Terms and Conditions of Hire

Grazeley Village Memorial Hall 1956We ask that you read and understand these Terms and Conditions of hire before making your booking. The Terms and Conditions were last updated in April 2015

  1. Booking, Fees and Payments

    Fees charged will be those in force at the time of the let regardless of when the booking was made. However, at the discretion of the Committee, pre-payment of bookings will secure the rate in force at the time of booking. Bookings are secured by payment of a deposit which will be banked no earlier than 28 days prior to the let. Deposits are refundable on satisfactory inspection of cleanliness of the Hall, grounds and contents. At the Letting Secretary's discretion, the deposit may be doubled for certain events.  Local Rate is applicable to Private functions only, Commercial use is charged at Standard Rate. Full payment for the Hire must be made 28 days before the event or the booking will be cancelled. Short Notice bookings less than 28 days before the event will require full payment at the time of booking. Cancellation by the Hirer within 28 days of the event will incur a charge of 50% of the hire charge. Keys will be available on the day of the let. The hirer must be at least 18 years of age to hire the hall. A responsible adult must make the booking for a juvenile and must be present to supervise the event and take full responsibility for any contravention of these Terms & Conditions 


  1. Facilities
    Included in the hire are the hall and grounds, tables and chairs, kitchen and equipment. Please Note. Water boilers, kettle, teapot and crockery are provided but hirers must supply their own cutlery, pots, pans and cooking utensils. A stage is available at extra charge.

  2. Hirer's responsibilities
    The Hirer is responsible for any damage or loss to the Hall & grounds during the hire period, and for the Hall & grounds being left in a reasonably clean condition. Tables and chairs, having been wiped over, must be returned to the store cupboards in the entrance lobby, Any spills on the floor must be wiped up and the floor swept. The cooker and fridge, if used, must be cleaned and emptied. Toilets and washbasins must be left clean and tidy as found. Any equipment used must be returned to its proper storage space after use.
    Mops and brooms are in the cupboard in the toilet corridor.
    A wheelie bin, emptied weekly, is provided for rubbish, but the Committee cannot guarantee that there will be room for all of the rubbish generated. Any remaining rubbish must be taken away and not left beside the bin. Broken glass must be wrapped before disposal. No liquids or hazardous substances to be emptied in the bin.
    Decorations such as balloons and streamers may only be attached to the wooden rail around the wall. Please do not use pins or adhesive tape on the walls or paintwork. Blu-tac may be used on the gloss paint only. Nothing may be attached to the acoustic sound proofing on the upper part of the walls. All decorations must be removed before leaving the hall.
    If the Hall & grounds are left in an unsatisfactory state, or if there is loss or damage, the booking deposit will be forfeit. In extreme cases any additional costs for cleaning, repairs or loss replacement may be levied on the Hirer.

  3. Legal stuff
    The Hirer must nominate a competent person to take charge in case of Fire, to ensure that all persons at the Hall can escape unimpeded through the Fire Exits and to assemble in the car park or other nominated assembly area. Improper operation of the Fire Alarm or extinguishers will result in the automatic loss of the deposit. Fire Doors MUST remain unobstructed during a let.
    Fireworks. Bringing Fireworks into, or the ignition of Fireworks in the Hall or grounds, is expressly forbidden.
    Consumption of Alcohol. Although the Hall is licensed for entertainment, it is the responsibility of the Hirer to have the necessary licence for the sale of alcohol in the Grazeley Village Hall. This will normally be obtained by the Bar licensee. A copy of the licence must be given to the Letting Secretary before the keys are handed over. Strictly no licence, no let. It is the Hirers responsibility to ensure that the Licensing Conditions as required by Law at met.
    Smoking is prohibited in the Hall. All smokers are requested to use the ash boxes at the main & kitchen entrances to dispose of cigarette ends. Please do not throw them on the ground.

    Any electrical equipment brought onto the Hall premises by the Hirer, or on behalf of the Hirer (i.e. Music players, Disco equipment, etc.) must be PAT Certified
    No vehicles to be left on the premises overnight without prior authority.


  4. And finally
    Please ensure that all heaters and lights are switched off, and all doors and windows are securely closed when you lock up the Hall. Close and lock gates on completion of the let and return keys to key holder.
    Please be as quiet as possible to respect the neighbours when leaving the Hall, especially if it is late at night.
    The Management Committee endeavour to provide a Hall that is clean and tidy for all users and at as reasonable a cost that we can. In order to do this, the Terms & Conditions set out above must be adhered to by all who use the Hall. Any Hirer who does not abide by them will incur, by way of the loss of all or part of their deposit, extra charges for cleaning or tidying of the Hall and grounds.

    The management Committee reserve the right to change these Terms & Conditions and Hire Rates at any time at their discretion.
    Winter Weather. Whilst the Committee will endeavour to provide safe access to the hall, in the event of snowfall or icy conditions it will only clear a pathway from the main gate to the kitchen door and alongside the building to the main entrance. No other areas will be cleared and caution is advised to all hall users in adverse weather conditions. The Committee reserves the right to close the hall should conditions be deemed to be too hazardous.

We thank you for your co-operation and hope that you enjoy the use of our Village Hall. If you have, please tell others; if you have not, please tell us.

Grazeley Village Hall is managed by a Charitable Trust and funded by income from lets and local fund raising, and we would welcome any thoughts you may have on how we may be able to improve our service or facilities. Donations welcome.