Hire Terms and Conditions
CASTON VILLAGE HALL CHARITABLE TRUST [REGISTERED NO. 1164836]
The Street, Caston, Attleborough NR17 1DD [THE “TRUST”]
DEFINITIONS:
The Hall is the building; fixtures and fittings and associated land situated in the Street, Caston, Attleborough NR17 1DD, known as Caston Village Hall [the “Hall”]
The Village Hall Committee [“Committee”] is the body responsible for the operation and management of the Hall.
The Hirer [“Hirer”] is any person or persons, club or organisation or other entity that is not under the supervision of the Committee, which hires the hall and/or the associated services.
The Booking Secretary is the person, or their deputy, appointed by the Committee to oversee the hiring of the Hall to the Hirer.
The Fee shall be the sum to be paid by the Hirer to the Committee for the use of the Hall and its facilities. The Deposit shall be an additional sum paid by the Hirer to the Committee as security against damage to the property or for failing to leave the premises in a clean and tidy condition.
PAYMENT OF FEES:
Except for Hirers with regular multiple bookings in respect to which separate arrangements will be agreed with the Booking Secretary all Hire Fees are payable in advance at the time of making the booking by BACS payment [preferred] or cash. Payments should be made to the Booking Secretary and in the case of the Deposit this must be made by BACS payment [preferred] or cash also to the Booking Secretary.
The Committee determines and publishes a Fee tariff which will apply, as appropriate, to each booking. The Fee tariff is reviewed at annual intervals as of each year and any changes thereto will be subject to the giving of two calendar months’ notice by the Committee. Should a Hirer cancel their booking less than two weeks prior to the hire date the Hirer shall be liable for payment of the full hire fee.
SERVING AND SALE OF ALCOHOLIC BEVERAGES:
The Hall holds a license for the sale of alcoholic beverages, wines and spirits which is displayed in the Hall foyer.
Any sale of alcohol on the premises must be from the bar run by the committee to ensure that such sales comply with the licensing conditions. Hirers are not permitted to sell alcohol in the Hall. Hirers can pre-book the bar facility at the time of making their hall booking. Please ensure you have read the bar policy.
FIRE AND SAFETY REGULATIONS:
Hirer’s must ensure that all precautions are taken against risk of FIRE and damage to the property. The Hall has no telephone. Please ensure you have a mobile phone in good working order with you. Hirers should ensure that all users are made aware of the Fire notices and escape routes in the hall and of the actions to be taken in case of fire.
All Fire Doors on the premises must be kept free from obstruction, a minimum of 1.5 meters clear from any door inside and outside and immediately available for instant public exit. No fire doors are to be wedged open.
The emergency exit illuminated signs remain on permanently. The hirer shall ensure that: (a) Highly flammable substances are not brought into, or used in any part of the premises and that (b) No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall be erected without the consent of the management committee. No decorations are to be put up near light fittings or heaters.
In the event of fire, the hirers shall call the Fire Brigade and evacuate the hall. They should not attempt to extinguish the fire unless it is safe to do so. All hirers should be familiar with the location and use of fire equipment. Hirers should be aware of their nearest emergency exit, ensure that fire doors are kept closed and aware of escape routes which need to be kept clear.
The hall management committee shall be informed of any fire, however small.
UNDER NO CIRCUMSTANCES IS SMOKING OR VAPING PERMITTED WITHIN THE CONFINES OF THE HALL.
The Fire authorities have imposed a restriction on the maximum number of persons that may use the Hall at any one time. This number varies with the type of use. At no time shall more than 100 persons standing, including staff and helpers, be in both of the Halls at the same time. No more than 51 seated with tables in the large hall , 12 seated with tables in the small hall. Theatre style seating, the maximum of 65 in the large hall and 16 in the small hall.
Health and Hygiene
The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations, in particular dairy products. Vegetables and meat must be refrigerated and stored in compliance with the Food Temperature Regulations. The premises provides a refrigerator and thermometer. The Hirer is responsible for clearing up any spillages immediately they occur. Safe and suitable cleaning products are available under the sink cupboard in the kitchen. The First Aid box is located in the kitchen on the wall.
CARE OF PREMISES:
Hooks have been provided at the top of the walls at several places around the main Hall interior just below the ceiling which can be used for decorations and banners. No additional methods of securing using drawing pins, tacks, nails or adhesive are to be used on the walls, ceiling or stage. No modification or alteration is to be made to the electrical and plumbing systems and/or equipment.
Hirers must leave the Hall in a clean and tidy condition and all rubbish removed upon completion of the hire. Bin bags can be found in the bottom kitchen drawer. The Hall has no bins outside. It is your responsibility to leave the village hall clean and tidy – the costs of any cleaning required should you fail to do so will be deducted from your deposit. In particular we ask you to ensure that all floors are swept, brooms are located in the kitchen and the disabled toilet or a vacuum is available in the small hall. Please ensure the kitchen is cleaned, if used.
No gas bottles or naked flames other than for reasonable use for birthday cake candles are to be used without express written permission of the Committee.
Upon completion of the hire, Hirers must ensure that all electrical appliances and lights are switched off.
The outside lighting will remain on for a short while provided the applicable instructions are followed. These instructions are mounted adjacent to the exterior light switches.
Hirers must also ensure that all wash basin and kitchen sink water taps are turned off and plugs are removed from the basin drains prior to leaving. The kitchen sink is fitted with an additional tap that provides instant boiling water if it is turned on at the appropriate marked switch. Great care to be taken when using this facility to avoid scalding and Hirers must familiarise themselves with the operating method of this facility before use. Instruction available from the Booking Secretary.
The Deposit shall be returned to the Hirer within 7 days after the event, provided the hall is left in proper condition as referenced in this clause.
LIABILITY:
Hirers shall indemnify and hold harmless the Committee against all and any damage to the Hall, its fixtures and fittings and contents and death or injury to any persons arising from the Hirers use of the Hall howsoever caused.
Hirers must have the necessary insurance in place to cover their activities whilst using the Hall.
Hirers are responsible for obtaining any necessary permissions or licences that may be required for their activities. Hirers are also responsible for ensuring all statutory regulations covering their activities are observed, including regulations applying to the prohibition of smoking,
In the unlikely event that the hall is unable to fulfil a confirmed booking, for whatever reason, then the liability of the Committee shall be limited to a full refund of the fee for the period of the booking that the Hall is not available.
SUPPLY OF ELECTRICITY:
The cost of electricity for lighting is included in the hire fee.
A slot meter is located in the main hall and small hall for the supply of electricity required for heating. The meter requires £1 or £2 coins, this is paid for by the Hirer. The heaters need to be switched on and the thermostat can be altered to suit the temperature required at each heater. Please make sure that the heaters are turned off after the hire period.
Under no circumstances should portable heaters be used (including gas or electric).
QUERIES AND COMMUNICATION:
Unless otherwise agreed, all communications are to be addressed to the Booking Secretary. Any clarification required in respect of these Terms and Conditions should also be directed to the Booking Secretary.
WEBSITE:
Further information can be found on the Caston Village Hall website at:
The Caston Village Hall Management Committee. June 2026 On behalf of Caston Village Hall Charitable Trust [Charity Number 1164836]