Bookings
Bookings must be made in writing on the appropriate form. Provisional bookings are telephone bookings must be confirmed by returning the completed application form to the office within 7 days. If no form is received within this 7 day period the booking will be deemed to have been cancelled. A photocopy of the completed application form will confirm the booking. Any alteration must be advised in writing not less than seven days before the booking and will be similarly confirmed.
Finishing Times
Hirers must vacate the premises by the time booked and this includes removal of equipment. Allowance for clearance should be made at the time of booking. If rooms are not completely cleared by the time booked an additional charge may be made.
No function may extend beyond 4:30pm Mon-Thu and 3:45pm on a Friday, including clearance time.
Deposits
Deposits are payable at the time of booking as detailed in the list of hiring charges. The Town Clerk reserves the right to demand a deposit from any hirer without giving reasons.
Cancellations
Any cancellation of bookings must be made in writing and the appropriate notice must be given as follows:
- Single bookings – 28 days
- One of a series of bookings – 28 days
- A series of bookings – 2 calendar months
A series of bookings shall be defined as three or more dates booked at the same time by the same hirer. Failure to give the appropriate written notice will incur the basic charge for the facility booked.
Refusal to accept bookings
The Council acting through the Town Clerk reserves the right to refuse to accept any booking, to cancel any booking or to impose special conditions in respect of any booking without specification of reasons.
Breakages
The costs of replacement or repair of any breakage of equipment or damage to the building or its fixtures and fittings will be charged in full to the hirer. Any breakage or damage must be reported immediately to a member of the caretaking staff. Any breakage or damage discovered after a function will be deemed to have occurred during the function unless the hirer proves otherwise to the satisfaction of the Town Clerk.
Furniture layout and equipment
Hirers should advise the office of their requirements regarding furniture, layout and equipment not less than 14 days before the date of the function. Failure to do so may result in certain items being unavailable or the furniture not being laid out in a manner which the hirer would have wished.
Electrical equipment
If hirers intend to bring and use their own electrical equipment onto the premises, they must prove that it has been PAT tested, including brand new equipment. Failure to prove testing status will result in the item being prohibited from use.
Gaming
Gambling and the playing of games of chance on the premises are strictly prohibited.
Advertising Placards
No signs or notices may be placed on or near the Town Hall in advance of the event which they advertise.
Variation of hiring charges
The Council reserves the right to vary hiring charges at any time without notice. Charges applied to hirers will be those current at the time of the function rather than the time of the booking.
Occupier’s Liability Acts 1957 and 1984
All persons entering the Town Hall do so at their own risk and the Council accepts no liability for any loss, damage or injury to them of their property arising from the entry upon or use of the premises, or use of any of the equipment provided in the premises. Hirers bringing valuables of any kind onto the premises are advised to ensure they are adequately insured against all risks.
Acceptance of hiring conditions
Completion of a hiring application form shall be deemed to confirm that the hirer accepts and agrees the hiring conditions detailed above and shall by legally bound by them.
Hiring conditions reviewed 1 April 2022
Prices reviewed 1 April 2025
