The Bourtons Community Hall Standard Hire Terms & Conditions

These standard conditions apply to all hiring of The Bourtons Community Hall. If the Hirer is in any doubt as to the meaning of the following, the Hall Representative should immediately be consulted. 

1. The Hirer

The Hirer must be at least 18 years old to hire the Hall.

2. Supervision

The Hirer shall, during the period of the hiring, be responsible for: 

      • supervision of the premises;
      • the fabric and the contents of the premises;
      • the security in terms of opening and locking up the premises; 
      • the care of all those attending the premises and safety from damage however slight and 
      • the behaviour of all persons using the premises whatever their capacity 
      • proper supervision of car parking arrangements to avoid obstruction of the highway and the Garners Field housing development.
      • music can be played until 11.30pm

It is a condition of the agreement that, the Hirer shall make good or pay for all damage (including accidental damage) to the premises or to the fixtures, fittings or contents and for loss of contents.

3. of Premises

The Hirer shall not use the premises for any purpose other than that described on the booking form and shall not sub-hire or use the premises or allow the premises to be used for any unlawful purpose or in any unlawful way nor do anything or bring onto the premises anything which may endanger the same or render invalid any insurance policies in respect thereof nor allow the consumption of alcohol thereon without written permission.

4. Cleaning of Premises

The Hirer will leave the premises in the same state of cleanliness as it was when hired.  All tables, chairs and other equipment will be returned to the same place.  Once the Steward has inspected the hall after your event and is satisfied that the hall is left in an acceptable condition your deposit will be returned.

5. Betting and Lotteries

The Hirer shall ensure that nothing is carried out on or in the premises in contravention of the law relating to gaming, betting and lotteries.

6. Licences

If licences are required in respect of any proposed activity, beyond those already held by the Community Hall, then the Hirer should ensure that they hold the relevant licence and a copy lodged with the Community Hall. Please note the Community Hall is Licenced so that alcohol can be consumed on the premises, but if the Hirer intends to sell alcohol during their event then they will need to apply for their own “Temporary Event Notice” via Cherwell District Council.

7. Safeguarding

You must ensure that any activities for children, young people and other vulnerable adults are only provided by fit and proper persons in accordance with the Safeguarding Vulnerable Groups Act 2006 and any subsequent legislation.  When requested you must provide us with a copy of your Safeguarding Policy and evidence that you have carried out relevant checks through the Disclosure and Barring Services (DBS).

 8. Public Safety Compliance

Hirer shall comply with all conditions and regulations they are made aware of in respect of the premises by the Steward, Fire Authority, Local Authority, the Licensing Authority or otherwise, particularly in connection with any event which constitutes regulated entertainment, at which alcohol is sold or provided or which is attended by children.

    1. The Hirer acknowledges that they have received instruction in the following matters
      • The action to be taken in event of fire.  This includes calling the Fire Brigade and evacuating the hall and collection points;
      • The location and use of fire equipment (Include diagram of location when handing over keys);
      • Escape routes and the need to keep them clear;
      • Method of operation of escape door fastenings;
      • Appreciation of the importance of any fire doors and of closing all fire doors at the time of a fire.

2. The Hirer shall check the following items:

      • That all fire exits are unlocked and panic bolts in good working order;
      • That all escape routes are free of obstruction and can be safely used;
      • That any fire doors are not wedged open;
      • That exit signs are illuminated;
      • That there are no obvious fire hazards on the premises.

Risk Assessment

It is the responsibility of the Hirer to undertake their own risk assessments.

Means of Escape

All means of exit from the premises must be kept free from obstruction and immediately available for instant free public exit.

Outbreaks of Fire

The Fire Brigade shall be called to any outbreak of fire, however slight, and details given to the Hall Representative.

Health and Hygiene 

The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations. In particular; dairy products, vegetables and meat on the premises must be refrigerated and stored in compliance with the Food Temperature Regulations.  The premises are provided with a refrigerator.

Electrical Appliance Safety

The Hirer shall ensure that any electrical appliances brought by them to the premises and used there shall be safe, in good working order, and used in a safe manner in accordance with the Electricity at Work Regulations 1989 and have a current PAT certificate.  Where a residual circuit breaker is provided the hirer must make use of it in the interests of public safety.

Cooking with Gas Cylinders

Cooking with gas cylinders is not allowed inside the premises.

Bouncy Castles 

Use of Bouncy Castles or other Inflatable
Hirers should be aware of Health & Safety Executive guidance relating to bouncy castles and other inflatables: View the full guidance.

Key points in the full advice include:
There must be constant supervision by at least one suitably trained person.
Operating instructions must be supplied and should include the following guidance:

  • Restrict the number of users on the inflatable at the same time to the limit in the operator manual or on the unit label. Don’t exceed the user height limit and keep bigger users separated from smaller ones
  • Make sure users can get on and off safely, with safety matting at the entrance that is no more than 2 inches deep
  • People should not wear shoes or glasses, and should empty their pockets of all sharp or dangerous items
  • Anyone obviously intoxicated should not be allowed on
  • Don’t allow users to climb or hang on the walls

Additional precautions are needed if erected outside. Hirers who intend to include a bouncy castle or similar inflatable are assumed to have read and understood the HSE advice and will implement the basic safety controls listed above as a minimum.

Accidents and Dangerous Occurrences

The Hirer must report all accidents involving injury to the public to a member of The Bourtons Community management committee as soon as possible and complete the relevant section in the Community Hall’s accident book.  Any failure of equipment belonging to the Community Hall or brought in by the Hirer must also be reported as soon as possible.  Certain types of accident or injury must be reported on a special form to the local authority.  The Hall Representative will give assistance in completing this form.  This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR). 

Explosives and Flammable Substances

The hirer shall ensure that:

      • Highly flammable substances are not brought into, or used in any part of the premises; 
      • Candles can only be used on the premises with the consent of the Hall Representative; 
      • No decorations are to be put up near light fittings or heaters 


The Hirer shall ensure that no unauthorised heating appliances shall be used on the premises when open to the public without the consent of the Hall Representative. Portable Liquefied Propane Gas (LPG) heating appliances shall not be used.

Indemnity where hiring for commercial purposes

    • The Hirer shall indemnify and keep indemnified each member of The Bourtons Community Hall management committee and the Community Hall’s employees, volunteers, agents and invitees against (a) the cost of repair of any damage done to any part of the premises including the curtilage thereof or the contents of the premises (b) all claims, losses, damages and costs in respect of damage or loss of property or injury to persons arising as a result of the use of the premises (including the storage of equipment) by the Hirer, and (c) all claims, losses, damages and costs suffered or incurred as a result of any nuisance caused to a third party as a result of the use of the premises by the Hirer.
    • The Hirer shall take out adequate insurance to insure the Hirer and members of the Hirer’s organisation and invitees against the Hirer’s liability under paragraph 20(a) and all claims arising as a result of the hire and on demand shall produce the policy and current receipt or other evidence of cover to the Hall Representative. Failure to produce such policy and evidence of cover will render the hiring void and enable the Hall Secretary to rehire the premises to another hirer.

The Village Hall is insured against any claims arising out of its own negligence.

Drunk and Disorderly Behaviour and Supply of Illegal Drugs

The Hirer shall ensure that in order to avoid disturbing neighbours to the hall and avoid violent or criminal behaviour; care shall be taken to avoid excessive consumption of alcohol. Drunk and disorderly behaviour shall not be permitted either on the premises or in its immediate vicinity.  Alcohol shall not be served to any person suspected of being drunk nor to any person suspected of being under the age of 18. Any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way shall be asked to leave the premises.   No illegal drugs may be brought onto the premises.  


The Hirer shall ensure that no animals (including birds) except assistance dogs are brought into the premises, other than for a special event agreed to by The Bourtons Community Hall. No animals whatsoever are to enter the kitchen at any time.

Fly Posting 

The Hirer shall not carry out or permit fly posting or any other form of unauthorised advertisements for any event taking place at the premises and shall indemnify and keep indemnified each member of The Bourtons Community Hall’s management committee accordingly against all actions, claims and proceedings arising from any breach of this condition.  Failure to observe this condition may lead to prosecution by the local authority.

Sale of Goods

  • The Hirer shall, if selling goods on the premises, comply with Fair Trading Laws and any code of practice used in connection with such sales.  


  • Smoking is not permitted at any time in any part of the building.

Hiring Agreement

The Bourtons Community Hall Hiring Agreement between:

  1. The Bourtons Community Hall 
  2. The person or organisation named on the booking system (“Hirer”)

AGREED as follows

  1. In consideration of the hire fee, the Bourtons Community Hall agrees to permit the Hirer to use the premises for activities and for the period(s) described and recorded on the booking system.
  2. The details inserted in sub-clauses 3.1 to 3.5 below are terms of this agreement.
  3. This Hire Agreement includes the annexed Standard Conditions of Hire and the Special Conditions of Hire (if any) set out in the attached Schedule.

3.1     The Bourtons Community Hall

Registered Charity


Authorised Representative

Claire Yates & Trudy McCann


The Bourtons Community Hall

Main Street

Great Bourton


OX17 1QU


3.2   Hire Fee due as per calculation/rates on booking system.


3.3    Damage Deposit

A damage deposit of £50 will be required at the time of booking. This will be refunded to you as soon as we have inspected the premises after you have cleared up provided no damage has been identified.  The deposit can take up to 28 days to be returned. This does not limit the extent of your liability where the damage exceeds this figure.


3.4   Cancellation Costs

50% of the booking fee up to ten days before and 90% thereafter (unless circumstances allow the hall to waive these).

If you wish to cancel the booking before the date of the event and we are unable to conclude a replacement booking, we may, in our complete discretion, return the deposit or require payment of the hire fee. 

We reserve the right to cancel this Agreement by giving you written notice in the event of: 

(i) the premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election; 

(ii) our judgement that (a) such hiring will lead to a breach of licensing conditions, if applicable, or other legal orstatutory requirements, or (b) unlawful or unsuitable activities will take place at the premises as a result of this hiring; 

(iii) the premises becoming unfit for your intended use; 

(iv) an emergency requiring use of the premises as a shelter for the victims of flooding, snowstorm, fire, explosion or those at risk of these or similar disasters. 


In any such case you will be entitled to a refund of any deposit already paid, but we will not be liable to you for any resulting direct or indirect loss or damages whatsoever.


3.5    Payment Terms

The full cost of hire is due on receipt of email from The Bourtons Community Hall confirming the booking and is payable by bank transfer.


  1. Licences
    • The Village Hall has a premises licence authorising regulated entertainment and licensable activities.
    • The Village Hall has a PRS music licence authorising the performance and playing of live and recorded music.
    • The Village Hall is licenced for the use of alcohol on the premises.


  1. The Hirer agrees to be present at the hall during the hiring and comply fully with this Hire Agreement. (An authorised representative may be used when/if appropriate, this person needs to be named and advised to us and briefed in health and safety plus operating the hall.)


  1. It is hereby agreed that the Standard Conditions of Hire together with any Special Conditions of Hire shall form part of the terms of this Hiring Agreement unless specifically excluded by agreement in writing between The Bourtons Community Hall and the Hirer.


  1. None of the provisions of this Agreement are intended to or will operate to confer any benefit pursuant to the Contracts (Rights of Third Parties) Act 1999 on a person who is not named as a party to this Agreement.


  1. By accepting this hire agreement, you are agreeing that you have read and understood the full terms and conditions of this hire agreement and the standard terms and conditions that have also been provided to you.

GDPR and Privacy Policy

European Union GDPR (General Data Protection Regulations)

The EU GDPR is designed to help all of us have more control over our personal data, and how is it used.

Who does the information GDPR apply to?

Data subjects, being all visitors and users of any website who are members of the European Union, and therefore who submit personal data. [replace name]  is the data processor and data controller of this site. You can find out more about this law here.

Privacy Policy

Effective from 25th May, 2018

This Privacy Policy sets out how we use and protect information that you may provide when you use this website.  Your privacy is protected and important to us. If you provide identifiable personal information it will only be used to help us fulfil your project requirements.

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We may update this policy periodically, please check this page to ensure that you are in agreement with any changes.

What We Collect

Personal information, basically any data that can be used to identify or contact you is collected so we can service your requirements.  This could include your name, business name, address details, email, telephone numbers, or information pertaining to your exhibition stand requirements. You may also at times be asked to leave a message about your enquiry or project brief. Websites also collect your IP address through the use of Cookies (find out more about cookies below).

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What We Do With The Information We Collect

Information is saved until the enquiry is dealt with, and then archived with the project or on cloud based systems if you are an ongoing client. We also retain your contact details and information in the emails you have sent, but you can request to have your personal details deleted at any time.

We will not sell, distribute, or lease your personal information to third parties unless we have your express permission, or are required by law to do so. We may use your personal information to send you relevant information about services we offer, or information you need as part of the services we offer.

Data Security

In our continued commitment to ensuring that your information is secure and to prevent unauthorised access or disclosure, we have suitable physical, electronic and managerial procedures in place to safeguard and secure the information we collect online.

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Controlling your personal information

You may choose to restrict the collection or use of your personal information in the following ways:

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  • If you believe that any information we are holding on you is incorrect or incomplete, please write to, or email us as soon as possible at [replace email address]  We will promptly correct any information.

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