Terms & Conditions of Hire

Please read these Terms & Conditions carefully before hiring or using Bothel Village Hall.
These conditions apply to all users of the hall, whether or not a booking form has been formally signed.

1. General Responsibilities

The hirer is responsible for:

• Leaving the premises and surrounding areas clean and tidy

• Returning all furniture, equipment, and utensils to their original positions

• Turning off all lights, taps, and electrical equipment

• Securing the building where required

The hall must be left in the same condition as it was found.

Failure to meet these requirements may result in additional charges.

Bothel Village Hall is a community-owned facility run entirely by volunteers. Please help us maintain it to a high standard for all users.

2. Use of the Hall

The hirer must:

• Use the premises only for the purpose stated in the booking confirmation

• Not sub-let or transfer the booking

• Not use the premises for any unlawful purpose

• Ensure nothing is brought onto the premises that could cause damage or risk

The hirer is responsible for ensuring that all attendees comply with these conditions.

The sale of alcohol is subject to appropriate licensing and permissions.

3. Health & Safety

The hirer is responsible for the health and safety of all attendees.

You must ensure:

• A responsible adult is present at all times

• Children (under 18) are properly supervised

• Activities are conducted safely and within legal requirements

4. Deposits

A security/damage deposit may be required depending on the booking.

• Deposits will be returned after the hire period

• Deductions may be made for damage, loss, or additional cleaning

• Deposits may alternatively be deducted from final invoices

5. Hire Period & Access

Hire periods must include time for:

• Setting up

• Clearing away

For bookings of one hour or more:

• 15 minutes is allowed before and after the booking time

Access to the hall is controlled via key cards, which are active only during the agreed hire period.

6. Payment

Payment terms will be confirmed at the time of booking.

• Full or partial payment may be required in advance

• Charges are set out in the hall’s Schedule of Fees

7. Loss or Damage

The hirer is responsible for:

• Any damage to the building, fixtures, fittings, or equipment

• Any loss of contents

Costs for repair or replacement will be charged to the hirer.

8. Fire Safety

In the event of a fire alarm:

1. Evacuate the building immediately

2. Call 999

3. Provide postcode: CA7 2HS

For false alarms, follow the instructions displayed near the alarm panel in the foyer.

9. Equipment Use

Audio & Projector

Instructions are provided on a laminated sheet attached to the audio equipment in the main hall.

Heating & Hot Water

The hall uses a ground source heat pump:

• The system responds slowly and cannot be switched off

• Ventilation controls are located upstairs (east-facing wall)

10. Cleaning Equipment

Cleaning supplies are available on-site:

• Cupboard in the ladies’ toilets contains:

  • Cleaning fluids

  • Hoover

  • Brushes, mops, buckets, cloths

• Green mop bucket: kitchen use only

• Main hall brush: stored in the green store room (near exit)

• Please vacuum the brush after use

11. Safeguarding

For activities involving children or vulnerable adults (excluding private family events):

Hirers must either:

• Provide their own Safeguarding Policy and DBS evidence when requested
  or

• Confirm they will adhere to the hall’s safeguarding principles and procedures

12. Additional Information

• Keys for cleaning store and fire control unit are located in the kitchen wall cabinet (right-hand side when entering from foyer)