By hiring Pamphill Parish Hall you agree to act in accordance with these conditions

Formal Terms and Conditions of Hire

1. Eligibility and Bookings
   1.1 The Pamphill Parish Hall Management Committee (“the Committee”) reserves the right
   to refuse or cancel any booking at its absolute discretion.
   1.2 The person making the booking will be deemed the Hirer and will be responsible for
   compliance with all policies and conditions.
   1.3 All hire charges must be paid in full when requested and in advance of the event.
   1.4 Cancellations made within two days of the hire date are non-refundable. Any refund
   outside this period is at the discretion of the Committee.

   
   

2. Hirer’s Responsibilities
   2.1 The hirer is responsible for the conduct of all persons attending the event and for
   ensuring compliance with these Terms and Conditions.
   2.2 The hirer shall be responsible for any damage, loss, or breakage to the Hall, its fabric,
   fixtures, fittings, or contents and shall reimburse the Committee for the full cost of repair or
   replacement.
   2.3 The Hall must be left in a clean and tidy condition. Where this is not achieved, the
   Committee reserves the right to recover cleaning costs.
   2.4 All rubbish must be removed from the premises at the end of the hire period.
   2.5 Furniture, crockery, and equipment provided must not be removed from the Hall.
   2.6 Sub-letting or transfer of the hire to another person or organisation is not permitted.
   2.7 The Committee accepts no responsibility for loss, damage, or theft of items brought
   onto the premises.

   
   

3. Health, Safety and Fire Precautions
   3.1 The hirer must familiarise themselves with the location of fire exits, fire-fighting
   equipment, and emergency procedures.
   3.2 Fire exits must be kept clear and unlocked while the Hall is in use.
   3.3 Please use the wires near the ceiling to attach any decorations.
   3.4 FOR SAFETY REASONS DO NOT USE NAILS OR TACKS IN THE WALLS OR CEILING
   3.5 Fireworks, Chinese lanterns, pyrotechnics, or similar items are strictly prohibited
   anywhere on the premises, including external areas and car parks.
   3.6 A first aid box is provided adjacent to the kitchen door for use during the hire period.
   3.7 No smoking or vaping
   3.8 The maximum occupancy of 120 must not be exceeded
   3.9 A copy of the Hall’s Risk Assessment is available upon request.

   
   

4. Regulated Entertainment and Permitted Hours
   4.1 The Hall is licensed under the Licensing Act 2003. Only licensable activities authorised by
   the Premises Licence or a Temporary Event Notice (TEN) may take place.
   4.2 The hirer must declare, at the time of booking, all regulated entertainment and
   licensable activities proposed for the event.
   4.3 The permitted hours set out below are authorised by the Committee and may be
   amended at any time.
   4.4 Any extension beyond these hours will only be permitted in exceptional circumstances
   and must be approved by the Committee in advance.
   Live Music
   Must cease by 23:20
   Recorded Music
   Must cease by 23:20
   Making Music
   Must cease by 23:20
   Dancing
   Permitted within authorised hire hours and subject to noise control condition

   
   

5. Sale and Supply of Alcohol
   5.1 Alcohol brought onto the premises by members of the public is only permitted if it is to
   be consumed by them and not for sale, otherwise if alcohol is to be sold a Temporary Event
   Notice (TEN) is required.

   
   

6. Temporary Event Notices (TENs)
   6.1 Alcohol may only be sold with an approved Temporary Event Notice (TEN).
   6.2 Where a TEN is required, the hirer is responsible for obtaining approval from Dorset
   Council, the Licensing Authority.
   6.3 Written permission from the Committee must be obtained before applying for a TEN.
   6.4 A fee of £10 per event is payable to the Hall where a Village Hall TEN is used.
   6.5 Failure to obtain the necessary TEN or permissions will result in cancellation of the hire.
   6.6 The number of TENs permitted annually is limited. Hirers are strongly advised to apply to
   Dorset Council at least three months in advance.

   
   

7. Noise Management
   7.1 The hirer must take all reasonable steps to minimise noise and disturbance to local
   residents.
   7.2 To restrict the noise level from music etc from 23:00, all doors and windows must
   remain closed, except for access.
   7.3 Music and regulated entertainment must cease by 23:20, unless prior written
   permission has been granted.

   
   

8. Candles and Lighting
   8.1 The use of naked flames and candles is prohibited unless a risk assessment is in place
   and the Hall Committee informed.
   8.2 Tea lights may only be used if enclosed within suitable fire-resistant containers.
   8.3 Battery-operated lighting is strongly preferred.

   
   

9. External Areas
   9.1 Permission to hire the Hall does not include permission to use any adjoining land beyond
   the Hall boundaries.
   9.2 Barbeques are only permitted when agreed by the Hall committee and when a risk
   assessment is in place.

   
   

10. Conduct, Complaints and Enforcement
    10.1 The hirer or their authorised representative must be present for the duration of the
    hire.
    10.2 The Committee reserves the right to terminate the hire without refund if these
    conditions are breached.
    10.3 Any serious disturbance, disorder, or criminal offence should be reported to Dorset
    Police via 999 or 101.
    10.4 Complaints should be submitted in writing to the Chair of the Parish Hall Committee.

    
    

11. Insurance and Liability
    11.1 Hirers are strongly advised to hold adequate Public Liability Insurance.
    11.2 The Committee accepts no liability for injury, loss, or damage arising from the hire.
    11.3 Responsibility for insurance rests entirely with the hirer.

    
    

12. Access to the Hall
    12.1 Access is via a key safe located to the side of the main entrance.
    12.2 The access code will be provided once full payment has been received.