Hire the Hall

Important : hirers are reminded that when they sign the booking form they do so on the basis that they have read and understood the following conditions and agree to comply with them.

The hirer must complete a single booking form. Organisations using the premises on a regular basis can make a block booking by completing a multiple bookings form. These forms are available to print from this website or from the Bookings Secretary.

• hirers must state on the form what sort of event they will be holding, eg a private party, a public dance, etc

• In the unlikely event that an activity is not covered by the list of licensed activities and involves an activity for which a licence under the Licensing Act 2003 is required, written permission for it must be sought from the Management Committee. If the Committee agrees that the event may proceed, a Temporary Event Notice must be given to Somerset Council

• the Hiring Agreement form must be signed and returned to the Bookings Secretary before the period of hire

• new hirers may be required to meet a Management Committee member to view the premises and discuss details of the booking

• bookings will not be taken from persons under the age of 18 years of age

• in the event that the premises or any part of them are rendered unfit for the use for which they have been hired, the Management Committee will not be liable to the hirer for any resulting loss

• notice of the cancellation of any booking must be given to the Bookings Secretary, preferably in writing, not less than one calendar month before the booked date. Unless there are exceptional circumstances, the full hire charge will be payable where shorter notice is given

• the hirer must indemnify and keep indemnified each and every member of the Management Committee against all actions, claims and proceedings arising from any breach of these Conditions of Hire

During the period of hire, the hirer is responsible for:

• the use of the premises to ensure that no damage is done to its fabric and contents

• the behaviour of all persons using the premises

• ensuring that sufficient stewards are in attendance and are familiar with the action to be taken in the event of fire and with the fire precautions applicable to the building

• ensuring that the capacity of the building (see below) is not exceeded

• ensuring that alcoholic drinks are only sold or supplied in accordance with the law and the Management Committee’s Bar Rules

• minimising the risk of infection from Covid-19 and other infectious diseases

• observing food safety and hygiene legislation and good practice, where applicable

• if playing live or recorded music, or screening films, ensuring that the necessary copyright licences are in place, where applicable

• ensuring that waste is properly disposed of, food waste removed from the premises and that any property brought on to the premises is removed (unless storage space has been allocated for it)

• ensuring that noise emanating from the premises including music, dancing and amplified speech is not such as to amount to a nuisance

• ensuring that the function or event finishes no later than 11.30pm (unless, exceptionally, a later time is allowed) with the premises vacated by 12 midnight

The hirer shall not use the premises for any purpose other than that described in the Hiring Agreement and must not allow the premises to be used for any unlawful purpose. Sub-letting is not permitted.

Please see the scale of charges for the hire of the building or part thereof. The Management Committee will normally allow half an hour either side of the period of chargeable hire to set up and clear away. Charges must be paid on returning the Hiring Agreement form for single bookings and on receipt of an invoice for multiple bookings. Cheques are payable to The Milverton Victoria Rooms.

In addition to the hire charge, a deposit may be required in the event that replacements, repairs or cleaning are necessary as a result of the hirer’s use of the premises. Any deposit must be paid, preferably in cash, when returning the Hiring Agreement form. Deposits are refundable, save where the Management Committee decides that all or part of the amount deposited needs to be retained to defray any costs and expenses arising from the hirer’s use of the premises.

Hirers must ensure that there are sufficient stewards appointed to facilitate a safe evacuation of the premises, should that prove necessary, and to secure compliance with the fire precautions described below. Hirers should familiarise themselves with the instructions for resetting the fire alarm. These are posted next to the control panel in the corridor opposite the kitchen. If in doubt, please seek assistance from a member of the Management Committee.

4.1 In the event of fire…

• sound the fire alarm

• call the Fire Service on 999

• use available extinguishing equipment only if safe to do so

• ensure that everybody leaves the building in a calm and orderly fashion and that people do not place themselves or others at risk by stopping to collect personal belongings

• the fire assembly point is in the car park at the top of Creedwell Orchard (opposite the public toilets adjacent to the Victoria Rooms)

• alert the occupants of the neighbouring buildings

• account for evacuees at the fire assembly point, so far as is practicable

• at an appropriate time, report the incident to the Chairman of the Management Committee

In the interest of fire safety, the following precautions must be observed:

• the hirer and all appointed stewards must make themselves aware of the locations of all the fire alarm points, fire exits, fire extinguishers and the fire assembly point

• fire exits must be kept unlocked and unobstructed while the premises are in use

• the side gate in Fore Street must be locked in the open position at all times while the premises are in use

• on no account must the internal doors to the kitchen and the Reading Room be propped open with wedges, chairs, etc. Both doors are fitted with automatic door stops which will allow the doors to close when the fire alarm sounds

• flammable substances and materials must not be brought on to the premises

• deep-fat frying is not permitted on the premises

In addition to the general fire precautions listed, the following precautions must be observed during any public performance:

• at the start of the performance, the hirer must cause a clearly audible announcement to be made, informing all persons on the premises of the locations of the fire alarm points, fire exits and the fire assembly point

• stewards must be stationed to ensure that drapes or curtains drawn across escape routes during performances do not compromise those routes in the event of an emergency. When the stage is in use, the curtain at the foot of the steps can be hooked up on itself to create an unobstructed exit from the stage

• stewards must be stationed to ensure that the width of the main exit into Fore Street does not become compromised

• prams, buggies, wheelchairs and other items must not be placed so as to obstruct gangways and exits

• stewards must ensure that there is an individual who will take responsibility for assisting any wheelchair user or other disabled person in the event of an evacuation. The wheelchair ramps in the front porch must be deployed with due regard for the safety of others leaving the building by that route

The maximum capacity of The Victoria Rooms (including organisers, stewards, caterers, etc) is as follows and must on no account be exceeded:

Main Hall

• dancing (no tables and chairs), 100 persons maximum

• chairs theatre style, 100 persons maximum

• tables and chairs, 80 persons maximum

Reading Room

• 30 persons maximum

Where the whole building is in use

• where the whole building is in use the capacity is 130 persons maximum

The Management Committee has a duty under health and safety legislation to take reasonably practicable steps to ensure that the premises, the means of entry and exit and any equipment or substances on them are safe and without risks to health. There are also general duties of care under the Occupiers’ Liability Act 1984 and at common law. Specific responsibilities are imposed by regulations relating to such matters as fire safety, asbestos management and the provision and use of work equipment. Hirers must ensure that they, too, take reasonably practicable steps to ensure that their activities do not pose a risk to the health or safety of participants or others likely to be affected and that any work equipment to be used is suitable, safe and used by people who have received appropriate instruction. The Management Committee accepts no liability for any failure by the hirer to comply with health and safety legislation or to discharge a duty of care. In managing their activities or events, hirers must take account of the Committee’s health and safety risk assessment

Hirers are expected to take appropriate precautions during their use of the premises to minimise the spread of Covid-19 and other infections. Where necessary, these should include asking people who have had symptoms during the previous 7 days, or who currently feel unwell, not to enter the hall. Other measures are at the hirer’s discretion. Hand sanitiser is available at both entrances to the building. In assessing the risk of spreading infection, regard should be had to the national and/or local situation, the nature of the proposed activity and the number and vulnerabilities (if any) of those people expected to attend, as well as to other factors that may be relevant.

Hirers must ensure that any activities for children, young people and vulnerable adults are only provided by fit and proper persons in accordance with the Safeguarding Vulnerable Groups Act 2006 and any subsequent legislation. When requested, hirers must provide the Management Committee with a copy of their safeguarding policy and evidence that they have carried out relevant checks through the Disclosure and Barring Service. 

Please note that the Milverton Victoria Rooms Management Committee uses personal data for the purposes of managing the village hall, its bookings and its finances, marketing and running events at the hall and general fund-raising activities.

For the most part, such data is confined to the contact details (names, postal and email addresses and telephone numbers) of hirers and potential hirers, contractors, trustees and other volunteers. Personal data may be retained for up to 7 years for accounts purposes or for longer where required by our insurers. If you would like to find out more about how we use personal data, or want to know what personal data we hold on you, please contact David Hatfield on 01823 401802. Our Data Protection Policy provides further information about our processes and your rights. This may be found in the Policy Statement.

For the avoidance of doubt, we ask you please to signify your consent to our using your personal data for the purposes outlined above when completing your hiring agreement form. We will not use your personal data for any other purpose without your express written consent (save in the unlikely event that we become legally obliged to do so). However, it would be helpful if you would also indicate on the form whether you are willing for us to share your contact details with other non-commercial groups and organisations benefitting the residents of the Parish of Milverton. Either or both these consents may be withdrawn at any time.

You can view a copy of the privacy notice here.

If serving food or drink on the premises, the hirer must observe all relevant food safety legislation and good practice and must ascertain whether they needs to register with Somerset Council as the operator of a ‘food business’ – a term that is wide enough to include almost every situation in which food or drink are sold or supplied in a village hall, whether or not for profit. The Management Committee accepts no liability for any failure by the hirer to comply with food safety law. Advice may be obtained from Somerset Council and from the Food Standards Agency.

The attention of the hirer is drawn to the list of good kitchen practices posted in the kitchen. The hirer must ensure that food handlers are aware of and follow those practices.

Food waste and all other waste must be disposed of properly at the end of the hiring period. While waste and recycling bins are located in the back yard, food waste must, for hygiene reasons, be removed from the premises and disposed of by the hirer.

No animals, other than guide dogs, are allowed on the premises

The Management Committee holds a premises licence which enables the Committee, or any person authorised by the Committee, to sell or supply alcohol. Hirers wishing to sell or supply alcohol at an event must obtain permission from the Committee. Normally the Chairman, the Vice-Chairman or the Bookings Secretary will deal with these applications on the Committee’s behalf. Permission is sought by completing and returning to the Bookings Secretary an Alcohol licence form (available to print from this website or from the Bookings Secretary) no later than 2 weeks before the event is due to take place. Alcohol may only be sold or supplied by individuals authorised by the Management Committee. Subject to conditions, the Committee has granted standing permission to certain  named representatives of trusted local organisations (see the Annex to the Committee’s Bar Rules). In other cases please note: no permission; no sale or supply.

The Committee’s Bar Rules must be complied with by hirers authorised by the Committee to sell or supply alcohol under its premises licence. A copy is posted on the notice board in the main hall or available on this website or from the Bookings Secretary.

Alcohol must on no account be sold or supplied to anybody under the age of 18.

Save in exceptional circumstances, the sale or supply of alcohol must cease no later than 11pm.

Any member of the Management Committee is entitled at all times to enter the building to ensure that these 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 the Bar Rules or of any disorderly or unseemly behaviour on the part of those on the premises.

The Management Committee holds a combined Performing Right Society (PRS) licence for the performance of live music and Phonographic Performance Licence (PPL) for the playing of recorded music. This combined licence covers private and non-commercial hirers of the premises. Commercial hirers who play live or recorded music in connection with their business activities must obtain the appropriate copyright licence from PRS/PPL and comply with any conditions thereof. The playing of music and any dancing must finish no later than 11.30pm unless, exceptionally, the Committee allows a later time 

Hirers intending to screen motion pictures on the premises, whether through DVD or any other medium, are reminded that a copyright licence is likely to be required. Before any such screening, hirers must ensure that they obtain the relevant licence from the Motion Picture Licensing Company, Filmbank, the British Film Institute or other relevant film industry licensing agent, or obtain permission for the screening direct from the distributor or studio, as appropriate. Guidance may be obtained from the Independent Cinema Office. The Management Committee requires hirers to comply with any conditions attached to the relevant licence or permission. 

Any electrical appliances brought on to the premises must be in good and safe working order with a current Portable Appliance Testing label. All such appliances must be unplugged and removed at the end of the hiring period. Any member of the Management Committee may refuse permission for the use of any equipment which he or she considers may be unsafe.

No portable heater of any type may be brought on to the premises

The Victoria Rooms are, by law, Smoke Free premises. The hirer is responsible for ensuring that nobody smokes anywhere on the premises. If the hirer allows smoking, both the hirer and the smoker could be fined. If the hirer has asked a smoker to stop smoking and they continue to smoke, the hirer must ask that person to leave the premises. 

Hirers must complete a public liability insurance form, available from the Bookings Secretary.

Our insurers require that commercial hirers and hirers whose activities involve contact sports, or the use of fireworks or large inflatable equipment (such as a “bouncy castle”), must hold their own public liability cover.  Such hirers must produce a copy of their public liability insurance certificate on booking.  (The Management Committee will not, in any event, permit the discharging of fireworks within the precincts of the hall.)  

Non-commercial hirers who do not hold public liability insurance maybe covered under The Victoria Rooms’ policy.

The First Aid kits are in the kitchen and in the store room with the accident book. All accidents, however minor, should be recorded by the hirer. 

The hirer is responsible for any damage, defacement or spillage which occurs on the premises during the hiring period. The cost of any necessary replacements, repairs or cleaning will be deducted from any deposit taken and/or will be charged to the hirer as appropriate.

Hirers must not use screws, nails, pins, adhesives or adhesive pads or tape to fix items to the internal walls, the doors or other painted or varnished surfaces. Drawing or map pins may only be used on the pin boards. Velcro fixings only are to be used on the grey display boards in the main hall.

Hirers should ensure that any advertising or other marketing material makes clear who is to benefit from the event or function. In particular, care should be taken to avoid confusion between commercial and charitable purposes.

When advertising any event, function or performance to be held on the premises, the hirer must not resort to fly-posting or any other form of unauthorised advertising, nor cause or permit any other person to do so. Hirers are reminded that fly-posting and unlawful advertising may lead to prosecution.

The hirer must ensure that:

• the building is left in a safe, clean and tidy condition

• all radiators in the Reading Room, rear corridor, toilets and store rooms are set at their No 1 setting – please do not alter the timer control or adjust any of the boiler settings

• the two larger gas heaters in the main hall are set at No 1 in accordance with the instructions posted near them – please do not alter any of the other controls

• the fan-assisted gas heater (on the far wall of the main hall) is switched off

• all lights are off

• all waste/recycling has been disposed of properly and food waste removed

• all internal doors are shut

• any tables, chairs or other items removed from their normal storage positions are returned there, with stackable chairs stacked no more than six high

• all property brought into the building is removed, unless the Management Committee has allocated storage for it

• the building is properly locked and secured by locking the front door, the side entrance and the iron gate, unless otherwise directed

• any keys are returned to the Bookings Secretary, unless otherwise directed

The Milverton Victoria Rooms Management Committee uses personal data for the purpose of managing the village hall.  This includes bookings, general administration, financial management, fund-raising, marketing and maintenance.

For the most part, such data is confined to the contact details (names, postal and email addresses and telephone numbers) of hirers and potential hirers, trustees and other volunteers, market traders, fund-raising contacts, and other people with whom the Management Committee has dealings.  Personal data may be retained for up to 7 years for accounts purposes or for longer where required by our insurers.  If you would like to find out more about how we use personal data, or want to know what personal data we hold on you, please contact David Hatfield, our Data Protection Officer, on 01823 401082.  Our Data Protection Policy provides further information about our processes and your rights.  This may be found in the Policy Statement on our website page: www.milvertonvictoriarooms.org.uk

In your dealings with us we will, for the avoidance of doubt, ask you to signify your consent to our using and storing your personal data for the purpose outlined above.  We will not use your personal data for any other purpose without your express written consent (save in the unlikely event that we become legally obliged to do so).  Your consent may be withdrawn at any time.

Nothing in this notice applies to persons in a contractual relationship with the Management Committee.

Milverton Victoria Rooms Management Committee

December 2024

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, Ben Orton