Terms and Conditions

Please follow the link below to our current Booking Terms and Conditions.

Marden Parish Hall – Booking Terms and Conditions of Hire

1. Introduction
   These Terms and Conditions apply to all bookings of Marden Parish Hall. By making a booking, the Hirer agrees to comply fully with these conditions and accepts responsibility for all individuals attending their event.
   “Marden Parish Hall” refers to the building, grounds, equipment, and facilities managed by the Marden Parish Hall Management Committee.
   “Hirer” refers to the individual or organisation making the booking.
2. Booking Process
   Bookings must be made through the dedicated Hallmaster online booking system or with the Hall Booking Officer.
   A booking is not confirmed until:
   a completed booking form has been submitted
   The deposit (if applicable) has been paid
   Confirmation has been issued by the Hall
3. Hire Charges and Payment
   Hire charges are published separately and may vary for parishioners and non-parishioners.
   Full payment must be made before the event unless otherwise agreed.
   Additional charges may apply for:
   Extended hours
   Damage
   Extra cleaning
   Use of specialist equipment
4. Deposits
   A refundable damage/cleaning deposit may be required.
   Deposits will be returned after the event provided:
   No damage has occurred
   The hall is left clean and tidy
   No additional time or services were used
5. Cancellation Policy
   If the Hirer cancels:
   More than 14 days before the event:- A full refund is given
   7–14 days before the event – 50% refund
   Less than 7 days – no refund
   The Committee reserves the right to cancel bookings due to:
   Emergency repairs
   Safety concerns
   Adverse weather
   Unforeseen circumstances
   Full refunds will be issued in these cases.
6. Use of the Premises
   The Hirer must ensure:
   Supervision of all attendees
   All activities are safe and appropriate
   Noise is kept to a reasonable level,
   Respect of neighbouring properties
   Use of only the areas included in the booking
   Children are always supervised
   The Hirer may not:
   Sub-let the hall
   Use smoke machines, fireworks, or open flames without written permission
   Bring hazardous materials onto the premises
7. No Smoking The entire hall and the surroundings including the car park, verandah and village green is a no smoking area
8. Access and Security
   The Hirer is responsible for:
   Opening and securing the hall (unless otherwise arranged)
   Ensuring all lights, appliances, and taps are turned off
   Checking all doors and windows are locked on departure
   Keys must not be copied or passed to third parties.
9. Fire Safety
   The Hirer must:
   Familiarise themselves with fire exits and assembly points
   Ensure exits remain clear
   Follow the hall’s Fire Safety Instructions
   Call 999 in the event of a fire
   Candles, open flames, and pyrotechnics are prohibited unless approved in
   writing.
10. Health and Safety
    The Hirer must: Report hazards or incidents immediately
    Ensure safe use of equipment
    Prevent overcrowding
    Keep floors clear of spillages and obstacles
    Record any accidents in the Accident Book (A First Aid kit is available in the kitchen)
11. Alcohol and Licensing
    Alcohol may be consumed without a licence, provided it is not sold.
    If alcohol is to be sold, the Hirer must obtain a Temporary Event Notice (TEN)
    from Herefordshire Council.
12. Music, Entertainment, and Noise
    Music must finish by the agreed time stated on the booking form.
    The Hirer must ensure noise does not disturb neighbours.
    All entertainment must comply with licensing laws.
13. Kitchen and Catering
    The Hirer must:
    Leave the kitchen clean and tidy
    Dispose of waste appropriately
    Supervise children at all times
    Follow basic food hygiene practices
14. Cleaning and Waste Disposal
    The Hirer must:
    Leave the hall in the condition it was found
    Sweep floors
    Wipe surfaces
    Remove decorations, tape, and rubbish
    Return furniture to its original layout
    Failure to do so may result in additional charges.
15. Damage and Loss
    The Hirer is responsible for:
    Any damage to the hall, equipment, or grounds
    Loss of keys
    Additional cleaning required
    Costs will be deducted from the deposit or invoiced separately.
16. Safeguarding
    Hirers working with children or vulnerable adults must:
    Provide their own safeguarding policy
    Ensure appropriate DBS checks
    Supervise participants at all times
    The hall does not provide staff supervision.
17. Dogs Dogs are allowed in the hall provided they are kept under control at all times
18. Parking
    Parking is available but not guaranteed.
    The Hirer must ensure emergency access routes remain clear.
19. Loss of Property
    Marden Parish Hall accepts no responsibility for:
    Lost or stolen items
    Damage to personal property
20. Compliance
    The Hirer must comply with:
    These Terms and Conditions
    All hall policies (Fire Safety, Safeguarding, Privacy, etc.)
    All relevant laws and regulations
21. Policy Review
    These Terms and Conditions will be reviewed annually by the Management Committee.
22. Acceptance
    By signing the booking form, the Hirer agrees to these Terms and Conditions.