Crawford Village Hall – Terms & Conditions

By booking Crawford Village Hall, you agree to abide by the following terms and conditions. These ensure the safe and responsible use of the facility. Please read them carefully, as failure to comply may result in additional charges, loss of deposit, or cancellation of future bookings.

1. Bookings

Bookings must be made at least five working days in advance.
The hall must be used only for the stated purpose and cannot be sublet to another party without permission.
Sufficient time should be allocated for setup and cleanup. Exceeding the booked time may result in additional charges.

2. Cancellation

Cancellation charges do not apply. However, we ask that you give as much notice of any cancellations as possible.
Crawford Village Hall reserves the right to cancel bookings at short notice for maintenance, safety concerns, or emergencies, without compensation.

3. Responsibility and Supervision

The person booking the hall must be 18 years or older and is responsible for the venue, its contents, and attendees.
Adequate supervision and adherence to safety requirements are required, including compliance with all Health & Safety, Fire, and Local Authority regulations.
Emergency exits must remain clear, and all accidents or injuries must be reported immediately to CEDAR SCIO.
Public events such as discos, dances, and concerts may have additional requirements—please check with hall staff.

4. Damage, Loss, and Insurance

4.1 Damage to the premises and contents
The Hirer is responsible for any loss of, or damage to, the hall, its fixtures, fittings, furniture, or equipment occurring during the hire period (including set-up and clear-down) where caused by the Hirer, their guests, contractors, or participants. The Hirer shall reimburse CEDAR SCIO for the reasonable costs of repair, replacement, or additional cleaning.

4.2 Limit of Hirer’s responsibility
The Hirer’s responsibility for damage to the premises and/or contents is limited to £1,000,000 in total for any one hire.

4.3 Hirer’s property
Crawford Village Hall (CEDAR SCIO) is not liable for loss of, or damage to, personal property or equipment brought onto the premises by the Hirer or attendees, except where caused by CEDAR SCIO’s proven negligence.

4.4 Hirers’ Liability cover
CEDAR SCIO maintains Hirers’ Liability insurance which may, at CEDAR SCIO’s request, provide cover for the Hirer’s legal liability for accidental injury to third parties and/or accidental damage to third-party property arising from the hire.
This cover is subject to the terms, conditions, limitations, and exclusions of CEDAR SCIO’s policy, and applies only where the Hirer complies with these Terms and Conditions and any additional conditions notified to them.

4.5 When the Hirer must have their own insurance
The following activities are treated as higher-risk and require the Hirer (or their contractor/supplier) to hold suitable Public Liability insurance and provide evidence of cover before the event:

• inflatables (including bouncy castles)

• ticketed/public events, commercial activity, or events with paid instructors/performers

• events involving alcohol sales or high attendance levels

• any activity involving animals, specialist equipment, staging/temporary structures, or special effects (smoke, pyrotechnics, etc.)

4.6 Right to refuse hire
CEDAR SCIO reserves the right to refuse or cancel a booking (or require additional conditions) where an event is considered higher-risk or where appropriate evidence of insurance and/or safety documentation is not provided.

5. Cleaning and Storage

The hall must be left clean and tidy after use. Additional charges apply if extra cleaning is required.
Storage space is limited and must be approved in advance. Unauthorised or hazardous items may be removed.

6. Setup and Equipment Use

The hirer is responsible for setting up and putting away any tables, chairs, and equipment used.
For community events, hall staff can assist with setup and cleanup, but additional charges may apply.

7. Hall Rules

No alcohol is permitted unless prior approval is obtained.
Disorderly behaviour, defacing walls, or misuse of facilities is prohibited.
All safety signs, including ‘No Smoking / Vaping’ signs, must be obeyed.
Large equipment or installations must be approved in advance.
Electrical equipment brought into the hall must comply with safety regulations.

8. Kitchen Use

Children under five are not allowed in the kitchen, and all other children must be supervised.
The kitchen must be left clean and tidy after use.

9. Music and Performances

If music is played (live or recorded), a Performing Rights Society (PRS) fee may apply.
Hirers already paying PRS fees directly must provide proof of their PRS registration.

10. Health & Safety and Maximum Capacity

The maximum capacity of the hall must not be exceeded:
• 90 seated theatre style
• 70 seated banquet style
Fire exits must be kept clear at all times.
In case of emergency, follow staff and emergency service instructions.

11. Prohibited Activities

The following activities are not permitted within the hall or its grounds:
• Bouncy castles, inflatables, or similar play equipment
• Fireworks, pyrotechnics, or open flames (except small cake candles under supervision)
• Hazardous, illegal, or high-risk activities
• Any activity likely to cause nuisance, damage, or risk to people or property
Failure to comply may result in termination of the hire and loss of deposit.

12. Indemnity

The hirer agrees to indemnify and keep indemnified CEDAR SCIO, its trustees, employees, and volunteers against all claims, losses, damages, or expenses arising from the hirer’s use of the hall, except where caused by the proven negligence of CEDAR SCIO.

13. Right to Refuse or Cancel

CEDAR SCIO reserves the right to refuse or cancel any booking that, in its opinion, presents an unacceptable risk to the building, users, or insurance cover. In such cases, any payments made will be refunded.

14. Legal Compliance

The hirer must comply with all relevant laws and obtain any necessary licences or permissions (e.g. alcohol, entertainment, food hygiene). Proof may be required before the event.

Booking and Payment Conditions

1. General
Hirers must be 18 years or older.
The hall cannot be sublet to a third party.
The hirer is responsible for any loss or damage arising from the booking.

2. Payments
All payments must be made in a timely manner and in accordance with your invoice.
A £200 refundable security deposit shall be required in advance for private events serving alcohol.
Late payments may result in cancellation of future bookings.
Non-payments may result in legal action.

By proceeding with your booking, you confirm that you have read, understood, and agreed to these conditions.