Risby Village Hall Charity Trust  - Charity Number: 1186173 - Policy Document 

Policy no: RVH 04	Revision no: 2	Approval date: 27/01/26
Terms & Conditions of Hire
Issued by: RVH Trustees	Reissue changes marked in RED	Review date: Jan 2027

 

This document outlines the standard booking terms and conditions for Risby Village Hall, which is managed by the Risby Village Hall Charity Trust (RVHCT). All Hirers are required to read and agree to these terms as part of their booking agreement.

1. General Conditions

• Application for Hire: All bookings are subject to availability and the approval of the RVHCT Trustees. Trustees and/or the Hall Manager have the right to refuse any application. All bookings require the signature of the Hirer.
• Age of Hirer: The Hirer must be at least 21 years of age and must be present throughout the entire hire period.
• Supervision: The Hirer is responsible for the general supervision, safety, and good order of the premises and all attendees during the hire period.
• Capacity: The maximum capacity of the hall must not be exceeded. The large hall can seat up to 250 persons at tables or 350 unseated. The small hall can seat up to 50 persons or accommodate 75 persons unseated.
• No Tenancy: The booking agreement grants permission to use the premises but does not confer any tenancy rights or other right of occupation.
• Subletting: Under no circumstances can the Hirer sublet or allow the premises to be used by others for any purpose not detailed in their booking application.
• Access: The Hirer is required to provide access to the premises for the Hall Manager and/or RVHCT Trustee(s), if required.

2. Financial Terms

• Hire Charges: Charges are set by the Trustees and will be reviewed annually, effective from 1^st January. Concessions apply to Risby residents and clubs. When booking, Hirers must make clear which rooms and equipment (including kitchen, tables, chairs, etc) are required as these may affect the hire charges levied.
• Deposits: A non-refundable booking deposit is generally required to confirm a booking. A separate refundable damage/cleaning deposit may also be required. This deposit will be refunded after the hire period, provided the hall is left clean, undamaged and in accordance with these terms and conditions.
• Payment: Full payment of the hire fee may be required in advance, depending on the nature of the booking. An invoice will be sent prior to the event.
• Cancellations & Force Majeure: If the Hirer cancels a booking, the booking deposit is generally non-refundable. The Village Hall reserves the right to cancel bookings in exceptional circumstances (such as electrical failure, building damage, etc) in which case liability is limited to the refund of hire fees only.

3. Use of the Premises

• Hire Times: The Hirer may use the premises at the times and dates set out for the booking, but at no other times. The Hirer must allow time to set up and clear away within the booking time window.
• Parking: Vehicles should be parked in the designated areas, and access for emergency vehicles must be maintained at all times. All vehicles are parked at the owner’s risk. Attendees must not block the entrance to Aylmer Close or the gates to the allotments at the top end of the car park. Where vehicular traffic is expected to be high, the Hirer must provide stewards to supervise parking.
• Animals: The Hirer shall ensure that no animals, apart from guide or assistance dogs, are brought inside the premises. Special events involving animals can be permitted but cleaning arrangements need to be agreed in advance with the Hall Manager. No animals are allowed within the kitchen areas at any time.
• Tidiness and Cleaning: The Hirer must leave the hall and surrounding area in a clean, tidy, and secure condition. Contents and furniture must be returned to their original positions. An additional charge will be made if this condition is not met. Any damage found upon entering the premises should be immediately reported to the Hall Manager. Any damage or loss occurring at an event must be reported to the Hall Manager within 24 hours of the event.
• Alterations and Decorations: No alterations or additions may be made to the premises, and decorations must not be attached using pins, nails, or adhesive tape that could cause damage. ‘Command strips’ or ‘Blu/White Tack’ is acceptable (providing they are non-marking), although existing hooks/screws should be used where available. All decorations must be removed at the end of the hire. Duct tape must not be used on the floors, etc.
• Equipment: Any electrical appliances brought into the hall must be safe and in good working order. Where the Hirer proposes to provide a bouncy castle or other inflatable play equipment, evidence of public liability insurance must be provided at the time or in advance of the booking. The Hirer must ensure the use of such equipment is always supervised.

• Explosives and Flammable Substances: The Hirer shall ensure that no explosive or highly flammable substances are brought into or used in any part of the premises. Candles used as part of a celebration (birthday cake) are permitted but live candles used as part of table decorations must be placed on non-combustible material (tablecloth or candle holder). Live candles are not permitted on window sills, work tops etc. In addition, no combustible decorations (polystyrene, cotton wool) shall be erected without the consent of the Hall Manager. No decorations are to be put up near to light fittings or heaters. Theatrical pyrotechnics are forbidden.

• Kitchen: If the kitchen is hired then it must be thoroughly cleaned at the end of an event. All utensils should be washed, dried and stored away correctly. Work surfaces should be cleaned and wiped, and the floor should be swept and mopped/washed.
• Storage: No equipment should be left behind after a booking unless storage has been approved by the Hall Manager. The Trustees accept no liability for damages or losses incurred during storage.
• When Exiting - Lighting, Heating, Keys: All lights (and heaters where appropriate) should be turned off before exiting the premises. Kitchen water heaters should also be turned off. Fridges must be left on. The key must be securely locked in the key-safe upon exiting, with the combination code spun.
• Rubbish: When exiting the premises all rubbish should be removed and placed in the wheelie bins provided.

4. Health, Safety, and Legal Compliance

• Fire Safety: The Hirer is responsible for being aware of and implementing fire procedures and evacuation plans. Fire exits must not be blocked, and fire doors must not be wedged open. The Hirer should make themselves aware of the fire exits, fire blankets in kitchens and fire extinguishers around the premises.
• Fire Evacuation: The Fire Brigade must be called (999) immediately in the event of any fire. When evacuating the premises use the fire exits provided and congregate in the back car park away from emergency vehicles. A person should be despatched to the front of the premises to inform and direct the emergency personnel as required. The Hall Manager must also be contacted.
• Accidents, Injuries, Dangerous Occurrences: Any accidents or injuries must be recorded in the accident book located in the kitchen cupboard by the entrance door. A first aid box is in this cupboard. All dangerous occurrences (and accidents or injuries as necessary) should be reported to the Hall Manager. 
• Smoking: Smoking or vaping is prohibited inside the hall premises.
• Overhead Storage: Access to overhead storage, via ladder or any other means, is forbidden. Only approved personnel should access this area.
• Alcohol and Licensing: If alcohol is to be sold, the Hirer is responsible for obtaining the necessary Temporary Event Notice (TEN) or other licence. No alcohol may be consumed by persons under 18 years of age.
• Food Hygiene: If food is prepared or sold, the Hirer must ensure all that all stages of food preparation meet the required health and hygiene standards.
• Drunk and Disorderly Behaviour: Illegal drug use, excessive alcohol consumption, and disorderly conduct is prohibited.
• Children and Vulnerable Adults: The Hirer must comply with all relevant child and vulnerable adult protection legislation.
• Noise: Hirers must ensure noise levels are reasonable and do not cause a nuisance to local residents.

5. Liability and Insurance

• Hirer Liability: The Hirer is liable for all damage to the premises, its fabric, or contents, however slight, that occurs during the hire period. The cost of repairs will be charged to the Hirer or deducted from the damage deposit.
• Indemnity: The Hirer agrees to indemnify the Risby Village Hall Trustees against all claims, losses, damages, or costs that may arise during the hire period.
• Insurance: The Village Hall's insurance does not cover the Hirer's own activities, injury to persons arising from the Hirer's activity, or loss/damage to the Hirer's property. Hirers are strongly advised to arrange their own public liability insurance, especially for commercial events.

RISBY VILLAGE HALL HIRE - 20 POINT CHECKLIST

 

When hiring the premises you are entering into a legally binding agreement. Failure to comply with the Terms & Conditions of Hire could result in loss of deposit, repair cost claims, and/or refusal of future bookings. Print and use the tick-box as a checklist reminder.

Hirer Responsibilities:                                                                                                                                        

 

1.	The supervision, safety, and good order of the premises during your hire period.
2.	Not to sub-let the premises to others.
3.	Allow time to set up and clear away within your hire period.
4.	Ensure cars are parked correctly and safely and not blocking entrances.
5.	Not to allow animals onto the premises (without prior consent).
6.	No to cause damage via alterations, pins, nails, or adhesive/duct tape.
7.	Only use command strips and non-marking Blu/White Tack.
8.	All electrical appliances brought onto site must be safe and in good working order.
9.	Not to bring explosive or highly flammable substances onto the premises. Do not use combustible materials. Only use live candles on birthday cakes, etc.
10.	Keep all fire exits clear. In the event of fire call 999. All persons evacuated should assemble in the rear car park outside.
11.	Smoking or vaping is prohibited inside the premises.
12.	Noise levels must be kept to a level so as not cause a nuisance.
13.	Report all accidents or injuries in the accident book, located in the kitchen.
14.	Leave the premises in a clean, tidy, and secure condition.
15.	Wipe down tables and chairs. Return furniture and equipment to original locations.
16.	Thoroughly clean kitchens and utensils, where used.
17.	Turn off wall radiators/heaters, kitchen water heaters, and lights. Leave fridges on.
18.	Remove all rubbish and place in wheelie bins provided.
19.	Secure the building and lock key in key safe, spinning the combination code.
20.	Report any damage to the Hall Manager on 07835 515710.

 

For further information or to make a booking, please contact the Hall Manager via email at hallmanager@risbyvillagehall.co.uk or call directly on 07835 515710. Our website can be found at www.risbyvillagehall.co.uk.