REGULAR BOOKING

Application

Applications for the use of the Hall must be made on the booking form, available from the Lettings Secretary, Miss Donna Jones, 25 Chilworth Close, Chilworth, Southampton, SO16 7JJ,
email: bookings@chilworthhall.org.uk who is authorised to confirm bookings up to a period of twelve months in advance of the date of the event.
A copy of this form will be returned to the Hirer as a statement of account, and payment is required in advance.
The Chilworth Hall Management Committee (CHMC) reserves the right to refuse any booking requests.
A door code for the Hall may be obtained from Miss Jones. Car parking is at the rear of the Hall.
BOOKINGS WILL ONLY BE CONFIRMED AFTER PAYMENT OF THE FULL LETTING CHARGE.

Cancellations

If the Hirer cancels the booking one month or less before the booking date, the full charge will be made.

Damage and Restrictions

The Hall is available for hire for up to a maximum of 120 persons. The hirer should take all responsible precautions to ensure the safety, maintenance and security of all parts of the Hall, its fixtures and fittings. The main door should be kept closed. The Hirer must ensure that the Hall is fully secured and left in a clean and tidy state after the usage with all rubbish removed COMPLETELY FROM SITE.
It is not permitted for hirers or caterers to use bottled gas (LPG), barbeques or other open flame heating or cooking appliances in the Hall or in the hall grounds.
The Hall is not licensed for the sale of alcoholic liquor. Hirers are responsible for obtaining the necessary licence if they intend to sell liquor. No smoking is permitted in any part of the hall buildings.
No decorative materials may be placed in the Hall without the consent of the CHMC. It is forbidden to use nails, hooks, sellotape, gummed paper etc., to fix decorations.
Any equipment or belongings left overnight, are at the owners’ risk, and must be removed by 9am the next morning, to avoid overlap with other hirers.
THE HALL IS SITUATED IN A RESIDENTIAL AREA; HIRERS ARE REQUESTED TO KEEP NOISE TO A REASONABLE AND CONSIDERATE LEVEL.

Deposits

At the inception of a regular booking the Hirer will pay an amount equal to two months Hire Charges. Half will be held as a deposit, the other half represents the first month’s hire charge payable in advance. Any deposits held will be returned at the end of the letting period less any costs caused through damage, deficits or uncleanliness.[FOR INFORMATION – For single occasional bookings a “one off” deposit of £350 is payable at the time of booking together with the full hire payment. Following the function the deposit will normally be returned within 10 working days, subject to the confirmation by the CHMC that the condition of the Hall is entirely satisfactory i.e. no damage, deficits or uncleanliness.]

Liability for Loss and Damage

The Hirer undertakes to indemnify the CHMC of any loss, damage, injury, costs or charges arising out of the hiring.
The CHMC accepts no responsibility for any loss or damage to clothing, jewellery, money or other items anywhere on the premises or in the car park.
The hirer is advised to arrange insurance cover for the period of hire against any loss or damage to the hall or its fixtures and fittings.
FIRE CONDITIONS: A responsible person normally the hirer (and not being under 21 years of age) shall be in charge of and present at the premises at all times when members of the public are present.

Scale of Charges – from September 2024

The charges include lighting and heating.

Full terms and conditions are contained on the Conditions of Hire page and apply to all bookings. A copy is available on request and is also displayed on the notice board at Chilworth Parish Hall.

Updated Sept 2024