Friday, 12 August 2022

Terms & Conditions of Hire

Registered Charity Number 302422


Please note that all prospective hirers are required to abide by the terms and conditions below. Your signature on the booking form or online acknowledgement indicates your understanding of, and compliance with these.

Hirers are strongly advised to view the premises and facilities therein to assess the suitability for the function before making a booking.

Hertford Heath Village Hall Management Committee shall be known as ‘the Committee’ for the purposes of this document.  Further information can be obtained by visiting the Village Hall website at or by contacting the chairperson:

Mrs Gloria Pead
10 Trinity Walk, Hertford Heath SG13 7RD

Thank you for choosing Hertford Heath Village Hall

1       Conditions of booking

1.1          Only persons over the age of 18 may apply to hire the premises and sign the ‘Application to Hire’ form or online acknowledgement.

1.2          The Committee reserves the right to refuse a request for hire.

1.3          Your booking fee is due a full month prior to your booking date, or if a late booking as soon as you have returned the application form. (Please note that no reminders will be sent and failure to pay by due date may result in cancellation of your booking).

1.4          If the hirer needs to cancel the booking and the Committee are unable to conclude a replacement booking the repayment of the fee shall be at the discretion of the Committee.

1.5          The Committee reserves the right to refuse a booking without notice or to cancel a booking at any time if

  1. The premises are required for any public purpose (elections etc) or
  2. due to any circumstances beyond our control, and in these cases the hirers booking fee would be refunded. However, the Committee shall not be liable for any loss or claim incurred by the hirer, or any other person connected to the booking, as a consequence of such cancellation.

1.6          Instructions on how to access the hall and secure it after use are normally provided approximately one week before the date of the booking.


2       Available hours

2.1          The Village Hall may be hired during the following hours:-

2.1.1      Monday to Saturday 9am to midnight. Bar to close at 11pm and music to cease at 11.30pm,
premises to be empty by midnight.

2.1.2      Sunday 9am to 11pm. Bar to close and music to cease at 10.30pm, premises to be empty by

2.2          Any variation to the above times will require the express permission of the committee and at least 28 days’ notice.

3       Available facilities

3.1          The accommodation available at the Village Hall comprises a main hall with maximum capacity of 120, a small bar area and small kitchen.

3.2          In addition to separate ladies and gent’s toilet facilities there is also an accessible toilet which also houses a baby changing table.

4       Insurance

4.1                          The Hirer shall otherwise fully indemnify the Committee from and against:

  1. All claims by third parties in respect of personal injury or loss or damage to property, theft or otherwise, which may arise out or in consequence of the use of the premises for the purpose of the function.
  2. All damage to property belonging to the Committee which may arise out or in consequence of the use of the premises for the purpose of the function.
  3. The cost of reinstating or replacing any part of the Village Hall, or any property or parts of property, which is damaged, destroyed or removed, arising out or in consequence of the use of the premises during the hire period.

5       Health & Safety

5.1          The Committee maintains a stringent Health & Safety policy to ensure a safe environment for hirers.  A copy of this is provided to hirers on confirmation of booking and can also be downloaded from the Village Hall website at

5.2          The electrics are checked on a regular basis, which includes all small kitchen equipment. Anything considered NOT to be in a safe condition should be reported immediately.

5.3          Hirers have a responsibility to ensure that the hall is used in a safe way.  Care should be taken if children are present, and hirers should be aware of the height of the stage, self-closing doors and safety precautions in the kitchen.

5.4          Disruption to local residents MUST be kept to a minimum.  Hirers are asked that those attending a function ensure that the minimum of noise is made on arrival and departure.

6       Responsibilities of the hirer

The hirer shall be responsible for:

6.1          Ensuring that the conditions of the hire are observed by those attending the function.

6.2          Only using the premises for the purpose as described in the hire 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 or do anything or bring onto the premises anything that may endanger the same or render invalid any insurance policies in respect thereof.

6.3          The cost of making good any damage caused to the premises, furniture, and fittings etc. Any damage shall be reported to the committee.

6.4          Arranging and putting away of table and chairs (using trollies provided), the removal of all rubbish to the large bin at rear of property, and leaving the hall, including toilets, kitchen, and bar, in a clean and tidy condition. Failure to do so may incur an additional charge at the discretion of the Committee.

6.5          Ensuring all persons on the premises act in a seemly and orderly manner.

6.6          Ensuring the occupancy limits of the hall are not exceeded.

6.7          In the event of fire, ensuring that the fire evacuation procedures are made clear to all people using the hall (on wall in kitchen and main hall) and that these procedures are adhered to, and all those attending the function are made aware of the exits to be used in an emergency.

6.8          Ensuring that all emergency exits are kept clear, and exit signs are always illuminated.

6.9          Ensuring that no unauthorised persons are allowed to gain access to the premises. Charging for admission at the door is not permitted, all persons should have invitation or ticket paid for before or reserved to pay on date of function.

6.10        Ensuring that no illegal substances are brought onto or consumed on the premises.

6.11        Ensuring that no tape or drawing pins are used when putting up notices or posters except on the notice boards. (Please use ‘Blu tack’ or similar and ensure this is removed along with notices.)

6.12        Ensuring that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting, and lotteries.

6.13        Ensuring that any electrical appliances brought onto the premises by the hirer and/or entertainer shall be safe and in good working order and used in a safe manner.

6.14        Ensuring that if an official bar is in place, no unauthorised alcohol shall be brought onto the premises.

6.15        Ensuring that under no circumstances, either of the vehicular entrances to the premises be blocked in such a way as to prevent access or egress to the premises.

6.16        Ensuring that no dogs, other than service dogs, are brought onto the premises.

6.17        Observing all relevant food health and hygiene legislation and regulations if preparing, serving or selling food on the premises.

6.18        Obtaining of licences for the sale and supply of alcohol and the playing of live music. (If not sure of procedure ask committee). 

6.19        Ensuring that any activities for children comply with the provisions of the current legislation and that only fit and proper persons have access to the children.

6.20        Ensuring that after checking that all rubbish has been removed, all furniture put away, floors swept, all lights are extinguished and all taps are in the off position, the hall is properly locked and secure and the key is returned to the key safe, mixing the combination before closing.