Pauntley Village Hall

Hall Hire Terms & Conditions

Please read carefully before confirming your booking

Effective from September 2024  |  Last reviewed: 2024

These Terms and Conditions apply to all hirers of Pauntley Village Hall (“the Hall“), located at Brand Green, Pauntley, Gloucestershire. By making a booking, the hirer agrees to comply with all of the following conditions.

1 Definitions

In these Terms & Conditions:

• “The Hall” means Pauntley Village Hall and all its associated facilities, grounds, car park and equipment.
• “The Hirer” means the individual or organisation named on the booking form who hires the Hall.
• “The Trustees” means Pauntley Parish Council, acting as sole trustee for Pauntley Village Hall (Charity No. 301598).
• “The Booking Secretary” means Rachel Robbins, or such other person appointed to manage bookings.
• “Session” means one of three daily sessions: morning, afternoon or evening, as designated by the Booking Secretary.

2 Booking & Confirmation

2.1  All bookings must be made by contacting the Booking Secretary and completing the official Booking Form.

2.2  A booking is not confirmed until the hirer has received written or verbal confirmation from the Booking Secretary that the requested date(s) are available and the booking has been accepted.

2.3  The hirer must be aged 18 or over and accepts personal responsibility for the Hall during the period of hire.

2.4  Bookings must not be sub-let or transferred to a third party without prior written consent from the Trustees.

3 Hire Fees & Payment

3.1  Current hire fees are as follows:

Hire Type	Rate
Single session (morning, afternoon or evening)	£18.00
All-day hire (three sessions)	£54.00
Hourly rate	£12.50 per hour

3.2  Favourable rates are available for regular weekly or monthly bookings (e.g. fitness classes, clubs). Please contact the Booking Secretary to discuss.

3.3  Payment may be made by cash, cheque (payable to Village Hall), or bank transfer:

3.4  Payment is due as agreed with the Booking Secretary. The Trustees reserve the right to require a deposit for large or complex events.

3.5  The Trustees reserve the right to revise hire fees and will provide reasonable notice of any changes to regular hirers.

4 Cancellation

4.1  Cancellations should be notified to the Booking Secretary as soon as possible.

4.2  Where a booking is cancelled by the Trustees due to circumstances beyond their control (e.g. essential repairs, emergency), any fees already paid will be refunded in full. The Trustees shall not be liable for any further costs or losses incurred by the hirer.

4.3  Cancellation fees may apply for late cancellations by the hirer, at the Trustees’ discretion.

5 Use of the Hall

5.1  The Hall is available for lawful purposes only. The Trustees reserve the right to refuse any booking.

5.2  The hirer is responsible for ensuring that the use of the Hall complies with all applicable laws and regulations, including licensing, food safety, and health & safety requirements.

5.3  The hirer must not use the Hall for any purpose other than that stated on the Booking Form without prior written consent.

5.4  The Hall must not be used for any political, commercial, or religious activity that is contrary to the charitable purposes of the Hall or the interests of the local community.

5.5  No person may be excluded from an event on the grounds of protected characteristics as defined in the Equality Act 2010.

6 Capacity & Health and Safety

6.1  The hirer must not exceed the maximum permitted capacity of the Hall.

6.2  The hirer is responsible for the health and safety of all persons attending their event, including compliance with fire safety procedures. The hirer must ensure they are familiar with emergency exits, fire extinguisher locations, and evacuation procedures before their event begins.

6.3  The hirer must ensure that any equipment, furniture, or structures used during their hire are safe and fit for purpose.

6.4  A first aid kit is available in the Hall. Hirers are responsible for ensuring adequate first aid provision for their event.

6.5  Any accidents or incidents occurring during the period of hire must be reported to the Booking Secretary as soon as practicable.

7 Alcohol & Regulated Entertainment

7.1  The Hirer is responsible for obtaining any licence required under the Licensing Act 2003 for the sale or supply of alcohol, or for regulated entertainment (including live or recorded music).

7.2  The Hall’s existing Premises Licence (if applicable) must not be assumed to cover the hirer’s event. The hirer must clarify this with the Booking Secretary in advance.

7.3  Alcohol must not be sold or supplied to persons under the age of 18. The hirer accepts responsibility for ensuring this.

8 Children & Safeguarding

8.1  Where events involve children or vulnerable adults, the hirer must ensure that all applicable safeguarding policies and legal requirements are met, including appropriate DBS checks for relevant supervisors.

8.2  Children must be supervised by a responsible adult at all times, including in the grounds and car park.

9 Grounds, Grassed Area & Car Park

9.1  The Hall has a large car park available for hirers and their guests. Vehicles are parked at the owner’s risk.

9.2  The large, secure grassed area to the rear of the Hall may be used for summer events. Barbecue equipment and garden furniture may be provided on request.

9.3  If the hirer wishes to erect a marquee in the grounds, this must be agreed in advance with the Booking Secretary.

9.4  The hirer is responsible for the safety and security of the grounds during their hire and must ensure gates are closed as required.

10 Camping

10.1  Local groups and organisations wishing to use the grounds for camping are welcome. A separate Camping Information Sheet is available from the Booking Secretary and must be read and agreed to before any camping takes place.

11 WiFi

11.1  The Hall benefits from a fast fibre broadband connection provided by Gigaclear. WiFi is available for hirers.

11.2  The hirer and their guests must use the WiFi lawfully and must not use it for illegal activity, excessive downloading, or any activity that may breach the provider’s acceptable use policy.

11.3  WiFi availability cannot be guaranteed and the Trustees accept no liability for outages or disruption to connectivity.

12 Damage, Loss & Liability

12.1  The hirer is responsible for the Hall, its contents, equipment and grounds during the period of hire.

12.2  Any damage to the Hall, its contents or the grounds caused during the hirer’s period of hire must be reported to the Booking Secretary immediately and the cost of repair or replacement will be charged to the hirer.

12.3  The hirer accepts liability for any loss, injury or damage suffered by themselves, their guests, or third parties arising from their use of the Hall, except where caused by the proven negligence of the Trustees.

12.4  The Trustees accept no liability for any loss or damage to property brought into the Hall by the hirer or their guests.

13 Insurance

13.1  For large events or commercial activities, hirers are strongly encouraged to obtain their own public liability insurance covering their use of the Hall.

13.2  Organisations using the Hall for their activities (e.g. fitness instructors, clubs) should hold their own public liability insurance and may be asked to provide evidence of this.

14 Noise & Neighbours

14.1  The hirer must keep noise levels to a reasonable level, particularly during evening events, and must be mindful of nearby residents.

14.2  The Trustees reserve the right to set conditions on amplified music or entertainment to prevent nuisance to the local community.

15 Cleaning & End of Hire

15.1  The hirer must leave the Hall clean and tidy at the end of their hire, in at least the same condition as at the start.

15.2  All rubbish must be cleared and either taken away by the hirer or disposed of in the bins provided, as directed by the Booking Secretary.

15.3  Tables, chairs and any other equipment moved during the hire must be returned to their original positions.

15.4  The hirer must ensure all lights and heating are switched off, windows are closed, and the Hall is securely locked before leaving. Keys must be returned as instructed by the Booking Secretary.

15.5  A cleaning charge may be applied if the Hall is left in an unsatisfactory condition.

16 Governing Law

16.1  These Terms & Conditions are governed by the laws of England and Wales.

16.2  Any disputes arising from the hire of the Hall should be raised in the first instance with the Booking Secretary. If unresolved, disputes may be referred to the Trustees.