Hiring Fee £12 per hour – £
Deposit £
payable on or before

The Trust’s contact:
Telephone No
Email

The Hirer of the Village Hall will be met by a Trustee who will open up the Hall on the day of hire.

Signed: Nanstallon Community Trust/authorised signatory –
Name –
Date –

Signed: The Hirer –
Name –
Date –

By confirming a booking, the Hirer agrees to comply with the following Terms & Conditions.

TERMS & CONDITIONS OF HIRE

1. General responsibility

The Hirer is responsible for the conduct and safety of all persons attending the event or activity and for the care of the Hall, its fabric and contents during the period of hire.

The Hirer must be aged 18 or over and present for the duration of the booking.

2. Insurance

The Trust holds insurance for the building and its general use as a community facility.

• Private, one-off social hires (e.g. parties, meetings, community gatherings) are covered under the Trust’s insurance.

• Children under 14 are not covered unless they are accompanied by a parent or guardian.

• Hirers running organised activities, commercial events, classes, or events open to the public are required to hold appropriate Public Liability Insurance.

The Trust reserves the right to request proof of insurance where appropriate.

3. Licences and permissions

The Hirer is responsible for obtaining any licences required for their activity.

Alcohol must not be sold, supplied, or consumed on the premises without prior agreement from the Trust and, where required, the appropriate licence or Temporary Event Notice.

4. Safeguarding and children

Children must be supervised at all times.

Where activities involve children under the age of 14 without their parents or guardians present (e.g. clubs, classes, organised events), the Hirer must ensure appropriate safeguarding measures and insurance are in place.

5. Capacity

The maximum permitted capacity of the Hall is:

• 100 standing

• 50 seated

This must not be exceeded.

6. Fire safety and emergencies

The Hirer must familiarise themselves with fire exits and evacuation procedures.

Emergency exits must be kept clear at all times.

In the event of a fire or emergency, the Hirer must:

• ensure the safe evacuation of the building

• call 999

• report the incident to a Trustee as soon as practicable

Assembly point: front of the building.

7. Prohibited items and activities

The following are not permitted inside the Hall:

• candles or naked flames

• smoke machines or anything likely to trigger fire alarms

• portable electric heaters

• smoking or vaping inside the building or directly outside entrances

8. Electrical equipment

Any equipment brought into the hall must be safe and suitable for use.

Where applicable, equipment should be PAT tested.

The Trust cannot accept responsibility for damage or injury arising from equipment provided by the Hirer.

9. Noise and consideration for neighbours

Hirers must be mindful of nearby residents and ensure noise levels remain reasonable.

Music must cease by 11pm.

Where events are likely to generate noise, Hirers should periodically check sound levels outside.

10. Use of the premises

Nothing may be fixed to walls, ceilings, or fittings without prior agreement.

The Hirer must:

• supervise use of the premises

• prevent damage

• ensure appropriate behaviour from attendees

•  

11. Accidents and incidents

Any accidents, injuries, or near misses occurring during the hire must be reported to the Trust and recorded in the accident book where possible.

12. Bouncy castles and inflatables

Use of bouncy castles or inflatables must be agreed in advance.

The Hirer must ensure:

• supplier safety certification

• appropriate insurance

• safe supervision

Maximum internal height: 2.1m (7ft).

13. Heating

Heating is pre-set to provide a comfortable temperature. If the Hirer feels the temperature is uncomfortable for any reason, they may adjust the heating controls for the duration of their booking.

The Hirer must ensure the heating is reset to the pre-set temperature and not switched off completely when leaving the premises.

14. Opening, closing and security

A Trustee or representative will normally open the Hall.

At the end of the hire, the Hirer must:

• leave the Hall clean and tidy

• remove all rubbish

• report any damage or breakages

• ensure doors and windows are closed

Locking arrangements will be confirmed at the time of booking.

15. Cleaning and damage

The Hirer must leave the Hall in a clean and tidy condition.

Any damage must be reported. Costs for repair or replacement may be charged.

PAYMENT & CANCELLATION

16. Hire fees

Hire fees are payable in advance unless otherwise agreed.

Regular hirers may be invoiced monthly.

The hire period includes set-up and clear-down time.

17. Deposits

A refundable damage deposit may be required.

Children’s parties: £25
Adult parties: amount advised at booking

Deposits will be returned following inspection of the premises.

18. Cancellation

If the Hirer cancels:

• more than 7 days before the booking → full refund

• 48 hours – 7 days → 50% refund

• less than 48 hours → no refund (unless re-booked)

The Trust may waive fees at its discretion.

19. Changes or cancellation by the Trust

The Trust reserves the right to cancel or amend bookings in exceptional circumstances.

A full refund will be provided where the Trust cancels a booking.

Revised March 2026.