Hiring Agreement + Booking Form

Charity No: 1192220


This agreement is made between The West Hendred Village Hall and the Hirer to permit the Hirer to use the premises under the Terms and Conditions set by the Trustees which are included as part of this document and are also available on the Hall’s website

The Hall is in a Noise Sensitive area. The Terms and Conditions reflect the noise sensitivity of its location. The Hirer must respect the rights and needs of local residents by ensuring the Hirer and guests leave the Hall are area quietly. The Hirer must not play music with Hall windows or doors open.

The Hall is not licensed for the sale of alcohol, live performances or the playing of copyrighted music. Separate licenses must be obtained from the Vale of White Horse District Council and PRS and given to the authorised representative prior to hiring. Further restrictions may apply.

Please let us know in advance if you need to use the outdoor sockets.


Date(s) required: ……………………………..

(If several days please give dates from/and to)

Time from                                                  To                                                                  

(This should include all time needed for preparation and clearing up)


Purpose of Hiring: …………………………………………………………………………………………………

Agreed Fee £                                  

Damage Deposit   The West Hendred Village Hall reserves the right to apply a deposit against loss or damage to certain bookings. Should a deposit be taken and not required for loss or damage, it will be repaid within 14 working days after the event.


I have read and agree to the Terms and Conditions listed below and agree to the Hire Charge

Signature of Hirer:


Details for online payment:  Co-Operative Bank.   Account name: The West Hendred Village Hall   Sort code: 08-92-99   Account number: 67222106



Terms and Conditions

The West Hendred Village Hall Standard Conditions of Hire


This Agreement and any noncontractual obligations arising out of or in connection with it shall be governed by, and construed in accordance with, English law.



These standard conditions apply to all hiring of The West Hendred Village Hall. If the Hirer is in any doubt as to the meaning of the following, the Booking Officer should immediately be consulted.  This agreement including the booking form constitutes the entire agreement between The West Hendred Village Hall and the Hirer


  1. Supervision

The Hirer shall, during and after the period of the hiring, be responsible for: supervision of the premises, the fabric and the contents; their care, safety from damage however slight or change of any sort; and the behaviour of all persons using the premises whatever their capacity, including proper supervision of car parking arrangements so as to avoid obstruction of the highway and ensuring that no vehicle is parked on or touching the paving stones outside the Hall. The Hirer is to supervise and be available at the Hall during the entire hiring. The Hirer is responsible for ensuring the terms and conditions of hire are adhered to and that conditions in any necessary licences are conformed to.  The West Hendred Village Hall Management Committee (hereafter referred to as the Management Committee) reserves the right to monitor the Hirer’s event and bring to the Hirer’s attention any matters that require control. The Hirer will address such matters immediately. As directed by the Booking Officer, the Hirer shall make good or pay for all damage (including accidental damage) to the premises, fixtures, fittings or contents and for loss of contents.


  1. Use of Premises

The Hirer shall not use the premises for any purpose other than that described in the Hiring Agreement and shall not sub-let or use the premises or allow the premises to be used for any unlawful purpose or in any unlawful way nor do anything or bring onto the premises anything which may endanger the same or render invalid any insurance policies in respect thereof nor allow the consumption of alcohol thereon without written permission.


  1. Gaming, Betting and Lotteries

The Hirer shall ensure that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries.


  1. Licence

The Hirer must comply with any license requirements on times and licence conditions if using sound amplification equipment. Please refer to https://www.gov.uk/guidance/entertainment-licensing-changes-under-the-live-music-act


  1. Noise

The Hirer shall ensure that minimum noise is made on arrival and departure, particularly late at night and early in the morning. The Hirer must comply with section 79 of the Environmental Protection Act 1990. The Hirer must respect the rights and needs of local residents by ensuring the Hirer and guests leave the hall and area quietly. The Hirer must not play music with hall windows or doors open. The Hirer shall, if using sound amplification equipment, comply with any other licensing condition for the premises.


  1. Public Safety Compliance

The Hirer shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, the Licensing Authority or otherwise, particularly in connection with any event which constitutes regulated entertainment, at which alcohol is sold or provided or which is attended by children.

(a) The Hirer acknowledges that they are acquainted with the following matters:

The action to be taken in event of fire. This includes calling the Fire Brigade and evacuating the hall

The location and use of fire equipment

Escape routes and the need to keep them clear

Method of operation of escape door fastenings.

Appreciation of the importance of any fire doors and of closing all fire doors at the time of a fire.

(b) In advance of an entertainment or play the Hirer shall check the following items:

That all fire exits are unlocked and in good working order

That all escape routes are free of obstruction and can be safely used

That any fire doors are not wedged open

That exit signs are illuminated

That there are no obvious fire hazards on the premises


  1. Means of Escape

(a) All means of exit from the premises must be kept free from obstruction and immediately available for instant free public exit.

(b) The emergency lighting supply illuminating all exit signs and routes must be on for the whole of the time the premises are occupied. The hall must be evacuated should the emergency lighting not be functioning.


  1. Outbreak of Fire

The Fire Brigade shall be called to any outbreak of fire, however slight, and details thereof shall be given to the Secretary of the Management Committee or the Booking Officer.


  1. Health and Hygiene

The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations. Food is not to be stored on the premises.


  1. Electrical Appliance Safety

The Hirer shall ensure that any electrical appliances brought by them to the premises and used there shall be safe, in good working order, and used in a safe manner in accordance with the Electricity at Work Regulations 1989.


  1. Indemnity

The Hirer shall indemnify and keep indemnified each member of the Management Committee and the Village Hall’s employees, volunteers, agents and invitees against (a) the cost of repair of any damage done to any part of the premises including the curtilage thereof or the contents of the premises (b) all claims, losses, damages and costs in respect of damage or loss of property or injury to persons arising as a result of the use of the premises (including the storage of equipment) by the Hirer, and (c) all claims, losses, damages and costs suffered or incurred as a result of any nuisance caused to a third party as a result of the use of the premises by the Hirer.

The Hirer shall take out adequate insurance to insure the Hirer and members of the Hirer’s organisation and invitees against the Hirer’s liability and all claims arising as a result of the hire and on demand shall produce the policy and current receipt or other evidence of cover to the Booking Officer. Failure to produce such policy and evidence of cover will render the hiring void and enable the Booking Officer to rehire the premises to another hirer without refund of any deposit.

The Management Committee is insured against any claims arising out of its negligence.


  1. Accidents and Dangerous Occurrences

The Hirer must report all accidents involving injury to the public to a member of the Management Committee as soon as possible and complete the relevant section in the Village Hall’s accident book. Any failure of equipment belonging to the Village Hall or brought in by the Hirer must also be reported as soon as possible. Certain types of accident or injury must be reported on a special form to the local authority. The Booking officer will give assistance in completing this form. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR).


  1. Explosives and Flammable Substances

The hirer shall ensure that:

(a) Highly flammable substances are not brought into, or used in any part of the premises

(b) No internal decorations of a combustible nature (e.g., polystyrene, cotton wool) shall be erected without the consent of the Management Committee. No decorations are to be put up near light fittings or heaters.


  1. Heating

The Hirer shall ensure that no unauthorised heating appliances shall be used on the premises when open to the public without the consent of the Management Committee. Portable Liquefied Propane Gas (LPG) heating appliances shall not be used.


  1. Drunk and Disorderly Behaviour and Supply of Illegal Drugs

The Hirer shall ensure that in order to avoid disturbing neighbours to the Hall and avoid violent or criminal behaviour, care shall be taken to avoid excessive consumption of alcohol. Drunk and disorderly behaviour shall not be permitted either on the premises or in its immediate vicinity. Alcohol shall not be served to any person suspected of being drunk nor to any person suspected of being under the age of 18. Any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way shall be asked to leave the premises. No illegal drugs may be brought onto the premises.


  1. Animals

The Hirer shall ensure that no animals (including birds) except guide dogs are brought into the premises, other than for a special event agreed to by the Management Committee. No animals whatsoever are to enter the kitchen at any time.


  1. Compliance with The Children Act 1989

The Hirer shall ensure that any activities for children under eight years of age comply with the provisions of The Children Act of 1989 and that only fit and proper persons who have passed the appropriate Criminal Records Bureau checks have access to the children (checks may also apply where children over eight and vulnerable adults are taking part in activities). The Hirer shall provide the Management Committee with a copy of their Safeguarding Policy on request.


  1. Fly Posting

The Hirer shall not carry out or permit fly posting or any other form of unauthorised advertisements for any event taking place at the premises and shall indemnify and keep indemnified The West Hendred Village Hall accordingly against all actions, claims and proceedings arising from any breach of this condition. Failure to observe this condition may lead to prosecution by the local authority.


  1. Sale of Goods

The Hirer shall, if selling goods on the premises, comply with Fair Trading Laws and any code of practice used in connection with such sales. In particular, the Hirer shall ensure that the total prices of all goods and services are prominently displayed, as shall be the organiser’s name and address and that any discounts offered are based only on Manufacturers’ Recommended Retail Prices.


  1. Cancellation

If the Hirer wishes to cancel the booking within one week of the date of the event, repayment of the hire charge shall be at the discretion of the Management Committee. The Management Committee reserves the right to cancel this hiring by written notice (including email) to the Hirer in the event of:

(a) the premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election.

(b) the Management Committee reasonably considering that (i) such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements, or (ii) unlawful or unsuitable activities will take place at the premises as a result of this hiring.

(c) the premises becoming unfit for the use intended by the Hirer.

(d) an emergency requiring use of the premises as a shelter for the victims of flooding, snowstorm, fire, explosion or those at risk of these or similar disasters.

  1. e) Any government restrictions in place at the time of the Hirer’s event

In any such case the Hirer shall be entitled to a refund of any deposit or hire charge already paid, but The West Hendred Village Hall shall not be liable in any way to the Hirer for any resulting direct or indirect loss or damages whatsoever.


  1. End of Hire Requirements

The Hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy condition, properly locked and secured unless directed otherwise and any contents temporarily removed from their usual positions properly replaced, otherwise the Village Hall shall be at liberty to make an additional charge or retain any damages deposit.


  1. Stored Equipment

The West Hendred Village Hall accepts no responsibility for any stored equipment or other property brought on to or left at the premises and all liability for loss or damage is hereby excluded. All equipment and other property (other than stored equipment) must be removed at the end of each hiring or may be disposed of unless left with prior agreement with the Booking Officer


  1. No Alterations

No alterations or additions may be made to the premises nor may any fixtures be installed or placards, decorations or other articles be attached in any way to any part of the premises without the prior written approval of the Booking Officer. Any alteration, fixture or fitting or attachment so approved shall be removed at the end of the hiring, without damage to the premises by such removal, to the satisfaction of the Management Committee or, at the discretion of the Management Committee, shall become the property of the Village Hall.


  1. No Rights

The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.


  1. Force Majeure

No Party shall be liable or responsible to the other Party, nor be deemed to have defaulted under or breached this Agreement, for any failure or delay in fulfilling or performing any term of this Agreement (except for any obligations to make previously owed payments to the other Party hereunder) when and to the extent such failure or delay is caused by or results from acts beyond the impacted Party’s (“Impacted Party”) reasonable control, including, without limitation, the following Force Majeure event/s that frustrates the purpose of this Agreement: (a) acts of God; (b) flood, fire, earthquake or explosion; (c) war, invasion, hostilities (whether war is declared or not), terrorist threats or acts, riot or other civil unrest; (d) government order or law; (e) actions, embargoes or blockades in effect on or after the date of this Agreement; (f) action by any governmental authority; (g) national or regional emergency; (h) strikes, labour stoppages or slowdowns or other industrial disturbances; (i) epidemic, pandemic or similar influenza or bacterial infection (j) other similar events beyond the reasonable control of the Impacted Party.


  1. Severability

In the event any provision of this agreement shall be invalid, illegal or unenforceable in any respect, such provision shall be considered separate and severable from the remaining provisions of this agreement, and the validity, legality or enforceability of any of the remaining provisions of this agreement shall not be impaired by such provision in any way.





Your privacy is important to us, and we want to communicate with hirers in a way which has their consent, and which is in line with UK law on data protection.  As a result of a change in UK law, we now need your consent to how we contact you. Please fill in the contact details you want us to use to communicate with you:



Email Address:  ________________________________________________

Mobile phone Number: _________________________________

By signing this form, you confirm that you are consenting to The West Hendred Village Hall holding and processing your personal data for hiring the Village Hall (please tick the media for which you grant consent)

I consent to The West Hendred Village Hall contacting me by:




Signed:  ______________________________ Dated: _____________________________

GDPR.  You may grant consent to all the purposes listed in the Privacy Notice on our website www.westhendred.net one of the purposes or none of the purposes.  Where you do not grant consent we will not be able to use your personal data except in certain limited situations, such as where required to do so by law or to protect members of the public from serious harm. You can find out more about how we use your data from our Privacy Notice.  You can withdraw or change your consent at any time by contacting the Bookings team on whvhbookings@gmail.com    Please note that all processing of your personal data will cease once you have withdrawn consent, other than where this is required by law, but this will not affect any personal data that has already been processed prior to this point.