Booking Conditions

LANGHAM VILLAGE HALL, CHURCH STREET, LANGHAM, LE15 7JE

Registered Charity No: 522341

TERMS AND CONDITIONS OF HIRE: August 2025

The Hall is let subject to the following terms and conditions and at the discretion of the Trustees. The Trustees’ decision is final in every application for hire.
If the hirer is not going to be present during the hire, s/he must appoint a representative person, over the age of 21 who will be present throughout the period
of hire and take responsibility for compliance with these terms and conditions.

Bookings

The purpose of the hire must be notified to the Booking Secretary when the hire is arranged. The hirer should advise whether they intend to make use of the
kitchen facility Every endeavour will be made by the Trustees to fulfil any booking, but they retain the right to cancel any booking should the need arise. In such cases the Trustees’
liability will be limited to the refund of monies paid in respect of the booking All fees should be paid in advance. Preferred method of payments is BACS .

Bank details

  • Bank HSBC
  • Sort Code:  40-35-21
  • Account:  71056093.
  • Account name: Langham Village Hall.
  • Reference: booking date and name of hirer.

Please advise the Booking Secretary when you have made the payment.
Cheques should be made payable to Langham Village Hall
Two weeks’ notice must be given of any cancellations otherwise the hire fee may be payable in full.

Hire Restrictions

The maximum number of persons present at any one time in the building must not exceed 120. The maximum number of persons to be seated at any
event in the Main Hall is 90. The maximum capacity of the Ruddle Room is 40.

All music must end by 11.30pm and the hall must be vacated by 12am.

Alcoholic drinks may be consumed on the premises, but the hirer may not make any charges for providing alcohol unless they have obtained a licence from Rutland
County Council.

The Hall has a no smoking policy (including e-cigarettes).

All items brought into the hall by the hirer must be removed at the end of the period of hire unless agreed by The Trustees/Booking Secretary.

The Trustees will not accept liability for any injury, loss or damage incurred by hirers or any person whilst using the hall, including loss or damage to goods or property left in the hall Safety – as a minimum the hirer should: Consider risk issues to ensure safety of the hall users. Identify any specific precautions/actions that are required to ensure the safety of visitors to hall. Specific requirements may be needed for disabled persons, children etc.Consider how s/he will evacuate the building in the event of a fire or other emergency, locate the 3 fire exits from the building and check they are unobstructed and remain so, and check the position of fire extinguishers/fire blankets and their modes of operation. Fire exits must always be kept clear. Locate the first aid box in the corridor and record any accident that occurs in the Accident report book located in the corridor next to the first aid box.

All portable electrical appliances brought in and used/stored in the Hall should be PAT tested and labelled as having been tested. No alterations may be made to electrical circuits.
Report any defective or damaged equipment or facilities to the Booking Secretary.
Where possible a notice should be attached to the defective equipment warning that
it is not to be used

Insurance

Langham Village Hall holds Public Liability Insurance. The insurance does not cover the Hirer for loss as result of his/her own actions or inaction. It is recommended that the hirer has adequate insurance in force for all legal liabilities which could arise, including death or personal injury to third parties, damage to hall property or the property of others, arising out of occupation and activities whilst at the Hall premises.

Insurance for Bouncy castles/inflatable devices

If you want to have a Bouncy Castle/inflatable device at your party, you must first seek permission from the Trustees/Booking Secretary and you must have your own public liability insurance to cover its use. The Trustees will require your written confirmation of this. Langham Village Hall’s own insurance policy does not cover accidents related in any way to bouncy castles/inflatable devices. The person responsible for supervising the bouncy castle/inflatable device is also responsible for insuring it. Thus, if the hirer of the hall for a party is supervising the inflatable, they must have their own public liability insurance to cover its use. They may already be covered under their contents policy but should check with their insurer. If their contents insurance does not cover their liability for this supervision, they would need to take out a one-off policy in respect of this, which could be obtained online. If the company from which the bouncy castle is being loaned will be present at the party to supervise its use, then they should have their own public liability insurance, and the hirer of the Hall/inflatable device should check that this is the case.

Kitchen

crockery/glassware/cutlery and some cookware is provided for use by all hirers, together with a kettle, water boiler, oven, microwave and fridge. To comply with Food Hygiene standards, users of the kitchen must follow the instructions which follow:

OPENING CHECKLIST

Before serving, handling or preparing food in the kitchen:

  • Switch hot water on the wall switch 20 minutes before you need it.
  • Use clean J cloths for cleaning surfaces and washing up-please use NEW cloths as necessary and dispose of old cloths in bin.
  • Wash hands using antibacterial hand wash prior to handling any food/drink.
  • Wash food preparation surfaces with hot, soapy water, then use the sanitising spray provided prior to food/drink preparation or handling.
  • -Use the small corner sink for HAND WASHING. The main sink is for washing up.
  • Use paper hand towels for hand drying.
  • Ensure you inform people FOOD ALLERGEN information is available on request.
  • Ensure handbags/shopping bags are not placed on surfaces where food is prepared or served.

CLOSING CHECKLIST

Before leaving:

  • Ensure no food or drink you brought in is left in the kitchen or fridge. Take it home with you.
  • Put used tea towels in the bucket under the sink
  • Make sure all sink water taps are turned off.
  • SWITCH OFF THE HOT WATER BOILER AT THE WALL
  • Clean and disinfect all surfaces as above, including hob, microwave etc. if used.
  • Put all rubbish in the Grey and Black dustbins outside the rear exit. The Black bin is for household waste that can’t be recycled, such as food and nappies. The Grey bin is for recycling waste, such as plastics, glass, paper and cardboard. Please use them appropriately and take home any excess rubbish.
  • Ensure the floors of the Main Hall/Ruddle Room (if used) are swept and mop any
    spills.
  • Ensure all washing up is done, dried and put away. Please do not leave any cutlery, crockery or pots in the sink or dishwasher.
  • Any concerns about the kitchen should be reported to the Trustees: names and contact details are in front of the Green File in the Corridor and on the noticeboard outside the Hall.

Baby change facilities

Located in the Ladies’ toilet and in the Disabled toilet which is available for use by all.

Tables and chairs

Tables and chairs should be moved with care so as not to damage walls, woodwork or floors, using the trolleys provided for the chairs. Tables must be returned to the Table Store adjacent to the Ladies’ toilet after use and chairs stacked in the Hall in stacks not more than 6 chairs high. Tables and chairs must not be taken outside the hall.

Parking

Parking is available in Church Street on a first come, first served basis, (the Hall does not have any reserved parking spaces). Please park considerately and ensure that the small road which runs past the Hall’s main door is not blocked: it is the driveway to a private house.

Condition and Security of the hall

the hirer must ensure that the hall is left secure and undamaged. Doors and windows must be closed and locked securely after hire and the key replaced in the key box once the main door has been locked.
Leaving the hall and entrance to an acceptable standard of cleanliness is a condition
of letting. Cleaning equipment is in the cupboard next to the Disabled Toilet in the
rear corridor. Any spillages should be dealt with promptly,

Important – please check these items before you leave:

all lights (except the Emergency light in the Corridor), any standalone electric heaters, and the hot water
system boiler and urn in the kitchen are switched off.

  • The main heating system/radiators must not be touched as heating is controlled remotely by the Trustees.
  • To avoid causing damage, adhesive tape, drawing pins, nails, etc must not be used as fixings in the Hall. Blu-tack may be used on doors, windows and woodwork only.
  • Notices may be placed by regular users only on the notice board provided.
  • A charge may be made to cover the repair of any damage or breakages arising during a hire.
  • Particularly for evening bookings, please leave the Hall quietly to avoid disturbing our neighbours.