Terms and Conditions



By proceeding with your booking you are deemed to have accepted the following terms and conditions for the hire of the hall.


Agreements with the trustees of Hollingbourne Village Hall (The Village Hall) for the hire of Hollingbourne Village hall or any part thereof (the premises) are subject to these terms and conditions of hire (the hire conditions).

1.  Undertaking of the hirer

The hirer undertakes to ensure that they have an understanding of and comply fully with the hire conditions for the time being in force.

2.  Supervision by the hirer

The hirer undertakes to be present, or arrange for sufficient adult representatives to be present, throughout the hiring to ensure compliance with the provisions and stipulations contained or referred to in these conditions of hire and relevant licenses.

3.  Responsibility of the hirer

The hirer shall be responsible during the period of hire for:-

  • supervision of the use of the premises and the care of its fabric and contents.

  • ensuring that the premises are kept secure for the duration of the hire

  • ensuring that the premises (including foyer, kitchen, kitchen appliances and toilets as appropriate) are left clean and tidy with rubbish removed from the site at the end of the hire.

  • ensuring that all equipment, chairs and tables have been returned to their storage positions and left safe; the premises are cleared of people, all lights and heaters switched off and the building secured.

  • ensuring that any equipment or electrical appliances brought into the premises shall be certified safe and in good working order and used in a safe manner.

4.  Fire Regulations

The hirer shall:

  • ensure the "Emergency Exit" signs are kept illuminated.

  • ensure that the Fire Brigade is called to any outbreak of fire, however slight, and details given to the Village Hall.

  • prior to the start of an event indicate the fire exits and evacuation meeting place to the persons attending the event.


The event meeting place is in the car park in front of the hall.   No person may re-enter the hall without the permission of the fire brigade.

5.  Use of premises 


Electrical equipment:

  •  Hirers who wish to use their own electrical equipment must ensure that these items are PAT tested. Up to date certificates should be made available for inspection by the management committee. 

The hirer shall not:

  • sub-let or use the premises for any purpose other than that described in their booking application.

  • use the premises or allow the premises to be used for any unlawful purpose or in any unlawful way.

  • do anything or bring onto the premises anything which may endanger the premises or render invalid any insurance policies in respect thereof.

  • allow the use of drugs on the premises.

  • allow smoking on the premises, in the patio area or in the vicinity of the entrances

6.  Car Parking

  • vehicles are parked at owner's risk, and may be parked only in the marked spaces behind the hall. 

7.  Premises license and other relevant legislation

The hirer is responsible for:


  • conforming to the terms of the premises licence granted to the Village Hall, including, but not limited to, permitted hours for licensable activities (serving alcohol, playing live or recorded music).  The hirer shall also pay to the Village Hall such fees as are required for a licence to sell alcohol at an event.  Alcohol may not be served to any person under the age of 18 years.

  • ensuring no excessive noise occurs, particularly late at night or early morning, with a minimum of noise being made by any person on arrival or departure.

The hirer shall ensure that the users:

  • do not contravene the law relating to gaming, betting and lotteries.

  • comply with all conditions and regulations required by the Licensing Act, particularly in connection with events which include public dancing or music, or stage plays, or films, or similar entertainment taking place at the premise


A breach of this condition may lead to prosecution by the local authority.

8.  Compliance with legislation relating to children or vulnerable adults

The hirer shall ensure that any activities at the premises for children or vulnerable adults comply with current legislation in that regard and that only fit and proper persons have access to children or vulnerable adults.  


Child protection policies are the responsibility of the Hirer.

9.   Indemnity

The hirer shall indemnify and keep indemnified each of the trustees of the Village Hall and their employees, volunteers, agents and invitees against:

  • the cost of repair of any damage done to any part of the premises including the curtilage thereof or the contents of the premises

  • against all actions, claims and costs of proceedings arising from any breach of the hall conditions

  • all claims in respect of damages, including damages for loss of property or injury to persons, arising as a result of the use of the premises (including the storage of equipment) by the hirer.


As directed by the Village Hall, the hirer shall make good or pay for all damage (including accidental damage) to the premises or to the fixtures, fittings or contents and for loss of contents.

10.  Insurance

The Village Hall Management Committee has in place an insurance policy that covers among other things, public liability and material damage to the premises. This policy extends to cover casual hirers such as private individuals, families and also small groups which do not exist as a club having its own constitution. Clubs that have their own constitution and/or a committee that runs the club are required to have their own insurance policy covering public liability and accidental damage. Evidence of such a policy must be provided to the booking secretary of Hollingbourne Village Hall upon making the booking. Any group and club that includes children must also confirm that it has in place a safeguarding policy (see section 8 above).

11.  Accidents and dangerous occurrences

The hirer must report all accidents involving injury to the public to an authorised representative of the Village Hall as soon as possible, and complete the relevant section in the Village Hall's accident book.  Any failure of equipment, either that belonging to the Village Hall, or brought in by the hirer must also be reported as soon as possible.


12.  Stored equipment

The Village Hall may provide storage space, including lockers, for regular users, and may charge a deposit for the use of a key to these storage spaces. These keys remain the property of the Village Hall, and, on request, must be returned to the Village Hall.

The Village Hall accepts no responsibility for any stored equipment or other property brought onto or left at the premises and all liability for loss or damage is hereby excluded.  All equipment and other property, other than that stored on the premises by agreement, must be removed at the end of each hiring or storage period.  The Village Hall may dispose of any such items 7 days thereafter at its discretion, by sale or otherwise on such terms and condition as it thinks fit, and charge the hirer daily storage fees and costs incurred in storing and selling or otherwise disposing of the same.

13.  Interruption of regular bookings

If the hirer is a regular weekly user, the Village Hall reserves the right to cancel all, or part of, certain bookings in favour of one-off bookings.  Such cancellations shall not occur more than once a month, and at least six weeks' notice shall be given of such cancellation.


The Village Hall reserves the right to nominate a specified weekday evening as not being available for regular weekly bookings, so that priority can be given to monthly, or less frequent, bookings.

14.  Cancellation by the Hirer

If the Hirer cancels the booking before the date of the event and the Village Hall is unable to conclude a replacement booking, the Village Hall may, at their discretion, require a further payment or hire fees or withhold part of the deposit and hire charge already paid.

15.  Cancellation by the Village Hall

The Village Hall reserves the right to cancel a hiring by written notice to the hirer in the event of the premises being required for use as a polling station for a parliamentary or local government election or bye-election or referendum or if the Village Hall reasonably consider that:

  • such hiring may lead to a breach of the licensing conditions, or other legal or statutory requirements, or

  • unlawful or unsuitable activities may take place at the Premises as a result of the hiring, or

  • the Premises have become unfit for the use intended by the hirer.


In any such case the hirer shall be entitled to a refund of any deposit or hire fees already paid, but the Village Hall shall not be liable for any resulting direct or indirect loss or damages whatsoever.

16.  Acceptance

The terms and conditions will have been made available to the hirer at the time of making the booking.  By proceeding with the booking the hirer is deemed to have accepted these terms and conditions.



Please contact John Holley Tel:01622 880352 or Roger Graynoth Tel: 01622 880 345


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