Terms & Conditions

Please contact a member of the Village Hall Management Committee (hereinafter referred to as VHMC) if you require clarification of any of the Terms and Conditions of Hire.

Contact details are available on our website at www.miltonmalsor.info

1. The Hirer shall pay the hire charge in full at the time of booking confirmation, together with the required deposit. The deposit is £100 for bookings between Sundays and Thursdays, and Fridays and Saturdays when the booking ends before 7.00pm, and £150 for bookings ending at 7.00pm or later, on Fridays and Saturdays.  The deposit will be refunded provided there is no loss or damage to the hall, that the hall has been left in a clean and tidy condition, and that the duration of the hire has not exceeded the time booked. The refund of the deposit in whole or in part is at the discretion of the VHMC.  If the hall is not left as it was found, whatever work needs doing will be charged at £25 per hour.

2. Cancellation or postponement of booking: Any damage deposit paid will be refunded in full. In addition, if more than 4 weeks’ notice from the proposed date of hire is given, up to 100% of the hire charge will also be refunded. If between 2 and 4 weeks’ notice is given, up to 50% of the hire charge will be refunded. However, regardless of the notice given, the VHMC reserve the right to withhold any or all of the hire charge as an administration fee, at their sole discretion. For less than 2 weeks’ notice 0% of the hire charge will be refunded.

3. The maximum capacity of the hall is 90 people and no bookings can be made for more than this. It is the responsibility of the Hirer to ensure that this limit is not exceeded at any time during the hire.

4. All Hirers must be aged 21 or over. UNFORTUNATELY WE CAN NO LONGER ACCEPT BOOKINGS FOR PARTIES FOR PEOPLE AGED FROM 13 TO 21. All Hirers are responsible for ensuring the premises are used only for the purpose described in the Hire Application Form, and may not sub-hire or allow the premises to be used for any unlawful purpose, or in any unlawful way.

5. The VHMC reserves the right to have access to the premises at any time. If the VHMC believe that the terms and conditions are in any way being breached, the right is reserved to terminate the event with immediate effect and no monies paid will be refunded.

6. The Hirer must always be present during the period of hire, and take responsibility for the supervision, behaviour and Health and Safety of all those attending the event. The Hirer is responsible for making guests aware of the emergency fire exits and evacuation routes, and to ensure the fire exits are not obstructed at any time. The Hirer must ensure vehicles parked in the car park do not obstruct the highway.

7. The Hirer is responsible for ensuring the premises and their contents are not damaged or misused, and shall indemnify the VHMC for the cost of any damage to the premises or their contents as the result of the hiring, which shall not be limited just to the damage deposit paid.

8. The Hirer is responsible for obtaining any licences that may be required in connection with the hiring, and if alcohol is to be sold or supplied on the premises, and/or if music or other forms of regulated entertainment are required, must obtain a Temporary Event Notice (TEN) from West Northamptonshire Council (01327-322322 or on line). A copy of the TEN must be given to the Booking Officer before the event. The Hirer must ensure the terms of the TEN are fully observed, together with regulations applicable to the premises stipulated by the Local Authority, Fire Authority, Local Magistrates, or other legally constituted body.

9. Setting up and clearing time for all bookings must be carried out within the period of hire. In addition, the hall must always be vacated by 11.00pm.

10. The Hirer is responsible for any equipment, including electrical equipment, brought onto the premises for the period of hire, is in good working order, and used in a safe manner, and shall take responsibility for the insurance of such items. In accordance with Health and Safety Regulations, no portable heaters or blowers may be brought into the hall. The VHMC does not take responsibility for the loss or damage to any goods, including equipment, clothing, jewellery, vehicles or their contents, or money, of the Hirer or Hirer’s guests during the period of hire.

11. If food is prepared or served during the hiring, the Hirer must ensure all relevant food hygiene and safety regulations are observed. Children under the age of 16 are not permitted in the kitchen unless supervised by an adult. Please note that portable deep fat fryers are not allowed in the kitchen or anywhere on the premises due to safety concerns.

12. At the end of the hire, the Hirer is responsible for leaving the premises in a clean and tidy condition, ensuring floors are swept, tables and chairs are clean, and returned to, and stacked, in their storage areas. Both the kitchen and kitchen equipment must be left clean.

13. All bins must be emptied, and rubbish taken to the bins at the front of the car park. All recyclable materials, clean plastic and glass bottles, clean cans, packaging, card and paper, etc. to be placed in the Blue Bin. All non-recyclable material should be put into the black plastic bags provided and then taken to the large green bin.

14. At the end of the hire, the Hirer will ensure that all lights (except security lights) are turned off, that the building is properly secured, including closing all windows, closing and locking all doors, top and bottom where applicable, and the key is returned to the Combination Key Safe by the Entrance Door, the Booking Officer, or a nominated representative of the VHMC.

15. The VHMC reserves the right to inspect the Hall after the period of hire, and if the premises are not in a clean and tidy condition, to withhold some or all of the Hirer’s damage deposit.

16. The Hirer accepts that the VHMC has, in exceptional circumstances, the right to cancel any booking made without prior notice (eg the Hall is required as a Polling Station), in which case the liability of the VHMC shall be limited to the return of all monies paid to the VHMC.

17. In the event the Hall is unfit for use in the opinion of the VHMC (eg flood, fire, etc.), the liability of the VHMC shall be limited to the return of all monies paid to the VHMC.

18. Users of the Village Hall Car Park do so at their own risk. VHMC will not accept responsibility for any damage, accidents or losses.

All hirers who wish to use the hall for activities which include children and adults at risk, other than for hire for private parties arranged for invited friends and family, are required to either produce a copy of their Safeguarding Policy and evidence that they have carried out relevant checks through the Disclosure and Barring Service (DBS) when requested to do so, or confirm that they have understood and will adhere to the hall’s principles and procedures with regard to safeguarding.

You must ensure that any activities for children, young people and adults at risk are only provided by fit and proper persons in accordance with the Children Act 1989 and 2004, the Safeguarding Vulnerable Groups Act 2006 and any subsequent legislation. When requested, you must provide us with a copy of your Safeguarding Policy and evidence that you have carried out relevant checks through the Disclosure and Barring Service (DBS). All reasonable steps must be taken to prevent harm, and to respond appropriately when harm does occur.  Relevant concerns must be reported.

19. The use of Bouncy Castles in the main hall is prohibited, for health and safety reasons.

20. Please ensure there is no live-streaming of TV from The Village Hall’s Wifi.

21. Close circuit television (CCTV) is installed in the following areas:

• at the front of the building, overlooking the car park

• in the main entrance hall

• in the main hall

• at the rear of the building, overlooking the patio area.

This is in compliance with the Information Commissioner’s Office (ICO) and the General Data Protection Regulations GDPR) and the Data Protection Act 2018.

This version of the Terms and Conditions applies to all bookings and supersedes all previous versions.

Effective date 2nd April 2025.