check that the Hall is left tidy and clean and that access ways and Fire Exits are kept clear of obstructions.

All events that are principally for children aged under 18 years are to be supervised throughout the hiring period by not less than 2 adults. The Terrace is not normally available for hire for children’s events. 

Hiring Fee enclosed                  £……..        (payable in advance)   plus

Booking Deposit enclosed         £ 50.00    (returnable subject to condition of Hall and to waste created at end of hiring period)

Total enclosed                          £……..        Cheques payable to ISLIP VILLAGE HALL

The hiring fee and booking deposit should be separate cheques to facilitate the return of the booking deposit

Declaration

As Hirer I declare that I have read the standard conditions and rules for hiring (printed on the reverse of this form), that I will vacate the building by the agreed time and will leave the hired room(s, kitchen and the outside surroundings clean and tidy with all litter etc cleared up, and removed if it exceeds one bin bag equivalent. All access ways and Fire Exits will be confirmed by me as being clear of obstructions. All lights including external ones will be switched off. I accept that failure to do this will result in the loss of some or all of the returnable deposit based upon any additional cleaning costs or electricity used.  In addition I accept that any damage caused to the building or its fixtures and fittings will be charged to the Hirer in full.   

Signature of Hirer………………………………………………………………………..

Signed on behalf of Islip Village Hall…………………………………………………..

Date              …………………………………………………………………………

Note: Times must include setting up and clearing away

          The kitchen is available for use by all users of the Hall but if you require its specific or sole use then please indicate

          The Terrace area outside is for the use of all hirers and village residents and cannot be reserved

ISLIP VILLAGE HALL   BAR BOOKING AND AGREEMENT

Charity Number 1017274

Name of Hirer     …………………………………………………………………………..

Address     …………………………………………………………………………..         ………………………………………………………………………………….

Telephone  …………………………………………………………………………..

E mail                …………………………………………………………………………..

Date (s) Reqd     …………………………………………………………………………..

Times for Bar Opening …………………………. to  ……………………………….…

Function (eg Wedding Reception, 40^th Birthday party etc)

Details…………………………………………………………………………………...

Numbers attending………………………………………………………………………

A bar booking payment of £50.00, separate from the room hiring fee,  for the use of the Bar is required at the time of booking.  Cheques are to be made out to Mark Richards.

The licensing laws require the bar to close at 11.00 pm on weekdays and 10.30 pm on Sundays unless an extension of hours has been agreed by the licensing authorities;  this requires at least 2 months notice. The fee charged by the licensing authorities for the granting of an extension of the licensing hours is currently £ 10.00 (but is likely to be increased) to be paid by the hirer at the time of booking. Cheques are to be made payable to Mark Richards.

Payment enclosed

Bar booking fee  £ 50.00

Licence extension        £ 10.00   (if required)

Total enclosed             £……..                Reminder: Cheques payable to Mark Richards  

Date of booking  ………………………………………………………………….

Queries and further information from the Bar Manager, (Chalky) Mark Richards 01865 373764

I agree to abide by the terms and conditions set out above and printed on the reverse of this form.

Signature of hirer        ………………………………………………………………….

Signed Phil Evans        ……………………………………………….

Date                  ………………………………………………………………….

YOU ARE REMINDED THAT ALL ALCOHOL CONSUMED AT THE FUNCTION MUST BE PURCHASED FROM THE LICENCED BAR OR BY AGREEMENT WITH MARK RICHARDS