Terms & Conditions of Hire
Introduction: Established as a charity (#202925) on 21 November 1935, our village hall1 was built (in 1936) on land donated for the purpose midway between Galmpton and Hope Cove. The object of the charity’s purpose was to was to “provide and maintain a village hall for the use of the inhabitants of the Parish of South Huish and of Inner Hope in the Parish of Malborough and the immediate vicinity, without distinction of political, religious or other opinions, including use for meetings, lectures and classes and for other forms of recreational and leisure-time occupation”.
Policy: The Village Hall is a community facility and as such, its Management Committee is obliged to ensure that users of the hall do not allow anything to take place that might damage the building or facilities, bring the village hall’s reputation into disrepute or annoy or offend local people. Therefore, if the Committee believes that a booking would not be in the interests of the hall it will decline such a request for a booking. Such a decision will be cognisant of the following policy guidelines:
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No potential hirer will receive less favourable treatment on the grounds of gender, age, colour, race, nationality, racial or national origins, cultural heritage, disability, marital status, social background, sexual orientation, or geographical location except as guided by the requirements of the hall’s charitable purpose and as reflected in this Hiring Policy.
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In this regard local inhabitants wishing to use the hall for non-commercial purposes will have precedence over outside groups or commercial hirers.
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Non-commercial hirers are defined as an individual hiring the hall for private use without financial gain.
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Commercial hirers are defined as an individual hirer or an organisation that charge a fee, either directly or indirectly, to attend their event, with the purpose of making financial gain for either the hirer or the organisation that the hirer represents or who hires the premises in the course of his business. This definition includes hirers selling goods or services in an attempt to make a financial gain.
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All hirers must be aged 18 years or over. Where an organisation or group makes a hiring, one person must be named as the responsible hirer. A condition of hiring is that the hirer will read the hall’s policy statements (promulgated on the hall’s website) and, by electronically submitting a booking, agree to the terms in those policy documents.
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No request for hire shall displace an existing booking, without the agreement of the party affected, with the exception of requirements in case of an emergency occurrence or as a polling station for use at local government or national elections.
Terms of Hiring:
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Where necessary, an appropriate member of the Management Committee (normally the Booking Secretary) will meet and greet new users at the hall, drawing the hirer’s attention to health and safety requirements, controls for lighting and heating, disposal of waste and any other items as the Committee sees fit.
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The Secretary will recommend to the Treasurer that a refund is initiated to return the security deposit or part thereof after he/she is satisfied that all conditions of hire have been adhered to. If there is any doubt, then the matter will be referred to the Committee.
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The following terms and conditions for use are to be included in the booking process. Hiring charges for June 2026- May 2027 are here: View Pricing Page
Supervision: The hirer(s) is responsible, during the period of hire, for any damage to the hall, its fittings, furniture and any other equipment being the property of the Hope & Galmpton Recreation Hall. Additionally, liability extends to the hirer for the behaviour of all persons using the premises whatever their capacity, including proper supervision of car parking arrangements (this includes respect for the rights of way of local residents). Particular attention is drawn to the hirers responsibilities towards Safeguarding. Applications for hire from persons under the age of 18 must be supported by an adult
sponsor. The hirer shall ensure the minimum of noise is made on arrival and departure.
Public Safety Compliance: The hirer(s) shall comply with all conditions and regulations made in respect of the premises by the Local Authority, particularly in connection with any event which constitutes regulated entertainment at which alcohol is sold or provided or which is attended by children. Smoking and vaping are strictly prohibited on the premises. Similarly, no indoor fireworks or explosive devices are permitted, nor outdoor pyrotechnics in the car park.
Licenses: The maximum number of people allowed on the premises at any one time is 250. The local authority Premises Licence permits activities in the hall between 9:00am11:30pm daily (except Sunday 11:00am-10:30pm). The hirer must obtain all appropriate licences, from the relevant authorities, necessary to undertake their specific event. The
H&GRH does not hold a licence to sell alcohol or show films/TV but it does hold its own PRS licence (Performing Right Society Ltd).
Parking: Visitors attending any event or function may park in the H&GRH car park but are to respect those with permits to routinely park in nominated parking bays in the car park. On request the H&GRH Committee will investigate the provision of overflow car parking. In all respects parking must not obstruct any access points to/from the building or the yellow cross hatched walkway marked on the carpark.
Premises: No alterations or additions may be made to the premises, nor any fixtures be installed without prior approval of the H&GRH Committee. This includes fixing of any decorations or additional lighting. Any electrical equipment provided by and used by the hirer(s) must be compliant with safety standards and use should not exceed the capacity of the hall’s electrical circuit capacity. No animals or birds, other than guide dogs, are to be brought into the building, unless for a special event agreed with H&GRH Committee. No animals are to enter the Kitchen under any circumstances.
Recycling: All rubbish and its removal remain the responsibility of the hirer(s).
Kitchen: All hall electrical equipment is subject to routine PAT testing. It must be used only for the purpose it was intended. A request for the use of crockery, cutlery and glassware must be made at the time of booking. Damage or breakages must be reported to the H&GRH Secretary. Repair or replacement costs will be charged to the hirer.
Incidents /Accidents: A small first aid kit is positioned in the kitchen. Any incident involving users of the hall must be reported in the incident/accident book, also located in the kitchen.
Insurance: The hirer is responsible for effecting insurance against third party claims against him/her (or the organisation, if acting as a representative), whilst using the hall. The H&GRH trustees are only insured against claims arising out of its own negligence.
Bookings & Reservations: Advance bookings requests are to be made via the village hall’s website. Booking’s not taken up will be charged, unless not less than two weeks’ notice of cancellation is given to the H&GRH Secretary. The hire deposit is payable at the time of booking, unless otherwise agreed with H&GRH Secretary.
End of Hire: Before leaving the hall, the hirer must turn off hall and water heaters, kitchen equipment, and lighting. Tables and chairs are to be restowed as they were found. All windows must be closed, and any rubbish generated removed by the hirer. Floors must be left clean and swept. Toilets must be left clean. Similarly, no rubbish or other equipment is to be left in the car park after the period of the hiring.
Policy Review: This policy will be reviewed annually in Committee. Next review is due March 2027.