West Monkton Village Hall, Monkton Heathfield, Taunton, TA2 8NE

Booking Enquiries:  Tel: 01823 412089
Hall Telephone: 01823 412068 (incoming calls only)

Hiring The Hall

Bookings will not be accepted from persons under 18. The hall is NOT available for public discos. Bookings to include the sale of alcohol or showing of films will not be accepted from persons under 21 years of age.

Hire Charges

Single Bookings

A booking form must be completed and returned with a non-refundable deposit of £10 or one quarter of the estimated fee whichever is the greater. The balance must be paid not less than one month before the function takes place to allow cheques to be cleared. This payment must be accompanied by a (returnable) deposit of £50 to £150 (depending on the event) against damage, or problems arising out of bad behaviour. Hirers will not be admitted to the premises if payment in full has not been cleared. If the Hirer cancels the booking with no notice given the full fee will be retained. Otherwise the amount of refund will depend on the length of notice, and will be at the discretion of the Committee.

Regular Bookings

Block bookings will be accepted for a twelve month, or lesser period, renewable in September each year. All bookings to be confirmed in writing. Cancellations must be given in writing to the Booking Officer at least 7 days before the booked date, or the full fee will be charged. Invoices (monthly) must be paid promptly. Failure to do so could jeopardise future bookings or incur a penalty fee.
Regular hirers need to collect the hall key from the keyholder (address to be notified at first booking).

All Bookings

New hirers are required to meet the booking officer at the Hall to view the premises and arrange the details of the booking(s), together with signing of a booking form. Hirers of the Hall have no right of entry to any rooms other than those which they have hired (other than in an emergency) and must ensure that no interference is caused to any other proceedings or functions taking place on the premises during the period of their hire. Incoming hirers must give consideration to outgoing hirers and allow time for vacating room(s). At the end of the hiring, the hirer shall be responsible for leaving the premises and surrounds in a clean and tidy condition, properly locked and secured unless directed otherwise and any tables, chairs or other items temporarily removed from their usual positions properly replaced and in a clean condition. All refuse from the hiring must be removed promptly from the premises. Failure to comply with these conditions will result in an additional charge or a deduction from the refundable deposit.

Fly Posters

Posters must only be placed on official notice boards under regulations with the Local Authority.

Noise Inhibitor

When music is played if the noise exceeds the volume set by the inhibitor, this will result in the loss of power.   It is advisable that hirers ask advice prior to the function.

Closing the Hall

All functions must close by 11.00pm and the premises cleared within 30 minutes of closing.   The hirer shall ensure the minimum of noise is made on departure late at night.

Conditions of Hire

  1. If any part of the hire fee is still unpaid on the day of the event, hirers will not be admitted to the building.
  2. It is understood and agreed that the person making the booking is authorised to do so, and is the person who will be responsible for the proper conduct of the function. In certain cases, e.g. parties and dances, the hirer will be required to name the stewards to assist the hirer with this responsibility, including preventing the entry of interlopers.
  3. The hirer will, 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 car parking arrangements so as to avoid obstruction of the highway.
  4. The hirer must report any breakages, damage or defacement.
  5. 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, nor allow the sale of alcoholic liquor without the appropriate licence.
  6. Hirers may use the grounds in daylight hours only, or the grounds may be hired separately from the Hall by special arrangement.
  7. In the event of the hall or any part thereof being rendered unfit for the use for which it has been hired, the committee shall not be liable to the hirer for any resulting loss or damage whatsoever.
  8. The hirer shall ensure that any activities for children under 8 years of age/Vulnerable Users comply with the provisions of the Children’s Act 2006 and the Safeguarding Vulnerable groups Act 2006 and that only fit and proper persons who have passed the appropriate Criminal Records Bureau checks should have access to the Children/Vulnerable Users. All regular organisations using the hall to provide activities/services for Children/Vulnerable Users will need to provide the Hall’s Booking Office with a copy of their CRB check and Child/Vulnerable Users Protection Policy on request.
  9. The Management Committee accepts no responsibility for any damage, theft or loss of  property  brought onto the premises (including the car park and grounds), and all property so brought onto the premises shall be at the owner’s  risk.
  10. 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.
  11. The hirer shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, the Local Magistrates Court or otherwise, particularly in connection with any event which includes public dancing or music or other similar public entertainment or stage plays or have requested permission to sell alcohol on the premises.   Hirers must comply strictly with all fire and safety regulations.
  12. Hirers must ensure that sound or lighting equipment or other electrical appliances brought to the Hall are in safe working order, and used safely. Where candles are used they should be in appropriate containers to minimise damage from wax or burning.
  13. All exit doors must remain unlocked during occupation.
  14. Goods of any kind may not be left in the entrance hall.
  15. The use of nails, screws or any other appliance, adhesive (including adhesive tape) or devices for fixing any decoration, poster or board etc., in any part of the premises is forbidden, except by prior consent of the Booking Officer.
  16. Confetti, rose leaves and streamers may not be thrown. It is forbidden to let off Fireworks in either the building or the grounds.
  17. No hard ball games are permitted within the premises.
  18. No airborne vehicle of any kind is permitted to land in or take off from the grounds.
  19. Cars may only be parked on the lawns by special permission.

Special Conditions of Hire during COVID-19
 
Note: These conditions are supplemental to, and not a replacement for, the hall’s ordinary conditions of hire.
 
SC1:
You, the hirer, will be responsible for ensuring those attending your activity or event comply with the COVID-19 Secure Guidelines while entering and occupying the hall that is displayed at the hall. In particular, you and those attending are required to use the hand sanitiser supplied when entering and leaving the hall, and after using tissues.
 
SC2:
You undertake to comply with the actions identified in the ‘Village Hall COVID-19 Risk Assessment’, a copy of which will be provided to you.
 
SC3:
You will be responsible, both before other members of your group or organisation arrive and after they depart, for sanitizing door handles, light switches, window catches, equipment, toilet handles and seats, wash basins and all surfaces likely to be used during your period of hire. You are required to keep the premises clean through regular cleaning of surfaces during your hire, paying particular attention to wash hand basins and kitchen sinks (if used), using either the products supplied (which will be in a clearly accessible location) or your own ordinary domestic products.
 
SC4:
You will make sure that everyone likely to attend your activity or event understands that they MUST NOT DO SO if they or anyone in their household has had COVID-19 symptoms in the last 7 days, and that if they develop symptoms within 7 days of visiting the premises they MUST use the Test, Track and Trace system to alert others with whom they have been in contact.
 
SC5:
You will keep the premises well ventilated throughout your hire, with windows and doors (except fire doors) open as far as convenient. You will be responsible for ensuring they are all securely closed on leaving.
 
SC6:
You will ensure that no more people attend your activity/event than is stated in the ‘Advice and Requirements for Hirers’ document, in order that social distancing can be maintained. You will ensure that everyone attending maintains 2m social distancing while waiting to enter the premises, observes the one-way system within the premises, and as far as possible observes social distancing of 1m plus mitigation measures when using more confined areas (e.g. moving and stowing equipment, accessing toilets) which should be kept as brief as possible.
 
SC7:
You will take particular care to ensure that social distancing is maintained for any persons aged 70 or over or likely to be clinically more vulnerable to COVID-19, including for example keeping a 2m distance around them when going in and out of rooms and ensuring they can access the toilets, kitchen or other confined areas without others being present.  For some people, passing another person in a confined space is less risky, but for older people that should be avoided.
 
SC8:
You will position furniture or the arrangement of the room as far as possible to facilitate social distancing of 2m between individual people or groups of up to two households such as: seating side by side, rather than face-to-face, and good ventilation.  If tables are being used, you will place them so as to maintain social distancing across the table between people from different household groups who are face-to-face.
 
SC9:
You are asked to keep a record of the name and contact telephone number of all those who attend your event for a period of 3 weeks after the event, and to provide the record to NHS Track and trace if required. (People are not obliged to provide details)
 
SC10:
You will be responsible for the disposal of all rubbish created during your hire, including tissues and cleaning cloths, taking all rubbish away with you when you leave the hall.
 
SC11:
You will encourage users to bring their own food and drinks. They should also bring their own crockery and cutlery, and take it home for cleaning. The kitchens are closed for general use.
 
SC12:
We will have the right to close the hall if there are safety concerns relating to COVID-19, for example, if someone who has attended the hall develops symptoms and thorough cleansing is required or if it is reported that the Special Hiring Conditions above are not being complied with, whether by you or by other hirers, or in the event that public buildings are asked or required to close again.  If this is necessary, we will do our best to inform you promptly and you will not be charged for this hire.
 
SC13:
In the event of someone becoming unwell with suspected Covid-19 symptoms while at the hall you should remove them to the ‘COVID-19 First Aid Room’ which is located off the corridor to the Main Hall. Ask others in your group to provide contact details if you do not have them and then leave the premises, observing the usual hand sanitising and social distancing precautions.  Further details are included in the ‘COVID-19 Response Plan’ which will be provided to you.
 
SC14: For events with more than 30 people you will take additional steps to ensure the safety of the public in relation to COVID-19 and prevent large gatherings or mass events from taking place, for example by operating a booking system or providing attendants or stewards who will ask people to seat themselves furthest from the entrance on arrival, to exit closest to the exits first and invite people to use toilets in the interval row by row.
 
SC15: In order to avoid risk of aerosol or droplet transmission you and those attending your event must wear a face covering, and you must take steps to avoid people needing to unduly raise their voices to each other, e.g. refrain from playing music or broadcasts at a volume which makes normal conversation difficult.
 
SC16: Where a sport, exercise, or dance activity takes place, or where refreshments are served, attendees will not be required to where a face covering. You will need to organise your activity in accordance with guidance issued by Public Health England.
 
SC17: You will provide your own equipment for your activity, and not share it with anyone else. All equipment must be sanitized before passing between users.

Loss of Key

Should the hirer lose the key the hall is placed in a non-secure position until the locks are changed and new keys issued to authorised key holders. To replace locks and have new keys produced cost in the order of £300.00 (this figure is based on an actual incident). In the event of a hirer losing the key a charge will be levied of no less than 50% and up to the full cost of replacement locks and keys. The actual amount to be at the discretion of the Management Committee.

Licenced Bars

Hirers wishing to supply alcoholic drinks for sale or show films must enter into a separate agreement with the Village Hall Management Committee to ensure that all the conditions of the Hall’s Alcohol and Films Licence are complied with. Persons wishing to sell alcohol or show films must apply for authorisation from the Hall Management Committee no later than 2 months before the intended date.

Authorised Officer

  1. The Management Committee have appointed an authorised Officer for all functions on the premises, who is entitled at all times to enter upon the premises and every part thereof and to direct the hirer to ensure proper care of the premises and the comfort and safety of persons therein.
  2. The Authorised Officer is at liberty to close any licensed bar on the premises at any time, to terminate any function and require the clearance of the premises, in the event of unruly, disorderly or unseemly behaviour ensuing, or in the opinion of that Officer, being likely to ensue.
  3. The Authorised  Officer has the power to refuse any person admission to the premises at any time without stating a reason.