Rules & Regulations

The following document outlines the Rules and Regulations governing the use of the Forest Row Village Hall. Before using the Village Hall, you are required to read, understand, and agree to these rules and regulations. If you wish to download a copy of these rules and regulations, please see the documents section here.

For each section a summary is provided for quick reference. If you have any queries or concerns, please contact us.

General

The Village Hall is a registered charity, number 1166254, and is governed by the Forest Row Village Hall Management Committee. There are two halls known as the Peter Griffits Hall (small hall) and the Freshfield Hall (large hall), plus the British Legion Room (committee room) and Offices (hereinafter referred to as the Village Hall). The Management Committee are the Trustees of the Village Hall and are responsible for every aspect of the administration. It consists of representatives of organisations using the Village Hall, two representatives from the Parish Council, and other co-opted individuals. The Hirer is deemed to be the person completing the booking form and paying for the event. Booking forms may be completed by a representative of the Hirer (e.g. secretary or treasurer). The Village Hall is primarily for the benefit of Forest Row residents (those residing in the civil parish of Forest Row) and organisations, who enjoy favourable rates of hire. Two noticeboards are located in the lobby of the Freshfield Hall, one locked displaying Hall licences and information for Village Hall Hirers, the other freely accessible for Hirers to advertise their events. External noticeboards are also available for Hirers to advertise their events. Notices must not be displayed earlier than 14 days before the event. The Village Hall has provisions for wheelchair access, which include a ramp for wheelchair users which is located on the western/A22 side of the building.

Basically,

To display event notices in and around the Village Hall requires permission from the Management Committee.

Event advertisements can be posted on the Village Hall's external notice boards 14 days before the event.

Conditions

The Hirer must be at least 21 years of age. A booking Form must be fully and clearly completed for each booking, either via the Village Hall website (forestrowvillagehall.org) or by a printed booking form. A booking form can be downloaded from the website, or obtained from the bookings office during opening hours. Provisional bookings may be made by telephone but must be confirmed within 7 days by submitting a fully completed booking form. The Management Committee reserves the right to refuse an application. Bookings for Public Performances must be made at least 2 months before the event. Bookings for private parties, young children's parties, weddings, dances, discos or any other singular event, to be paid in full before the event. For such events a returnable deposit held against any damage will be taken at the time of confirmation. A proportion of this deposit may be deducted if an event overruns past its booking (except if through fault of the hall or due to the previous booking overrunning), extra cleaning is required or in the case of damage. Any clearing up time past midnight is charged at £30 for one hour or part there of by prior arrangement. For a series of weekly events new hirers must pay the first month’s installment in advance. Longstanding regular Hirers will be billed monthly in arrears. If a booking is cancelled within 14 days of the hire date no refund will be given. If the same event is re-booked within six months a discretionary amount of 2/3 of the booking fee will be credited against the new booking. Temporary alcohol licences (Bar Licence) for the sale of alcohol can be obtained from the Bookings Office or Wealden District Council. Only apply for your licence once you have submitted your booking form and had confirmation that the desired booking times are available.

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The Management Committee reserves the right to refuse a booking application.

The hirer must be at least 21 years of age.

Bookings for Public Performances must be made at least 2 months before the event.

Bookings can only be confirmed: (i) upon receipt of a fully completed booking form; (ii) once payment has been received, including returnable deposit.

There is a cancellation fee.

Hirer’s Responsibilities

Hirers will be held responsible for making good any damage or losses to the Village Hall during the hire period. Any accidental damage to the Village Hall or breakages of Village Hall property including fixtures, fittings, crockery and appliances must be reported to the Bookings Office as soon as possible after the event. Hirers are expected to leave the Village Hall in a tidy condition. Any spillages should be mopped immediately. The use of sticky tape and/or drawing pins on doors, walls, ceilings or any painted surface is forbidden. Blue/white tac or similar substances may be used as a temporary measure only. The use of candles/tea lights, any appliance with a naked flame or indoor fireworks is strictly prohibited. Hirers should ensure that no undue noise is allowed to interfere with the comfort of other Village Hall users or local residents. Music must cease at 12 Midnight. The Hirer or nominated adult (21 or over) must be on the premises, and have overall responsibility during the whole time of the booking. All accidents are to be recorded in an Accident Book before the end of the hire and reported to the Bookings Office as soon as possible. Accident Books can be found in the green first aid boxes, one of which is located in the Freshfield Hall kitchen and the other in the Peter Griffits Hall servery.
Keyholders: Hirers who hold keys to the Village Hall are responsible for ensuring that all doors, fire exits and windows are closed, all lights are turned off and the heating is turned down at the end of every event. The Village Hall must be left secure. Hirers MUST NOT use the keys for any other purpose other than opening and closing for their own organisation’s booked events. Keys should not be identifiable as coming from the village hall. Music Copyright: The Village Hall is licensed with the Performing Rights Society for the performance of copyrighted live music controlled by the aforementioned society. Recording Copyright: The Hirer for an event where a licence fee is payable for the public performance of recorded music (e.g. CDs, mp3s, streamed music, records, tapes etc) shall be responsible for obtaining the necessary licence from Phonographic Performances Ltd. Betting, Gaming and Lotteries: All such activities shall not contravene any laws in place relating to betting, gaming and lotteries. Insurance: Commercial hirers are required to take out sufficient insurance. A copy of this insurance should be provided at the first time of booking. Hirers for private events are advised to take out sufficient insurance. The Hirer shall be responsible for ensuring that the requirements of relevant legislation are strictly observed.

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Hirers are responsible for any damage or losses to the Village Hall.

Leave the Village Hall in a tidy condition!

The use of sticky tape and/or drawing pins on doors, walls, ceilings or any painted surface is forbidden.

Naked flames (e.g. candles) or indoor fireworks is strictly prohibited.

Music must cease at 12 Midnight.

Undue noise will not be tollerated.

The Hirer or a nominated adult must be on the premises, and have overall responsibility during the whole time of the booking.

Accidents must be recorded and reported to the Bookings Office.

Keyholders, the Village Hall must be left secure, doors locked, heating and lights off!

The hirer is responsible for any music or recording copyright licences required.

Hirers must obtain any relevant insurance for their event.

Public Performances & Entertainment

The Village Hall holds a Theatre Licence and a Public Entertainment Licence. The conditions and regulations governing the issue of these licences must be strictly observed. They can be found on the notice board in the entrance lobby of the Freshfield Hall. Nothing shall be done that will endanger the safety of people in the Village Hall or cause damage to the Village Hall’s contents, structure or surroundings. All fire exits, gangways, corridors, stairs and external passageways must be kept free from obstruction (including from wheelchairs, buggies etc) at all times. The wheelchair ramp door must be unlocked during public performances. Fire equipment is inspected regularly and Hirers are responsible for making themselves aware of fire exits and equipment. Fire safety equipment must be left in situ when not in use, and any loss or damage to this equipment must be reported to the Bookings Office as soon as possible. The Hirer must ensure sufficient stewards are available to assist members of the public as necessary.

Basically,

Hirers must adhere to the conditions and regulations governing Theatre and Public Entertainment Licences.

Nothing shall be done that will endanger the safety of people in the Village Hall or cause damage to the Village Hall’s contents, structure or surroundings.

All fire exits, gangways, corridors, stairs and external passageways must be kept free from obstruction.

The wheelchair ramp door must be unlocked during public performances.

Fire safety equipment must be left in situ when not in use.

Hirers must ensure sufficient stewards for their events as appropriate.