St Hilda's Church Hall.

Terms & Conditions of Hire

Standard Conditions of Hire


If  the  Hirer  is  in  any  doubt  as  to  the  meaning  of  the  following,  the  Parochial Church Council’s Authorised  Representative (1 in the contract) should immediately be consulted.


For the purposes of these conditions, the term HIRER shall mean an individual hirer or, where the Hirer is an organisation, the Authorised Representative (2 in the contract).  


I. Supervision

The  Hirer  will,  during  the  period  of  the  hiring,  be  responsible  for  supervision  of  the Premises, the fabric and the contents: their care, safety from damage however slight: or change of any sort and the behaviour of all persons using the Premises whatever their capacity; including proper supervision of any car parking arrangements so as to avoid obstruction of the highway or disturbance of local residents.    


2. Use of Premises

a) The Hirer shall not use the Premises for any purpose other than that described in the hiring agreement and shall not sub-hire or use the Premises or allow the Premises to be used for any unlawful purposes or in any unlawful way nor do anything or bring onto the Premises anything which may endanger the same or render invalid any insurance policies in respect thereof nor allow the consumption of alcohol thereon.


b) The Hirer shall not fix/install any item or make any structural alterations without the written consent of the Parochial Church Council.


3. Gaming, Betting and Lotteries

The Hirer shall ensure that nothing is done on or in relation to the Premises in contravention of the law relating to gaming, betting and lotteries.


4. Public Safety Compliance

The Hirer shall comply with all conditions and regulations made in respect of the Premises by the Fire Authority, Local Authority, the Local Magistrates Court or otherwise, particularly in connection with any event which includes public dancing or music or other similar public entertainment or stage plays.


5. Health and Safety

a) The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations.  

b) The Hirer has a duty of care to all persons entering the Premises and is therefore responsible for keeping the gate and access path clear of all hazards likely to cause accident or injury.


6. Electrical Appliance Safety

The Hirer shall ensure that any electrical appliances brought to the Premises and used there shall be safe and in good working order, and used in a safe manner. Where a residual circuit breaker is required by any licence or is otherwise provided, the Hirer must make use of it in the interests of public safety.


7. Indemnity and Insurance

a) The Hirer shall indemnify the Parochial Church Council for the cost of repair of any damage done to any part of the Premises or its contents that may occur during the period of the hiring as a result of the hiring.

b) The Hirer shall ensure that all contents belonging to the Hirer are adequately insured.

c) The Hirer shall be responsible for making arrangements to insure against any third party claims that may lie against the Hirer whilst using the Premises.

d) The Hirer agrees to indemnify the Parochial Church Council in respect of each and every claim arising out of the use of the Premises for personal injury and/ or death of any person and/ or damage to the Premises consequential or otherwise which has been caused by the negligent act or omission of the Hirer, its agents, employees or other persons involved in the Hirer’s use of the Premises. The Hirer has insurance to cover such claims up a maximum of £I0m in respect of any one occurrence and will produce for inspection copies of policies of insurance in respect of the same. The Parochial Church Council shall inform its own insurance company of the proposed activities.


8. Accidents and Dangerous Occurrences

The Hirer must report all accidents involving injury to the public to the Authorised Representative of the Parochial Church Council as soon as possible. Any failure of equipment either that belonging to the Premises or brought in by the Hirer must also he reported as soon as possible. Certain types of accident or injury must be reported on a special form to the local authority. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013.

9. Animals

The Hirer shall ensure that no animals (including birds) except guide dogs are brought into the Premises.

10. Safeguarding

The Hirer shall ensure that any activities for children comply with the provisions of The Children Act of 1989 and the Church in Wales’ Safeguarding Policy and that only fit and proper persons have access to children and vulnerable adults.

11. Fly Posting

The Hirer shall not carry out or permit fly posting or any other form of unauthorised advertisements for any event taking place at the Premises and shall indemnify the Parochial Church Council accordingly against all action claims and proceedings arising from any breach of this condition. Failure to observe this condition may lead to prosecution by the Local Authority.

12. Sale of Goods

The Hirer shall, if selling goods on the Premises, comply with Fair Trading Laws and any code of practice used in connection with such sales. In particular, the Hirer shall ensure that the total prices of all goods and services are prominently displayed, as shall be the organiser’s name and address and that any discounts offered are based only on Manufacturers’ Recommended Retail Prices.

13. Cancellation

One month’s notice of any proposed cancellation is required. If notwithstanding such notice the Parochial Church Council is unable to conclude a replacement booking, it shall be entitled to payment for the cancelled booking at the rate herein specified.


The Parochial Church Council reserves the right to cancel this hiring in the event of unforeseen circumstances rendering the Premises unfit for the use for which it has been hired.

14. Refusal of Booking

The Parochial Church Council reserves the right to refuse a booking without notice or to cancel this hiring agreement at any time either before or during the term of the agreement upon giving one month’s notice in writing to the Hirer.


The Hirer shall be entitled upon such notice to reimbursement of such monies as have been paid by the Hirer to the Parochial Church Council and the Hirer shall not be liable to make any further payment to the Parochial Church Council.

15. End of Hire

The Hirer shall be responsible for leaving the Premises and surrounding area in a clean and tidy condition, properly locked and secured unless directed otherwise and any contents temporarily removed from their usual positions properly replaced, otherwise the Parochial Church Council shall be at liberty to make an appropriate charge.

16. Noise

The Hirer shall ensure that the minimum of noise is made on arrival and departure.



Appendix I - Special Conditions


For the purposes of these conditions, the term HIRER shall mean an individual hirer or, where the Hirer is an organisation, the Authorised Representative (2 in the contract).  


1. The Hirer hereby acknowledges receipt of a copy of the Premises Licence or agrees that he/she will be responsible for obtaining a Temporary Events Notice (TEN) under the Licensing Act 2003 and any subsequent amendments (please delete as appropriate).


2. The Hirer, not being a person under 18 years of age, hereby accepts responsibility for being in charge of and on the Premises at all times when the public are present and for ensuring that all conditions of the Licence/ TEN relating to management and supervision of the Premises are met.


3. The Hirer will ensure that all persons entering the building will be supervised.

4. The Hirer acknowledges that she/he has received instruction in the following matters:

a) The action to be taken in event of fire. This includes calling the fire brigade and evacuating the Premises.

b) The location and use of fire equipment (include diagram of location when handing over keys).

c) Escape routes and the need to keep them clear.

d) Method of operation of exit doors.

e) Appreciation of the importance of any fire doors and of closing all fire doors at the time of a fire.


5. In advance of any entertainment or play the Hirer shall check the following items:

a) That all fire exits are unlocked and panic bolts in good working order.

b) That all escape routes are free of obstruction and can be safely used.

c) That any fire doors are not wedged open.

d) That exit signs are illuminated.

e) That there are no obvious fire hazards on the Premises.

6. There shall, in addition to the Hirer, be a minimum of 2 competent attendants on duty on the Premises to assist people entering and leaving, none of whom shall be less than 18 years of age. All persons on duty shall have been instructed as to their essential responsibilities in the event of fire or other emergencies, including attention to disabled persons, the location and use of the fire equipment available, how to call the fire brigade and evacuation procedure.