These standard conditions apply to all hiring of Station Street Studio at 26a Station Street, Lewes. If the Hirer is in any doubt as to the meaning of the following, the Studio Booking Contact Person should immediately be consulted.

These conditions of hire shall prevail in any contract for the hire of the hall, and no variation thereof shall be permitted, without prior written consent of the Booking Contact Person. Any serious breach of these conditions shall entitle the Studio Management to take such steps as are necessary to rectify the same, including termination of the function or activity, and the vacation of the studio and any rooms connected to i by all persons for whom the hirer is responsible.

All applications for use of the Studio shall be made on the application form and lodged with the Booking Contact Person. The Management of the Studio at its absolute discretion shall be entitled to reject any application or refuse admission to the building to any individual, group or organisation without assigning any reason to such rejection or refusal. All bookings are subject to confirmation by the Booking Contact Person and to payment of the appropriate fees (including special deposits for music & dancing & sale of alcohol) as published from time to time by the Management of Station Street Studio. No bookings will be accepted from any person under the age of 18 years of age. Written notice of cancellation of bookings will only be accepted if received not later than 28 days before the reserved date. Any longer than this time and all booking fees will be forfeited in full (unless by special agreement with the Management).

1. Age
   The Hirer, not being a person under 18 years of age, hereby accepts responsibility for being in charge of and on the premises at all times when the public are present and for ensuring that all conditions, under this Agreement, relating to management and supervision of the premises are met.
   
2. Supervision
   The Hirer shall, during the period of the hiring, be responsible for: supervision of the premises, the fabric and the contents; their care, safety from damage however slight or change of any sort; and the behaviour of all persons using the premises whatever their capacity, including proper supervision of bike parking arrangements outside so as to avoid obstruction of the entrance. As directed by the Booking Contact Person the Hirer shall 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. The Hirer will alert the booking Contact Person to any incident or damage within 12 hours of it occurring on the premises.
   
3. Use of premises
   The Hirer shall not use the premises for any purpose other than that described in the Hiring Agreement and shall not sub-hire or use the premises or allow the premises to be used for any unlawful purpose or in any unlawful way nor do anything or bring onto the premises anything which may endanger the same or render invalid any insurance policies in respect thereof nor allow the consumption of alcohol thereon without written permission.
   
4. Gaming, betting and lotteries
   The Hirer shall ensure that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries.
   
5. Licensable activities
   The Studio is currently not licensed for live and recorded music. It does not yet hold an appropriate Music Licence which permits the use of copyright music in any form, e.g. record, compact disc, tapes, radio, television or by performers in person. If licences are required in respect of any activity in the studio or other rooms the Hirer should ensure that they personally hold the relevant licence or Station SDtreet Studio holds it.The maximum number of persons (including performers) allowed in the main studio at any one time Is limited as follows:
   Stage shows closely seated: 60
   Dances or receptions with chair and table searing: 60For the sale of alcohol in the hall an application for permission to serve a Temporary Event Notice must be given to the Booking Contact Person and then given to the licensing authority Lewes District Council. A Rotherfield Village Hall – Standard Conditions of Hire copy of the notice endorsed by the licensing authority shall be displayed at the event.The Hirer shall ensure that no activity is permitted on the premises in breach of the Performing Rights and other copyright legislation and any other statutory controls for the time being in force.
   
6. Public safety compliance
   The Hirer shall comply with all conditions and regulations made in respect of the premises by the Local Authority, the Licensing Authority, the hall’s 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. The Hirer shall also comply with the hall’s Health and Safety policy.
   
   1. The Hirer acknowledges that they have received instruction in the following matters:
      1. The action to be taken in event of fire. This includes calling the Fire Brigade and evacuating the hall.
      2. The location and use of fire equipment. (see diagram of location on hall noticeboard)
      3. Escape routes and the need to keep them clear.
      4. Method of operation of escape door fastenings.
      5. Appreciation of the importance of any fire doors and of closing all fire doors at the time of a
         fire.
   2. In advance of a theatrical or entertainment event the Hirer shall check the following items:
      1. That all fire exits are unlocked including both front doors and panic bolts are in good working order.
      2. That all escape routes are free of obstruction and can be safely used.
      3. That any fire doors are not wedged open.
      4. That exit signs are illuminated.
      5. That there are no obvious fire hazards on the premises.
      6. That all public and participants are familiar with the procedure for evacuation in the event of an
         emergency.
   3. All high mounted equipment must be fitted with secondary fall restraining devices (as yet there are none at Station Street Studio)
   4. It is the responsibility of the Hirer to ensure compliance with all Food Hygiene and Health and Safety regulations and to ensure that adequate safeguards are in place to protect the well-being of the disabled, children and vulnerable adults.

   For theatrical and entertainment events a person over the age of 18 years must be appointed to be responsible for health and safety when such events take place. At least two other persons over the age of 18 years must also be appointed and instructed in the procedure for evacuation in case of an emergency.

   At the start of each theatrical or entertainment performance the location of fore exist, emergency lighting and fire fighting equipment are indicted to the audience and the fire alarm and evacuation procedure is explained.

   In the event of an emergency all entertainment shall cease and the public and participants must be instructed to leave the building in a calm and orderly manner. The relevant emergency service must be contacted as soon as a problem is discovered.

7. Means of escape
   
   1. All means of exit from the premises must be kept free from obstruction and immediately available for instant free public exit.
   2. The emergency lighting supply illuminating all exit signs and routes must be left on during the whole of the time the premises are occupied and must not be interfered with by the Hirer.
8. Outbreaks of fire
   The Hirer shall call the Fire Brigade to any outbreak of fire, however slight, and details thereof shall be given to the Booking Contact Person.
9. Health and hygiene
   The Hirer shall, 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 refrigerators, freezer and thermometer.
10. Electrical appliance safety
    The Hirer shall ensure that any electrical appliances brought by them to the premises and used there shall be 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 the hirer must make use of it in the interests of public safety.The use of extension leads by the Hirer where one extension is plugged into another is not permitted.
11. Insurance and indemnity
    1. The Hirer shall be liable for:
       1. The cost of repair of any damage (including accidental and malicious damage) done to any part of the premises including the curtilage thereof or the contents of the premises
       2. all claims, losses, damages and costs made against or incurred by Station Street Studio Management, volunteers, agents or invitees in respect of damage or loss of property or injury to persons arising as a result of the use of the premises (including the storage of equipment) by the Hirer, and
       3. all claims, losses, damages and costs made against or incurred by the Station Street Studio Management Committee, volunteers, agents or invitees as a result of any nuisance caused to a third party as a result of the use of the premises by the Hirer, and subject to sub-clause (b), the Hirer shall indemnify and keep indemnified accordingly each member of the Village Hall Management Committee and the village hall’s, volunteers, agents and invitees against such liabilities.
    2. The Station Street Studio Management shall take out adequate insurance to insure the liabilities described in sub-clauses (a)(i) above and may, in its discretion and in the case of non-commercial hirers, insure the liabilities described in sub-clauses (a) (ii) and (iii) above. The Studio shall claim on its insurance for any liability of the Hirer hereunder but the Hirer shall indemnify and keep indemnified each person or volunteer in a class or at an event , agents and invitees against (a) any insurance excess incurred and (b) the difference between the amount of the liability and the monies received under the insurance policy.
    3. Where the Studio does not insure the liabilities described in sub-clauses (a)(ii) and (iii) above, the Hirer shall take out adequate insurance to insure such liability and on demand shall produce the policy and current receipt or other evidence of cover to the Booking Contact Person. Failure to produce such policy and evidence of cover will render the hiring void and enable the hall secretary to rehire the premises to another hirer.
    4. Where a hirer proposes to provide any additional equipment which may pose additional risks
       1. the hirer shall supply a copy of the public liability insurance certificate to the Booking Contact Person for approval prior to acceptance of the booking; and
       2. the hirer shall ensure that at least one responsible adult over the age of 18 years is appointed to supervise use of the equipment at all times for the entirety of the hire.

    Station Street Studio is insured against any claims arising out of its own negligence.

    The Studio Management shall have no liability for any injury, loss or damage, howsoever caused to any person or property arising during or as a result of any functions or other activities, the subject matter of the hire contract, and the Hirer shall indemnify the committee against all such claims without reservation.

12. Accidents and dangerous occurrences
    The Hirer must report all accidents involving injury to the public to the Booking Contact Person within 7 days of the accident occurring and complete an Accident Record copies of which are posted on the notice board in the main hall. Any failure of equipment belonging to the village hall or brought in by the Hirer must also be reported as soon as possible. Certain types of accident or injury must be reported on a special form to the Incident Contact Centre. The Booking Secretary will give assistance in completing this form. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR). The Incident Contact Centre can be contacted in any of the following ways:
    1. Website: www.riddor.gov.uk or via the HSE website: www.hse.gov.uk
    2. Post: Incident Contact Centre, Caerphilly Business Park, Caerphilly, CF83 3GG
13. Explosives and flammable substances
    The Hirer shall ensure that:
    1. No real flames, explosives or highly flammable substances are not brought into, or used in any part of the premises. Real flames do not include candles. Where candles are used as part of a celebration e.g. birthday candles on a cake, then no further action is needed. Where candles are to be used as part of table decorations, then tea light type of candles are allowed provided they are placed on non- combustible material, e.g. candle holder or plate. Where other types of candles are proposed, then the prior permission of the Studio Contact Person must be sought. On no account are candles allowed on window sills, work tops etc.
    2. No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall be erected without the consent of the management committee. No decorations are to be put up near light fittings or heaters.
    3. Where the Hirer proposes to use theatrical pyrotechnics , then details of the type, use and location must be provided to the Booking Contact in order that they can authorise their use.
14. Heating
    The Hirer shall ensure that no unauthorised heating appliances shall be used on the premises when open to the public without the consent of the Booking Contact. Portable Liquefied Propane Gas (LPG) heating appliances shall not be used.
15. Drunk and disorderly behaviour and supply of illegal drugs
    The Hirer shall ensure that in order to avoid disturbing neighbours to the hall and avoid violent or criminal behaviour, care shall be taken to avoid excessive consumption of alcohol. Drunk and disorderly behaviour shall not be permitted either on the premises or in its immediate vicinity. Alcohol shall not be served to any person suspected of being drunk nor to any person suspected of being under the age of 18. Any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way shall be asked to leave the premises. No illegal drugs may be brought onto the premises.
    
16. Animals
    The Hirer shall ensure that no animals (including birds) except guide and other assistance dogs are brought into the premises, other than for a special event agreed to by the Booking Contact. No animals whatsoever are to enter the kitchen at any time.
    
17. Compliance with the Children Act 1989
    The Hirer shall ensure that any activities for children under eight years of age comply with the provisions of The Children Act of 1989 and that only fit and proper persons who have passed the appropriate Disclosure and Barring Service checks and, from 2010, comply with ISA requirements have access to the children. Checks may also apply where children over eight and vulnerable adults are taking part in activities. The Hirer shall provide the Booking Contact with a copy of their DBS check and Child Protection Policy on request.
18. Fly posting
    The Hirer shall not carry out or permit fly posting or any other form of unauthorised advertisements for any event taking place at the premises, and shall indemnify and keep indemnified each member of the Management accordingly against all actions, claims and proceedings arising from any breach of this condition. Failure to observe this condition may lead to prosecution by the local authority.
19. Sale of goods
    The Hirer shall, if selling goods on the premises, comply with Fair Trading Laws and any code of practice used in connection with such sales. In particular, the Hirer shall ensure that the total prices of all goods and services are prominently displayed, as shall be the organiser’s name and address and that any discounts offered are based only on Manufacturers’ Recommended Retail Prices. Further detail can be found in the ACRE Village Hall Information Sheet 34, Sale of goods in halls.
20. Film shows
    Children shall be restricted from viewing age-restricted films classified according to the recommendations of the British Board of Film Classification. Hirers should ensure that they have the appropriate copyright licences for film.
21. Seating
    Where the number of chairs in a closely seated format exceed fifty, then each row shall be a minimum of four chairs and not exceed twelve chairs in length before being separated by a gangway. The chairs in each row shall be secured together and to achieve this the Management will provide the appropriate means of connection which will be the responsibility of the Hirer to apply and disconnect.
22. Cancellation
    If the Hirer wishes to cancel the booking before the date of the event and Station Street Studio is unable to conclude a replacement booking, the question of the payment or the repayment of the fee shall be at the discretion of the Studio Management. The Management reserves the right to cancel this hiring by written notice to the Hirer in the event of:
    1. the premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election
    2. the Station Street Studio Management reasonably considering that (i) such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements, or (ii) unlawful or unsuitable activities will take place at the premises as a result of this hiring.
    3. the premises becoming unfit for the use intended by the Hirer
    4. 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 the Hirer shall be entitled to a refund of any deposit already paid, but Station Street Studio Management shall not be liable to the Hirer for any resulting direct or indirect loss or damages
    whatsoever.

    The Management shall have no liability to the hirer on any account whatsoever in the event that the Hall is not available in part or in whole on any designated date, or if any function or activity shall be delayed due to act of God, breakdown of machinery, failure of supply of electricity, gas, water, or storm, tempest, flood, fire, or any other occurrence beyond the direct control of the Management.

23. End of hire
    The Hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy condition, ensuring that all doors and windows are locked and secured unless directed otherwise and any contents temporarily removed from their usual positions properly replaced, otherwise, the Management shall be at liberty to make an additional charge.
24. Noise
    The Hirer shall ensure that the minimum of noise is made on arrival and departure, particularly late at night and early in the morning. The Hirer shall ensure that noise is not emitted from the hall so as to cause disturbance to residents of the local neighbourhood.
25. Stored equipment
    The Management accepts 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 fees will be charged for each day or part of a day at the hire fee per hiring until the same is removed.Station Street Studio Management may use its discretion in any of the following circumstances:
    1. Failure by the Hirer either to pay any charges in respect of stored equipment due and payable or to remove the same within 7 days after the agreed storage period has ended
    2. Failure by the Hirer to dispose of any property brought on to the premises for the purposes of the hiring. This may result in the Management disposing of any such items by sale or otherwise on such terms and conditions as it thinks fit, and charge the Hirer any costs incurred in storing and selling or otherwise disposing of the same.
26. No alterations
    No alterations or additions may be made to the premises nor may any fixtures be installed or placards, decorations or other articles be attached in any way to any part of the premises without the prior written approval of the Booking Contact. Any alteration, fixture or fitting or attachment so approved shall at the discretion of the Management remain in the premises at the end of the hiring. It will become the property of Station Street Studios unless removed by the Hirer who must make good to the satisfaction of the hall Management or if any damage caused to the premises by such removal.
27. No rights
    The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.The hire contract may not be assigned to any third party nor may the Hirer sub-let the hall in part or whole thereof.
28. Right of Access
    Any member of the Management or any police officer or fire fighter or Medical Doctor shall be granted access to the hall at all times and for any purpose.
29. Dangerous and unsuitable performances
    Performances involving danger to the public or of a sexually explicit nature shall not be given.
30. Smoking
    The Hirer shall, and shall ensure that the Hirer’s invitees, comply with the prohibition of smoking in public places provisions of the Health Act 2006 and regulations made thereunder. Any person who breaches this provision shall be asked to leave the premises. All forms of smoking are strictly forbidden inside the building in its entirety. This includes vape cigarettes which are not permitted to be used or discarded on the site. Any such activity is liable for a penalty charge. The use of theatrical faux cigarettes, cigars and pipes must be pre-authorised by the Booking Contact.
31. Car parking and Bicycle Parking
    There is no car parking at Station Street Studios. Up to 4 bicycles may be left tidily against the outside wall of the building at the owners own risk proivided they do NOT block the entrance to the building and are not left where they may cause a hazard. No bikes are to be brought into the premises unless by prior agreement with the Booking Contact.
32. Stage Blocks
    The stage blocks are the property of Station Street Studios and may only be used subject to the express permission, and consultation with the Management via the Booking Contact.
33. Lighting Equipment
    Use of the lighting bars and patch racks may only be used by express permission of the Booking Contact.
34. PA system, projector, laptop, internet
    A comprehensive set of instructions for these are provided. In no circumstances must the connections in the PA system be altered/re-plugged other than shown in the instructions. In particular, amplified musical instruments must not be played through the PA system. If unsure of use, assistance prior to the hiring can be given and Hirers should contact the Booking Contact.

July 2023