Birlingham Village Hall

Terms and Conditions

TERMS: ”We” means the Trustees of Birlingham Village Hall Trust

 “You” means the person who signs the booking form.


As set out on the Charges page

CANCELLATION: cancellations made within four weeks of the hire date may, at The Hall’s discretion, be charged for.

FACILITIES:.  For bookings of up to 20 people drink making facilities in The Hall’s kitchen are available free of charge.  Please wash up everything you have used and replaced as appropriate leaving the kitchen clean and tidy.  

CAPACITY:  140 people.

SUPERVISION: The Hirer shall, during the hire period, be responsible for:-

complete supervision of the premises, the structure and the contents fixtures and fittings belonging to The Hall and for their care and safety from damage

the behaviour of all persons using the premises, whatever their capacity, including supervision of all car parking arrangements to minimise nuisance to neighbours or obstruction of the highway.

The Hirer shall make good or pay for all damage/loss to the premises, land, the fixtures & fittings or contents.

For children’s parties you must ensure that there is at least one adult in attendance throughout the party for every 10 children present.

LICENCES: Use of the Hall is subject to the Premises Licensing Conditions issued by Wychavon District Council which details the activities and times that specific activities may be carried out.  A copy of the Licence is displayed on the internal notice board of the Hall. The Hirer shall be responsible for reading and complying with the terms and conditions of the licence in all respects.

The Hirer is responsible for observing all other regulations appertaining to the premises stipulated by the Fire Authority, the Local Authority, and the Local Magistrates’ Court or otherwise.

You shall indemnify The Hall for any costs arising from any breach of the above.  You may not sell tickets for admission without The Hall’s written consent.

PERIOD OF RESPONSIBILITY: You are responsible for the hall for the hire period.  The Hall will be open for you OR you can collect a key fob from either the booking secretary or chairman.  In this instance you will be responsible from the time the key fob is collected until the key fob is returned.  A charge of £200 will be made if the key fob is lost (to cover the cost of replacement).

SECURITY DEPOSIT: For non regular users a security deposit of £50 is required at the time of invoicing for the Hire of the Hall.  Both the Deposit and the Hire charge will be invoiced at the same time.  Providing that no additional cleaning is needed and that there has been no damage or breakages the deposit will be returned in full within 10 days.

SETTING OUT AND USE OF HALL: Please do not use any form of sellotape, masking tape, blu/white tack or drawing pins to secure decorations to the walls, supports, doors and/or frames.  To avoid damage to the floor, do not drag the tables or chairs or any other form of appliance or equipment or allow the surface to be scratched or abraded.  The Hirer is responsible for any damage caused by breach of this condition.

BEFORE LEAVING THE HALL: Make sure the hall clean and tidy, properly locked and secured (unless directed otherwise by The Hall).  The Hall reserves the right to charge for any extra cleaning deemed necessary.  You must return to the proper places all equipment used.  In particular: tables returned to storage area (there is a photograph in the storeroom showing the layout), chairs stacked as found, floors swept, toilets and kitchen left clean, dustbin bags and recyclable rubbish placed in black and green bins respectively.  These bins are outside the hall and adjacent to the kitchen.

ON LEAVING THE HALL: Please check that all lights are turned off, any electrical equipment used by the hirer is left in a safe condition and are turned off, that all windows closed and the door is locked.  The Hirer is responsible for ensuring the premises are vacated in a quiet and orderly fashion and that all persons have safely vacated the building.

If the Hall is hired in the evening sufficient time must be allowed for clearing up, so that the premises are vacated by the end of the Hall’s operating hours.  Otherwise additional time must be booked on the following day.  If in any doubt please discuss your specific requirements prior to securing the booking.


During the period of hire:-  

The Hirer shall indemnify the Trustees for the cost of repairs to any damage occurring to any part of the property, including the contents of the building, which may occur during the period of hire or as a result of the hire.

The Hirer shall be responsible for the supervision of the premises, the fabric and contents, their care, safety from damage.  The Hall reserve the right to charge for the repair costs.

The Hirer is responsible for the behaviour of all persons during the hire period.

The Hirer shall not use the premises for any unlawful purpose or in any unlawful way.

If the consumption of alcohol is to take place you must confirm this on the booking form.

In the event of a complaint the Hirer shall notify The Hall of that complaint relating to the hire of the village hall in writing within seven days of the hire start date.

The Hall cannot accept responsibility for any loss or damage to property and personal belonging to the Hirer, or their party.

SMOKING: The Hirer shall ensure compliance with the prohibition of smoking in public places provisions of the Health Act 2006 and regulations made there under.  Any person who breaches this provision shall be asked to leave the Hall.