Bookings Calendar

Conditions of Hire (Sept 2025)

Victoria Rooms Conditions of Hire

Terms, Safety Procedures, and Legal Compliance for Hirers and Event Organizers

1. Introduction

Welcome to the Victoria Rooms. This policy outlines your responsibilities and requirements for hiring our venue. Our goal is to provide a safe, welcoming space for all events. Please follow these terms to ensure your event runs smoothly and complies with all relevant laws and hall policies.

Quick Reference: Key Responsibilities

Obtain written permission from the Management Committee for any event involving alcohol sales or regulated entertainment.

Appoint enough stewards familiar with fire safety procedures; follow all fire precautions and evacuation instructions. 

Supervise all attendees and ensure activities comply with venue rules and legal requirements.

Do not exceed capacity limits posted for each room.

Supervise activities involving children, young people, or vulnerable adults and provide safeguarding documentation if requested.

Leave the venue clean and undamaged; remove all property and waste after your event.

Comply with all licensing, insurance, food safety, and data protection requirements.

2. Booking Process

Book via the Victoria Rooms website or by emailing admin@milvertonvictoriarooms.org.uk.

Bookings accepted from individuals aged 18 or over only.

State the event type (e.g., private party, charity concert) on your booking form.

Confirm you have read and agree to these terms when booking.

Be available for a pre-event meeting with a committee member if requested.

Request written permission for events involving alcohol sales or regulated entertainment (see Licensing Guidance).

To cancel: notify the Bookings Secretary in writing or update your booking online at least 14 days before your event. Late cancellations may incur the full hire charge (except in exceptional circumstances).

3. Hirer Responsibilities

During your event:

Use the venue responsibly; prevent damage to the building, fixtures, and contents.

Supervise all attendees and ensure compliance with venue rules and safety measures.

Appoint sufficient stewards who know fire procedures and precautions.

Do not exceed posted capacity limits (see Maximum Capacity).

Only use the premises for activities described in your Hiring Agreement. Do not sublet or use for unlawful purposes.

Manage noise levels to avoid disturbing neighbours (music, dancing, amplified speech, etc.).

End your event by 11:30 PM unless otherwise authorized; vacate the venue by midnight.

After your event:

Remove all personal property and waste (unless prior arrangements exist).

Return equipment to original storage locations.

Switch off all lights (including in toilets) and close all doors.

Securely bolt the front door and lock side doors.

Return keys to the key safe.

4. Fire Safety

Appoint enough stewards to facilitate safe evacuation and ensure all fire precautions are followed.

Familiarize yourself and your stewards with the fire alarm reset instructions (posted near the control panel, opposite the kitchen).

If unsure, ask the Management Committee for guidance.

4.1 Emergency Actions

Sound the fire alarm immediately.

Call the Fire Service (999).

Use extinguishers only if safe to do so.

Ensure everyone leaves calmly without collecting personal belongings.

Fire assembly point: Car park at the top of Creedwell Orchard (opposite the public toilets adjacent to the Victoria Rooms).

Alert occupants of neighboring buildings.

Account for evacuees at the assembly point as far as practicable.

Report the incident to the Chairman of the Management Committee or another contact (see posted contact lists).

4.2 General Precautions

All stewards and hirers must know the locations of fire alarm points, exits, extinguishers, and the assembly point.

Keep fire exits unlocked and unobstructed at all times during events.

Padlock the side entrance door in Fore Street open when more than 60 people are present.

Do not prop internal kitchen and Reading Room doors open (automatic stops provided for fire safety).

No smoking anywhere in the building.

No naked flames except for small candles on cakes or enclosed tea lights.

No flammable substances or materials or portable heaters may be brought in.

No deep-fat frying.

Keep the kitchen door closed when the cooker is in use.

4.3 Public Performances

Announce fire alarm points, exits, and assembly point at the start of any public performance.

Stewards must ensure:

Drapes/curtains do not block escape routes.

The main exit to Fore Street remains unobstructed.

Prams, buggies, wheelchairs, and other items do not block gangways or exits.

Someone is responsible for assisting wheelchair users or disabled persons during evacuation, using ramps safely.

5. Maximum Capacity

Main Hall:

Dancing (no tables/chairs): 100 persons

Theater-style seating: 100 persons

Tables and chairs: 80 persons

Reading Room: 30 persons

Whole building: 100 persons (includes organizers, stewards, caterers, etc.)

6. Important Licensing Notice

Important: You must obtain written permission from the Management Committee for any event involving alcohol sales or regulated entertainment. Failure to do so may result in legal penalties.

7. Licensing Guidance (Licensing Act 2003)

The Licensing Act 2003 regulates:

Selling alcohol

Providing entertainment (live/recorded music, film screenings, etc.)

Supplying hot food or drink after 11 PM

If your event includes any of these activities and the hall is not already licensed for them, you must request written permission from the Management Committee before proceeding.

Contact the Committee or visit the official website for detailed guidance.

8. Indemnity Requirement

By hiring the hall, you agree to indemnify (protect) the Management Committee and its members against any claims, actions, or costs arising from your failure to meet these Conditions of Hire. You are responsible for covering any losses or legal claims caused by your event or breach of the hire agreement.

9. Committee Responsibilities

Approve bookings and provide support or clarification as needed.

Maintain the premises and ensure compliance with laws and regulations.

Provide guidance on licensing, food safety, safeguarding, and insurance.

Monitor events as needed to ensure rules are followed and support is available.

10. Charges and Deposits

See published scale of charges for hiring the hall or its rooms.

Booking includes 30 minutes before and after your event for setup and cleanup.

Payment due upon receipt of invoice (check payable to The Milverton Victoria Rooms or BACs as instructed).

Deposit Policy:

A refundable deposit may be required to cover potential damages or cleaning costs.

Deposit is due once your booking is approved and you will receive an invoice.

Deposits are refunded or deducted from the full hire charge unless costs are incurred for damages or extra cleaning.

11. Health and Safety

The Management Committee has a legal duty to ensure the premises, entry/exit routes, equipment, and substances are safe and present no health risks.

Hirers must:

Take all reasonable steps to ensure the safety of their activities for participants and others.

Ensure any equipment used is suitable, safe, and operated by appropriately instructed individuals.

Review and consider the Management Committee’s risk assessment (available on the website).

The Management Committee is not liable for any failure by the hirer to comply with health and safety law or duties of care.

12. Food Safety

Observe all relevant food safety legislation and best practices when serving food or drink.

Determine if you need to register as a “food business” with Somerset Council (this may apply to nearly all situations where food/drink is sold or supplied, even if not for profit).

The Management Committee accepts no liability for failure to comply with food safety law.

Consult Somerset Council or the Food Standards Agency for guidance.

Follow the Committee’s Food Safety Management System, ingredient labeling requirements, allergen list, and good kitchen practices (posted in the kitchen).

Dispose of all waste properly. Remove food waste from the premises at the end of the hire for hygiene reasons; use bins on the forecourt for other waste.

No animals, except assistance dogs, are permitted in the building.

13. Safeguarding Children and Vulnerable Adults

Safeguarding Requirement: Any activities involving children, young people, or vulnerable adults must be supervised by fit and proper persons, in accordance with the Safeguarding Vulnerable Groups Act 2006 and later legislation.

Hirers must provide their safeguarding policy and evidence of Disclosure and Barring Service checks upon request.

Rebecca Beard is the safeguarding lead for the premises. Check for updates to safeguarding requirements regularly.

14. Data Protection

Comply with all relevant data protection laws (e.g., GDPR, Data Protection Act 2018).

For public events, inform attendees of their right to opt out of being photographed or filmed.

Do not photograph or film anyone under 18 without written parental consent.

The Management Committee accepts no liability for non-compliance with data protection law.

Seek legal advice if unsure about compliance, and check for updates as legislation changes.

David Hatfield is the Data Protection Officer for the premises.

15. Sale or Supply of Alcohol

Alcohol Licensing Requirement: The Management Committee holds a premises license for alcohol sales/supply. Hirers must obtain written Committee permission by submitting an Alcohol Licence Application form to the Bookings Secretary at least two weeks before your event. Alcohol may only be sold/supplied by authorized individuals. No permission means no alcohol sales or supply.

Standing permission exists for named representatives of trusted local organizations (see Bar Rules Annex).

No sale or supply to individuals under 18 years old.

Alcohol sales/supply must cease by 11 PM (except in exceptional cases approved by the Committee).

Committee members may enter at any time to ensure compliance and may close the bar or stop alcohol sales if rules are breached.

16. Playing Live and Recorded Music

The Committee holds a PRS/PPL license for live and recorded music for private and non-commercial hirers.

Commercial hirers must obtain their own PRS/PPL license for business-related music use.

All music and dancing must finish by 11:30 PM unless special permission is granted.

17. Screening Audiovisual Material

The Committee holds a Motion Picture Licensing Company license for the public exhibition of legally obtained films and audiovisual material (private and non-commercial hirers only).

Admission fees may not be charged for such screenings.

18. Electrical Appliances

All electrical appliances brought onto the premises must be in good, safe working order and have a current Portable Appliance Testing (PAT) label.

Unplug and remove all appliances at the end of the hire period.

The Committee may refuse use of any equipment deemed unsafe. Take any visibly defective electrical equipment out of use immediately.

Smoke machines are not permitted at any time.

19. Insurance

Insurance Requirement: Commercial hirers and those organizing contact sports or large inflatables (e.g., bouncy castles) must have their own public liability insurance and provide a certificate upon booking. Non-commercial hirers without their own insurance may be covered under the venue’s policy. Fireworks are not permitted anywhere on the premises.

20. First Aid

First Aid kits are located in the Reading Room and Kitchen, along with the Accident Book.

Record all accidents, however minor, in the Accident Book and leave the form in the post box. If an ambulance is called or someone is taken to the hospital, inform a member of the Management Committee after the event.

21. Damage

The hirer is responsible for any damage, defacement, or spillage during the hire period.

Costs for replacements, repairs, or cleaning will be deducted from the deposit and/or charged to the hirer.

Do not use screws, nails, pins, adhesives, or tape on internal walls, doors, or other surfaces.

Drawing or map pins may only be used on pin boards. Use only Velcro fixings on the grey display boards in the main hall.

22. Advertising Events

All event advertising must clearly state who will benefit from the event or function. Avoid confusion between commercial and charitable purposes. Do not use fly-posting or unauthorized advertising. Do not allow others to do so. Fly-posting and illegal advertising may result in prosecution.

23. Ongoing Review and Guidance

These terms are reviewed regularly to reflect changes in law and policy. Check for the latest updates before each booking.

Contact the Management Committee with any questions or for clarification.

Consult official guidance (legislation, council, or agency resources) as referenced throughout this document for further details on compliance.

1.  INTRODUCTION

These Rules are designed to meet the requirement for a premises licence operating schedule in Section 17(3) of the Licensing Act 2003.  The key objective of the Management Committee is to provide a full service to users of the village hall while at the same time maintaining a sensitive but firm approach to the sale or supply of alcohol under the Committee’s licence.  This is necessary to ensure compliance with the licence conditions, to minimise the impact of anti-social behaviour, to protect children from harm and to contribute towards combating alcohol-related crime and disorder.  Moreover, the licence represents a valuable income stream for the village hall and, as Charity Trustees, the Committee is under a duty to protect it.

2.  PREMISES LICENCE

The Victoria Rooms holds premises licence number LPP/000292 issued by Taunton Deane Borough Council but now the responsibility of Somerset Council.  The licence authorises the Management Committee to sell by retail alcohol for consumption on and off the premises as well as carrying on the other licensable activities listed in the Conditions of Hire.  Under the licence, alcohol may be sold or supplied between the hours of 10am until 1am the following morning.  The licence is subject to a mandatory condition that every supply of alcohol must be made or authorised by the Management Committee.  Other conditions attached to the licence are reflected in the Conditions of Hire, available on our website or from the Bookings Secretary.

3.  OBTAINING THE COMMITTEE’S AUTHORITY TO SUPPLY ALCOHOL

Subject to the two exceptions set out below, the Management Committee will authorise the sale or supply of alcohol under its licence through its Alcohol Licence Application procedure.  Hirers who wish to make alcoholic drinks available at their event or function must submit a completed application form (available to print on our website pages or from the Bookings Secretary). The completed form should be returned to the Bookings Secretary.  Applicants can:

1. Ask the Management Committee if they are able to provide and staff a bar, in which case the Committee will normally take the bar profits.

2. If the event is open to the public or alcohol is to be sold, ask the Management Committee to permit one or more named individuals to sell or supply alcohol.  A charge of £15 is normally made for this permission.

3. If the function is not open to the public, is to be attended by invitation only and no charge is to be made, either for entry or for alcohol, ask the Management Committee to permit the hirer to supply alcohol to his or her invited guests.

Applications for a bar under paragraph 1 above and applications for authorisation to sell or supply alcohol under paragraphs 2 or 3 above will be considered by the Chairman, the Vice-Chairman or the Bookings Secretary on behalf of the Management Committee.  Hirers are asked to apply at least 14 days before the date of the event or function or, preferably, to submit their Alcohol Licence Application forms to the Bookings Secretary with their hiring applications.

Please note that authority to sell or supply alcohol under the Management Committee’s licence will not be granted to anybody under the age of 18.  Authority will not be granted for off sales only.  Save in exceptional circumstances, authority will not be granted for the sale or supply of alcohol after 11pm.   A copy of the Committee’s signed authorisation must be displayed in a prominent place at the bar or otherwise in that part of the premises in which alcohol is to be sold or supplied.

The Committee will not normally allow use of the village hall if alcohol is to be sold or supplied there under a Temporary Events Notice, rather than the Committee’s own licence.

Exceptions to the Alcohol Licence Application procedure

1.  Sale or supply by the Management Committee

Events and functions organised by the Management Committee itself do not require an Alcohol Licence Application as the Committee is selling or supplying alcohol under its own licence on its own account and does not, therefore, need any other authority to do so.

2.  Sale or supply by nominees of trusted local organisations

Where an event or function is to be held by a local organisation specified in the Annex to these Rules, standing permission to sell or supply alcohol is granted to the members of those organisations nominated for that purpose in the Annex. There is no need for an Alcohol Licence Application, provided that the nominated individuals comply with the conditions set out in the Annex.

4.  SELLING OR SUPPLYING ALCOHOL AT THE VICTORIA ROOMS

The licensing objectives, which are set out in Section 4(2) of the Licensing Act 2003, must be borne in mind at all times by anyone involved in the sale or supply of alcohol in the village hall.  They are:

1. The prevention of crime and disorder

2. Public safety

3. The prevention of public nuisance

4. The protection of children from harm

 Nobody under the age of 18 must be allowed to serve behind a bar.

Please note that under no circumstances must alcohol be sold or supplied to anybody under 18 or to any person (of whatever age) who is buying or believed to be buying or attempting to buy alcohol for consumption by an under 18 year old.  It is an offence…

• To sell alcohol (or knowingly allow a sale) to a person under 18 years old

• To purchase (or attempt to purchase) alcohol if under 18 years old

• To purchase alcohol on behalf of a person under 18 years old

A 16 or 17 year old may drink beer, wine or cider with a table meal, provided that an adult buys the drink and accompanies the 16 or 17 year old.  Bar snacks do not count as a table meal for this purpose.  

The cardinal rule for bar staff is follow the under 18 rule.  If in doubt, refuse service.

Please note that it is also an offence…

• To sell alcohol to anyone who is, or appears to be, drunk

• To sell alcohol to a person who is buying or believed to be buying alcohol for a person who is, or appears to be, drunk

A person granted permission by the Management Committee to sell or supply alcohol in the village hall must be present on the premises at all times during which the sale or supply takes place and remains responsible for the sale or supply, even if not personally serving.  Alcohol may only be sold or supplied for consumption on the premises.  Irresponsible activities, such as the supply of large quantities of free alcohol, drinking games or dispensing alcohol by pouring it directly into the mouth of another person, are on no account to be permitted.

The Committee requires the sale or supply of alcohol to cease at least 30 minutes before the function or event is due to finish and no later than 11pm, unless, exceptionally, a later time has been allowed.  The premises must be vacated by 12.00 midnight.

Unless the Management Committee is providing and running the bar, it is the responsibility of the organiser of the function or event to source the bar stock and provide drinking glasses.  Plastic “glasses” (preferably recyclable) are to be used at all times unless otherwise agreed with the Management Committee.  They should be disposed of after use in the waste bin provided.  Wine glasses and pint and half pint beer glasses may be borrowed from the village hall where refreshments are to be served at tables.

Where alcohol is to be sold, a tariff must be clearly displayed at the bar or otherwise in a prominent position in that part of the premises in which the alcohol is to be purchased.

5.  THE ROLE OF THE MANAGEMENT COMMITTEE

Under the Conditions of Hire, any member of the Management Committee is entitled at all times to enter the village hall to ensure that the Conditions of Hire are being observed.  In particular, any member of the Committee has the authority to close any bar or require the sale, supply or consumption of alcohol to cease in the event of any breach of licensing law, the licence conditions or these Rules or of any disorderly or unseemly behaviour on the part of any person on the premises.

 Milverton Victoria Rooms Management Committee

February 2025

Milverton Victoria Rooms

ANNEX TO THE BAR RULES

MEMBERS OF LOCAL ORGANISATIONS PERMITTED TO SELL OR SUPPLY ALCOHOL UNDER PREMISES LICENCE LPP/000292

The Management Committee hereby grants permission (unless and until revoked) under Paragraph 3.2 of these Rules to sell or supply alcohol under its premises licence to the following members of the local organisations specified below.  This standing permission is subject to the following conditions:

1. that the sale or supply takes place at an event or function held on the premises by the organisation concerned; 

2. that at least one member granted this permission is present on the premises at all times during which the sale or supply takes place; 

3. that Paragraph 4 of these Rules is complied with.

Milverton Music Club

Tony and Trish Batten, Bev Blackmore, Simon and Helen Hunt, Trevor Lloyd

Milverton Dramatic Society

Rebecca Beard, Ginney May, Katy Kershaw, Barry Allaway, Matthew Bawden, Sally Lancaster

Milverton Twinning Association

Simon Butt, Honor Clarke, Geoff Elson 

Milverton Trust

Phil Chambers, Fiona Williams, Nick Argles