Terms and Conditions of Hire

We ask that you read and understand these Terms and Conditions of hire before making your booking.

The Terms and Conditions were last updated in September 2011.

Interpretation of these terms and conditions

  "Trustees"   The elected members of Burghclere Parish Council are the Trustees.
"Hirer" An individual or in the case of a organisation the authorised representative.
"Caretaker" A person entrusted by the Trustees to supervise the care of the Portal Hall.
"Hire" A period time as defined on the agreed booking form.
"Fee" The costs payable.
"Deposit" A 25% advance payment of the Fee to secure the Hire.
"Security Bond" A refundable guarantee against damage as set out in the schedule of charges.
"Hall" Any part of the building known as The Portal Hall & Club Room.
  1. Acceptance of Terms and Conditions
    1. Use of the Hall is subject to the following Terms and Conditions. The Hirer must agree to abide by the Terms and Conditions of Hire and sign the Hire Agreement before using any of the Hall Facilities.
  2. Payment Policy:
    1. Bookings are secured by payment of a 25% deposit for each Hire (or multiple’s thereof), an invoice will be issued detailing the hire and the required payments.
    2. Full payment for the Hire must be made 28 days before the event or the booking will be cancelled. Short Notice bookings less than 28 days before the event will require full payment at the time of booking. Cancellation by the Hirer within 28 days of the event will incur a charge of 50% of the fee.
    3. Where alcohol is to be served during the hire or it is for commercial use, a security bond of £250.00 will be required, refundable on satisfactory inspection of the Hall, grounds and contents.
    4. The Bond will normally be repaid in full no later than 14 Days after the event unless damage, loss or extra cleaning is deemed necessary. Deductions will be made before any refund and extra charges may be levied if in the opinion of the Trustees, cleaning, damage or loss, exceed the value of the Bond. Any refund of the Bond will be delayed until the full extent of costs has been assessed.
    5. The Hirer is responsible for any damage caused to the premises, loss incurred to the premises and/or contents by the Hirer or persons associated with the event during the period of hire, and will be responsible for any reinstatement cost.
    6. Cost of hiring is reviewed annually and the prices charged will be those in force at the time of the hiring regardless of when the booking was made.
    7. In the event of the premises being unavailable due to (other) circumstances beyond the control of the Trustees, the Trustees shall not be liable for any loss sustained by the Hirer. The Hirer shall be entitled to a full refund of any deposit or hiring fee already paid.
  3. Bookings and Hiring:
    1. The Hall may be hired by anyone 21 years old or over.
    2. When the Hirer is not known to the Booking Administrator or Trustees, the Hirer will be asked to produce personal identification and proof of address.
    3. Bookings will only be accepted on a completed Booking Form submitted to the Booking Administrator.
    4. The Booking Administrator has the right to refuse a booking of the Hall provided the action is reported to the Trustees. The Trustees may refuse use of the Hall facilities if they consider that the hiring would lead to a breach of the Terms and Conditions of hire or if for whatever reason the premises are considered unfit for the intended use.
    5. The Hirer will agree to enforce The Portal Hall, Terms and Conditions of Hire for the period of the hire. Any incident arising from the result of failing to comply with the Terms and Conditions of Hire will be the sole responsibility of the Hirer.
    6. The Hirer shall only use the premises for the purposes agreed when the booking was accepted and shall not sub-hire or use the premises or allow the premises to be used for any unlawful purpose or in any unlawful way nor do anything or bring onto the premises anything which may endanger the same or render invalid any insurance policies in respect thereof.
    7. The Hire of the Hall does not entitle the Hirer to use or enter the premises at any time other than the specific hours for which the Hall has been hired, unless prior arrangements have been made with the Bookings Administrator.
  4. Cancellation of Hiring:
    1. If the Hirer wishes to cancel the booking before the date of the event, 28 days notice must be given in writing or no refund will be given except in exceptional circumstances at the discretion of the Trustees. The Trustees reserve the right to cancel any hiring by written notice to the Hirer in the event of:
    2. In any such case the Hirer shall be entitled to a full refund of any money already paid, but the Trustees shall not be liable to the Hirer for any direct or indirect loss or damage resulting from the cancellation whatsoever.
  5. Maximum Capacity:
    1. Fire regulations restrict the number of person occupying the premises to:
      • Main Hall: Theatre style = 160 persons, Seated at Table = 120 persons, If a dance area is required = 100 persons.
      • Club Room: Theatre style = 37 persons. Seated at Table (classroom) = 14 persons.
  6. Safety of Vulnerable People:
    1. Hiring of the Hall for groups other than private parties involving children under 8 years of age or vulnerable adults will only be accepted if the organisation can give evidence of affiliation to an appropriate governing body. For private parties a ratio of one adult to five children will be required.
    2. Any individual wishing to run classes or events for unaccompanied persons under the age of 16 years, other than a private party, must comply with the provisions of The Children Act 1989 and subsequent revisions and additions and produce a Criminal Records Bureau certificate and Child Protection Policy on request, before their hire will be accepted.
  7. Health and Safety
    1. The Pinder Recreational Trust Health and Safety Policy must be read, understood and adhered to at all times. The Hirer shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, the Licensing Authority or otherwise, particularly in respect of any event which constitutes regulated entertainment, at which alcohol is sold or provided or which is attended by children.
    2. Upon completion of the Hire Agreement the Hirer will ensure that they have received documented instruction in the following matters:
      • The action in the event of fire includes calling the Fire Brigade and evacuation of the Hall.
      • The Location and use of the fire and first aid equipment.
      • Escape routes and the need to keep them clear.
      • Method and operation of escape door fastenings.
        In advance of entertainment or play the Hirer shall check the following items:
      • That all fire exits are unlocked and escape routes clear of obstruction.
      • That fire doors are not wedged open.
      • That exit signs are illuminated.
      • That there is no obvious fire hazards in or around the premises.
    3. The Hirer must nominate 2 competent adult persons (for up to 100 persons) or 3 competent adult persons (for 101 to 160 persons) to take charge in case of Fire, to ensure that all persons at the Hall can escape unimpeded through the Fire Exits.
    4. The competent adult persons must have a fully charged Mobile Phone as there is no public phone in the Hall or locality.
  8. Emergency Procedures:
    1. If You Discover a fire (no matter how small) don’t panic.
  9. Explosives and Flammable Substances:
    1. Bringing Fireworks into, or the ignition of Fireworks in the Hall or grounds, is expressly forbidden.
    2. Highly flammable substances are not to be brought into, or used in any part of the premises.
    3. No Naked Flames.
    4. No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall be erected without the consent of the Trustees.
    5. No decorations are to be put up near light fittings and/or heaters.
  10. Heating
    1. The Hirer shall ensure that no unauthorised heating appliances shall be used on the premises when open to the public without the consent of the Trustees. Portable Liquefied Propane Gas (LPG) heating appliances shall not be used.
  11. First Aid/Accidents
    1. There is a first aid box located in the kitchen.
    2. The nearest hospitals with A & E facilities are:
      • Basingstoke and North Hampshire Hospital, Aldermaston Road, Basingstoke, Hants, RG24 9NA
        Tel: 01256 473 202         (14.2 miles)


      • Royal Berkshire Hospital, London Road, Reading, Berkshire, RG1 5AN
        Tel: 0118 322 5111         (23.9 miles)
  12. Reporting
    1. If there is an accident or incident of any type please fill in the accident book that is in the first aid box located in the kitchen. The booking admin or a Trustee must also be informed as soon as possible.
    2. Depending on the seriousness or type of the accident or injury or the person being transported to Hospital a formal report form should be completed. The Trustees Clerk or Booking Admin will give assistance in completing this form. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR).
  13. Barbeques
    1. The risks posed by the use of barbeques within the hall grounds is such that barbeques are only permitted under proper supervision that is: by a professional catering company.
  14. General

    1. The Hall is a NON SMOKING venue. Hirers are reminded that the premises are fitted with very sensitive fire and smoke alarms. This also applies to disco smoke effects.
    2. Any equipment used must be returned to its proper storage space after use.
    3. Decorations such as balloons and streamers may only be attached by the small hooks provided fitted to the beam supports around the hall, and the metal rods running across the hall. Please do not use pins or adhesive tape on the walls, woodwork or paintwork. Blu-tac may be used on the brick work only.
    4. Rubbish must be bagged and placed in the wheelie bins in the car park. Broken glass must be wrapped before disposal. No liquids to be emptied in the bin.
    5. Any electrical equipment brought onto the Hall premises by the Hirer, or on behalf of the Hirer (i.e. music players, disco equipment, etc.) must be PAT certified.
    6. In respect for those who live in the proximity of the Hall, please be as quiet as possible when leaving the Hall, especially if it is late at night.
    7. Please ensure that all heaters and lights are switched off, and all doors and windows are securely closed when you leave and lock up the Hall.
    8. Improper operation of fire extinguishers or equipment will result in the automatic loss of the Security Bond.
    9. If by reason of infirmity the Hirer is not able to set up or replace any equipment then arrangements can be made with the Caretaker for the equipment to be set out and replaced on the hirers behalf. The Caretaker must be made aware at the time of booking if this assistance is needed. This service is at the discretion of the Caretaker.
  15. Health and Hygiene:
    1. The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations. In particular dairy products, vegetables and meat on the premises must be refrigerated and stored in compliance with the Food Temperature Regulations. The premises are provided with a refrigerator and internal fridge thermometer.
  16. Gaming, Betting and Lotteries:
    1. The Hirer shall ensure that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries.
  17. Drunk and Disorderly Behaviour and supply of Illegal Drugs:
    1. The Hirer shall ensure that in order to avoid disturbing neighbours to the Hall and avoid violent or criminal behaviour; care shall be taken to avoid excessive consumption of alcohol. Drunk and disorderly behaviour shall not be permitted either on the premises or in its immediate vicinity. Alcohol shall not be served to any person suspected of being drunk or to any person suspected of being under the age of 18. Any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way shall be asked to leave the premises. No illegal drugs may be brought onto the premises.
  18. Animals:
    1. The Hirer shall ensure that no animals (including birds) except guide dogs are brought into the premises, other than for a special event agreed to by the Trustees. No animals whatsoever are to enter the kitchen at any time.
  19. Smoking:
    1. The Hirer shall, and shall ensure that the Hirer's invitees comply with the prohibition of smoking in public places provisions of the Health Act 2006 and regulations made there under. Any person who breaches this provision shall be asked to leave the premises.
    2. All smokers are requested to use the ash boxes at the main entrances to dispose of cigarette ends. Please do not throw them on the ground.
  20. Fly Posting:
    1. The Hirer shall not carry out or permit fly posting or any other form of unauthorised advertisements for any event taking place at the premises, and shall indemnify and keep indemnified each Trustee accordingly against all actions, claims and proceedings arising from any breach of this condition. Failure to observe this condition may lead to prosecution by the local authority.
  21. Loss of Property
    1. The Trustees cannot accept responsibility for damage to, or the loss or theft of, User Groups or Users property and effects.
  22. Completion of Hiring period
    1. The Hirer shall be responsible for leaving the premises in a clean and tidy condition; returning any equipment used to its normal storage area and washing any utensils, tables &/or work surfaces that have been used. All Kitchen equipment must be left clean.
    2. Floors to all areas must be swept and tidied after use, A mop and bucket, broom and dustpan is provided.
    3. Should the hirer not wish to carry out the above tasks then an additional charge of £ 40.00 will be levied.
    4. When the hirer wishes to clean and tidy up the morning after an evening event, arrangements to do so must be made with the caretaker at the time of booking. This option will be granted unless there is a conflicting booking the next day.

The Trustees reserve the right to change these Terms & Conditions at any time at their discretion.