For hiring spaces owned by the Parish Council
Terms & Conditions
Terms and Conditions for Hire of Parish Council Rooms, Halls, Venues and Outdoor Spaces
Definitions
“Council” means the Parish Council.
“Premises” means the rooms, halls, venues, outdoor spaces or other facilities owned, managed or made available for hire by the Council.
“Hirer” means the person, organisation or body hiring the Premises and, where applicable, the named representative authorised to act on behalf of the Hirer.
“Booking” means the confirmed reservation of the Premises for specified dates and times.
“Hire Period” means the date(s) and time(s) specified in the Booking.
Application and Booking
All bookings must be made by completing the Council’s booking form and providing required information. Bookings are not confirmed until the Council issues written confirmation or email.
The Council may refuse any booking at its discretion and is not required to give a reason.
The Hirer is responsible for ensuring that the purpose of the booking and expected number of attendees are accurately stated at the time of booking.
Payment, Deposit and Fees
The Hirer must pay the hire fee, any refundable damage deposit (if required) and any other applicable charges in accordance with the Council’s charges schedule and invoicing terms.
Fees must be paid by the due date specified on the invoice. The Council reserves the right to cancel unconfirmed bookings if payment is not received by the due date.
Refunds of fees (other than refunded deposits) will be at the Council’s discretion and in accordance with the cancellation policy below.
Cancellation and Changes
The Hirer may cancel a Booking by giving written notice to the Council. Cancellation charges may apply as set out in the Council’s charges schedule.
The Council may cancel or amend a confirmed Booking where necessary (for example, for maintenance, safety, emergency works or other reasonable cause). The Council will give as much notice as practicable and will refund any fees paid for cancelled sessions. The Council will not be liable for any consequential losses arising from cancellation.
The Hirer may request changes to a Booking; such changes are subject to availability and the Council’s agreement and may incur additional charges.
Use of Premises
The Hirer shall only use the Premises for the purpose(s) agreed in the Booking and must ensure activities comply with applicable laws, licences and conditions.
The Hirer must not exceed the maximum permitted number of persons for the Premises.
The Hirer must ensure that the Premises are left in a clean and tidy condition; all rubbish must be removed or disposed of as directed by the Council. The Council may charge for additional cleaning where necessary.
The Hirer must not affix decorations, signage or alter the fabric of the Premises without prior written approval from the Council.
No smoking is permitted inside the Premises. The Hirer must ensure that smoking rules and any designated smoking areas are observed.
The consumption of alcohol is only permitted if expressly authorised by the Council and, where required, the Hirer must obtain any necessary licences or permission. The Hirer must comply with any conditions imposed by the Council concerning alcohol.
The Hirer must not permit illegal or immoral activities on the Premises and must comply with all relevant legislation, including health and safety, licensing and noise regulations.
Responsibility for Property and Equipment
The Hirer is responsible for the security of the Premises during the Hire Period and must ensure doors and windows are secured on leaving, unless alternative arrangements have been agreed.
The Hirer is responsible for any loss, damage or breakage to the Premises, fixtures, fittings, equipment or grounds caused by the Hirer, its members, contractors or invitees. The Council may deduct the cost of repair or replacement from the deposit or recover costs from the Hirer.
The Council will provide equipment only as agreed in the Booking and is not responsible for ensuring availability beyond the agreed items.
Insurance
The Hirer must have adequate public liability insurance to cover their activities and any third‑party claims arising from the hire. The Council may require evidence of insurance cover before the Booking is confirmed. Where the Hirer is a private individual using the Premises for personal/non-commercial use, the Council may provide details of available insurance options but does not accept liability for uninsured claims.
The Council is not liable for loss or damage to the Hirer’s property brought to the Premises.
Health, Safety and Safeguarding
The Hirer must comply with all health and safety legislation and Council safety procedures. The Hirer must ensure that all persons using the Premises are made aware of emergency exits, evacuation procedures and fire equipment locations.
The Hirer must carry out any necessary risk assessments for their activities and produce these to the Council on
Council Venue Hire – Terms & Conditions
These Terms and Conditions govern the hire of rooms, halls, outdoor spaces and other venues owned or managed by the Parish Council (“the Council”) and made available for hire (“the Venue”). By submitting a booking application and/or paying a deposit or hire fee, the Hirer agrees to be bound by these Terms and Conditions.
1. Definitions
• Council: means the Parish Council or its authorised representative providing the venue for hire
• Hirer: The individual, group, or organisation named on the booking form who has legal responsibility for the booking.
• Venue: Means the building, room, hall, outdoor space or other area made available by the Council for hire, as detailed in the booking confirmation.
• Booking: Means the reservation and confirmed agreement of the Venue for the date(s) and times agreed between the Council and the Hirer.
2. Booking & Payment
All bookings must be confirmed in writing using the Council’s booking form.
A provisional reservation may be held for a limited period at the Council’s discretion; the booking is only confirmed when the Council has issued written confirmation and received any required deposit or full payment.
A deposit of 50% is required to secure the booking.
Full payment must be received no later than 14 days before the hire date.
The Council reserves the right to cancel the booking if payment is not received on time.
The Council reserves the right to refuse a booking without giving a reason.
3. Cancellations
3.1. Cancellations and Variation by the Hirer
Cancellations and Variation by the Hirer must be made in writing.
Refunds will be issued as follows:
More than [14] days before hire: full refund minus admin fee.
Less than [7] days before hire: no refund.
The Council may cancel the booking due to unforeseen circumstances (e.g., safety concerns, emergency use). In such cases, a full refund will be given.
3.2. Cancellations and Variation by the Council
The Council reserves the right to cancel or alter a confirmed booking for reasons beyond its control (including but not limited to emergency, major event, essential maintenance, statutory obligation) or if the Venue or parts of it become unavailable for reasons beyond the Council’s control.
Where the Council cancels, it will give as much notice as practicable and will, where possible, offer an alternative date. If the Hirer does not accept the alternative, the Council will refund any fees paid but will have no further liability to the Hirer.
The Council may also cancel a booking if it reasonably believes that the intended use is unlawful or would bring the Council or Venue into disrepute.
4. Use of Venue
The Hirer shall only use the Venue for the purpose(s) stated on the booking form and shall not assign, sub-let or share possession of the Venue without prior written permission of the Council.
The Hirer must ensure that the number of persons using the Venue does not exceed the maximum capacity specified by the Council.
The Hirer is responsible for setting up and clearing away within the hire period.
The Hirer must confine activities to the areas hired and not use Council areas or equipment without prior permission.
The Hirer must arrive and vacate the Venue within the Hire Period, including time required for setting up and clearing away.
No alterations, decorations, or fixtures may be made without prior written consent.
4.1. Supervision and Behaviour
The Hirer is responsible for the behaviour, supervision and control of all persons attending the function, including children and vulnerable adults.
The Hirer must ensure adequate supervision and stewarding where required by the nature or size of the event and comply with any conditions imposed by the Council in relation to security, stewarding or crowd control.
Noise levels must be kept within legal limits.
The Council may require the Hirer to engage registered stewards or security staff at the Hirer’s expense for certain events.
5. Health & Safety
The Hirer must comply with all health and safety regulations.
The Hirer must familiarise themselves and their attendees with emergency exits, fire-fighting equipment and evacuation procedures on arrival.
The Hirer must not obstruct exits, corridors, staircases or firefighting equipment.
The Hirer is responsible for conducting a basic risk assessment appropriate to the event and ensuring the event
Fire exits must remain clear at all times.
The Hirer is responsible for the safety of all attendees during the hire period.
6. Insurance & Liability
The Hirer must have appropriate public liability insurance (minimum £[amount]).
The Council accepts no responsibility for loss, damage, or injury unless caused by its negligence.
7. Damage & Cleaning
Any damage to the venue or equipment must be reported immediately.
The Hirer will be charged for repairs or additional cleaning required.
8. Alcohol & Catering
Alcohol may only be served or sold with the appropriate licence and prior Council approval.
Catering arrangements must comply with food hygiene regulations.
9. Governing Law
• This agreement is governed by the laws of England and Wales.
Parish Council Venue Hire — Terms and Conditions
Introduction These Terms and Conditions govern the hire of rooms, halls, outdoor spaces and other venues owned or managed by the Parish Council (“the Council”) and made available for hire (“the Venue”). By submitting a booking application and/or paying a deposit or hire fee, the Hirer agrees to be bound by these Terms and Conditions.
Definitions
"Council" means the Parish Council or its authorised representative.
"Hirer" means the individual or organisation named on the booking form who has legal responsibility for the booking.
"Venue" means the building, room, hall, outdoor space or other area made available by the Council for hire.
"Booking" means the reservation of the Venue for the date(s) and times agreed between the Council and the Hirer.
"Hire Period" means the period specified on the booking confirmation, including any agreed setup and clearing-up time.
Booking and Confirmation 3.1 All bookings must be made through the Council’s authorised booking process and are subject to availability. 3.2 A provisional reservation may be held for a limited period at the Council’s discretion; the booking is only confirmed when the Council has issued written confirmation and received any required deposit or full payment. 3.3 The Council reserves the right to refuse a booking without giving a reason.
Payment, Deposits and Fees 4.1 Hire charges, deposit levels and payment deadlines will be as published or communicated by the Council at the time of booking. 4.2 A non-refundable administration charge may apply to certain bookings. 4.3 The Council may require a security/damage deposit in addition to the hire fee. The deposit will be held against loss, damage, excessive cleaning, additional staffing costs or breach of these Terms and Conditions and will be returned after deduction of any relevant costs within a reasonable period. 4.4 Full payment is due no later than the date stated on the booking confirmation. If payment is not received by the due date the Council may cancel the booking and retain any deposit paid.
Cancellation and Variation by Hirer 5.1 Cancellations must be made in writing. Cancellation charges will apply as set out in the Council’s published cancellation policy. 5.2 Where the Council agrees to changes to the booking (date, time, space), any difference in hire fee will be payable by the Hirer, and additional administration charges may apply. 5.3 The Council may at its discretion reduce or waive cancellation charges in exceptional circumstances.
Cancellation and Variation by the Council 6.1 The Council reserves the right to cancel or alter a confirmed booking for reasons beyond its control (including but not limited to emergency, major event, essential maintenance, statutory obligation) or if the Venue or parts of it become unavailable for reasons beyond the Council’s control. 6.2 Where the Council cancels, it will give as much notice as practicable and will, where possible, offer an alternative date. If the Hirer does not accept the alternative, the Council will refund any fees paid but will have no further liability to the Hirer. 6.3 The Council may also cancel a booking if it reasonably believes that the intended use is unlawful or would bring the Council or Venue into disrepute.
Use of the Venue 7.1 The Hirer shall only use the Venue for the purpose(s) stated on the booking form and shall not assign, sub-let or share possession of the Venue without prior written permission of the Council. 7.2 The Hirer must ensure that the number of persons using the Venue does not exceed the maximum capacity specified by the Council. 7.3 The Hirer must confine activities to the areas hired and not use Council areas or equipment without prior permission. 7.4 The Hirer must arrive and vacate the Venue within the Hire Period, including time required for setting up and clearing away.
Supervision and Behaviour 8.1 The Hirer is responsible for the behaviour, supervision and control of all persons attending the function, including children and vulnerable adults. 8.2 The Hirer must ensure adequate supervision and stewarding where required by the nature or size of the event and comply with any conditions imposed by the Council in relation to security, stewarding or crowd control. 8.3 The Council may require the Hirer to engage registered stewards or security staff at the Hirer’s expense for certain events.
Health & Safety, Accidents and Emergency Procedures 9.1 The Hirer must familiarise themselves and their attendees with emergency exits, fire-fighting equipment and evacuation procedures on arrival. 9.2 The Hirer must not obstruct exits, corridors, staircases or firefighting equipment. 9.3 The Hirer is responsible for conducting a basic risk assessment appropriate to the event and ensuring the event
Terms and Conditions for Hire of Rooms, Halls, Venues and Outdoor Spaces owned and managed by the Parish Council.
Definitions
"Council" means the Parish Council.
"Hirer" means the person, organisation or group hiring the premises or space.
"Premises" means any room, hall, venue or outdoor space or other facilities owned or managed by the Council and available for hire.
Booking and Confirmation
Bookings must be made in writing or via the Council's approved booking system.
Bookings are not confirmed until the Council has issued written confirmation and any required deposit has been received.
The Council reserves the right to refuse or cancel any booking at its discretion. Where the Council cancels, any fees paid will be refunded. The Council is not liable for any other loss or expense arising from a cancellation.
The Hirer is responsible for ensuring that the purpose of the booking and expected number of attendees are accurately stated at the time of booking.
Payment and Deposits
Hire charges, deposits and any additional fees will be stated at time of booking.
Full payment must be received by the due date shown on the booking confirmation. Failure to pay may result in cancellation and forfeiture of any deposit.
A refundable security deposit may be required to cover damage, excessive cleaning or breach of these terms.
Cancellations and Amendments
The Hiree must notify the Council in writing of any cancellation or amendment.
The Council’s cancellation charges, if any, will be set out at time of booking and may vary according to notice period.
The Council may amend booking details where necessary; reasonable notice will be given and any adjustments to fees made as appropriate.
Use of Premises
Premises must be used only for the purpose(s) and within the times agreed in the booking confirmation.
The Hiree must ensure behaviour is lawful and does not cause nuisance to neighbours or other users.
No sub‑letting or assignment of the booking is permitted without prior written consent from the Council.
Supervision and Responsibilities
The Hiree is responsible for supervision of attendees and must ensure adequate adult supervision for children and vulnerable persons.
The Hiree must ensure compliance with all licensing, statutory and regulatory requirements (including public entertainment, music, alcohol, food safety and safeguarding) relevant to their event.
The Hiree is responsible for leaving the premises in a clean and tidy condition and for disposing of rubbish in the designated bins.
Health and Safety
The Hiree must comply with the Council’s health and safety rules, risk assessments and any instructions from authorised Council staff.
The Hiree must familiarise themselves with emergency exits, assembly points and fire safety equipment. Obstruction of exits, corridors or firefighting equipment is prohibited.
Any accidents, incidents or damage must be reported to the Council without delay.
Insurance and Liability
The Hiree must hold adequate public liability insurance to cover the activity being undertaken. Proof of insurance may be requested prior to hire.
The Council accepts no liability for loss, damage, injury or theft of personal property brought onto the premises by the Hiree or attendees, except where caused by the Council’s negligence.
The Hiree is liable for any damage to the premises or equipment arising from their use and agrees to reimburse the Council for repair or replacement costs.
Equipment and Decorations
Any equipment, staging, furniture or decorations required must be agreed in advance. The Hiree may only use Council equipment with permission and must return it to its proper place.
Fixing of decorations to walls, ceilings or furniture is only permitted with prior consent and must not cause damage.
Noise and Neighbourhood Respect
The Hiree must minimise noise and respect neighbours at all times. The Council may impose noise limits and require sound to be reduced or events to finish earlier where complaints are received.
Alcohol and Smoking
Alcohol may only be sold or supplied with prior written permission and any required licences obtained by the Hiree.
Smoking, including e‑cigarettes, is prohibited inside Council premises and in areas where signage indicates a no‑smoking policy.
Animals
No animals are allowed on premises except assistance animals or where prior consent has been given.
Photography and Privacy
The Hiree must ensure compliance with data protection and privacy laws when photographing or collecting personal information. Permission should be sought from individuals where appropriate.
Compliance with Law
The Hiree must comply with all relevant laws, regulations and Council policies during the hire period.
Termination
The Council may terminate a booking immediately if these Terms and Conditions are breached, if the event poses a risk to safety, or if behaviour is unreasonable. No refund may be given in such circumstances.
Variation
The Council may amend these Terms and Conditions from time to time. The version in force at the time of booking shall apply to that booking.
Governing Law