Terms and Conditions of Hire
- General Responsibility of Hirer
The person named on the booking form (“the Hirer”) is fully responsible for the event and for the conduct, behaviour, safety, and welfare of all attendees during the hire period. This includes ensuring appropriate supervision of children and any individuals consuming alcohol.
– A £100 refundable deposit is required for all bookings. Bookings are only confirmed once the deposit has been received.
– An invoice for the remaining hire charges and any agreed services will be issued two weeks before the event and must be paid in full upon receipt and prior to the event.
– Booking times must include set-up and clean-up periods.
– When using the bar, no alcohol or soft drinks may be brought onto the premises.
Celebrations a corkage fee will be charged if bring your own toast drink, prosecco or wine to be arranged in advance.
– Hall capacity: 120 seated, 140 standing (excluding lounge and balcony).
– The main entrance must remain unlocked and all fire exits kept clear at all times.
- Outdoor Areas & Insurance
The patio at the rear of the hall may be used; however:
- The cricket pitch may be in use, and users must keep clear of active play.
- Village Hall public liability insurance does not cover activities outside the building. The Hirer is responsible for obtaining any additional cover if required.
- Kitchen Use
Hirers using the kitchen for preparing, serving, or selling food must comply with all relevant food hygiene laws, including temperature control regulations. The oven must be left clean (additional charges apply for extra cleaning).
- Age-Restricted Events (18th & 21st Birthdays)
All 18th and 21st birthday bookings require committee approval. A door steward will be appointed, and the Hirer must provide a full list of attendees in advance. Costs associated with the door steward will be charged to the Hirer.
- Smoking, Vaping, Alcohol & Glass Policy
– The entire building is strictly non-smoking and vaping.
– A designated smoking/vaping area is located at the front of the hall.
– Anyone smoking or vaping inside the premises will be asked to leave.
– No glassware is permitted outside the building.
- Communication & Safety
There is no phone on the premises. The Hirer must ensure that at least one mobile phone is available for emergency use.
- Entertainment, Music & Equipment
– The hall operates under a Wiltshire Council entertainment licence.
– Music (DJ or band) must be reduced in volume at 11:00pm.
– All external doors and windows must remain closed during amplified music.
– No music after 1:00am.
– Smoke machines may trigger the fire alarm.
– Foam machines are not permitted.
- Decorations & Fixings
Only white/blue tack may be used on hall walls. The following are strictly prohibited:
– Sellotape or any adhesive tape
– Pins or tacks in drapes or curtains
– Nails, screws, or any fixings that may cause damage
Any damage caused will be chargeable.
- Parking
Parking is available opposite the hall. Additional parking may be arranged in advance.
The Hirer must ensure:
– Guests park only in designated areas
– No vehicles block entrances, exits, or roadways
– All vehicles are left entirely at the owner’s risk
- Equipment & Property
The Village Hall accepts no responsibility for personal property, equipment, or items brought into or left on the premises.
- Cleaning, Damage & Waste Removal
– The hall must be left in a clean and tidy state.
– All rubbish must be bagged by the Hirer and removed from site.
– Any additional cleaning or repair costs will be deducted from the deposit. If costs exceed the deposit, the Hirer will be invoiced.
- Bar Services & Alcohol Licensing
If the licensed bar is used:
– Alcohol may only be sold or supplied by the authorised bar staff.
– The Hirer and guests must comply with the Licensing Act 2003.
– Bar staff reserve the right to refuse service to anyone intoxicated or acting inappropriately.
- Cancellations
– Cancellations must be made in writing.
– Deposits may be retained at the committee’s discretion depending on notice period and administrative costs.
- Health & Safety Requirements
The Hirer must:
– Familiarise themselves with fire exits, extinguishers, and safety procedures
– Ensure exits remain unobstructed
– Ensure capacity limits are not exceeded
– Report any accidents or incidents to the committee as soon as possible
- Right of Entry
Committee members or authorised staff have the right of entry to the premises at any time during the hiring period.
- Non-Compliance
Failure to comply with these Terms & Conditions may result in:
– Immediate termination of the event
– Retention of deposit
– Additional charges for damages or cleaning
– Refusal of future bookings
