Stibbard Village Hall
Terms & Conditions of Hire
1. General Responsibilities
The hirer must be 18+ and is responsible for the behaviour, safety, and supervision of all attendees. The hall may only be used for the purpose stated on the booking form. The hirer must ensure the building, equipment, and facilities are treated with care. Instructions from the Bookings Manager must be followed at all times.
2. Use of the Premises
No sub‑letting or transferring of bookings.
Any changes to the booking must be agreed in advance. The hirer must not exceed the hall’s capacity limits. 60 Seated or 80 standing.
3. Access, Keys & Security
Keys must be collected and returned as instructed by the Bookings Manager. The hirer is responsible for the building during the hire period. All windows and doors must be locked before leaving.
4. Care of the Building & Equipment
The hall must be left clean, tidy, and in the condition found. Floors must be swept or vacuumed at the end of the event. Spills must be cleaned immediately. Furniture must be returned to its original layout. Decorations must be removed without damage. Any damage must be reported; repair costs may be deducted from your deposit.
5. Kitchen & Catering Requirements
Worktops, sinks, and appliances must be cleaned. Crockery and utensils must be washed, dried, and put away. The fridge must be emptied and cleaned if used. Oven, hob, and appliances must be switched off. All taps must be turned fully off to prevent flooding and water damage. Rubbish bins must be emptied and waste removed from the hall and disposed of by the hirer. It is the responsibility of the hirer to ensure that any person using the kitchen is aware of the current Food Hygiene Regulations and Food Safety legislation.
6. Toilets & Washrooms
Toilets must be left clean and tidy. No taps may be left running. No blockages or leaks should be present. Lights must be switched off before leaving.
7. Fire Safety
Fire exits must remain clear and unobstructed. Internal doors, especially fire doors, must be left unobstructed during the period of hire and securely closed on departure. No candles or open flames may be used unless agreed in writing with the Booking Manager. Electrical equipment must be switched off/unplugged when not in use.
8. Flood & Water Damage Risk
All taps must be checked and confirmed off. No water may be left in sinks or mop buckets. Any leaks, drips, or overflows must be reported immediately. The hirer is liable for damage caused by water left running.
9. Alcohol, Licensing & Regulated Activities
Alcohol may be consumed without a licence. Alcohol may not be sold without a Temporary Event Notice (TEN). Evidence of the TEN being granted will be required if sale of alcohol is noted on booking form. Amplified music must be declared on the booking form. The hirer is responsible for complying with all licensing laws.
10. Safeguarding
Events involving children or vulnerable adults must have appropriate supervision. A named safeguarding lead must be provided. Where required, DBS checks must be in place. This is the responsibility of the hirer. The hall does not provide safeguarding staff.
11. Insurance
Commercial hirers, clubs, or groups may require their own public liability insurance.
If required, a copy of the insurance certificate must be provided before the event.
12. Equipment & Electrical Safety
Only hall equipment or equipment declared on the booking form may be used. Electrical items brought in must be PAT‑tested. The hirer must not interfere with electrical systems or heating controls. Faulty equipment must be reported immediately to the Bookings Manager.
13. Noise & Neighbour Consideration
Noise must be kept to a reasonable level.
Outdoor areas must not be used in a way that causes disturbance. Music must stop by the time required by local policy. The hirer is responsible for ensuring attendees leave quietly.
14. Waste Disposal
All rubbish must be bagged and removed from the village hall. The hirer is responsible for disposing of waste. No waste should be left at the hall or the grounds surrounding the hall. Hirers are encouraged to recycle waste as appropriate. Hazardous materials must not be disposed of on site.
15. Incident Reporting
Any accident, injury, damage, or near‑miss must be reported promptly to the Bookings Manager. The incident section of the end‑of‑event checklist must be completed as applicable.
16. Cancellation Policy
The hall may cancel bookings for safety, maintenance, or emergencies. Deposits may be retained for cancellations with less than 48 hours notice being given.
17. Liability
The village hall cannot accept responsibility for loss or damage to personal property. The hirer is liable for damage caused by themselves or attendees.
18. End‑of‑Event Checklist
The hirer must complete the checklist before leaving. This must be returned to the Bookings Manager within 24 hours of the end of the event. Failure to do so may result in retention of deposits or refusal of future bookings.
19. Agreement
By signing the booking form, the hirer confirms they have read, understood, and agree to these Terms & Conditions of Hire.