All bookings to be made in writing to Mr. Peter Evans, Clerk to Henlow Parish
Council, 44 Alexander Road, Stotfold, Hitchin, Herts. SG5 4NA. Telephone: 01462
735041. Email: email@example.com. A statement of
parents/guardians support must accompany bookings from people under 18 years
Confirmation of bookings
These will be issued by the Clerk to the Parish Council with an invoice for
To be paid before the date of the hiring, or, in the case of a fund-raising
event, not later than a fortnight afterwards. A £100 deposit (returnable)
will also be required for all private functions to cover any costs arising
from unsatisfactory condition or damage (see also condition 20).
The Hall will be opened and closed by the Caretaker at the times requested when
Entry to the Hall will not normally be allowed before 10.00am on the date of
the hiring (to allow for cleaning). If earlier access is required, this must
be arranged with the Caretaker and the Parish Clerk.
The Hall is not available for hire on Sundays or after midnight unless
application is made in writing to the Parish Clerk and the permission given.
The hirer must ensure that the Hall, toilets, cloakrooms, kitchen and all
areas of the Hall and its surroundings shall be left in a tidy and fit
condition, with spillages wiped up and the floor swept. Tables and chairs
shall be stored as found unless otherwise directed by the Caretaker.
The hirer shall ensure that any caterers, entertainers, licensees or other
such persons employed by them in connection with the hiring shall leave the
premises in a clean and fit condition, and the premises shall be vacated by
the time arranged when booking.
Only the one refuse bag provided shall be left at the Hall. All other refuse
is to be taken away.
Hall capacity and seating
The maximum permitted seating capacity for dining is 100 persons, with a
maximum of 72 for dining and dancing. The maximum number of persons for a
close-seated audience shall not exceed 135.
When seats are used for concerts, lectures, meetings and entertainment,
gangways and passages, not less than 4 feet in width, must be kept free from
Tickets for Discos
No tickets to be sold on the door for discos, as these are booked for private
The hirers shall acquaint them selves with the location of the fire
extinguishers, and action in case of fire. The hirer shall take due
precautions to prevent fire due to naked lights.
All doors and fire exit doors must be kept clear of any obstructions.
No electrical fittings shall be removed or changed in any way. If the hirer
wishes to install any additional electrical equipment, the Parish Council
must approve these, prior to hiring.
The Hall is not licensed for the consumption of intoxicating liquors. Any
hirer must make appropriate arrangements to obtain an Occasional Licence.
No entrance or exit doors shall be fastened up or taken off, and illuminated
EXIT signs must not be obscured.
Walls and ceilings
Nothing shall be hung on, nailed on, or suspended against the walls or
ceilings without the permission of the Council.
The Council does not accept responsibility for articles deposited in the
No cats, dogs, or other animals may be brought into the building without the
Council's permission, except for guide dogs.
The Hall may only be used for the purpose for which it is let to the hirer,
and the hirer shall not sub-let the Hall, or any part of it, to any other
The hirer must take all necessary steps to prevent disorderly conduct.
Members and Staff of the Council and Police Officers shall have the right of
access to the Hall.
Unsatisfactory condition or damage
If the Hall is left in an unsatisfactory condition, the kitchen dirty, the
toilets soiled, or if there is any damage, the hirer shall be held responsible
and will be charged an amount in payment for extra cleaning or repairs
required (see also condition 3 regarding the £100 returnable deposit).
Cancellations must be made in writing at least a week prior to the hiring,
otherwise the applicant will be responsible for the hiring charges.
Council may consider applications for reduced charges provided that the
hiring shall be of an educational or cultural nature and not for financial
Use of the Hall as a Polling Station
The Council reserves the right to cancel any booking should the premises be
required as a Polling Station for European, Parliamentary or Local Government
Elections. Any money paid will be refunded.