Hirers’ Terms & Conditions

Kintbury Coronation Hall

General

  1. Kintbury Village Coronation Hall is a Registered Charity (No 200171). Its primary purpose is the provision and maintenance of a village hall for use by the inhabitants of the area of benefit without distinction of political, religious or other opinions, including use for meetings, lectures and classes, and other forms of recreation and leisure-time occupation, with the object of improving the conditions of life for the inhabitants.
  2. The “Hall” shall mean the whole facility, hall & stage, committee room, kitchen, vestibules, toilets, store rooms, car park and grounds.
  3. The “Board” shall mean the Management Board accountable for the day-to-day management of the Hall.
  4. You must be over 18 years of age to hire the Hall.

Responsibility & Insurance

  1. You will be responsible for the supervision of the Hall, its fabric and contents, and for ensuring their care & safety from damage.
  2. You must remain on site for the duration of the hire and may not delegate this responsibility.
  3. You agree to indemnify the Board for the cost of repair of any damage or loss caused to the Hall.
  4. You are accountable for the behaviour of persons using the premises whatever their capacity and for ensuring the avoidance of drunk and disorderly conduct and are authorised to remove them from the premises.
  5. The Hirer must comply with all insurance conditions applicable to the Hall. Failure to do so may invalidate insurance cover and result in the Hirer being liable for any loss or damage.
  6. Certain events and activities are not automatically covered under the Hall’s insurance policy. The Hirer is responsible for declaring the nature of the event and ensuring that appropriate insurance cover is in place where required.
  7. The Board reserves the right to require the Hirer to provide evidence of appropriate public liability insurance depending on the nature of the event.

Use of the Hall

  1. You may not use the Hall for any other purpose than that stated on your Booking Form.
  2. You may not sub-let the premises or use the premises or allow the premises to be used for any unlawful purpose.
  3. The Hirer must declare the full nature of the event, including any activities, equipment, or services to be used. The Board reserves the right to refuse or impose conditions on bookings involving higher-risk activities.
  4. The following activities must be declared in advance and may require additional approval or insurance:
  • Car boot sales
  • Sleepovers or overnight stays
  • Auctions or large fundraising events
  • Sponsored runs or tug of war
  • Face painting or similar activities
  • Any event involving external structures or equipment (e.g. marquees, inflatables)

Prohibited Activities

  1. The following are not permitted unless expressly agreed in writing by the Board:
  • Barbeques (BBQs)
  • Deep fat frying
  • Fireworks, bonfires, pyrotechnics or flammable substances (except where explicitly permitted under separate agreement)

Behaviour & Conduct

  1. No illegal drugs may be brought onto the premises.
  2. You must ensure that excessive noise, detrimental to neighbours, is restricted at all times and avoided after 23:00 hours.
  3. It is illegal to smoke within the Hall and it is your responsibility to ensure that this is fully respected by everyone attending your event.

Deposits & Damage

  1. “One off” hirers may be asked to make a deposit to secure booking and protect the Hall in the event of damage. Providing there is no damage and the premises are fit for purpose your deposit will be returned to you or your invoice will be reduced by the value of the security deposit.
  2. Where there is damage or the Hall is not left fit for purpose the Booking Secretary is authorised to retain all or part of your security deposit or to levy an additional charge.

Cancellation

  1. Cancellation by Hirer:
  • 30+ days notice: 10% fee
  • Less than 30 days: 50% fee
    The Booking Secretary may amend these in exceptional circumstances.
  1. Cancellation by Board:
    The Board reserves the right to cancel your booking in circumstances including but not limited to elections, emergencies, safety concerns, or where the booking may breach these Terms. A refund will be provided, but no liability is accepted for consequential losses.

Legal Obligations & Licensing

  1. You must comply with all relevant legislation applicable to your event and seek guidance where required.
  2. Premises Licence: The Hall operates under a Premises Licence governing regulated activities.
  3. Film screenings must comply with British Board of Film Classification requirements.
  4. Gaming and Lotteries: The Hirer is responsible for ensuring that any gaming or lottery activity operated at the Hall complies with all applicable legal and licensing requirements. The Board reserves the right to require details in advance of any such activity and to refuse permission where it considers the proposed activity may not comply.
  5. PRS Licence: Covered for non-commercial use only. Commercial or higher-value events must obtain their own licence.
  6. PPL Licence: The Hall does not hold a PPL licence. Hirers using recorded music must obtain their own licence unless exempt (e.g. private domestic events).
  7. Sale of Alcohol: Must be declared in advance and appropriately licensed (either via the Hall or Temporary Event Notice).

Health & Safety

  1. The Hirer is responsible for public safety compliance and must complete a suitable risk assessment.
  2. Maximum occupancy is 180 persons including staff and contractors.
  3. The Hirer must:
  • Be familiar with fire procedures
  • Ensure exits are clear and accessible
  • Brief attendees on emergency arrangements
  • Avoid fire hazards
  1. No candles (except birthday candles) or hazardous materials are permitted.

Incidents & Emergencies

  1. In the event of any emergency, the Hirer must contact the Booking Secretary or Hall Supervisor as soon as practicable.
  2. All accidents must be recorded in the Accident Book.
  3. Any incident that may give rise to an insurance claim (including theft, injury, or damage) must be reported immediately to the Board. Theft or criminal activity must also be reported to the police.

Electrical & Equipment Safety

  1. All electrical equipment brought onto the premises must be safe and compliant with relevant regulations.
  2. The Hirer must not interfere with the Hall’s electrical systems.

Facilities & Equipment

  1. The Hirer must declare any use of specialist or external equipment (including marquees or inflatables), as additional conditions may apply.
  2. Stage use is restricted:
  • No unsupervised children
  • No access to rear storeroom
  • Equipment use only with permission
  1. The hearing loop system is available if required.

Hall Use & Care

  1. Decorations must not damage surfaces (no pins, tape, etc.).
  2. Kitchen use:
  • Tea towels must be provided by the Hirer
  • Additional charges apply for cooker use
  1. Dishwasher use requires prior approval and training.
  2. Heating must be used responsibly (doors closed when heating is on).

End of Hire

  1. The Hall must be left clean and fit for purpose.
  2. Additional cleaning charges may apply.
  3. All doors and windows must be secured, alarms set, and keys returned to the key safe where applicable.
  4. Hirers must not share or misuse access codes or keys. Any security breach may result in liability for losses.

Compliance

  1. You must comply with all applicable legislation including (but not limited to):
  • Health & Safety
  • Food hygiene
  • Equality legislation
  • Child protection requirements
  • Licensing laws
  1. Hall notices must not be removed.

Acceptance

By making a booking, the Hirer confirms acceptance of these Terms & Conditions and agrees to comply fully with them.