CONDITIONS OF HIRE

Thank you for choosing our beautiful Hall for your function. 

For the purposes of this document the word ‘Hall’ is used to describe the whole building. 

By ticking the box to say you have read the Terms and Conditions when making your booking through Hallmaster you are agreeing to the following:-

Section 1 (also to be used as a checklist before leaving the building)

•All rubbish, empty bottles, etc. must be taken away at the end of your hire period, in addition to any other items that may have been brought in for the purposes of your hire; the Trustees reserve the right to dispose of such items. 

•If you need to clean the main hall or Victoria room floors please only wash with water.

•There is a glass washer in the kitchen with 3 minute cycles. This is only to be used for glasses and not for items of crockery or cutlery.

•All windows are closed and all hall doors must be shut.  Please ensure the back door to the gentleman’s toilet is locked and bolted, the key to be kept in the lock. Please ensure that both locks in the front door have been locked. 

•All lights and electrical equipment are switched off, with the exception of the oil gauge wall socket in the kitchen.

•The stage curtains (if used) are closed to adhere to fire regulations.

•Items removed from cupboards or storage areas are returned.

•Chairs and tables are stacked against the wall at the back of the main hall.

•All kitchen equipment is left clean and tidy.

•Toilets are flushed and wash basins left clean.

•Please leave the Hall as you would like to find it and take all reasonable precautions for care.

Should the hired room(s) be left in an unsatisfactory condition the Trustees reserve the right to retain the deposit fee and/or to impose an additional fee, for cleaning.

Any damage or loss to the building or to its contents, caused by the Hirer (excluding fair wear and tear) will be repaired and / or replaced out of the deposit and/or from an additional charge, whichever is deemed appropriate by the Trustees. The Hirer must report any damage or loss to the Booking Secretary.

The Trustees ask that the Sevenoaks District Council approved latest exit times are adhered to and that respect is shown to neighbours of the Hall when leaving the building particularly late at night.

Sevenoaks Council approved latest exit times are as follows:

Monday - Thursday & Sunday 11pm   

Friday & Saturday  11.45pm

Section 2 Health and Safety

•When the hall is in use, the event organiser is responsible for ensuring that the door leading to the courtyard and the front door are unlocked, and to lock them again once the event has finished. When the hall is in use the fire exit doors to the back of the hall must be unobstructed.

•If using the Victoria room, the event organiser must consider and take responsibility for how disabled and/or vulnerable individuals attending the event may be safely evacuated from that room.

•The initial evacuation point is at the front of the building. Depending on the location and nature of the fire, it will be the responsibility of the event organiser to decide if an alternative or secondary evacuation point of required.

•The event organiser is responsible for investigating any activation of the fire alarm system during their event. The procedure for this is displayed in the foyer adjacent to the fire alarm panel. The silver fire alarm panel key is located on top of the fire panel. The black manual call point key is kept with the front door keys. Event organisers must familiarise themselves with this procedure prior to their event and if in any doubt to contact the Booking Secretary who (or another trustee in her absence) will demonstrate to procedure. If the fire alarm system has been activated during an event, the event organiser must report it to the Booking Secretary. 

•There is a First Aid box located in the kitchen.

•Any electrical equipment brought in by the hirer must be PAT (Portable Appliance Testing) tested before use in the Hall.

•The event organiser is responsible for ensuring that only one electrical extension is attached to one electrical socket and that there is no ‘daisy-chaining’ of electrical extensions.

•Use of the stage fixtures including stage lighting requires the prior permission of Penshurst Amateur Dramatics Society (PADS). 

•There should be no trailing electrical leads or cables across the floor or from room to room.

•Electric fires, candles, Calor or camping gas appliances and smoke machines may not be used in the Hall. 

•The use of cooking appliances is prohibited in the Victoria Room. The Booking Secretary must be advised if cooking facilities are being considered in either the kitchen or the outside areas.

•All stairways, passages and doorways must be kept free from obstructions.

•No smoking, vaping or the use of illegal drugs is allowed anywhere in the Hall. Smoking and vaping is permitted in the front courtyard with a metal smoking bin provided on the wall. 

•The balcony in the main hall may only be used if prior permission is given by the Booking Secretary. The Trustees will not take any responsibility should the balcony be used without prior permission.

•If using the stage in the main hall, children must be accompanied and supervised. The Trustees will not take any responsibility if this is not adhered to.

•If using the Victoria room please be aware that the windows have unrestricted opening. If children are using this room they must be accompanied at all times.

•The Trustees politely request that users of the Hall do not sit on the window sills above the window seats in both the Victoria room and Library. The glass is an original feature of the Hall and as such is fragile, and can easily break with the potential to cause injury.

•By agreeing to the Terms and Conditions the hirer is agreeing to comply with the Hall’s Safeguarding policy which is available to view on the website.

Fire Safety Occupancy Numbers:

Main Hall 120 people or approximately 80 - 90 people seated

Victoria room 40 people

Library  25 people seated or up to 40 people if being used as a bar

At no time should the total occupancy of the whole building be in excess of 200.

Section 3 General aspects

•No nails, drawing pins, self-adhesive tape or staples are to be used on the paintwork or woodwork. Battens are provided in the main hall for securing decorations and such like.  

•The Trustees will not accept any responsibility for any damage to vehicles (belonging to users of the Hall) that are parked in the village hall car park, nor any theft from those vehicles. 

•The Trustees will not accept responsibility for the safety or security of anything brought into the Hall by hirers, guests or contractors.

•The Hall is licensed for the sale of alcohol but the Booking Secretary must be notified at the time of booking.

•If the available Wi-Fi is used it must be done so in a reasonable and lawful manner.

•The Trustees reserve the right to cancel a booking in the event of the Hall being required as a Polling Station or in the event of an unforeseen situation such as a pandemic or where there is a loss of electricity or water supply. The Trustees will endeavour to give the hirer as much notice as possible and any monies paid will be completely refunded. 

•The hirer is responsible for keeping good order and behaviour during the hire period.

•The hirer is not permitted to sub-let or share a hire.

Section 4 Insurance

•The Trustees will not accept any expense, liability, loss or claim except where there has been negligence on the part of the Trustees or contractors.

•Insurance for Commercial Hire:

Please note that for commercial hire the Hirer must carry their own public liability insurance and any other related insurance policies that are required.  Copies of the certificates must be presented to the Trustees before the hire commences. Public liability claims will not be accepted by the Trustees.

•Insurance for Private and Charity Hires

If the event requires insurance e.g. a Charity function with the public attending, a wedding or a large party, then it is the responsibility of the hirer to arrange insurance and supply a copy of the certificate to the Bookings Secretary.

If an indoor Bouncy Castle is being used, the hirer must supply a copy of the Bouncy Castle company insurance. This must be a suitable inflatable for the size of the Hall and the floor must be protected.

If you are in doubt please contact the Booking Secretary.

Thank you for noting all the above points. 

If you have any queries please contact the Booking Secretary:-

07907 866601 or pvhbookings@hotmail.co.uk

May 2025