Terms & Conditions of Hire

Document reference KCH-M-001, Revision A. Effective 15 June 2026.

These Site Rules apply to all persons who hire, use, or attend any event or activity held at The Marian Hall, Kilrea ("the Hall"). By signing and returning the Hire Agreement, the Event Organiser confirms that they have read, understood, and agree to comply in full with all requirements set out in this document. The Event Organiser is responsible for ensuring that all staff, volunteers, and attendees at their event are also made aware of and comply with these rules.

1. General Conditions of Hire

1.1 The Hall is managed by [Management Committee Name] on behalf of the local community, operated in accordance with Northern Ireland charity and community benefit legislation.

1.2 The Hire Agreement constitutes a legally binding contract between the Event Organiser (the Hirer) and the Hall. The Hall reserves the right to refuse hire or to terminate a booking at any time where these rules are breached.

1.3 The Hall is available for lawful events and activities that are consistent with its community purpose. The Hall will not accept bookings for events that are unlawful, discriminatory, or contrary to the provisions of the Equality Act (Northern Ireland) 2022 or any other applicable legislation.

1.4 The Hirer may not sub-let, transfer, or assign the hire booking to any other person or organisation without the prior written consent of the Hall Manager.

1.5 The Hall accepts no liability for any event, accident, injury, loss, or damage arising from the use of the facilities, except where such liability cannot lawfully be excluded. Hirers are responsible for ensuring their own event is safe and appropriately managed.

1.6 These rules should be read alongside the signed Hire Agreement. In the event of any conflict, the Hire Agreement shall prevail.

2. Insurance Requirements

All Hirers must hold appropriate and adequate insurance before they will be permitted to use the facility. Evidence of insurance must be submitted at least 14 days before the event and originals or copies must be available on-site during the event.

2.1 Public Liability Insurance (mandatory for all Hirers)

• All Hirers must hold a valid Public Liability Insurance (PLI) policy with a minimum indemnity limit of £5 million per occurrence. A limit of £10 million is strongly recommended for events involving food, gas, chemicals, or large public attendance.
• The PLI policy must specifically cover the type of event or activity being held at the Hall. A general business PLI that excludes community event or hall hire activities is not acceptable.
• A copy of the current PLI certificate, showing the policy schedule, period of cover, level of indemnity, and confirmation that the activity is covered, must be submitted at least 14 days before the event.
• The policy must be in date on the day of the event. Policies expiring before or on the event date will not be accepted.
• If you are unsure whether your policy covers your specific activity, contact your insurer before submitting your booking. The Hall accepts no responsibility for gaps in your insurance cover.

2.2 Employer's Liability Insurance

• If the Hirer employs staff (including temporary, seasonal, or zero-hours workers) to assist at the event, they are legally required under the Employers' Liability (Defective Equipment and Compulsory Insurance) (Northern Ireland) Order 1972 to hold Employer's Liability Insurance with a minimum cover of £5 million.
• A certificate of Employer's Liability Insurance must be submitted in advance and made available for inspection on the day.
• Volunteers who are not classed as employees may not be automatically covered by your policy. Hirers must check their policy explicitly covers voluntary helpers.

2.3 The Hall's own insurance

The Hall holds buildings and public liability insurance covering the structure and common areas. This does not extend to cover the Hirer's activities, event, attendees, equipment, or stock. The Hall strongly recommends that all Hirers seek independent insurance advice relevant to their specific activity or event.

2.4 Additional insurance by event type

• Food vendors or catering providers: Product Liability Insurance is strongly recommended in addition to PLI.
• Vendors or providers using gas equipment: PLI must explicitly cover gas equipment use. A copy of the relevant Gas Safe Certificate or equivalent equipment certification must also be provided.
• Vendors or providers using electrical equipment: PAT test records or a documented visual inspection record must be available for inspection.
• Providers of treatments, therapies, or body work: separate Clinical Treatment Liability Insurance may be required. Confirm with your insurer prior to booking.
• Events involving the sale of alcohol: PLI must cover alcohol sales and supply liability. Alcohol Licence or Temporary Event Notice (TEN) documentation must be provided separately.

2.5 Documents required in advance

• Public Liability Insurance certificate (all Hirers, mandatory)
• Employer's Liability Insurance certificate (if employing staff)
• Gas Safe or equipment certification (if using gas appliances)
• PAT test records or visual inspection form (if using electrical equipment)
• Food Hygiene Certificate(s) (if preparing or serving food or drink)
• Alcohol Licence or Temporary Event Notice (if selling or supplying alcohol)
• Any other licence, permit, or registration relevant to your specific activity

3. Health and Safety Responsibilities

3.1 The Hirer is the responsible person for health and safety at their event and must ensure that all reasonable steps are taken to protect the health, safety, and welfare of all attendees, staff, volunteers, contractors, and Hall staff present during the hire period.

3.2 The Hirer must comply with all applicable health and safety legislation in Northern Ireland, including but not limited to: the Health and Safety at Work (Northern Ireland) Order 1978; the Management of Health and Safety at Work Regulations (Northern Ireland) 2000; the Manual Handling Operations Regulations (Northern Ireland) 1992; the Provision and Use of Work Equipment Regulations (Northern Ireland) 1999 (PUWER NI); the Lifting Operations and Lifting Equipment Regulations (Northern Ireland) 1999 (LOLER NI); the Regulatory Reform (Fire Safety) Order 2005 (as applied to Northern Ireland); and the Fire and Rescue Services (Northern Ireland) Order 2006.

3.3 The Hall undertakes a general Fire Risk Assessment for the building. The Hirer is responsible for carrying out their own event-specific risk assessment, which must consider: the nature of the activity, equipment, and materials being used; the number and type of attendees expected (including children, elderly persons, or persons with disabilities); any specific hazards associated with the event or activity; and emergency evacuation arrangements.

3.4 A written Event Risk Assessment must be submitted to the Hall Manager at least 14 days before the event. The Hall reserves the right to require amendments to the risk assessment before granting access.

3.5 The Hirer must appoint a designated person to act as Event Safety Officer on the day. This person must be identifiable to Hall staff and to attendees.

4. Fire Safety

• The Hirer must familiarise themselves with the location of all fire exits, fire extinguishers, fire alarm call points, and the assembly point before any attendees arrive on site.
• All fire exits, fire doors, emergency routes, and access routes must be kept clear and unobstructed at all times during the hire period, including during set-up and pack-down.
• Fire doors must not be propped open, wedged, or otherwise held open at any time. Fire doors must remain self-closing and operational throughout the event.
• Do not tamper with fire extinguishers, fire alarm call points, sprinkler systems, emergency lighting, or any other fire safety equipment.
• The maximum permitted occupancy for each room is displayed on the relevant signage and must not be exceeded under any circumstances.
• Open flames, including candles, oil burners, naked flames used in displays, pyrotechnics, or smoke machines, are strictly prohibited inside the Hall unless the Hall Manager has given prior written permission and appropriate fire safety arrangements have been agreed.
• Smoking and the use of e-cigarettes, vapes, or similar devices is not permitted inside the Hall at any time. Smoking is only permitted in the designated outdoor smoking area.
• In the event of a fire alarm activation, all persons must cease activities immediately and evacuate calmly via the nearest designated fire exit. Do not attempt to recover belongings, equipment, or stock. Do not re-enter the building until the Fire and Rescue Service or Hall staff give the all-clear.

5. Electrical Safety

• All electrical equipment brought onto the premises by the Hirer, their staff, contractors, or stall holders must have been subject to Portable Appliance Testing (PAT) within the previous 12 months. PAT test records must be available for inspection on request.
• Where PAT testing has not been carried out, a documented visual inspection of all electrical equipment must be completed before use. The Hall Manager can provide a visual inspection record form on request.
• Faulty, damaged, or visibly worn electrical equipment must not be used under any circumstances. If any equipment develops a fault during the event, it must be switched off and disconnected immediately.
• All cables must be safely routed and secured to prevent trip hazards. Trailing cables across walkways are not permitted.
• Extension leads must be of appropriate rating for the equipment connected to them. Daisy-chaining of extension leads is not permitted.
• The Hall's electrical installation is provided for standard domestic-type use. High-draw equipment (catering appliances, industrial equipment, generators) must be declared in advance. Connection to the Hall's supply without prior agreement may result in tripped circuits or damage for which the Hirer will be liable.
• Hirers must not interfere with the Hall's fixed electrical installation, consumer units, or wiring.

6. Gas Safety

• The use of gas appliances inside the Hall building is strictly prohibited unless the Hall Manager has given explicit prior written permission.
• Any gas appliance brought on to the site, including portable gas burners, camping-style stoves, patio heaters, or similar, must have a valid Gas Safe Certificate or manufacturer's safety certification. This documentation must be submitted to the Hall Manager in advance and held on site on the day.
• Gas appliances may only be used in areas designated by the Hall Manager for gas use. They must not be used in enclosed spaces or areas with inadequate ventilation.
• Gas cylinders must be stored upright, secured against toppling, and positioned away from heat sources and public access areas.
• If you suspect at any time that a gas appliance has been tampered with, is leaking, or is not functioning correctly, immediately turn it off (if safe to do so), evacuate the area, and contact the Hall Manager or emergency services without delay.
• All gas equipment will be subject to inspection at the Hall Manager's discretion. Non-compliant equipment will be required to be removed immediately.

7. Food and Drink

This section applies to all Hirers who will prepare, serve, sell, sample, or give away any food or drink at an event at the Hall, including homemade goods, packaged products, hot food, cold drinks, and confectionery.

7.1 Licensing and registration

• Any person preparing or serving food to the public must hold a valid Food Hygiene Certificate of an appropriate level (Level 2 minimum; Level 3 strongly recommended for persons in a supervisory role).
• Food businesses must be registered with their local District Council under the Food Hygiene Regulations (Northern Ireland) 2006. Evidence of registration must be available on request.
• All food handlers must be trained in food safety and hygiene in line with Food Standards Agency Northern Ireland (FSANI) guidance.

7.2 Hygiene and food safety

• The catering or food preparation area must be kept clean, sanitary, and free from contamination at all times.
• Appropriate handwashing or hand sanitising facilities must be available in the food preparation area and used regularly by all food handlers.
• Food must be stored, handled, and served in a manner that maintains safe temperatures (hot food above 63°C; cold food below 8°C) and prevents cross-contamination.
• Raw and ready-to-eat foods must be strictly separated at all times.
• Food waste must be promptly disposed of using the bins provided. Food must be suitably covered to protect it from insects, airborne contaminants, and physical hazards.
• If any potential food safety issue is identified, the affected product must be withdrawn from sale immediately and the Hall Manager notified.

7.3 Allergen requirements (mandatory for all food providers)

The following requirements are mandatory under The Food Information Regulations (Northern Ireland) 2014 and Natasha's Law. Non-compliance is a criminal offence and may result in immediate withdrawal of permission to serve food at the Hall.

• Accurate allergen information must be provided for every food or drink product served, whether pre-packed, pre-packed for direct sale (PPDS), or prepared and served to order.
• The 14 mandatory allergens must be identified in all applicable products: celery; cereals containing gluten; crustaceans; eggs; fish; lupin; milk; molluscs; mustard; nuts; peanuts; sesame seeds; soybeans; and sulphur dioxide and sulphites. Cross-contamination risks must be clearly communicated to customers.
• Allergen information must be displayed visibly and legibly at the point of service and must be readable by a customer without requiring them to ask.
• For PPDS foods, allergen information must appear directly on the label on the packaging. For food prepared to order on the day, allergen information must be verbally available from trained staff; a written allergen matrix or menu board is strongly recommended.
• Products must not be described as 'gluten-free', 'nut-free', 'vegan', or make any other allergen-related claim unless this can be fully verified and substantiated.
• All staff handling food must be able to accurately answer allergen queries or direct customers to someone who can. Where there is any doubt, the response must be 'I cannot confirm this product is safe for you'. Guessing is not acceptable.

8. Sale and Service of Alcohol

• The sale or supply of alcohol at any event at the Hall requires a valid Temporary Event Notice (TEN) issued under The Licensing (Northern Ireland) Order 1996, or an appropriate alcohol licence. A TEN must be applied for from the relevant District Council in sufficient time before the event.
• A copy of the TEN or alcohol licence must be submitted to the Hall Manager before the event and must be held on site for inspection during the event.
• A Challenge 25 policy must be operated at all times. Accepted forms of ID include: current passport, photographic driving licence, PASS-accredited proof of age card, or biometric residence permit.
• Staff serving alcohol must be trained in age verification procedures and must be fully aware of the legal consequences of supplying alcohol to persons under 18.
• Prominent signage stating 'No sale of alcohol to under 18s: proof of age required' must be displayed at all points where alcohol is served.
• Alcohol must be sold and served in line with the conditions of the TEN or licence. Any permitted hours must not be exceeded.
• The Hirer is responsible for managing alcohol sales responsibly and for taking steps to prevent or address alcohol-related anti-social behaviour. The Hall reserves the right to require the cessation of alcohol sales at any time if it considers that continued supply poses a risk to public safety or order.

9. Children, Young People, and Vulnerable Persons

9.1 Safeguarding responsibilities

• The Hirer is responsible for ensuring that appropriate safeguarding arrangements are in place for any event that involves children, young people under 18, or vulnerable adults.
• Where the event is specifically for or predominantly attended by children or young people, the Hirer must have in place a written Safeguarding Policy and must ensure that all staff and volunteers working with children are subject to an AccessNI enhanced disclosure check.
• The Hall operates a zero-tolerance approach to behaviour that puts children or vulnerable persons at risk. Any safeguarding concern must be reported immediately to the Hall Manager.
• In the case of immediate risk to a child or vulnerable person, call 999 without delay.

9.2 Unaccompanied or distressed children

• If any person at the event encounters an unaccompanied or distressed child, they must stay with the child, remain calm, and reassure them.
• Do not attempt to move or escort the child away from the area. Summon help from the Event Safety Officer or Hall staff immediately.
• Do not make public announcements about the situation. The Event Safety Officer will manage all communications centrally.
• Do not photograph, film, or share any information about the child on social media or messaging applications under any circumstances.
• If an adult claims to be the child's parent or guardian, direct them to the Event Safety Officer who will manage the reunification process. Do not hand the child over directly.
• If at any point you believe a child is in immediate danger, call 999 immediately and notify the Hall Manager without delay. For non-emergency safeguarding concerns, contact the PSNI on 101 or the HSCT Gateway Service.

10. Use of the Premises

10.1 Access and set-up

• Access for set-up will be granted at the time agreed in the Hire Agreement. The Hirer must not attempt to access the Hall before the agreed time.
• All set-up activities must be completed before the event opens to attendees. Additional time must be agreed in writing in advance.
• Vehicles may use the car park for unloading only, must not be left unattended in unloading areas, and must not park in front of fire exits, fire hydrants, or emergency access routes at any time.

10.2 Capacity and room use

• The maximum permitted occupancy for each room is clearly displayed and must not be exceeded at any time.
• Hirers must not use areas of the Hall that are not included in the Hire Agreement without prior written permission. Doors between hired and non-hired areas must remain closed during the event.

10.3 Equipment and furniture

• Tables, chairs, and other equipment provided by the Hall must be used safely and returned to their original configuration and storage at the end of the hire period.
• No fixings (nails, screws, drawing pins, adhesive tape, or similar) may be used on walls, doors, ceilings, or floors without prior written consent. Blu-Tack or removable adhesive strips may be used on painted wall surfaces only.
• The Hirer is responsible for any damage caused to Hall property, furniture, or equipment during the hire period. The cost of repair or replacement will be charged to the Hirer.

10.4 Noise and nuisance

• The Hirer must ensure that the event does not cause unreasonable noise or disturbance to neighbouring properties or other Hall users.
• Amplified music or sound must be kept to a reasonable level and must cease at the time agreed in the Hire Agreement.
• The Management Committee reserves the right to require the reduction of noise levels at any time.

10.5 Cleaning and waste

• The Hirer is responsible for leaving the Hall in a clean and tidy condition at the end of the hire period. All areas used must be cleaned, swept, and left free of rubbish, packaging, and debris.
• All waste generated during the event must be collected and disposed of in the bins or waste facilities provided. Large volumes of waste must be removed from the premises by the Hirer.
• Any catering or kitchen facilities used must be cleaned and left in a hygienic condition. Grease, food debris, or cleaning products must not be disposed of via the drains in a manner likely to cause blockage or damage.
• A cleaning deposit may be required at the Hall Manager's discretion, refunded in full provided the Hall is left in an acceptable condition.

10.6 Pack-down and departure

• The event must finish and pack-down must be completed within the time specified in the Hire Agreement. Overtime charges may apply for hire periods that overrun.
• All Hirer equipment, stock, signage, and belongings must be removed from the premises at the end of the hire period. The Hall accepts no liability for items left on site.
• The premises must be vacated and all keys or access devices returned to the Hall Manager by the agreed departure time.

11. Chemical Products and Hazardous Materials

This section applies to any Hirer or stall holder selling, displaying, or using cosmetics, cleaning products, wax melts, candles, essential oils, diffusers, or any other products containing chemicals.

• All chemical products must comply with applicable UK product safety legislation, including the CLP Regulation, UK REACH, and the Cosmetic Products Safety Regulations (as retained in UK law).
• All products must be clearly labelled with ingredients, hazard symbols, safety information, and usage instructions. Safety Data Sheets (SDS) must be available on request and accessible on site during the event.
• Products must be securely packaged. Open containers that could expose the public to chemical hazards are not permitted.
• Lit candles, open wax burners, lit diffusers, or any device producing an open flame or excessive heat as part of a display are strictly prohibited inside the Hall.
• Appropriate warning signage must be displayed at stalls as relevant to the specific products.
• Hirers and stall holders are solely responsible for ensuring all products comply with applicable Trading Standards legislation and product safety law.

12. Equality, Diversity, and Inclusion

• The Hall is committed to providing a safe, inclusive, and welcoming environment for all. Events held at the Hall must be open to all members of the community on an equal basis, unless a specific restriction is lawful and justified (for example an over-18s event).
• The Hirer must comply with the obligations imposed by the Equality Act (Northern Ireland) 2022 and must not discriminate against any person on the grounds of age, sex, race, disability, religion or belief, sexual orientation, gender reassignment, pregnancy or maternity, or marriage and civil partnership.
• Any conduct at the event that is discriminatory, harassing, threatening, or intimidatory will result in the immediate suspension of the hire and may result in referral to the PSNI.
• The Hall is committed to making its facilities accessible. Hirers are asked to consider the needs of attendees with disabilities and to notify the Hall Manager in advance of any specific access requirements.

13. Data Protection

• Where the Hirer collects personal data from attendees in connection with the event (for example ticket sales, registration, or consent forms), the Hirer is the Data Controller for that personal data and must comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
• The Hirer must not share personal data collected in connection with the event with the Hall without a lawful basis for doing so.
• The Hall may collect and retain the Hirer's contact and booking details for the purposes of administering the hire and for legitimate interests including compliance and insurance. See our Privacy Policy.

14. Incidents, Accidents, and First Aid

• The Hirer must ensure that an appropriate level of first aid provision is in place for their event. For events with more than 50 attendees, at least one qualified first aider must be present at all times.
• The Hall has a first aid kit located at [location]. This is for emergency use and must be restocked if used during the hire period.
• All accidents, incidents, and near-misses occurring during the hire period must be reported to the Hall Manager as soon as practicable and recorded in the Accident/Incident Book.
• The Hirer must keep their own record of any accidents or incidents in accordance with RIDDOR (NI) 1997. Reportable incidents must be reported to HSENI.
• In the event of a serious injury, life-threatening situation, or fire, call 999 immediately. Notify the Hall Manager at the earliest opportunity.

15. Security and Theft Prevention

• The Hirer is responsible for the security of all cash, stock, equipment, and personal belongings brought onto the premises. The Hall accepts no liability for loss or theft of Hirer property.
• Cash must be stored securely at all times. Do not leave cash floats or payment devices unattended or in plain view.
• The event area must be supervised and attended at all times during the hire period.
• Any theft or suspected theft must be reported to the Hall Manager immediately. Do not attempt to confront, challenge, or physically detain any suspected thief. Your safety is the priority.
• In an emergency call 999. PSNI non-emergency number: 101.

16. General Conduct

• All persons on the premises must behave in a manner that is respectful to other Hall users, staff, volunteers, and the surrounding community.
• Aggressive, threatening, violent, or abusive behaviour will result in immediate removal from the premises and may result in referral to the PSNI.
• Persons who are visibly intoxicated or under the influence of drugs will not be permitted to remain on the premises.
• Illegal activity of any kind is strictly prohibited. The sale of counterfeit, unsafe, or stolen goods is strictly prohibited and will be reported to Trading Standards.
• Sellers must comply with the carrier bag levy requirements under The Carrier Bags Act (Northern Ireland) 2014 (as amended).
• Litter must not be dropped inside or outside the premises. A clean-as-you-go approach is expected at all times.

17. Key Contacts

Role	Telephone
Hall Manager	[to be confirmed]
Fire & Rescue / PSNI (emergency)	999
PSNI (non-emergency)	101
HSENI Advice Line	0800 032 0121
NI Food Standards Agency	028 9041 7700

These rules are read alongside, and form part of, the signed Hire Agreement provided when a booking is confirmed. If you have any questions about what applies to your event, just ask when you make your enquiry and a volunteer will talk you through it.