EDINGTON VILLAGE HALL HIRING POLICY

Introduction

We welcome bookings from individuals or groups from the local community, from hirers outside of the parish and from the public sector and businesses.

Local and educational classes pay a reduced charge for hiring the hall.

Users must comply with the terms of the hire agreement.

Oversight of the bookings process lies with the Management Committee.

The committee shall review:

• All bookings submitted to the bookings team

• The hiring rates annually (at the next meeting held after the AGM)

• The hire agreement annually

• The hiring policy annually

The booking secretary will:

• Publish current hire charges on the Hall website

• Ensure a refundable security deposit is requested for all bookings

• Ensure that all hirers have completed and signed a booking form, including the latest terms and conditions before the booking commences

• Ensure the hirer understands that all rubbish is to be taken from the premises at the end of the session or part of their deposit will be withheld

• Keep the hire contracts in a file in a secure place

• Send out invoices monthly to regular users

• Send out invoices to all occasional users once deposit has been paid

The booking secretary will:

• Ensure that contact details for bookings are displayed on the external/internal notice boards

• Show new hirers around the Hall and explain the facilities available

• Issue regular hirers with a key and fob to gain access to the Hall subject to training in the entrance and exit procedures and signing for the key

• Open and close the hall for occasional users (or if the booking secretary is unavailable another committee member will be asked to do this)

Start-up of new groups or organisations:

• An inaugural meeting may be held free of charge where it is a local community group

• A reduced hiring fee may be offered for a period of time to enable a group to be established or to assist a group if deemed necessary. The booking will be reviewed at the end of a specific period of time by the committee.