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Potton Hall for All Conditions of Hire – 2025/2026

Potton Hall for All Community Building, Hutchinson Rise, Potton SG19 2DZ

Potton Hall for All Community Building is owned by Potton Town Council but is run by Potton Hall for All charity through a Hall management committee consisting of charity trustees, Potton Town Council members/staff and other volunteers representing Potton interests.  Bookings are made via Potton Town Council.

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For the purpose of these conditions, the term HIRER shall mean an individual HIRER or, where the HIRER is an organisation, the authorised representative. The term CHARITY refers to Potton Hall for All CIO charity. The term HALL MANAGEMENT refers to the Potton Hall for All Management Committee. The term COUNCIL refers to POTTON TOWN COUNCIL.

 

This policy and terms of booking apply to all HIRERs as follows: 

  • Potton (parish of) residents (individuals) 

  • Non- residents of Potton (individuals) 

  • Group and activity organisers, whether regular or non-regular bookings 

  • Local organisations and community groups, whether regular or non-regular bookings 

  • Businesses wishing to use the Hall 

  • Registered charities 

  • Trustees of the CHARITY

  • COUNCIL Staff 

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1. Age

​The HIRER, who must be over the age of 18, will ensure that no person under the age of 18 is allowed to attend the event unless supervised by a suitable number of adults to ensure that control is retained.  In addition they shall ensure behaviour (including proper supervision of car parking arrangements to avoid obstruction of the highway) is acceptable at all times. 

2. Supervision

During the period of hire, the HIRER will be responsible for:

• supervision of the premises 

• the fabric and contents of the building 

• prevention of damage to the building however slightSupervision

• the behaviour of all persons using the premises whatever their capacity

• any portable item that is moved by the HIRERs is done so at their own risk.

3. Use of Premises

The HALL MANAGEMENT reserves the right to refuse or decline any applications for the hire of the building.

The HIRER shall not use the premises for any purpose other than that described on the hiring agreement and shall not sub-hire, use or allow the premises to be used for any unlawful purpose or in any unlawful way. The HIRER shall not do anything or bring on to the premises anything which may endanger the same or render invalid any insurance policies in respect thereof.

 

The HIRER should note that bookings must include time for setting up and for example, clearing away and leaving the room/hall as it was found. 

All heating is pre-set and should not be altered. 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 MANAGEMENT. Portable Liquefied Propane Gas (LPG) or any other form of combustion heating appliances shall not be used.

No items are to be fixed to any of the walls except on the official noticeboards or with the prior consent of the HALL MANAGEMENT.

Fire doors must not be opened except in an emergency or for access of equipment. This is to comply with the conditions placed on the hall controlling escape of noise. 

4. Safety

It is the responsibility of the HIRER to ensure that the area of the hall being used is adequate and safe for the activity planned. 

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 current electrical safety standards. 

The HIRER must make himself aware of the location of the Fire Exits and Extinguishers, to ensure that these are always kept clear of any obstruction and that the Fire Exit Signs are illuminated.

Accidents and dangerous occurrences - The HIRER must report all accidents involving injury to the public to the HALL MANAGEMENT as soon as possible and complete the relevant section in the Potton Hall for All’s accident book. Any failure of equipment belonging to the Potton Hall for All or brought in by the HIRER must also be reported as soon as possible.

Explosives and flammable substances - The HIRER shall ensure that:

(a) Highly flammable substances are not brought into or used in any part of the premises including the grounds of the building.  Any sets/scenery/curtains being brought into the Hall must be fireproofed and 

(b) No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall be erected without the consent of the HALL MANAGEMENT. No decorations are to be put up on or near light fittings. 

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 provide a refrigerator.

5. Smoking/Vaping/Naked Flames/Fireworks

The HIRER should note that by law, smoking/vaping is not permitted anywhere in Potton Hall for All and the HIRER is responsible for ensuring that this condition is strictly enforced. The HIRER shall ensure that anyone wishing to smoke does so outside and disposes of cigarette ends, matches etc. in a tidy and responsible manner, so as not to cause a fire or littering.

Smoke machines, naked flames and candles (except birthday cake candles) must not be used.

No fireworks are to be used in any part of the premises including the outside spaces.

6. Bars and Licensing

Potton Hall for All community Hall will eventually be a licensed premises. Until that is in place the HIRER must ensure that a temporary licence for sale or supply of alcohol, the provision of public entertainment and music copyright licensing is in place as application to the hire. 

For more information and how to apply see CBC website: https://www.centralbedfordshire.gov.uk/info/59/licensing 

7. Child and Vulnerable Adult Protection

The HIRER shall ensure that any activities for children and vulnerable adults complies with relevant legislation and Potton Hall for All’s policy.

8. Noise and Nuisance

The HIRER will adopt all reasonable measures and provide adequate supervision to prevent disturbance inside or outside the premises and to prevent any activity likely to be a nuisance. The HIRER shall, if using sound amplification equipment, make use of any noise limitation device provided at the premises. Fire doors must not be open to any extent when amplified music or voice is being used in the main hall or meeting rooms.

The maximum allowable sound level within the hall 85 dB (LAeq,1min), when all of the external doors fully and properly shut.  Low frequency sound should not be dominant.  

The Hall for All must operate in a way that does not cause disturbance for our neighbours and there are strict conditions on the noise emitted from hall into the surrounding area.  In all cases, the HALL MANAGEMENT have the final say on the sound levels and operation of the hall.  If the HIRER is directed by HALL MANAGEMENT to reduce the level or balance of sound being produced, it is a requirement of this hire agreement that you do so immediately and for the duration of your hire.  

The HIRER shall ensure that in order to avoid disturbing neighbours to the Potton Hall for All and avoid violent or criminal behaviour; care shall be taken to avoid excessive consumption of alcohol. No illegal drugs may be brought onto the premises or grounds. 

9. Indemnities and Insurance

The HIRER shall be responsible for the cost of repair of any damage done to any part of the building including the grounds and car park thereof or the contents of the building, which may occur during the period of hire.

The Public Liability Section of the Potton Hall for All’s insurance policy will extend to cover non-commercial HIRERs of the facilities, but only whilst they are on the premises. If the HIRER undertakes trips or visits away from the building, they will require their own Public Liability Insurance for such occasions.

Under no circumstances will the CHARITY be held responsible, and accordingly the HIRER is, for any accidents that occur during the period of hire.

It is the responsibility of the HIRER to ensure that any hired-in equipment they bring onto the site or building is insured.  Also they must ensure that they are properly trained and qualified to use such equipment and that it is safe to use for its purpose.

Commercial HIRERs or people running classes - The Potton Hall for All Insurance Policy does not cover commercial users, i.e. businesses or anyone who makes a charge for his/her class and retains the fees for personal use. The HALL MANAGEMENT therefore request a copy of your Certificate of Public Liability Insurance on return of the booking form for any such hires.

Bouncy castle/inflatables: the HALL MANAGEMENT will allow the use of bouncy castles under the following conditions:

1. When booking, the hirer must declare that they intend to have a bouncy castle. This declaration will imply a commitment to make sure that:

  • The bouncy castle will be supervised at all times by an adult (over 18).

  • Public liability insurance will be provided either by the supplier or the hirer*.

2. Before the actual booking, the hirer must confirm that insurance is in place and must be prepared to provide evidence for this.

The HALL MANAGEMENT reserves the right to prohibit the use of the castle, or even to cancel the booking if appropriate evidence is not provided on request.

Additionally, the hirer should ensure that the Hire Company (the supplier) complies with the latest Health and Safety Executive Guidance, and if not operating it themselves, provides the HIRER with adequate instructions about setting up, operation and supervision and provides associated safety equipment for safe indoor use.

10. Hire Periods, Payments and Deposits

All HIRERS must ensure that the booking form is accompanied by full payment and deposit at the time of booking. Bookings will be confirmed once the price is agreed and a deposit received. Payment will be by electronic transfer (e.g. BACS). Cheques are not accepted. The booking fee must be paid before the hire takes place.  

For regular users, a deposit may be required and will need to be agreed with the HALL MANAGEMENT in advance of the first usage. Regular users may wish to discuss a payment plan.

Any deposits will be refunded within 28 days of the termination of the period of hire (or last hire) provided that no damage or loss has been caused to the premises and/or contents nor complaints made to the management about noise or other disturbance during the period of the hiring as a result of the hiring. If additional cleaning costs or staff costs are incurred, they will be deducted from the deposit.
 

Deposits Required

  • Events for children under 5 years old £50

  • Events for children from 6 to 12 years old £50

  • Events for teenagers and young adults up to 25 years old £200

  • Events for adults over 25 years old and children’s parties £100

  • All other events £250. Additional damage waivers may apply for use of other equipment.

Minimum hire period:

a. 1.5 hrs for regular non-commercial users

b. 3 hours for non-commercial, non-regular users

c. 4 hours for commercial users and thereafter in blocks of 30 minutes

11. Discounts

A discount rate has already been applied for local Potton residents. Proof of residency at the time of booking will be required. Potton residents are those living within the parish of Potton as shown on this map: https://www.pottontowncouncil.co.uk/map/ 

 

Local registered charities may apply for a discounted rate, which will be at the discretion of the HALL MANAGEMENT.  Only one discount can be applied against a booking.

 

Additional services such as refuse collection, room set and clear away, caretaker assistance and specialist cleaning can be provided on request at additional charge.

12. Parties/ Events

The HIRER, if running an event/party, requires Caretaker assistance for the duration of the event, there may be an additional charge. The HIRER may be required to have an induction with HALL MANAGEMENT staff. This will consist of fire safety, security and other instructions and will be coordinated via email.

The use of Bouncy Castles and other inflatables is not permitted without prior, written, permission.

13. Cancellation

If the booking is cancelled by the HIRER with less than 7 clear days’ notice, the total hire charge will be forfeited, if less than 14 clear days’ notice 50% of the total hire charge and £15 for any other cancellation.

HALL MANAGEMENT reserves the right to cancel this hiring by written notice to the HIRER in the event of:

  1. The premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election.

  2.  reasonably considering that (i) such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements, or (ii) unlawful or unsuitable activities will take place at the premises as a result of this hiring.

  3. The premises becoming unfit for the use intended by the HIRER.

  4. 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 the HIRER shall be entitled to a refund of any deposit already paid, but the CHARITY shall not be liable to the HIRER for any resulting direct or indirect loss or damages whatsoever.

14. Building Capacity

The maximum number of persons, including staff, who may be permitted to use the Potton Hall for All at any one time is:

  • Meeting Room 1 - 50

  • Meeting Room 2 – 35

  • COUNCIL Office (not available to hire)

  • Main Hall: 90 for dining; 200 seated (concert audience); 250 for dancing/public assembly

15. Completion Of Hire

On completion of the usage or event, the HIRER is required to:

  • stack tables and chairs neatly and safely in their original location according to instructions provided by the HALL MANAGEMENT or signage

  • all rubbish, food and recycling waste are to be removed by the HIRER at the end of the hire period

  • ensure that all toilets are left in a clean and tidy condition

  • ensure that the kitchen is clean and tidy, and surfaces wiped down – unless paying for cleaning

  • remove all HIRERs items from the main hall, meeting rooms and kitchen area including fridge(s)

  • check that all electrical appliances are turned off except refrigerators

  • ensure that all windows are closed, and the building is secure (do not leave until the person locking up has arrived)

  • ensure that the hall is left as you would wish to find it.

 

If necessary, the HIRER is requested to sweep, but not to wash the floor after use, as this requires specialised equipment.

16. Storage

There is limited storage at the Hall and items can only be stored after agreement with the HALL MANAGEMENT for which an appropriate or annual charge will be made. 

HALL MANAGEMENT accepts no responsibility for any stored equipment or other property brought on to or left at the premises, and all liability for loss or damage is hereby excluded. All equipment and other property (other than stored equipment) must be removed at the end of each hiring or fees will be charged for each day or part of a day at the hire fee per hiring until the same is removed.

HALL MANAGEMENT may use its discretion in any of the following circumstances:

(a) Failure by the HIRER either to pay any charges in respect of stored equipment due and payable or to remove the same within 7 days after the agreed storage period has ended.

(b) Failure by the HIRER to dispose of any property brought on to the premises for the purposes of the hiring. This may result in the HALL MANAGEMENT disposing of any such items by sale or otherwise on such terms and conditions as it thinks fit and charge the HIRER any costs incurred in storing and selling or otherwise disposing of the same.

17. Animals

No animals (including birds) shall be brought into the premises or grounds/car park without the advance permission of the HALL MANAGEMENT except assistance/guide dogs. No animals whatsoever are to enter the kitchen at any time.

18. 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. In particular, the HIRER shall ensure that the total prices of all goods and services are prominently displayed, as shall be the organiser’s name and address.

19. No Rights

The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the HIRER.

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