Terms & Conditions for Lettings & Hire

If the Hirer is in any doubt as to the meaning of any of the following, the Lettings Officer should be consulted for clarification.
  1. Applications for hiring should be made to the Lettings Officer with payment of the correct fee. Cheques should be made payable to “Woodlands Village Hall”.
  2. The hirer shall use the premises only for the purpose stated on the booking form and shall comply with all relevant laws and regulations.
  3. The hirer shall not sublet or transfer the letting to any other person.
  4. The Committee reserves the right to refuse or cancel any application at any time without stating a reason. In such case, any fee paid will be returned and the Committee will be under no further liability.
  5. The hirer may cancel a booking at any time. In that event the payment or repayment of any monies will be in accordance with the cancellation policy stated on the booking form.
  6. The hirer shall indemnity the Committee for any loss, damage, claims or liability arising from the hirer’s use of the Hall.
  7. The Committee shall not be liable for any loss or damage caused to the hirer or any other person, or to their property.
  8. The Committee shall not be liable for any failure or interruption to the electricity or water supply or for the failure of any equipment or facilities on the premises.
  9. No posters, signs, decorations, flags or bunting shall be attached to any part of the premises without the written consent of the Committee or the Lettings Officer.
  10. No nails, screws, hooks, pins, tape or other fixings shall be attached to any part of the premises.
  11. No alternations or adjustments shall be made to any lights, heating or other electrical equipment. If the hirer intends to use any other electrical equipment, the Lettings Officer should be notified and the use will be subject to the approval of the Committee.
  12. All apparatus, equipment and materials brought onto the premises shall be removed immediately at the end of a hiring. No dangerous or noxious substances may be brought onto the premises.
  13. No alcoholic drinks shall be sold on the premises without the consent of the Committee. If alcohol is to be sold, the hirer is responsible for obtaining the necessary licence from East Dorset District Council. A copy of any such licence must be given to the Lettings Officer at leave seven days before a hiring.
  14. The hirer shall be responsible for the good conduct and order of any person attending the hirer’s function, and shall ensure that no nuisance is caused. If the hiring is for a dance, party, club or similar function, the hirer shall ensure that adequate supervision is maintained at all times and that no undesirable person is admitted. The Hire (or their representative) shall remain present until the Hall is cleared and secured at the end of the hiring.
  15. The hirer shall be personally responsible to see that all exits are kept clear and that the emergency exit signs are illuminated at all times, in accordance with fire regulations.
  16. The Committee’s representative shall have unrestricted access to any part of the premises at any time.
  17. The hirer shall close the function and vacate the premises at the specified time. If the hirer fails to vacate on time, the Committee may charge an extra fee at their discretion. No function shall continue after 11.30pm on a Friday or Saturday, or 11.00pm on any other day.
  18. The hirer is responsible for ensuring that the premises are left in a clean and tidy condition. The Hall must be swept, and any litter placed in refuse sacks which must be taken away by the Hirer. All kitchen utensils and equipment used must be left clean and put away as it was at the commencement of the letting. The Committee reserve the right to charge for any additional cleaning needed.
  19. On vacating the premises, the hirer is responsible for switching off all electric lights, space and water heaters. If the hirer fails to do so, the Committee may charge an extra fee at their discretion.
  20. The hirer shall make these conditions known to all relevant persons.
  21. Bouncy castles - The hall will allow the use of a bouncy castle on the grass area PROVIDED THAT it is supervised at all times by a responsible volunteer, it is not used by anyone under 2 years of age, and it is restricted to use by age, i.e. 2 - 5 years, 6 - 12 years, over 12 years (which means that only children from one of these age groups can use it at the same time). Where a bouncy castle is being hired from a company, a valid certificate of insurance from the bouncy castle owner must be produced. As the height of our ceiling is only 10 feet (3 metres), only small and enclosed "inflatables" can be used inside the hall.
  22. At the end of a letting:

January 2013

The Hirer shall make these Terms and Conditions known to all persons concerned and must ensure that there is a person in charge and present at all times during their event and that that person has read, understood and agreed to be bound by these Terms and Conditions and the Hall’s Emergency Procedures displayed on the Hall noticeboard.

The Village Hall Committee would appreciate your co-operation in the application of these conditions to keep the Hall in order for the next users. Thank you for holding your function in our Hall. We hope that you will do so again in the future.

WOODLANDS VILLAGE HALL - Registered Charity No. 266847

Booking Form

Please print out and fill in the hiring agreement if you wish to book the hall for your event.