Enquiries & Booking
Tel: 01328 829494 or leave a message via the CONTACT tab at the top of this page.
Capacity: 60 seated.
Double door, wheelchair friendly, ramped entrance.
Wooden floored hall (41' x 23' / 12.5m x 7m).
Separate male & female toilets.
Unisex disabled toilet.
Well fitted kitchen with serving hatch and cutlery & crockery for 50.
The hall does not have a car park but there is free on street parking - please be considerate to our neighbours. Alternatively, you may park at the nearby All Saints Parish Church.
Event ¦ Parish Resident ¦ Non-Parish Resident
Village Organisation regular meeting (WI, Craft Group etc) ¦ £15 ¦ N/A
Organisation functions (village supper, quiz night etc) ¦ £30 ¦ N/A
Private functions (party, children's party age 15+ and disco) ¦ £50 ¦ £75
Maximum of 8 continuous hours ¦
Children's party (up to age 14) ¦ £25 ¦ £30
Maximum of 6 continuous hours ¦
Weddings ¦ £100 ¦ £150
Elections ¦ £150 ¦ £150
Parish funerals ¦ £20 ¦ £50
ALL EVENTS SUBJECT TO A DAMAGE/CLEANING DEPOSIT ¦ £75 ¦ £100
1.1 The following document sets out the Lettings Policy in relation to the letting of the Stibbard Village Hall, Guist Bottom Road, Stibbard, Norfolk. NR21 0AQ. The Village Hall includes all rooms which form part of those premises (“the premises”). This Policy document takes into account consideration of The Equality Act 2010.
1.2 A Premises Hiring Agreement, which is attached to and forms part of this Policy document must be completed and signed in respect of every booking of the premises. The person signing the Premises Hiring Agreement shall be known as “the Hirer” and shall accept full responsibility for the due observance in all respects of the Terms and Conditions as set out in this Policy document. The Hirer must be a responsible adult over the age of 25.
2. Primary Intent
2.1 The Village Hall is to act as a resource for all of the residents of the village of Stibbard, and other persons from the wider area, including clubs, societies, groups and individuals.
2.2 The premises are primarily to be used for the hosting of events and functions for the enjoyment of residents and other members of the community.
3. Letting Restrictions
3.1 Our attitude towards an application for the use of our premises will be a positive one. We will seek to encourage appropriate organisations to use the premises for meetings and activities for the enjoyment of all.
3.2 Lettings will not interfere unduly with village life. They will not normally be accepted if the premises are already booked for another pre- existing event.
3.3 We will not normally hire out the premises for any parties which will involve large groups of teenagers or young adults between the ages of 14 & 21.
3.4 Out of respect to other users and our neighbours surrounding the premises, we expect all users to conduct themselves in a reasonable and courteous manner whilst on the premises, and when leaving the premises. Lettings will not normally be taken for events likely to create excessive noise or other nuisance to neighbours, e.g. where a live band or music is involved.
3.5 All events are to finish by 11pm, with the premises to be empty by midnight. The premises will not be available to the Hirer before the beginning of the booking time and must be vacated 15 minutes after the end of the booking.
4.1 We will charge for the use of the premises by all persons wishing to use the Village Hall. Charges may be waived or reduced in exceptional circumstances and at the discretion of the Village Hall Committee.
4.2 Charges will be set at a reasonable rate, below full commercial value, consistent with covering costs and providing a modest contribution to maintenance costs. A notice of Charges levied and Conditions relating to the Charges forms part of the Premises Hiring Agreement. The schedule of Charges will be reviewed on an annual basis.
4.3 A refundable security deposit must be paid, the amount of which is set out in the Premises Hiring Agreement. The deposit will be returned after satisfactory inspection of the premises by a member of the Village Hall Committee. Should the premises be in an unsatisfactory condition the deposit will be retained to allow for professional cleaning of the village hall to take place.
5. Access and Security
5.1 Stibbard Village Hall does not employ a cleaner or caretaker; therefore, the Hirer is responsible for all setting up and putting away of any equipment used.
5.2 Any letting of the premises will require a responsible person to be present at the beginning and end of the letting period on each occasion that a letting is to take place to check that the facilities are in order. The premises must not be left unattended during the period of the booking.
5.3 A key is provided / made available to the ‘Hirer’ on the day of their hire. This Key must be safeguarded at all times and returned to the Booking’s Clerk at the end of the letting period or as soon as is reasonably possible. The keys shall not be copied nor given or lent to any third party. It is the Hirer’s responsibility to ensure that all fire doors and windows are closed, all doors locked, and all lights switched off (including the toilets) at the end of the letting period.
5.4 The right is reserved for a representative of the Village Hall Committee or their appointed officer to enter any part of the building at any time.
6. Health and Safety
6.1 Whilst Stibbard Village Hall will take steps to ensure the premises are safe to use, it is the responsibility of the Hirer to ensure the safe conduct of their activity during the period of hire, including the presence of a suitably qualified First Aider if necessary. A First Aid box is located in the kitchen.
Any accident involving personal injury must be reported to the Parish Administrator to be recorded in the Accident Book located in the kitchen next to the first aid box.
6.2 All entrances and exits must be kept clear at all times and the number of people attending must be declared at the time of booking to ensure that this does not exceed the maximum number allowed as follows:
Main Hall – 80 persons standing
Main Hall – 60 persons seated
The Hirer will be responsible for ensuring that Security, Fire and Health and Safety requirements are met.
6.3 There are no public telephones in the premises, therefore the Hirer must ensure that he/she has access to a mobile telephone in case of emergencies.
6.4 Any portable electrical appliance or device brought in from elsewhere and used on the premises must have an up-to-date safety certificate which must be made available for inspection upon request.
6.5 The Hirer is not permitted to bring in supplementary heating appliances.
7.1 A strict No Smoking Policy applies to all rooms (including toilets) in all the premises.
7.2 Alcohol cannot be sold in the building. The Hirer is not permitted to apply for Occasional Licences for the sale of intoxicating liquor in the building. Any alcohol consumed in the building must be restricted to persons over the age of 18 years, and must be done sensibly, with responsibility being with the hirer.
7.3 Any advertising material must be submitted to the Village Hall Committee for approval by the committee. All such material must clearly display the name of the person or organisation responsible for the event.
7.4 No adhesive or fixing material may be used which may damage the fabric of the premises.
7.5 All rubbish, including empty bottles must be taken from the premises by the Hirer and must not be deposited or left at the village hall, or in its grounds. No food or drink must be deposited on the ground outside the village hall. No food or drink must be consumed outside the curtilage of the village hall.
8. Car Parking
8.1 There is no car park associated with the village hall.
9.1 The Village Hall Committee will be responsible for providing facilities as agreed in good working order throughout the letting period.
9.2 The Hirer will be responsible for ensuring that all users are aware of the procedures for safe and correct use of equipment and facilities and shall report any deficiencies on the occasion of each use.
9.3 The Hirer shall ensure that there is a responsible adult or adults present and able to supervise at all times during the letting. During the period of hire, the Hirer is responsible for the orderly behaviour of guests/members on the premises.
9.4 The Hirer must leave the premises in a clean and tidy condition. The hirer is responsible for cleaning the village hall at the end of their period of hire. Cleaning materials are provided to enable this. Losses, breakages and damage must be reported, and paid for in full. Hirers may re- arrange tables and chairs in the premises but must restore them to their original places immediately at the end of the letting.
9.5 The Hirer agrees to indemnify the Village Hall Committee against all claims, demands, actions, proceedings, damages, costs and expenses arising out of non-observance of the Terms of this Policy document.
9.6 The hiring of the village hall is restricted to using the equipment and facilities of the village hall within the curtilage of the hall and its grounds. No equipment, tables, chairs are to be removed from the curtilage of the village hall. The hire of the hall does not extend to the removal of these items from the village hall for any other external purposes.
10. Kitchen Use/ Refreshments
10.1 Use of the Kitchen in the premises is included within the hire agreement. The kitchen may be used for the preparation of Tea/Coffee and refreshments. It is the responsibility of an external Hirer to ensure that any persons using the kitchens are aware of the requirements of the relevant Food Hygiene Regulations and Food Safety Act Codes of Practice. Particular attention should be paid to the cleanliness of the kitchen, kitchen utensils and crockery at the end of the letting. It is the responsibility of the hirer to ensure that all persons using the kitchen are familiar with the kitchen equipment and are able to use it correctly and safely. Any breakages must be reported immediately in writing and will be subject to an additional charge.
11.1 It is the responsibility of the Hirer to effect whatever insurance he/she requires to cover his/her liabilities. Insurance effective by the Village Hall Committee does not extend to a Hirer’s liabilities. The Village Hall Committee accepts no liability for accidents, injuries, damage and/or loss of personal property as a consequence of using the premises.
12. Legal Requirements
12.1 The Hirer must comply with any legal requirement concerning music, singing and dancing licences, theatre licences and copyright. The Village Hall Committee provides a Performing Rights Society Licence which allows for the playing of live and recorded music in the hall.
12.2 Hirers must also have in mind the provisions of the Children’s Act at any event involving children. Events for persons under 18 years of age must at all times be properly supervised by an adequate number of responsible adults, in accordance with the Children’s Act.
12.3 The Hirer shall not use the premises for any other purpose than that specified in the Premises Hiring Agreement, and is specifically forbidden to use, or allow the use of the premises or its surrounding grounds for any illegal or immoral purpose.
13.1 Failure by the Hirer to comply with any or all of the terms of this Policy document where applicable, whether intentionally or not, may be deemed by the Village Hall Committee to be just cause for immediate cancellation of any letting or series of lettings.
14.1 Bookings of the premises will be administered by the Booking’s Clerk. This includes the acceptance and declining of bookings in consultation with the Village Hall Committee Members if necessary. The Village Hall Committee will act as final arbiter if required.
15.1 The following Special Conditions Of Hire are additional to the above and could be subject to change at short notice if the Government applies new restrictions. They will remain in place until the pandemic is officially over.
Stibbard Village Hall
Advisory Special Conditions of Hire during COVID-19
Note: These conditions are supplemental to, not a replacement for, the hall’s ordinary conditions of hire.
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, as shown on the attached poster which is also displayed at the hall entrance, in particular using the hand sanitiser supplied when entering the hall and after using tissues.
You undertake to comply with the actions identified in the hall’s risk assessment, of which you will be provided with a copy.
You will be responsible for cleaning 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 before other members of your group or organisation arrive and 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 (under the kitchen sink – additional supplies in the store to the left of the entrance lobby) or your own ordinary domestic products. You will be required to clean again on leaving.
Please take care cleaning electrical equipment. Use cloths - do not spray!
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 48 hours, and that if they develop symptoms within 10 days of visiting the premises they MUST use the Test and Trace system to alert others with whom they have been in contact. They must seek a COVID-19 antigen test
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.
You will ensure that no more people attend your activity/event in the Main Hall than are permitted by the current regulations. The hall capacity is a maximum of 25 to achieve social distancing of 2 metres between individuals.
Where regulations allow bubbles or groups to mix (eg; rule of six) you will ensure that such groupings are valid and permissible – the hall capacity will then be a maximum of 30. People attending in groups must not mingle with other groups or individuals.
You will ensure social distancing of 2m between individuals or groups is maintained by everyone attending as far as possible, including whilst waiting to enter the premises and that they observe the give-way system at the entrance.
In confined areas you will ensure, as far as possible, social distancing of 1m is maintained plus mitigation measures when using these areas, which should be kept as brief as possible. For clarity, these areas are the kitchen, both toilet suites, lobbies and storage rooms. You will make sure that no more than 1 person uses each suite of toilets at one time.
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 the hall 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.
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 six or less people or 1m with mitigation measures such as: seating side by side, with at least one empty chair between each person or household group, rather than face-to-face, face coverings 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 e.g. using a wide U-shape.
You MUST keep a record of the date and time the activity started and the name and contact telephone number or email of all those who attend your event (or a member of any group of up to 6 people who attend together). This can be done either by operating an advance booking system which collects these details, or by asking everyone who attends to use the NHS QR poster at the hall entrance to register their attendance and by keeping a record of any who do not register using their smartphone app and the hall’s NHS QR poster or your own NHS QR poster.
You will be responsible for the disposal of all rubbish created during your hire, including tissues and cleaning cloths, in the rubbish bins provided, before you leave the hall. All other rubbish should be taken away with you when you leave the hall.
Users are encouraged to bring their own drinks and food. If food or drink is being served (as distinct to being made on a DIY basis) it must be served only at tables or as a takeaway service. Provision of food or drink MUST cease before 10pm (i.e. be cleared away by then). If food and drink is served at tables you MUST ensure there is no mingling between groups at different tables, which must be seated in accordance with SC6.
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.
In the event of someone becoming unwell with suspected Covid-19 symptoms while at the hall you should remove them to the designated safe area which is by the fire extinguisher at the front of the hall. A COVID 1st aid box is there together with a bowl which should be filled with warm soapy water for handwashing. All items used (eg; aprons, gloves, tissues) should be placed in the hazardous waste bag provided.
You should 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, and advise them to launder their clothes when they arrive home. You should inform the hall Secretary on 01328 829185.
For events with more than 30 people (when allowed) 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.
In order to avoid risk of aerosol or droplet transmission 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.
If your group uses any equipment, it will be your responsibility to ensure that it has been sanitised, where possible, and that the equipment is not shared. Where possible, members of your group should bring their own equipment.
You will encourage all those attending your activity to wear a face covering unless an exemption or other government guidance applies to the activity. A face covering is not required when people are eating or drinking but they should be seated.
Closing: Provision of food and drink MUST cease by 10pm..
Effective 17 May 2021