Terms and Conditions

Here are the Terms and Conditions that apply to all bookings for the Heckfield Memorial Hall. You will be asked to confirm that you have read and agree to these Terms and Conditions when you make your booking.

HECKFIELD MEMORIAL HALL
(Registered Charity No. 265343)
CONDITIONS OF HIRE
(May 2026)
 

HECKFIELD MEMORIAL HALL (Registered Charity No. 265343) CONDITIONS OF HIRE (5th May 2026)

Definitions:

Hall means the large 'Memorial Hall' and/or the small 'Millenium Hall'.

Hirer means the person or organisation hiring the Hall.

Management Committee means the Trustees of the Heckfield Memorial Hall Charity.

Rules and Conditions means those described within this document.

Fees and Charges means all hire charges, deposits, compensation for damages and/or cleaning costs.

General conditions:

G.1      Fire regulations require that whenever the Hall is in use all exits must remain clear at all times.  The Hirer is responsible for alerting their guests to the position of the fire exits and for keeping such exits clear at all times.  NO SMOKING IS ALLOWED WITHIN THE BUILDING.

G.2      The Hirer shall be responsible for obtaining any licenses needed for the consumption of alcoholic liquor and for the observance of the licenses, also all other regulations relating to the premises stipulated by the Fire Authority, Local Authority, Local Magistrates Court or otherwise. It is not permitted to bring drugs into the Hall or grounds or for them to be consumed on the premises or in the vicinity

G.3      The Hirer shall make their own arrangements for insurance in respect of claims which might be made by persons for injury or damage arising out of this hiring.  The Management Committee's insurance covers their own liabilities only.

G.4      The premises shall not be used for any purpose other than that for which permission has been granted.

G.5      The Management Committee reserve the right to cancel the hiring in the event of the Hall being required for an emergency, elections, Governmental or any such other business in which case the Hirer shall be entitled to a full refund.

G.6      The Hirer is deemed to be personally responsible for the good order and behaviour of their guests and must not sub-let or transfer the booking to any other person.

G.7      In the event of the Hall or any part thereof being rendered unfit for the use for which it was hired (by accidental damage or act of God sustained previously) the Management Committee shall not be liable to the Hirer for any resulting loss or damage.

G.8      The Management Committee's decision regarding the interpretation and application of these Rules and Conditions shall be final and conclusive.

G.9      The Hirer must be at least 21 years of age.

G.10    The use of nails, tacks, sticky-tape on doors, walls, ceilings on any painted surface is forbidden.  Blue/white-tac or similar substance may be used as a temporary measure only. Any string, ribbon, etc used must be completely removed by the Hirer at the end of the event.

G.11    The use of candles/tea lights, any appliance with a naked flame or indoor fireworks is strictly forbidden except that candles on any birthday cake are permitted.

G.12    All accidents are to be reported immediately by the Hirer to heckfieldmemorialhall@gmail.com

G.13    Any electrical appliances brought onto the premises by the Hirer must be safe and correctly fuse protected and only one appliance is to be used for each electrical socket.

G.14    The Hirer is responsible for taking chairs and tables from the storeroom, if required and replacing them as they were found, after use.

G.15    The front garden is not available for use by the Hirer. It is to be used only for entry and exit to the Hall, guests are not to congregate there and must enter and leave the halls quietly to avoid disturbance to our residential neighbours. 

G.16    Guests' vehicles may only be parked within the designated parking area across the road from the Hall and must be parked responsibly. Parking on Church Lane and/or in the Hall front garden is forbidden. Vehicles are parked at their owners risk.

G.17    The halls are limited to a combined maximum of 100 guests, the Hirer shall not allow the number of guests to exceed this capacity.

G.18     By hiring the Hall, the Hirer accepts full and sole responsibility for compliance with these Rules and Conditions.

Fees and Charges:

F.1       All Fees and Charges must be paid by the Hirer in advance, prior to the Hall being opened for their use unless otherwise agreed.  Fees and Charges are to be paid within 7 days of issue of final invoice.

F.2       Not less than two weeks notice must be given if a booking is no longer required; otherwise the hire Fees and Charges will still be applied unless otherwise agreed.

F.4       The scale of Fees & Charges may be revised at any time at the discretion of the Management Committee.

F.5        Should additional cleaning be required this will be charged to the Hirer at the rate of £30/hr.

F.6        Evening bookings require a deposit of £150 to be paid, which will be returned less any required deduction for cleaning or breakages.

During the Period of Hire:

D.1      The Hirer and/or their guests shall not cause any nuisance or annoyance to the occupiers of adjoining property or local residents or cause any damage to their property.

D.2      The Hirer hereby acknowledges that it is an offence to cause or permit to be caused any noise amounting to a nuisance and agrees that, during any function when amplified music is played, the volume is maintained at a level which will not cause a nuisance to the inhabitants of the neighbourhood.

HIRERS MUST VACATE BY 11 P.M. AND IN NO CIRCUMSTANCE IS MUSIC TO BE PLAYED AFTER 10.45 P.M.

D.3       No birthday parties are permitted at the Hall for any age between 12 and 21 years old.

D.4      The Hirer shall personally ensure that when persons leave the Hall during or after a function they do so in a quiet and reasonable manner.  Children should not be allowed to run around outside the Hall at any time other than when supervised by a responsible adult in the rear garden.

After the Period of Hire:

A.1      At the end of any period of hire, the Hirer shall clear the Hall of all equipment which has been brought in.  The Hall's crockery and cutlery, if used, shall be thoroughly washed and replaced. The urn and kettles must be emptied of all water. The cooker shall be left clean and all tables wiped down before being stored.  Tables and chairs shall be returned to the store room unless notified otherwise.  The Hall and kitchen shall be left in a clean and tidy condition and ALL RUBBISH SHALL BE TAKEN AWAY FROM THE HALL.  In the event of any breach of this term and condition the Committee reserve the right to recover from the Hirer, the cost of remedying the breach.

A.2      Any damages or breakages must be reported, by the Hirer to heckfieldmemorialhall@gmail.com as soon as possible after the incident.  The cost of making good such damage or breakages may be charged to the Hirer.

A.3      The Management Committee accepts no responsibility for personal belongings including coats and clothing left in any part of the Hall buildings, grounds or car park.

A.4      Before leaving the Hall, all doors and windows shall be closed and, where possible, locked and ALL LIGHTS, HEATERS AND TAPS MUST BE TURNED OFF, INCLUDING THOSE IN THE TOILETS.

A.5      Hirers may be allowed to return to the Hall the next morning to finish tidying up, by agreement. However, any items left line the Hall, grounds or car park overnight are also left at the Hirers risk. 

By order of Heckfield Memorial Hall Management Committee, D Hunt Chairman – 5th May 2026.

HIRE CHARGES (with effect from 1st May 2026)

Main Hall: £23 per hour. Evenings from 7pm-11pm £150

Millennium Hall: £19 per hour. Evenings from 7pm-11pm £100