Hall Booking Terms & Conditions



For the purposes of this agreement and the conditions of hire, the term “Hirer” shall mean an individual hirer or, where the “Hirer” is an organisation that organisation. “Premises” means those parts of the Village hall stated on the Booking form being those subject to this hire agreement. “Booking” means the contract between the Hirer and Great Coates Village Council as detailed and on the terms of this agreement (“the Booking Form” of which these conditions form part). “Period” means the time or times reserved under these conditions and “the Function” means that described and authorised by the Booking. If the Hirer is in any doubt as to the meaning of any of the following, the Village Council should be immediately consulted.

1 Hiring agreement

In consideration of the Hire Fee detailed on the Booking Form, Great Coates Village Council agrees to permit the Hirer to use the Premises for the Function and for the Period(s) described in the booking form. All details inserted in the booking form are part of this Agreement. This Hiring Agreement includes these Standard Conditions and Special Conditions set out in the attached Schedule.

2 Charges

The current charges for hire of the hall are displayed on the Great Coates Village Council website www.greatcoatespc.com  Hirers are advised that bookings are taken on the basis that payment for hire of the Village Hall will be made in advance, in the event that any invoice is not paid within 21 days of issue the Council reserve the right to cancel any reservation made however every effort will be made to contact the hirer to establish why a payment has not been made before taking this action.

Hirers are advised that for wedding receptions and some other events (at the discretion of the Village Council), an additional charge of £50 security / damage deposit will be applied at the time of booking. This additional charge will be refunded by the Council at the next Council meeting held after the booked date provided that the Hall is left in a clean and tidy condition and no damage is caused to the Hall, its fixtures or fittings.

3 Finish Times

All Functions must end by the time stated on the booking form and must not be exceeded under any circumstances.

4 Alcohol

The purchase, serving and consumption of alcohol by persons under 18 is strictly prohibited. Alcohol can be consumed on the premises by persons over 18 as long as it is not sold and privately consumed.

5 Permitted Number

The Hirer agrees not to exceed the maximum permitted number of 150 people.

6 Miscellaneous Provisions

None of the provisions of this Agreement are intended to or will operate to confer any benefit pursuant to the Contracts (Rights of Third Parties) Act 1999 on a person who is not named as a party to this Agreement

7 Age

The Hirer confirms that he or she is over 18 years of age and hereby accepts responsibility for being in charge of and present on the Premises at all times when the public are present and for ensuring that all terms and conditions of this Agreement are complied with. Where the Hirer is an organisation then the Hirer agrees to nominate a person to be responsible as required under this clause and to inform the Village Council who such person is prior to the event.

8 Supervision

The Hirer shall, during the Period, be responsible for supervision and care of the Premises including the fabric and the contents; keeping safe the same from damage however slight; and the behaviour of all persons using the Premises whatever their capacity, including proper supervision of car parking arrangements so as to avoid obstruction of the highway. Bookings require a minimum number of named responsible adults (over 18) to supervise a Function and the Hirer agrees to provide supervisors as laid out below (such supervisor’s names to be provided to the Village Council prior to start of the Function).

The minimum number of supervisors/stewards is as follows:

  • Up to 50 persons – 2 supervisors
  • Over 50 persons – 3 supervisors

9 Damage

The hirer must pay the cost of any damage to village council property whether it is wilful or accidental damage, the payment of the £50 additional charge (under clause 2) does not negate any action the Council may take to recover its costs to repair any damage caused.

10 Use of premises

The Hirer shall not use the premises for any purpose other than that described in the Hiring Agreement and shall not sub-hire or use the premises or allow the premises to be used for any unlawful purpose or in any unlawful way nor do anything or bring onto the premises anything which may endanger the same or render invalid any insurance policies in respect thereof nor allow the consumption of alcohol thereon except as detailed in Clause 4.

11 Gaming, Betting and Lotteries

The Hirer shall ensure that nothing is done on or in relation to the Premises in contravention of the law relating to gaming, betting and lotteries.

12 Licensable activities

The Village Hall holds a Performing Right Society Licence which permits the use of copyright music in any form, e.g. record, compact disc, tapes, radio, television or by performers in person. The Hirer will ensure that any other licences required for the Hirer’s Function shall be obtained prior to the start of the Function and that the Village Council is provided with a copy of such licence

13 Public safety compliance

The Hirer shall comply with all conditions and regulations made in respect of the premises by the Local Authority, any Licensing Authority, the Hall’s Fire Risk Assessment (a copy of which the Hirer confirms has been made available to the Hirer and which the Hirer confirms to have read) or otherwise, particularly in connection with any event which constitutes regulated entertainment, at which alcohol is provided or which is attended by children. It is the responsibility of the hirer to ensure that any entertainment they book to attend a function has the appropriate insurance in place this includes the hire of bouncy castles for children’s parties.

Health and Safety

In advance of an entertainment or play the Hirer shall check the following items:

  1. That all fire exits are unlocked and in good working order.
  2. That all escape routes are free of obstruction and can be safely used.
  3. That any fire doors are not wedged open.
  4. That exit signs are illuminated.
  5. That there are no obvious fire hazards on the premises.

The Hirer shall sign the safety checklist to confirm that such checks have been undertaken.

The Hirer agrees not to permit, and where necessary remove, unsupervised under 16’s and not to allow any under fives in the kitchen area.

Means of escape

The Hirer agrees:

  1. To keep all means of exit from the Premises free from obstruction and immediately available for instant free public exit.
  2. That he will keep the emergency lighting supply illuminating all exit signs and routes turned on during the whole of the time the Premises are occupied for the Function

Outbreaks of fire

The Hirer agrees to call the Fire Brigade to any outbreak of fire, however slight, and to evacuate the building immediately and not to re-enter until permission is given by the Fire Officer in charge. Details of any fire or emergency call shall be given to the Manager of the Village Hall.

Health and hygiene

The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations and where necessary provide properly qualified personnel to prepare/serve food Dairy products, vegetables and meat on the Premises must be refrigerated and stored in compliance with the Food Temperature Regulations. The Premises are provided with one refrigerator

Electrical Appliance Safety

The Hirer shall ensure that any electrical appliances brought by them to the Premises whether in use or not shall be safe, in good working order, and if used shall be a safe manner in accordance with the Electricity at Work Regulations 1989. This includes ensuring any legally required Portable Appliance Testing is undertaken. When using electrical equipment a residual circuit breaker must be used and can be obtained from the Village Council.

14 Insurance and Indemnity

The Hirer shall be liable for:

  1. the cost of repair of any damage (including accidental and malicious damage) done to any part of the premises including the curtilage thereof or the contents of the Premises all claims, losses, damages and costs made against or incurred by the Village Council, their employees, volunteers, agents or invitees in respect of damage or loss of property or injury to persons arising as a result of the use of the premises (including the storage of equipment) by the Hirer, and all claims, losses, damages and costs made against or incurred by the Village Council, their employees, volunteers, agents or invitees as a result of any nuisance caused to a third party as a result of the use of the premises by the Hirer, and
  2. Subject to sub-clause (a), the Hirer shall indemnify and keep indemnified accordingly each member of the Village Council and the Village Hall’s employees, volunteers, agents and invitees against such liabilities.
  3. The Village Council confirms that it has insurance to insure the liabilities described in sub-clause (a) above and may, in its discretion and in the case of non commercial hirers, insure the liabilities described in sub-clause (a) above.
  4. The Village Council may in its sole discretion claim on its insurance for any liability of the Hirer hereunder but the Hirer shall indemnify and keep indemnified each of the Village Council and the Village Hall’s employees, volunteers, agents and invitees against
    1. any insurance excess incurred and
    2. the difference between the amount of the liability and the monies received under the insurance policy.
  5. Where the Village Hall does not insure the liabilities described in sub-clauses (a) and above, the Hirer agrees to take out adequate insurance to insure such liability and shall produce the policy and current receipt or other evidence of cover to the Village Council prior to commencement of the Function. In the event of non production by the Hirer (or other suitable evidence of cover) the Booking shall be voidable at the insistence of the Village Council (without return of any deposit paid) who may in such circumstances let the Premises to another hirer. The Village Council is insured against any claims arising out of its own negligence.

15 Accidents and dangerous occurrences

The Hirer must report all accidents involving injury to the Village Council as soon as reasonably possible. Any failure of equipment belonging to the Village Hall or brought in by the Hirer must also be reported as soon as possible.

16 Explosives and flammable substances

The Hirer shall ensure that:

Highly flammable substances are not brought into, or used, in any part of the premises and that no internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall be erected without the consent of the Village Council. No decorations are to be put up near light fittings or heaters.

17 Heating

The Hirer shall ensure that no unauthorised heating appliances shall be used on the Premises without the written prior consent of the Village Council. Portable Liquefied Propane Gas (LPG) heating appliances shall not be used in any event

18 Drunk and disorderly behaviour and Supply of illegal drugs

The Hirer shall agree to take all reasonable steps to ensure that there is no excessive consumption of alcohol. The Hirer will take all reasonable steps to prevent (and if necessary deal with any) drunk and disorderly behaviour whether on the premises or in its immediate vicinity. Alcohol will not be served to any person suspected of being drunk or to any person suspected of being under the age of 18. Any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way shall be asked to leave the premises. The Hirer will take all reasonable steps to ensure that illegal drugs are not brought onto the Premises, nor consumed in the vicinity.

19 Animals

The Hirer shall ensure that no animals (including birds) except guide dogs are brought into the Premises, unless agreed to by Great Coates Village Council. No animals whatsoever are to enter the kitchen at any time.

20 Compliance with the Children Act 1989

The Hirer shall ensure that any activities for children under eight years of age comply with the provisions of The Children Act of 1989. Checks may also apply where children over eight and vulnerable adults are taking part in activities. Where appropriate and required by law the Hirer shall provide the Village Council with a copy of their CRB check and Child Protection Policy on request.

21 Sale of goods

The Hirer shall, if selling goods on the Premises, comply with fair trading Laws and any code of practice used in connection with such sales.

22 Film shows

Children shall be restricted from viewing age-restricted films classified according to the recommendations of the British Board of Film Classification. Hirers agree to have any necessary copyright licences for film or other media.

23 Internet

The Hirer shall take reasonable steps to ensure that computer users do not view any inappropriate websites and children should be suitably supervised.

24 Cancellation

In the event that a hirer cancels a prepaid booking a refund of the hire fee will be as follows:

Cancellation 2 months or longer prior to booked date the fee paid will be refunded in full less £15 administration fee.

Cancellation between 1 month and 2 months 50% of the fee paid will be refunded, in the event that the original fee paid is less than £30 no refund will be made.

Cancellation less than 1 month no refund will be made.

Great Coates Village Council reserves the right to cancel this Booking by written notice to the Hirer in the event of:

  1. the Premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election
  2. the Village Council reasonably considering that
    1. such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements, or
    2. unlawful or unsuitable activities will take place at the premises as a result of the Function
  3. The Premises becoming unfit for the use intended by the Hirer
  4. 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 any such case the Hirer shall be entitled to a refund of any deposit already paid, but the Village Council shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.

25 End of hire

The Hirer shall be responsible for leaving the Premises and surrounding area in a clean and tidy condition, with any contents temporarily removed from their usual positions properly replaced. Breach of this term shall entitle Great Coates Village Council to charge for the costs of doing so

26 Noise

The Village Hall is situated in a residential area, the Hirer shall take reasonable steps to ensure that the minimum of noise is made on arrival and departure, particularly late at night and early in the morning. The Hirer shall, if using sound amplification equipment comply with any other licensing condition for the Premises, in particular, ensuring all external doors are to be kept closed. Failure to comply and in the event of complaints from residents of excessive noise levels could result in the insistence that noise levels are reduced to an acceptable level or that the Hall is closed, in the event this action is taken there will be no refund of the hall hire charges or the £50 additional charge applied.

27 Stored equipment

The Great Coates Village Council shall not be liable for any stored equipment or other property brought on to or left at the Premises, and all liability for loss or damage is hereby excluded. All equipment and other property (other than stored equipment) must be removed at the end of each hiring or a reasonable fee may be charged at the discretion of the Village Council for each day or part of a day at the Hire Fee per hiring until the same is removed. The Village Council may, use his discretion to dispose of any such items (by sale or otherwise on such terms and conditions as it thinks fit, and charge the Hirer any costs incurred in storing and selling or otherwise disposing of the same) in any of the following circumstances:

  1. Failure by the Hirer either to pay any charges in respect of stored equipment due and payable or to remove the same within 7 days after the agreed storage period has ended
  2. Failure by the hirer to dispose of any property brought on to the Premises for the purposes of the hiring.

28 No alterations

No alterations or additions may be made to the Premises nor may any fixtures be installed or placards, decorations or other articles be attached in any way to any part of the Premises without the prior written approval of the Village Council. Any alteration, fixture or fitting or attachment so approved shall at the discretion of the Village Council remain in the Premises at the end of the hiring and become the property of the Great Coates Village Council. The hirer agrees to make good to the satisfaction of the Village Council any damage done by any fixture or its removal.

29 No rights

This Agreement constitutes permission only to use the Premises and confers no tenancy or other right of occupation on the Hirer.

30 Dangerous and unsuitable performances

Performances involving danger to the public or of a sexually explicit nature shall not be permitted.

31 Enquiries and Complaints

Any enquiries or complaints should initially be made to the Clerk to Great Coates Village Council, however if any complaints remain unresolved they should be brought to the attention of the Chair of the Village Council in writing.