Conditions of Hire / Booking Form

1 Deposit, a deposit of £100 is required on making the booking, this will be held as the security deposit. The balance (the hire cost) will be due at least 4 weeks before the event. If you cancel at this point £30 of the security deposit will be retained. The security deposit will be held until after the event and returned, providing no damage or extra cleaning is required and the Hall has been left in a clean and tidy condition

2 Cancellation of a one off booking - Once the balance has been paid then the following cancellation policy applies: Cancellation between payment of balance and 31 Days before £30 retained for admin costs the rest returned to you. Cancellation between 31 and 14 days – 50% of hire charge retained 50% returned to you. Cancellation less than 14 days – 100% hire charge retained

 3 Cancellation by the hall - The Management Committee reserves the right to cancel the hiring by written notice to the hirer in the event of the premises’ becoming unfit for the use intended by the Hirer, including but not limited to, Hall repair or refurbishment. In this case the Hirer shall be entitled to a refund of any hall fees paid but the Management Committee shall not be liable for any resulting direct or indirect loss or damage whatsoever.

 4 Risk assessment. Hirers should read the Hall Risk Assessment displayed in the Hall foyer and assess for themselves any additional risks for their event they consider necessary.

 5 Hall Capacity The capacity of the Main hall is 220 standing or 140 at a seated event. The Yeoman Room has a capacity of 20

 6 Keys The key will be in a’key-safe’ at the main entrance. The booking secretary will instruct any hirers how to obtain the keys. E-mail walthamchasevillagehall@gmail.com or 07940704676.

 7 Regular Bookings. For established Hirers, the Management Committee may waive the requirements for a surety and advance payments but reserves the right to give one months’ notice if the hall is required for another event.

 8 CANCELLATION of Established booking If the regular Hirer does not require the hall for a booked session, no refund will be made unless 14 days’ notice of the cancellation has been given. 

9 Additional Time If the hall is required before or after the original booked time the standard hourly charge will be made. This is subject to the Hall not already booked. Any request must be made to the Booking Secretary.

 10 Late Finishing All functions shall cease by 11.30 pm and the Hall and car park vacated by midnight in accordance with the Halls Entertainment Licence. PLEASE BE QUIET ON LEAVING AND BE CONSIDERATE TO OUR NEIGHBOURS.

 11 Cleaning You must leave the hall clean with furniture stacked as you found it when unlocking and all personal items removed so it is ready for the next hirer. The committee cannot be held responsible for any lost/damaged personal items left on the premises.

 12 Age of hirer All hirers must be over 21 and if holding an event to which young people are invited there must be adequate supervision, The hirer and at least six other responsible adults over the age of 25 ( names and addresses, phone numbers must be given) must be present throughout the event until the hall is cleaned and locked.

 13 Selling alcohol The Hirer must obtain a Temporary Events Licence from Winchester City Council if you wish to sell alcohol and no alcohol must be sold to under 18s.

 14 Hirer’s responsibilities You are responsible for the Hall, Grounds , Car Park, any breakages, damage, missing items, conduct of you attendees at the event, ensuring noise is kept to a minimum both in AND outside. The hall has houses in a close proximity. The front and side garden is maintained and used by Waltham Chase Preschool. Please do not use it due to contamination (glass etc) to the grass causing damage to the children’s feet. If you require outside space then the patio and grass area at the back can be used, to keep breakages to a minimum we request plastic glasses outside. You are responsible for setting out and putting away and equipment you may need. Chairs should be stacked no more than 6 high and square tables no more than 4 high on the skittle alley. Electrical items ensure any electrical equipment brought into the hall has a dated Portable Appliance Test Sticker The decision of the management committee shall be final in all respect and this includes the right to cancel any bookings due to unforeseen circumstances or to refuse admission without being liable for the hirer’s costs. 

Please complete and return to the Booking Secretary at walthamchasevillagehall@gmail.com I have read the above conditions Signed Hirer   ....................................Print Name ..................................... ......................................Date


Please return this copy to the Booking Secretary and make a copy for yourself for your own reference.