VERWOOD MEMORIAL HALL TRUST

Registered Charity No 301194

 

Terms and Conditions for Lettings/Hire

If the Hirer is in any doubt as to the meaning of the following, the Bookings Manager should be consulted

 

1. Applications: for hiring must be made to the Booking Manager, the Hall will not be let to anyone under the age of 21 years.

 

2. Refusal: The Management Committee reserves the right to refuse any application without stating a reason.

 

3. Smoking: Verwood Memorial Hall is a NO SMOKING venue, including the smoking of E cigarettes. The Hirer shall, and shall ensure that the Hirer's invitees, comply with the prohibition of smoking in public places provisions of the Health Act 2006 and regulations made thereunder.  Any person who breaches this provision MUST be asked to leave the premises immediately.  

 

4. Payment: All charges, including refundable deposits where appropriate, to be paid four weeks prior to the event; cheques to be made payable to ‘The Verwood Memorial Hall Trust’.

 

5. Cancellations: Long term hirers wishing to cancel bookings must give two calendar months’ notice, otherwise they will be liable to payment of 75% of the hire charge unless exempted by decision of the Committee.

 

6. Children: any hirer wishing to work with children MUST HAVE A CHILD PROTECTION POLICY IN PLACE.

 

7. Sublets and/or Transfers: The Hirer is not permitted to sublet or transfer a letting.

 

8. Stage Plays: Bookings for stage plays are subject to the Theatre Act 1843.

 

9. Finishing time: All functions shall end no later than 11.30 p.m. at the latest. Extensions for specific functions may be granted by the Management Committee for special occasions. Up to 30 minutes is allowed after the official finishing time for cleaning and clearing up purposes only.  

 

10 Maximum Capacity: In accordance with Fire Regulations (see information on Hall notice boards) is as follows:                                 Main Hall: 199                Small Hall: 75

 

11. Alcohol: None shall be sold or offered for sale except by consent of the Management Committee, such consent to be in writing and subject to such conditions as the Committee may impose. If granted, consent shall be conditional upon the Hirer obtaining the necessary Occasional Licence granted by the EDDC and ensuring that the terms of such a Licence are strictly observed. Hirers for events with the sale of alcohol will be required to show the Temporary Event Notice to the Bookings Manager by arrangement or by post to the Treasurer, prior to the event. Alcoholic drinks should be served from a designated bar area only. After the event, no alcohol is to be left either on the premises or in the car park. 

 

12. Food: When serving Food, the Hirer is responsible for maintaining high standards for personal hygiene, for the cleaning of surfaces and equipment before and after preparation and the use of appropriate Food Hygiene standards for food preparation and serving. No food items are to be left in hall or kitchen.

 

13. Management Committee Representative: The Management Committee may appoint a representative to visit any function at any time who shall have unrestricted access to any part of the premises.

 

14. The Premises and Hall Contents: No screws, nails, hooks, drawing pins, sellotape etc. may be fixed to furnishings or surfaces of the Hall for the means of decoration or other purpose. No sticky labels to be stuck on furniture. Blue tack may be used with care. No chairs, tables, electrical equipment, crockery, etc. shall be removed from the premises. Tables and chairs to be returned to the chair store in an orderly state. 

 

15. Damage: The Hirer shall be held responsible for damage to equipment and/or defacement of premises during hire period.

 

16. Electrics: No alterations shall be made to any lights or fitments without PRIOR permission. The use of extra electrical equipment in the Hall premises MUST be agreed with the Management Committee, such permission being obtained in writing prior to any such installation. Any installation to comply with all relevant standards and to be in good working order. Hirers using their own must demonstrate that the equipment has a valid PAT certificate.

 

17. Storage: All extra apparatus and equipment shall be removed after the function unless arrangements have been made for storage.

 

18. The Hirer shall be responsible for the good conduct of all persons attending the Hirer's function and shall ensure that no undesirable person is admitted. Where a function demands, the Hirer shall ensure that a sufficient number of Stewards are on duty at all times and are present until the Hall is cleared and locked.

 

19. The Hirer shall be responsible for seeing that all exits are kept clear and that all emergency exit signs are illuminated whilst entertainment (drama, film, video or dance) is in progress. Under no circumstances must the emergency exit signs be extinguished or dimmed during performances.

 

20. On vacating the premises, the Hirer shall be responsible for switching off all internals lights, apart from those on time switches and checking that the radiator thermostats are set at 2. Should it be determined that these requirements have not been complied with, the Hirer may be liable to an excess charge of up to £20 to cover the extra electricity/gas consumed.

 

21. The Hirer is responsible for a) sweeping the floors and leaving the Hall in a clean and tidy condition, including the kitchen and toilets, b) ensuring that ALL rubbish items, including bottles, tins, cans and food remains, are removed and that NONE are placed in the bin in the car park near the gate, c) checking that ALL taps have been turned off, toilets flushed, room thermostats are on the correct setting and no nappies left in the toilets or elsewhere. Chairs and tables are to be stacked in the appropriate places in the chair store. 

 

22. The key opens both the padlock on the gate as well as the front door. Regular or frequents users will be given their own key, for which a deposit may be required. 

 

23. All Hirers are responsible for seeing that all exit doors are shut and secure before they exit the building and lock the main door. The car park gates must be closed and locked after each event. .

 

24. In the Hall's car park, preference is to be given to disabled drivers. There is a large public car park opposite the building. Please read the Notice advising the time that the entrance to the car park is closed. 

 

25. The Management Committee shall not be held responsible for loss or damage to personal property, either in the Hall, the Car Park or in the area around the building. Any property left is at the owner's risk.

 

26. The Hirer shall make these Terms and Conditions known to all persons concerned and must ensure that there is a person in charge and present at all times during their event and that that person has read, understood and agreed to be bound by these Terms and Conditions and the Hall's Rules of Emergency procedures displayed on the Hall notice boards.

 

27. First Aid and Body Fluid Kits: all hirers are required to provide their own First Aid/Body Fluid Kit.

 

The Management Committee would appreciate your co-operation in the application of these conditions to keep the Hall in order for the next users. Thank you. 

 

Thank you for your continued support of the VMH. If clearing up late at night, we would be grateful if you would do so quietly, especially in the car park area. Thank you.

 

The Memorial Hall's Management Committee

Sept 2026