Parish Hall Terms and Conditions – 17 July 2025
The Hall is available for anyone to hire, as long as they are 18 years or older and that the event aligns with the Hall’s objectives, ie. Improving health, education and welfare.
Bookings: A booking is confirmed only upon receipt of a written confirmation from the Bookings Secretary together with a payment of a 50% non-refundable deposit.
Deposit: A non-refundable deposit of 50% will be required, in order, to confirm the booking.
Payment: The hirer must pay, in full the remaining balance of the hire cost, 7 days ahead of the event taking place.
Age: The Hirer, not being a person under 18 years of age, hereby accepts responsibility for being in charge of and on the premises at all times when the public are present and for ensuring that all conditions, under this Agreement, relating to management and supervision of the premises are met.
NB. All under 18’s in the Hall must be supervised by adults.
Event: The hirer will only use the premises for the purposes specified on the booking form and to keep to the agreed timings.
Capacity: The hirer must not exceed the maximum capacity agreed at the time of booking (the full capacity of the Hall is 120 people on the premises).
Temporary Events Notice Licence: The hirer is personally responsible for obtaining a licence to carry out a ‘licensable activity’, eg to sell alcohol. Alcohol must not be sold without the relevant license.
Smoking: No smoking/vaping will take place on the premises during the booking/event.
Accidents: The hirer will report any accidents to a member of The Parish Hall Committee and write these up in the accident book provided at the Hall.
Parking: Parking around the Parish Hall should be considerate of other road users and village residents and not obstruct the main highway or drives.
Noise: The hirer will be respectful of neighbouring properties and keep noise down to an acceptable level during the event. The hirer will ensure that the minimum of noise is made on arrival and departure, particularly late at night. All bookings must end by 12 midnight.
Damages: The hirer is responsible for damages incurred at the event and will arrange and pay for any necessary replacement or repair. The Hall is checked prior to and immediately after the event.
Safety: The hirer will familiarise themselves and attendees with fire precaution procedures, eg. keeping all fire doors clear. They will ensure that young children are kept out of the kitchen, at all times.
Health and hygiene: The hirer will, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations. Please do not leave any food on the premises and ensure that all of the used kitchen work surfaces (including the fridge) are washed and sanitised.
Cleaning: The hirer must leave the hall, toilets and outside areas clean and tidy after the event, including removal of landfill waste and recycling. Any cleaning will be completed during the period of hire.
GDPR: Gittisham Parish Hall Committee will securely store personal information and keep this for a period of up to 2 years before permanently deleting this in accordance with GDPR
Drunk and disorderly behaviour and supply of illegal drugs: The hirer must ensure that care shall be taken to avoid excessive consumption of alcohol. No illegal drugs may be brought onto the premises.
Drunk and disorderly behaviour shall not be permitted either on the premises or in its immediate vicinity.
A member of the Management Committee or an agent of the Committee shall have the right of entry, at all times of the booking – where complaints have been made.
The hirer is responsible for collecting and returning keys to the key lock, opening and locking the Hall, switching off electric lights and power, checking that the cooker has been left in a safe condition, with the isolator switches used.
Cancellation
The Parish Hall reserves the right to cancel a booking in the event of:
(a) the premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election;
(b) the Parish Hall management committee reasonably considering that (i) such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements, or
(ii) unlawful or unsuitable activities will take place at the premises, as a result of this hiring;
(c) the premises becoming unfit for the use intended by the Hirer;
(d) an emergency requiring use of the premises as a shelter for the victims of flooding, snowstorm, fire, explosion or those at risk of these or similar disasters.
In the unfortunate event that we need to cancel your booking, any deposit would be fully refunded at the point of cancellation.
Commercial Gain
If the hirer rents the hall for commercial gain, you are expected to comply with all associated health and safety regulations and have suitable indemnity insurance in place.
Gittisham Parish Hall Committee reserve the right to refuse bookings at their discretion.