Whalley Village Hall – Terms and Conditions of Hire

 1. Bookings

a) All bookings must be made through the Booking Secretary and are subject to availability.

b) A booking is only confirmed once accepted by the Booking Secretary.

c) The Booking Secretary is authorised by the Management Committee to issue instructions relating to the hire of the Hall. These instructions form part of these Terms & Conditions and has delegated powers to give instructions to the hirers (either verbal or written), which will form part of these Terms and Conditions.

d) The Committee reserves the right to refuse or cancel any booking where:

• these Terms & Conditions are not complied with;
• payment is outstanding;
• the proposed use is considered unsuitable;
• circumstances beyond the Committee’s control make the Hall unavailable.

e) Where possible, reasonable notice will be given.

f) Bookings will not be accepted from anyone under the age of 18.

g) The hirer must not sub-hire the premises or transfer any hire of part or the whole of the premises.

2. Hall Capacity

a) Maximum occupancy must not exceed:

• Main Hall: Capacity 150
• Austin Room: Capacity 50
• Meeting Room: Capacity 25

b) The Hirer is responsible for ensuring these limits are not exceeded.

3. Hire Charges and Payment

a) Hire charges are reviewed periodically by the Management Committee.

b) The booked hire period must include all setting up and clearing away.

c) Rooms that have not been booked must not be used.

d) A refundable security deposit may be required for certain bookings to cover damage, additional cleaning or other costs arising from the hire.

e) Regular hirers will normally be invoiced on the first of the month.

f) Single-event hirers will receive an invoice with payment due by return to secure the booking.

g) Payment may be made by:

• Bank Transfer (preferred)
• Cheque payable to Whalley Village Hall
• Cash

h) Regular hirers are required to ensure payment is received by the 25th of each month unless otherwise agreed.

i) Please quote your group name and invoice number with all payments.

j) Cash payments are accepted at the Hirer’s own risk, and a receipt should be obtained.

k) Late payment may result in:

• additional charges
• suspension of future bookings
• refusal of future bookings until the account has been settled.

l) Bookings cancelled with at least 14 days’ notice will normally not incur a hire charge.

m) Bookings cancelled with less than 14 days’ notice may be charged in full.

n) There will be an annual charge for items stored in cupboards or other designated storage areas. Storage space is very limited and is only available to regular weekly users. All loose items must be removed at the end of each session.

4. Responsibilities of the Hirer

a) The Hirer is responsible for the Hall throughout the period of hire and for the behaviour of everyone attending the event.

b) The Hirer agrees to:

• be respectful of our neighbours;
• supervise all persons using the premises;
• ensure children and vulnerable adults are appropriately supervised at all times;
• use the premises only for the agreed purpose;
• comply with all relevant legislation and licensing requirements.

5. Health & Safety

a) The Hirer must nominate a responsible adult who will act as the Fire Officer for the duration of the booking.

b) The Fire Officer should be familiar with:

• emergency exits;
• evacuation procedures;
• fire-fighting equipment;
• emergency contact arrangements.

c) The Hirer must ensure that:

• fire exits remain unobstructed;
• escape routes are kept clear;
• fire doors are never wedged or propped open;
• access for emergency services is maintained.

d) Any accident, fire, near miss or safety concern should be reported to the Booking Secretary as soon as practicable.

6. Care of the Building

a) The Hall should be left in the same clean and tidy condition in which it was found.

b) The Hirer is responsible for:

• returning tables and chairs to their designated storage (furniture must not be dragged across the hall to avoid marking or damage to the floor, remember to release the brakes on the table-trolley before moving it);
• cleaning kitchen areas used;
• leaving toilets in a clean condition;
• removing all rubbish from the premises (Ribble Valley Borough Council does not remove rubbish from the Village Hall);
• ensuring lights are switched off;
• securing the building when leaving, and closing all doors, where applicable;
• removal of all surplus food from the fridge;
• sweeping the floor so that it is in the same condition as at the start of the hire.

c) Any damage or faults should be reported promptly.

d) The Hirer will be responsible for the cost of repairing any damage caused during the hire.

7. Respect for our neighbours

a) Whalley Village Hall is situated within a residential area.

b) Please help us maintain good relationships with our neighbours by:

• keeping noise to a reasonable level;
• supervising guests outside the building;
• parking considerately;
• leaving the premises quietly, particularly during evening events;
• keeping external windows and doors closed during entertainment except for access and egress.

8. Alcohol, Smoking and Prohibited Activities

a) Smoking (including vaping) is not permitted anywhere within the building.

b) Alcohol may only be sold with prior permission and proof of a licence having been obtained.

c) Alcohol is not permitted in the Austin Room or stairways.

d) The following are prohibited:

• fireworks;
• pyrotechnics;
• smoke machines;
• naked flames (including candles);
• dry ice machines.

9. Decorations and Equipment

a) Decorations must not damage the building or its fixtures.

b) No nails, screws, staples, drawing pins, adhesive tape or similar fixings should be used without prior approval.

c) Any equipment brought into the Hall must be safe, fit for purpose and used responsibly.

d) Hirers are responsible for PAT testing of their own equipment

10. Parking

Hirers should ensure that all attendees park responsibly and with consideration for neighbouring properties, pedestrians and other road users.  There are no arrangements with the Co-op for use of their car park.

11. WiFi

a) WiFi is provided for the convenience of Hall users.

b) The Hirer is responsible for ensuring it is used lawfully and appropriately.

c) The WiFi password must not be shared outside the Hirer’s group.

d) Whalley Village Hall does not have a telephone.

12. Liability and Insurance

a) The Management Committee accepts no responsibility for loss, theft or damage to property brought onto the premises.

b) Hirers are responsible for ensuring they have any insurance required for their activity.

c) Hirers are responsible for any safeguarding procedures for their activity.

13. Committee Rights

a) The Committee reserves the right to:

• refuse bookings;
• amend hire arrangements where necessary;
• enter the premises for inspection, maintenance or emergencies;
• recover the cost of damage or additional cleaning arising from a booking.

14. Acceptance

By making a booking, the Hirer confirms that they have read and agree to comply with these Terms & Conditions of Hire.

Updated August 2026