The Bourtons Community Hall - to book please see the note under Related Information

The Bourtons Community Hall was built as part of the Garners Field new development, on land kindly gifted to the village by the Townsend family. It is a purpose built venue available to all with prior booking.  It has a large interior space with a welcoming foyer and very well appointed kitchen and bar area. The well-lit main hall, equipped with blackout blinds, is approximately 11.5m x 8.5m. Capacity up to 140, (100 seated).

There is level access throughout for visitors and guests with mobility problems.

There is a good outdoor space, accessed by double patio doors from the main hall, with a paved area in a semi-circle of mown grass. This area is equipped with a double outside power point. There is space for a marquee for increased capacity for large gatherings. Adjacent to the grounds there is a play area for young children.

There is a good sized, carpeted meeting room, equipped with tables, upholstered chairs and black-out blinds,  Wi-Fi is available for guests using any part of the hall. Capacity approx. up to 20 people, 7.5m x 3.5m (average, L-shaped room)

The hall has car parking spaces for 23 vehicles including two designated for disabled users and 11 cycle stands.

Baby changing facilities are available in the both the ladies’ and gentlemen’s cloakrooms. There is also a fully equipped disabled WC.

The hall is insured for up to 140 people. There are tables and chairs in the hall area to be used as required for your event. (Total 100 chairs and 14 rectangular folding tables 1830x760mm) All hiring rates include heating, use of the kitchen (incl. crockery and cutlery) and the Bar (incl. wine glasses & tumblers). All hiring includes Wi-Fi.

The spacious kitchen is equipped with crockery, cutlery, two refrigerators and two freezers, two ovens and a hob for cooking.  The bar is well equipped with glasses and a glass washer and under-counter refrigerator. Both the bar and kitchen have shuttered serving hatches to the main hall.

To book please email Sue or text or ring 07967 631770.

If you wish to visit the hall prior to booking, this can be arranged for you.


Related Information

If want to Hire the COMMUNITY Hall please e-mail Sue

Rates for Hiring the Community Hall


All hiring rates include:

  • Heating
  • Use of the kitchen (inc crockery and cutlery)
  • Use of the Bar (inc wine glasses & tumblers).
  • Wifi

For people who use the hall monthly or more often, the following rates apply:

Main HallMeeting RoomMain Hall & Meeting Room
£12 (per hour) £10 (per hour) £19 (per hour)

For those who live in Little Bourton or Great Bourton, the following rates apply:

Main HallMeeting RoomMain Hall & Meeting Room
£12 (per hour) £7 (per hour) £16.50 (per hour)

For those who DO NOT live in Little Bourton or Great Bourton, the following rates apply:

Main HallMeeting RoomMain Hall & Meeting Room
£20 (per hour) £12 (per hour)£28 (per hour)

24-hour, 48-hour, and wedding hires available and quotes given on request.

Hire Agreement

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:  1186010
Authorised Representative:  Claire Yates.
Address: The Bourtons Community Hall, Main Street, Great Bourton, Banbury  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.
Terms & Conditions

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. Use 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.

9. Risk Assessment

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

10. Means of Escape

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

11. Outbreaks of Fire

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

12. 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.

13. 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.

14. Cooking with Gas Cylinders

Cooking with gas cylinders is not allowed inside the premises.

15. 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.

16. 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). 

17. 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 

18. Heating

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.

19. 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.

20. 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.  

21. Animals

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.

22. 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.

23. 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.  

24. Smoking and Vaping

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



Any hirer wishing to use a barbecue outside at the hall must –

  1. Notify the booking secretary well in advance
  2. Carry out their own risk assessment, taking into consideration the points below.
  • You may only use a gas-fired barbecue. It must be in good condition and the people using it must be familiar with its proper use. They should also know how to treat burns and scalds.
  • Be careful where you position the barbecue – it should be on level ground, at least 2m from the hall building and well away from anything flammable like the shed, fences, trees or any gazebos / awnings. The edge of the patio may be the best place. Barbecues are not permitted in the car park.
  • Consider how you will prevent people coming too close, including inadvertently.
  • Keep a bucket of water nearby for emergencies.
  • Never leave the barbecue unattended including while it is cooling down.
  • Ensure that children are not left unsupervised near the barbecue – little ones could trip and fall, while older children might hurt themselves trying to help.
  • Use long-handled tools and use heat-proof gloves where appropriate.
  • Be careful of steam when opening foil parcels.
  • Be aware that dogs and other animals are not allowed on site but one could run in from outside so keep a look out.
  • Remember that the metal parts of a barbecue can become hot – do not try to move it until it has cooled down.
  • Ensure that food is properly cooked.


NB The use of disposable barbecues and charcoal barbecues is not permitted. They represent too great a fire risk and there are no facilities on site for the disposal of hot (or cold) coals.

Emergency Evacuation Plan

Emergency Evacuation Plan

To be activated in the event of Fire, Bomb Threat or Utility Failure.

The hirer or responsible nominated persons must activate this plan and be present for the hire period.

The Hirer or nominated responsible persons must consider the evacuation process and details to be provided to the emergency services when carrying out the event risk assessment prior to commencement of the hire period. The emergency services should be contacted using a personal mobile or by speaking to a homeowner in the immediate vicinity.


Information Required by the Emergency Services

The hirer or nominated responsible persons must provide the following details to the emergency services:

  1. The name of the building – The BOURTONS COMMUNITY HALL.
  2. The postal address – Main Street, Great Bourton, OX17 1QU.
  3. Give the telephone number of the phone by which you have contacted the service.
  4. Brief circumstances i.e. approx. location of fire or description of threat.
  5. Describe the Community Hall car park entrance and note landmarks i.e. opposite the Barnstones caravan site.
  6. Provide the location of the power cabinet to the Officer controlling the incident – it is in the induction loop cupboard next to the kitchen.


Evacuation Assembly Point.

The fire assembly point is situated in the Car Park next to the electrical station which is near the entrance to the Car Park.


In the Event of a Fire or Requirement to Evacuate the Building:

In the event of a fire, please activate the fire alarm and make your way to the nearest fire exit and out of the building to the assembly point next to the substation near the front of the carpark) in a calm and orderly manner.  If there is not a fire, please do not activate the fire alarm but evacuate the building in the same manner and contact the emergency services.


Returning to the building is strictly prohibited until you have been told it is safe to do so by the Officer controlling the incident. The silencing of the fire alarm must never be an indication that it is safe to re-enter the building.


The hirer or nominated responsible persons is to make themselves known to the Officer in charge and provide local knowledge of the incident as requested.


This Plan Contains:


  1. Responsibility of Hirer or Nominated Responsible Persons If an Emergency Is Declared;
  2. How to Warn Attendees of An Emergency;
  3. Identification of Vulnerable Persons and Those at Risk
  4. Identify Organisers with Special Duties Such as Fire Marshals;
  5. Identify the Fire Assembly Point;
  6. Training That May Be Required by Event Organisers and Their Helpers.


  1. Responsibility of Hirer or Nominated Responsible Persons if an Emergency Is Declared.

In the event of an emergency, the hirer or nominated responsible persons shall implement the Emergency Action Plan, using any additional control measures identified on their event risk assessment.



They must ensure:

  1. The alarm is sounded, by operating a call point if necessary or shout “fire” in the event of a system failure.
  2. The hirer or nominated responsible persons must contact the required emergency service and liaise with the Officer in charge when they arrive.
  3. Fight any fire only if trained and it is safe to do so.
  4. Conduct a roll call of persons attending the event.
  5. Ensure key helpers have a clear understanding of their role and provide instruction if required.


  1. How to Warn Attendees of An Emergency:

The hirer or nominated responsible persons must inform all attendees of what to do in case of an emergency and advise them of the nearest exits. Individuals may activate the Fire Alarm System by operating the call point adjacent to any emergency exit.


The fire alarm is an instruction to all occupants to evacuate the building without delay. In the unlikely event that a call point is activated inadvertently, the responsible person should identify the call point which has been activated and reset it.


  1. Resetting the call point.
    1. A yellow tag will appear in the top right-hand corner of the clear panel of the call point.
    2. Insert the black key into the hole above the yellow tag in the call point case
    3. Rotate the key clockwise one quarter of a turn until the unit resets and remove the key


  1. Silencing the Alarm and Resetting the System – (The key is on top of the unit or you can use the code 8737)
    1. Go to the Fire Panel which is on the left of the main entrance door.
    2. Insert the key beneath the clear hinged cover and rotate the key clockwise one quarter of a turn until the amber light is on.
    3. Press the alarm buttons in this sequence – “Silence Alarm2 – “Silence Buzzer” – “Reset System”
    4. Rotate the key anti-clockwise one quarter turn and place the key on top of the unit.
    5. Check that only the green power light is on, close the cover and report the incident to the booking clerk.


  1. Identification of Vulnerable Persons and Those at Risk

Additional help must be provided to individuals with mobility, hearing, or impaired sight to ensure additional help is provided in an emergency. This should also include purpose groups and the elderly.


  1. Identify Organisers with Special Duties Such as Fire Marshals:

At the event planning stage, the risk assessment will identify the number of expected attendees. A maximum of 120 persons are permitted within the building at any one time and two fire marshals or stewards should be nominated for every 100 persons expected.


  1. Identify the Evacuation Assembly Point Outside of the Building:

All attendees should be notified of the evacuation assembly point (This is marked in the Car Park).  Attendees should make their way to that area and report to the event organiser for a roll call. The person conducting the roll call should be notified of any missing individuals. Such information shall be passed to the Senior Officer of the Emergency Service in attendance.


  1. Training Required by Event Organiser’s and their Helpers:

During the risk assessment phase of planning an event at The Bourtons Community Hall the hirer or responsible person/event organiser will assess if they or attendees with special duties require additional training and ensure that any necessary training is completed.

GDPR and Privacy Policy

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