Terms & Conditions

Please read these terms and conditions carefully. Your signed agreement is a statement that you have understood and accepted them and that you assume responsibility for the booking and the hall during your hire period.

 1.      Booking conditions

(a) The Hirer must be 18 years of age or over and must be present during the entire hire period. The Hirer is responsible for the supervision of the Hall, its fabric and contents and for the behaviour of all persons using the hall, in whatever capacity. In addition, the Hirer must agree to conform with the provisions and stipulations contained or referred to in these Conditions of Hire, approved by the Hall Management Committee in November 2015.

(b) Teenage and young adult parties are only authorised for residents of Milland. Prospective hirers wishing to use the hall for such a purpose should advise the Booking Secretary at the time of enquiry.

(c) The Hirer shall not use the premises for any purpose other than that described in the hire agreement, shall not sub-hire the premises, or use the premises or allow the premises to be used for any unlawful or unsuitable purpose.

(d) No booking is confirmed until a deposit or the full hire fee has been received and you have received a receipt as full confirmation. A refundable security deposit may be required from you. This will be raised when you make the booking. We reserve the right to request a security deposit or decline future booking requests if the hall is not left to the required standard.

(e) Please note that the hire period is the total time of your booking. You must ensure that you allow sufficient time for preparation and clearing up in your hire period.

(f) By signing and returning the hire agreement you have acknowledged acceptance of the Hall’s Health and Safety, Equal Opportunity and Data Protection policies.

2.      Insurance and Indemnity

(a) The Hirer is responsible for all damage to the building, equipment, furniture and property in the building and the safety and wellbeing of themselves and their invitees during the period of hire.

(b) The Hall’s insurers provide cover of up to £5,000,000 for those that use the hall for private or social purposes so long as they act responsibly and comply with the terms and conditions of hire.

(c) Commercial users (defined as individuals, groups or organisations that use the building for financial gain) are not covered by the policy and must arrange their own insurance.

(d) All commercial users must have public liability cover of at least £2,000,000 and must produce up to date evidence of their cover when booking. Additionally regular commercial users must provide the Booking Secretary with updated evidence of their cover at each renewal of their policy.

(e) All Hirers (private and commercial) must ensure that sub-contracted activities such as mobile discotheques, professional entertainers and bouncy castle providers are fully insured and have public liability cover of at least £2,000,000 for their operation.


(f) The Hall accepts no liability for equipment brought into the hall by Hirers or to motor vehicles parked at the hall.

(g) The Hall is insured against any claims arising out of its own negligence.


3.        Hall Charges

The current rates can be found on the website www.millandvillagehall.co.uk, or a copy can be obtained from the booking secretary.

4.        Cancellation Charges

(a) Cancellation charges will apply to all bookings cancelled by the Hirer within one month of the date of the booking but may be waived at the discretion of the Management Committee for cancellations of greater than one month’s notice.

 (b) The cancellation charge will be 25% of the hire charge or £25.00, whichever is the greater. The hire charge, less any deductions, will be returned to you along with a receipt.

(c) The Hall reserves the right to cancel a booking in the event of the Hall being required for use as a Polling Station, being required as an emergency shelter or becoming unfit for the use intended by the Hirer. In such circumstances the Hirer will be entitled to a full refund of any payments already paid, but the Hall cannot be held liable for any loss of potential income by the Hirer.

(d) There will be no refund of the booking fee in the event of circumstances (e.g. power failure) beyond the control of the Committee. In addition, the Hall cannot be held liable for any loss of potential income by the Hirer in such circumstances.

5.        Collection of Keys

Information for the collection of keys is detailed on your payment receipt.

Please note that the keys can only be released for the time(s) and date(s) stated and not earlier. Preparation and clearing up time is charged at the same hourly rate as the hire period.

7.        Smoking

The hall and its immediate surrounds are a no smoking zone.

8.        Alcohol Licence

(a) The Hall has an alcohol license and consumption of alcohol by adults as part of your function is permitted.

(b) An alcohol licence MUST however be applied for if you intend to offer alcohol for sale at your function. You must make it clear at the time of your booking enquiry that alcohol will be on sale, so that the necessary licence can be issued to you.

(c) The Hall holds a full Premises Licence and has authority to issue a Supplementary Hire (Alcohol Licence) Form to Hirers for the sale of alcohol. The charge for the licence is currently £20.00.


(d) You must display your copy of the Supplementary Hire (Alcohol Licence) Form on the notice board in the village hall during the hire period.

(e) The Licensing Act expressly prohibits disorderly behaviour and the supplying of alcohol to a person who is drunk or under age. The Hall Management Committee has the right to foreclose the hiring if you are in breach of these conditions.


(f) Sale of alcohol is only allowed from 12.00 noon and must cease at 23.15.

9.        Music Licence

We are licensed to allow music to be played, but all music must cease at 23:45. Failure to do so constitutes a breach of your hire agreement.

10.      Car Parking

Cars may be parked at the owners’ risk in the car park outside the hall. The Committee is not responsible for loss or damage to any car so parked. Access to emergency exits, including the main doors, shall not be obstructed at any time.

11.      Maximum Capacity of Premises

The maximum number of persons permitted in the Hall at any one time shall not exceed:

  • 100, when used for functions with seating at tables

  • 200, when used for functions with closely seated audience or dancing only.

12.      Food, Health and Hygiene

Hirers are responsible for ensuring that all stages of the preparation and serving of food meet safe and legally required standards. Anyone selling food that has been cooked on the premises must hold the relevant food hygiene certificates.

13.      Equipment Restrictions and Conditions

(a) Sellotape, drawing pins and Blu-tack must not be used on the walls. There is a high aluminium rail provided for suspending decorations.

(b) At the end of the hire period, all equipment must be returned to its correct place and any equipment, notices or decorations brought into the hall by the hirer or their representatives must be removed.

(c) The use of hall equipment, such as tables, chairs, staging and crockery is for use inside the hall only and not for use on the field adjacent to the hall. Additional charges for cleaning will be incurred if any such equipment is used outside.

(d) No alterations or additions to the premises may be made and any external decoration must have prior written approval.

(e) The hirer must ensure that no flame or smoke is allowed into the hall as this will set off the fire alarm system.


(e) Wifi is available in the Hall. The code can be found on the inside of the key safe door in the kitchen or in the User Manual.


14.      Fire and Safety Precautions

Hirers must familiarise themselves with the Hall’s fire and safety precautions, which are displayed on the notice board in the Hall and in the User Manual. Information on the position of fire-fighting appliances and external telephone support is also included in the User Manual. Keep access to all Emergency Exits clear. In the event of the alarm sounding, evacuate all persons to the meeting point by the children’s play area and raise the alarm using an external telephone.

15.      Electrical Appliances and Circuits

(a) The Hirer is responsible for ensuring that any electrical appliances brought by them to the Hall for use there are safe and in good working order.

(b) Electrical circuits are protected by circuit breakers, located in the electrical cupboard. Sockets must not be overloaded or defective appliances connected. Users are not permitted to interfere with the circuits by changing light bulbs, starters or fuses.

16.      Clearing Up

(a) Clearing up after an event should be completed before midnight unless additional clearing up time has been booked and paid for on the following day. We ask for your consideration for the local residents.

(b) Please ensure that you leave the hall in a clean and tidy condition for the next hirer. All rubbish should be disposed of in the relevant bins, located in the car park.

(c) All internal keys should be returned to the key safe in the kitchen and the safe locked.

(d) The temperature setting should be returned to the temperature specified on the note by the thermostat.

(e) The water heater and cooker in the kitchen should be switched off at the wall.

(f) The dishwasher must be emptied, drained and cleaned in accordance with the Dishwasher Instructions in the User Manual and should be switched off at the wall.

(g) All windows should be closed and care should be taken to ensure that the patio doors are locked.

17.       Faults & Damage

(a) Please report any faults or damage to the bookings secretary as soon as possible so that they can be rectified quickly.

(b) To report or seek advice about a major problem please ring the emergency number in the User Manual.


18.      Accidents and Dangerous Occurrences

(a) The Hirer must report, all accidents involving injury, as soon as possible, to a member of the Hall Management Committee and complete the relevant section in the hall’s accident book.

(b) Any serious accident must be reported immediately using the emergency number in the User Manual.

19.      Disclaimer

(a) The Hall Committee accepts no liability for the property of any organisation or person whilst in the hall or stored on the premises. All items are brought into the hall at the owner’s risk. Lost property will be placed in a basket in the storeroom and disposed of after three months.

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

20.    Data Protection

(a) Any personal data relating to you gathered by us in the booking process or during your use of the hall will be used solely for booking and administrative purposes, stored safely and not shared with other organisations or used for marketing purposes in accordance with our Data Protection Policy.

(b) You have the right to request a copy of the personal information we hold about you. To do so or to obtain a copy of the hall's Data Protection Policy please contact Lorraine Grocott the hall's Data Controller at postmaster@milland-wsx-pc.gov.uk

December 2017

Subpages (1): Booking Enquiry Form