Terms and Conditions of Hire
All hirers are required to agree and adhere to the terms & conditions below. Submission of a completed booking form assumes agreement to these terms and conditions.
Confirmation. Bookings only become valid once they have been confirmed by the Bookings Secretary and deposit has been received by us. The minimum deposit is 50% (or total hire charge). Payment of any balance is due 30 days before date of hire.
Hirer. Minimum age of hirer is 18.
Opening & Closing Times. The Hall, its facilities and grounds are available to hire from 08.00 to 23.00. All bookings must end by 11.00pm.
All people, both hirer and guests, must vacate premises, carpark and grounds by 11.00pm.
Duration of Booking. Remember to allow set up and clean down time when deciding on the length of your booking. Bookings must end on or before 11.00pm at night to avoid noise disturbing the neighbours.
Key and Access to the Hall. Please contact the Bookings Secretary one to two weeks before hire date to obtain the code to the keysafe which is located on the outside wall near the rubbish bins.
Usage. The Hall may only be used for the purpose set out on the booking form, you may not sub hire or use the Hall for any unlawful purpose.
Capacity. Maximum standing capacity is 120 people. Maximum seated at tables is 60 people.
Size. When empty the Hall size is 14.4m by 4.0m. Usable size with tables & chairs stacked at far end is 13.0m x 4.0m.
Clubs. Clubs and Teaching groups are responsible for their own Public Liability Insurance.
Smoking. Smoking is prohibited in all areas of the premises and grounds.
Alcohol. Alcohol and intoxicating liquor are NOT to be sold on the premises. There is not a Liquor Licence. Alcohol may be consumed.
Children. Children must be supervised by a responsible adult at all times.
Weddings and Parties. Please consider the environment – DO NOT use confetti or balloons filled with shiny discs either in the Hall or the grounds. These products are a plastic that does not biodegrade and are difficult to sweep up. Also we can advise if a TEN (temporary event notice) from the council is required if you are planning to charge your guests for alcoholic drinks at your event. A licence is not required if guest’s alcoholic drinks are free..
Music. The Hall has a PRS & PPL licence to play music. Music may be played in the grounds at LOW volumes during the day up to 9.00pm. If music is required beyond 9.00pm then it is restricted to ONLY inside the Hall. Music must be turned down to HALF volume at 10.00pm and COMPLETELY OFF at 11.00pm. Please be aware that we and the Isle of Wight Council do monitor noise levels and we carry out spot checks. Music is restricted to ONLY inside the Hall for Parties and Weddings that continue after 9.00pm.
Noise. When leaving at night, PLEASE LEAVE QUIETLY so as not to disturb the local residents.
Fire. Fire precautions & regulations can be found on the notice board in the entrance.
Fire Hazards. Open fires, BBQ’s, fire pits and fireworks are not permitted without prior authorisation from the Bookings Secretary.
Overnight Camping. In either a tent or a van is not permitted in the Hall, on the field or in the car park.
When Dark. It is advised to switch on the emergency exit lights. They illuminate both the interior and exterior of the building.
Cancellation. If you wish to cancel the booking before the event date, any repayment of the booking fee shall be at the discretion of the Hall Committee. You may be required to change your booking if the Hall is required by the council for Election or public purposes. In this case an alternative date or a full refund will be offered.
Damages. The Hirer will be asked to pay for any breakages or damage to the Hall or its contents.
Shoes. DO NOT wear stiletto heels in the building as they WILL damage the floor.
Cleaners. The Hall is managed and cleaned by a group of volunteers to keep the costs of hire down.
Cleanliness. When you enter the Hall, it will be clean & tidy (if not please inform the Bookings Secretary immediately). Please leave the Hall clean and tidy. If the Hall, kitchen or toilet is left in an unsatisfactory condition, we will ask you to pay for the Hall to be professionally cleaned.
Rubbish. There are waste bins. Please separate your rubbish into the various categories. The Food bin is in the kitchen, The Recycling and Black bins are in the car park adjacent to the Hall.
If the bins are full Please take your rubbish home.
Kitchen. Please indicate on the booking form if you wish to use the kitchen facilities. There is no extra charge for its use but it must be thoroughly cleaned after use.
Kitchen Ventilation. The kitchen can become steamed up, so when cooking or making heavy usage of the dishwasher, Do please open the kitchen windows to let the steam escape.
Food. When preparing, serving or selling food all relevant health and hygiene regulations must be adhered to.
First Aid. First Aid box is located in the marked kitchen cupboard.
Check List. Reminder check list can be found on the back of the entrance door.
Car Park. Limited parking is available in the Hall’s car park. Vehicles are parked at the owner’s risk. Please DO NOT park on the grass strip in front of the Hall OR on the field.
VEHICLES on the field. NO Vehicles are allowed on the field at any time. The field is always waterlogged during the winter months and is often very soft even in the summer months. Cars, Vehicles & Vans can and will rut the field when soft. Please do not drive on the field or on the path to the Annexe. Please seek guidance should vehicular access be required.
Electrical Appliances. All appliances brought into the Hall should be used in a safe manner and be in good working order.
Chairs & Tables. Please stack chairs tidily at far end of Hall. Do not lean chairs against the walls as this marks the walls. Additional tables and chairs are kept in the adjacent Annexe. Please use the trolley provided.
Inventory. There are plenty of tables, chairs, crockery, glasses and cutlery all available free of charge. IF you are planning a large party, please make arrangements to view the Hall and check if there are sufficient for your needs.
Tablecloths. Both coloured and white tablecloths are available to hire. There is a small charge of £1 per tablecloth to cover hire and cleaning costs. There are clips available to secure tablecloths to the tables.
Walls. Do not use sellotape anywhere in the Hall. Blue Tack may be used on walls and doors if care is taken when being removed.
Safeguarding. Any organisation that will be working with children in the hall will need to have DBS checks and a safeguarding procedures and policy in place to ensure children and young people are protected from harm or abuse. It will need to ensure its staff and volunteers know what to do if they are worried and to ensure the group is responsible for their work.
Dogs. Dogs are not allowed into the hall when food is being served. (Except Assistance Dogs.) At other times dogs could be present, with owners taking responsibility for their dogs at all times. Cleaning is critical, and owners are requested to sweep and clean the floor at the end of the hire, ensuring it is spotlessly clean for other users (eg.Pilates and Yoga classes).
The Field. The field is unusable in the winter months as it becomes waterlogged. In the spring the meadow grass is left uncut until the hay is harvested in May or June (weather dependent). The grass will definitely be cut by 30th June so, Wedding and Party hirers may use the field for marquees and bouncy castles etc from the 1st July onwards. The small strip of permanently mown grass (approx 20m x 4m) in front of the Hall may be used all year round for marquees & bouncy castles.
Please ensure Hall is clean & tidy.
Take all excess rubbish home.
Switch off lights.
Turn down heating thermostat to 5.
Put chairs & tables away at far end of Hall.
Refer to check list on back of entrance door.
Latest revision dated 1st August 2022.