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Booking terms and conditions

Little Wenlock Village Hall is a community charity run by volunteers and trustees. The terms and conditions have been developed so that the Hirer, their guests, the committee and local residents remain safe, comply with all regulations and do not cause any nuisance. We would expect The Hirer to follow both the wording and the “spirit” of these Terms and Conditions.

1. The Premises includes the Hall, the Car Park and the surrounding areas.

2. The booking is not confirmed until the hirer has paid the £25 booking deposit and the Terms and Conditions have been agreed to on Hallmaster or by email. This should be within 5 days of a “provisional booking”. The final balance is due no later than one month before the event, together with the security deposit and cleaning fee if appropriate. Failure to pay could result in the booking being cancelled.

3. Where a booking is more than 12 months in advance and the full payment has not been received, we reserve the right to update the invoice to include any price changes. If full payment is received prior to a price change, the charges applicable at the time will be applied.

4. Allow enough time in your booking for setting up and clearing away, especially for parties or weddings. Be ready to leave on time, especially at an evening booking. Ensure the bar is cleared and the caterers, musicians or DJ’s leave by the booked time and are aware of this in advance.
A Cleaning Fee of £75 is added to any bookings extending after 10pm. The clearing and cleaning are carried out the following morning. The bar and kitchen remain the responsibility of the hirer to leave clean and tidy.

5. The Hirer is responsible for the cost of any loss, damage, repair or reinstatement to any part of the Premises or its contents (including the car park), any loss of use or income, and any injury to persons during the hire period caused by the event. A deposit of £250 is required for bookings of 6 hours or more, and for bookings where alcohol is sold or served. The deposit will be returned after the event if all terms and conditions are met and no damage has occurred.

  • Smoking or Vaping is not permitted anywhere in the hall.
  • Stiletto Heels should not be worn in the Main Hall.
  • Use only biodegradable confetti in the car park
  • Do not leave litter or cigarette ends in the car park.

6. If full payment, deposits and the completed Booking Form are not received by the required dates, the booking will be treated as cancelled and any booking deposit lost.

7. The Hirer must leave the Premises by the time stated in the booking. If not, an extra charge of £100 per additional half hour (or part of it) will be requested. The Hirer must leave the Premises and surrounding areas clean and tidy, as they were on arrival. Leave the hall “as you found it”

  • Wash and put away all cutlery, crockery and glasses.
  •  Leave the Hall and Car Park clean and tidy; sweep floors, mop the kitchen and bar, and wipe surfaces.
  •  Recycle glass bottles, cans and plastics in the bins outside the kitchen.
  • Bag all rubbish and place it in the wheelie bins outside the kitchen door. Consider taking some rubbish home if possible.

8. The Hirer must only use the Premises for the purpose stated when making the booking. The Premises must not be sub-let or used for any unlawful purpose. The Hirer must ensure that no one enters areas not included in the hire and must not do or bring anything onto the Premises that could cause damage or nuisance.

9. During the hire period, the Hirer is responsible for supervising the Premises, protecting it from any damages or changes (however minor), and for the behaviour of all people using it. The Hirer must provide stewards if required and ensure car parking is managed to avoid blocking the highway. The Hall must not be left unattended or unlocked at any time.

10. The hirer must ensure there is sufficient supervision of children and vulnerable adults to meet safeguarding requirements. The Hall and Committee are not responsible for any damage or injury caused by the hirer or hirers equipment. 

  • Equipment or appliances brought in by the Hirer:
  • Electrical equipment must have been PAT tested within the last year.
  • Bouncy Castles and other inflatables must meet HSE guidelines.
  • Smoke machines, fireworks or similar items are not permitted inside or outside the hall.
  • Any other equipment brought to the Hall must comply with current laws and guidelines, and valid documents or test reports must be provided if requested by the Committee.

11. Record any accidents in the accident book in the kitchen and make the make the committee aware by email.

  • The Hirer must not put up posters, signs or other materials without permission from the committee.
  • Adhesives, nails or screws must not be used on walls, woodwork or furnishings.
  • A high-level wooden picture rail is available and may be used for decorations.

    Report any damage to a Committee member as soon as possible.

12. If alcohol is sold, or supplied in a way that counts as selling, the Hirer must obtain a Temporary Event Notice from Telford & Wrekin Council and have it available at the event. The Hirer must follow all conditions of the licence.

13. The Hirer must ensure the event follows all relevant laws relating to gaming, betting and lotteries.

14. The Hirer must follow all conditions and regulations set by the Village Hall, Local Authority, Magistrates’ Court or any other legal body. Fire instructions are displayed in the hall. All exits must be kept clear, and fire equipment must not be moved or interfered with. Emergency Services and Village Hall Committee members (on duty) must always have access to the Premises.

15. Food Preparation. The Hirer must ensure that any food prepared on the Premises is done safely and hygienically in line with the Food Safety (General Food Hygiene) Regulations 1995 or any related legislation.

  • Use extractor fans in the kitchen and committee room when cooking.

16. Pig roasts, barbecues or similar open cooking is not allowed on the premises.

17. Do not leave helium or other gas cylinders in the hall overnight. They must be removed when you leave.

18. The Hirer must keep noise to a minimum when arriving and leaving. During the hire, noise must be kept at a level that does not disturb neighbours. Doors and windows must be kept closed to contain noise, as required by the hall events licence. Air conditioning should be used if needed.

  • Music and noise must stop by 11.30pm.
  • An automatic power shut-off system triggered by excessive noise is in operation in the hall. The Hirer should make any musicians or DJs etc. are aware of this system.
  • If a valid complaint is received, the security deposit will be retained, and the event may be stopped.

19. The Committee reserves the right to refuse or cancel any booking at any time, for any reason, before or during the hire.