Formal Terms and Conditions of Hire

Terms & Conditions

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

Eligibility and Bookings

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

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

3.1The hirer must familiarise themselves with the location of fire exits, fire-fighting equipment, and emergency procedures.
3.2Fire exits must be kept clear and unlocked while the Hall is in use.
3.3Please use the wires near the ceiling to attach any decorations.
3.4For safety reasons do not use nails or tacks in the walls or ceiling.
3.5Fireworks, Chinese lanterns, pyrotechnics, or similar items are strictly prohibited anywhere on the premises, including external areas and car parks.
3.6A first aid box is provided adjacent to the kitchen door for use during the hire period.
3.7No smoking or vaping.
3.8The maximum occupancy of 120 must not be exceeded.
3.9A copy of the Hall’s Risk Assessment is available upon request.

4.1The 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.
4.2The hirer must declare, at the time of booking, all regulated entertainment and licensable activities proposed for the event.
4.3The permitted hours set out below are authorised by the Committee and may be amended at any time.
4.4Any 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 conditions

TV Licence

The Hall does not have a TV licence, so hirers must ensure TV licensing rules are followed — check these at tvlicensing.co.uk.

5.1Alcohol 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.

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

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

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

9.1Permission to hire the Hall does not include permission to use any adjoining land beyond the Hall boundaries.
9.2Barbeques are only permitted when agreed by the Hall Committee and when a risk assessment is in place.
9.3No camping, caravans, motorhomes or similar are permitted overnight.

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

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

Check availability and reserve your date, or get in touch if you have any questions.