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Event Bookings

Hall Hire Terms & Conditions

1. Overview

These Terms & Conditions form part of the overarching LVH2000 Master Terms & Conditions.  Together, they constitute the agreement between Leadenham Village Hall 2000 (LVH2000), a Charitable Incorporated Organisation (Registered Charity No. 1194574) and the Hirer (the person or organisation making the booking).  In the event of any inconsistency, the provisions of the Master Terms & Conditions shall prevail.

By booking the Hall, you agree to these Terms & Conditions, the LVH2000 Master Terms & Conditions, and any guidance, policies or other conditions expressly incorporated within them.

This document is available on the LVH2000 website and may be updated from time to time. This document was last updated 13 August 2026.

2. Booking & Payment

In consideration of the hire fee, LVH2000 agrees to permit the Hirer to use the part of the Village Hall described in the Booking Agreement, for the period(s) and purpose(s) stated in that Booking Agreement.

The information provided on the Booking Agreement form, including the hirer’s details, hire area, event purpose, and hire period forms an integral part of this Agreement.  This includes any declarations or information provided about safeguarding, supervision, DBS checks (where applicable), and photography or media.

Bookings are confirmed only once LVH2000 has accepted your completed booking form and issued an invoice.

  • Hire fees under £100 must be paid in full on receipt of invoice.
  • Hire fees £100 or over require a deposit on invoice, with the balance due 14 days before the event.
  • Fees may be non-refundable if you cancel (see section 3).

3. Cancellations

If you cancel:

  • 28 days or more before your event – full refund of deposit.
  • 14 – 27 days before – 50 % refund of deposit.
  • Less than 14 days before – deposit retained and further charges may apply.
    If we can re-let the hall, we’ll refund any recoverable amount.

4. Security Deposit

For some events, a refundable security deposit may apply. This covers damage, loss or excessive cleaning.  The amount of the security deposit is set out in the current Rate Card on our website.  It will be refunded within 28 days of your event if;

  • the Hall and contents are left clean and undamaged; and
  • there have been no complaints of noise or disturbance.

5. Capacity

All-seated events have a maximum capacity of 120 people.  Other events have a maximum capacity of 140 people.  These limits include organisers and performers.

6. Performance and Music

Leadenham Village Hall 2000 (LVH2000) holds licences with PRS for Music and PPL for the performance of copyright music within the Hall. These licences cover the live performance and/or recorded playback of copyright-protected music during events.

Film showings are not covered by LVH2000’s licences. If you wish to show a film or other copyright-protected visual media, you must obtain the appropriate licence(s) from the relevant rights holders (e.g. a Public Video Screening Licence or similar).

Use of Stage, Lighting and Dressing Rooms are at additional cost (see rate card).

  • The in-house sound system requires the hirer to provide their own “inputs” (e.g. microphones, instruments, playback devices, or other sources). LVH2000 does not supply these items.
  • Any additional specialist equipment or technical support must be arranged and provided by the hirer at their own cost, subject to prior agreement with LVH2000.
  • We kindly ask all hirers to take good care of the Hall’s stage, lights, sound system and dressing rooms. Any damage caused through misuse or neglect will need to be repaired at the hirer’s expense. This helps us keep the facilities available and in good condition for the whole community.

7. Alcohol

LVH2000 holds a Premises Licence for entertainment and alcohol sales.

  • Only drinks purchased from the Hall’s licensed bar may be consumed on site.
  • To operate your own bar or make alternative arrangements, you must comply with all licensing rules.
  • Charges and service fees for bar hire or self-managed bars are detailed in the current Rate Card.
  • You may be required to submit a Temporary Event Notice (TEN); failure to do so may result in cancellation without compensation.
  • Private events offering free drinks are exempt, but any “donation” or ticketed alcohol service requires a licence.

8. Equipment & Extras

Optional extras such as tablecloth linen hire or other equipment are available at an additional charge, as set out in the current Rate Card.

9. Conditions of Hire

Political Neutrality:

  • The Village Hall is operated as a politically neutral community facility. Hirers must not state or imply that Leadenham Village Hall 2000 (LVH2000) or Leadenham Parish Council endorses or supports any political party, candidate, campaign or political cause.
  • Political meetings, election events and public debates may be held at the Hall, provided they comply with these Terms & Conditions and are booked on the same basis as other hirers.

Access and Security:

  • Access to the Hall may be provided by a personal or temporary access code, fingerprint or other access method authorised by LVH2000.
  • Access codes and other personal access credentials must not be shared with anyone who is not authorised to use them. Temporary access credentials may be restricted to the period of the booking and will expire automatically.
  • The Hirer is responsible for ensuring that the Hall is left secure at the end of the hire and that doors are properly closed and locked when leaving.
  • Any loss, suspected compromise or misuse of an access credential must be reported to LVH2000 as soon as reasonably practicable.
  • LVH2000 reserves the right to withdraw or change access credentials where reasonably necessary for the security or operation of the Hall.

Fire Safety and Evacuation:

  • The Hirer must act as the Fire Marshal for the hire, or appoint another responsible adult to undertake this role.
  • The Fire Marshal must familiarise themselves with the Hall’s fire exits, escape routes, fire action notices, evacuation procedures and assembly point before the hire begins.
  • The Hirer must ensure that fire exits and escape routes remain clear and unobstructed throughout the hire.
  • If the fire alarm sounds or evacuation is otherwise necessary, the Fire Marshal is responsible for directing the evacuation of those attending the event to the designated assembly point.
  • Where the Hirer appoints another person as Fire Marshal, the Hirer remains responsible for ensuring that these requirements are met.

You agree to comply with:

  • the Standard Conditions of Hire.
  • the Safety@The Hall guidance (including Hirer Responsibilities), which explains how organisers are expected to manage safety, supervision and use of the hall during the hire period.
  • the Inflatables Safety Guidance, where your booking involves the use of inflatable play equipment (e.g. bouncy castles).
  • any Special Conditions relevant to your booking (for example, government health or safety requirements).
  • the WIFI Terms & Conditions when using the Village Hall internet service.

You or your authorised representative must be present throughout the hire and responsible for ensuring these Terms & Conditions are met.  Where the hire involves activities for children (under 18) or adults at risk who are supervised by the hirer or their organisation, the hirer must ensure appropriate safeguarding arrangements in place.

  • The hirer must nominate a Safeguarding Lead for the activity and provide contact details on request by LVH2000.
  • The hirer is responsible for ensuring DBS checks are in place where required for the roles and activity being delivered.
  • The hall provides premises only and does not supervise or manage the hirer’s activity or participants.
  • Any safeguarding concern arising during the hire must be reported without delay to the relevant authority (Police or local authority services as appropriate), and the hall’s Safeguarding Lead should be informed as soon as practicable.
  • If photography or filming will take place during an activity involving children or adults at risk, the hirer is responsible for obtaining any necessary consent and for the safe use, storage and handling of images.

LVH2000 may refuse, cancel, or stop a hire if appropriate safeguarding arrangements are not in place, or if the information provided by the hirer is materially incorrect or misleading.

10. Landlord and Emergency Access

LVH2000 occupies and manages the Village Hall under a lease from Leadenham Parish Council.

The Hirer acknowledges that Leadenham Parish Council, as landlord, may require access to the premises where reasonably necessary to fulfil its legal or contractual responsibilities, inspect or protect the premises, or carry out works for which it is responsible.

LVH2000 may also permit access to the premises in the event of an emergency, or where reasonably necessary to protect persons or property, by the emergency services, utility providers, contractors or other authorised persons.

Where reasonably practicable, LVH2000 will seek to minimise disruption to the Hirer’s use of the Hall. Neither LVH2000 nor Leadenham Parish Council shall be liable for any loss, damage, cost, expense, interruption, delay or cancellation arising from or connected with such access, except to the extent that liability cannot lawfully be excluded or limited.

11. Liability & Third-Party Rights

This Agreement is between LVH2000 and the Hirer. Except where these Terms & Conditions expressly provide otherwise, no third party has any right to enforce its terms.

LVH2000 accepts no responsibility for loss, damage or injury arising from the Hirer’s use of the Hall, except where caused by LVH2000’s negligence or where liability cannot lawfully be excluded or limited.

12. Contact Information

This facilitiy is operated by Leadenham Village Hall.
Village Hall
Main Road
Leadenham
LN5 0QB
United Kingdom

Email: [email protected]
Website: https://www.lvh2000.org.uk

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