Terms & Conditions of Hire

1.1 The hiring of Twyford Village Hall (the “Premises”) is subject to these Terms and Conditions of Hire, the Booking Form, and any additional conditions communicated to you in writing by the Hall's Management Committee.

1.2 A booking is not confirmed until the Hall has accepted it in writing (including by email) and any required deposit or payment has been received.

1.3 The Hirer must be aged 18 or over. The Hirer accepts personal responsibility for the event and for compliance with these terms.

1.4 The Hirer may not sub-let the Premises or any part of them to any other person without prior written consent from the Management Committee.

2.1 The Premises may be used only for the purpose stated in the booking request. Any significant change in the nature of the event must be approved by the Management Committee in advance.

2.2 The following uses are not permitted without prior written consent: commercial events involving entry charges or ticket sales, amplified live music events, events involving naked flames or pyrotechnics, events involving the sale or use of alcohol (which may be subject to additional licensing requirements), and events attended by more than the stated maximum capacity of the space.

2.3 The Premises must not be used for any unlawful purpose or in contravention of any statute, regulation, or local by-law.

2.4 The Hirer must comply with all relevant licensing requirements, fire regulations, health and safety requirements (see our Health & Safety page), and any other applicable legal requirements.

3.1 Hire fees are as published on the Hall's website and in the booking system at the time of booking. The Management Committee reserves the right to amend hire rates at any time; however, any change to hire rates does not affect bookings already confirmed. The price shown and agreed when your booking is confirmed is the price that applies to that booking.

3.1A Some rooms are charged at a flat hourly rate. Where a group hourly discount applies, it is offered when a qualifying number of sessions (as shown in the booking system) are booked together in a single booking, and applies to the sessions in that booking only. Sessions added to a confirmed booking at a later date are charged at the standard rate for those sessions.

3.2 For bookings subject to advance full payment: the full hire fee is due at the time of booking confirmation.

3.3 For bookings subject to a deposit and balance arrangement: the deposit is due to confirm the booking, and the remaining balance is due no later than 14 days before the event date.

3.4 For regular hirers on invoice terms: invoices will be issued monthly and are payable within 14 days of the invoice date.

3.5 Payments are accepted online via the website (credit/debit card, processed by Stripe).

3.6 If payment is not received by the due date, the Hall reserves the right to cancel the booking without notice and retain any deposit paid.

3A.1 Twyford Village Hall is a registered charity (No. 275201, England & Wales). Room hire charges are for the grant of a licence to occupy the premises and are VAT-exempt under Schedule 9, Group 1, of the Value Added Tax Act 1994.

3A.2 If and when the hall becomes VAT-registered with HMRC, room hire charges will remain VAT-exempt as described above. Our VAT registration number will be displayed on all invoices and booking documents if and when registration applies.

3A.3 VAT may be applicable to any supplementary services that fall outside the scope of passive room hire (such as catering, bar services, or staffed equipment provided directly by the hall). Where applicable, any such VAT will be clearly identified separately on your invoice.

3A.4 Hire fees displayed on this website are the total amounts payable. No VAT is added to standard room hire charges at the point of booking.

4.1 The Hirer may cancel a booking by notifying the Hall in writing (including by email). Cancellations are subject to the following conditions:

• Cancellations made more than days before the event date: a full refund of hire fees paid (less any non-refundable booking fee if applicable)
• Cancellations made within days of the event date: the Management Committee will review and may at its discretion issue a partial or full refund. No refund is guaranteed.

4.2 The Management Committee may cancel a booking at any time for any of the following reasons: the Premises become unavailable due to unforeseen circumstances; the Hirer has breached or is in breach of these terms; force majeure. In such cases, the Hall will provide as much notice as possible and offer a full refund of all sums paid.

4.3 Refunds will be processed to the original payment method within 10 working days of the cancellation being confirmed.

4.4 Because a hire is for a specified date and period, the statutory 14-day right to cancel under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 does not apply (Regulation 28(1)(h), services relating to a specific date or period of performance). Cancellation is instead governed by the terms in this section.

The Hirer agrees to:

• Ensure the Premises are used in a safe, lawful, and considerate manner
• Not exceed the stated maximum occupancy for any space
• Ensure all fire exits are kept clear and accessible at all times
• Supervise the behaviour of all guests and prevent any nuisance or disturbance to neighbours
• Ensure amplified music ceases by 11:00pm unless otherwise agreed in writing
• Leave the Premises clean and tidy at the end of the hire period, removing all rubbish and personal belongings
• Report any damage, accidents, or incidents to the Management Committee as soon as possible
• Return any keys or access codes provided at the end of the hire period

6.1 The Hirer accepts full responsibility for any damage caused to the Premises, fixtures, fittings, or equipment during the hire period. The cost of repair or replacement will be charged to the Hirer.

6.2 The Hall's Public Liability Insurance covers the premises themselves. It does not cover the Hirer's activities, equipment, or the acts or omissions of the Hirer's guests. Hirers are strongly advised to obtain their own event public liability insurance.

6.3 The Hall and its Management Committee shall not be liable for any loss, damage, injury, or death arising from the Hirer's use of the Premises, except to the extent caused by the Hall's own negligence.

6.4 The Hall is not responsible for any loss of or damage to the Hirer's or guests' property, vehicles, or personal belongings on or around the Premises.

7.1 Hirers wishing to serve food at their event may use the Hall's kitchen, subject to availability and the payment of any applicable additional charge. The kitchen is a serving and preparation facility and does not have ovens or hobs. The kitchen must be left clean and tidy.

7.2 The sale, supply, or provision of alcohol on the Premises is subject to the relevant provisions of the Licensing Act 2003. Hirers must ensure they hold any required Temporary Events Notice (TEN) or other licence before supplying alcohol.

7.3 No alcohol shall be supplied to persons under the age of 18.

8.1 Where events involve children or vulnerable adults, the Hirer must ensure adequate supervision is maintained at all times.

8.2 Any organisation or individual running activities for children or vulnerable adults must have in place an appropriate Safeguarding Policy and ensure all relevant staff and volunteers hold current DBS checks.

8.3 The Hirer must report any safeguarding concerns to the appropriate statutory authorities and notify the Hall's Management Committee as soon as practicable.

9.1 We process your personal data in accordance with our Privacy Policy and UK GDPR.

9.2 Personal data provided as part of your booking will be used only to manage your booking, communicate with you, and fulfil our legal obligations. It will not be sold or passed to third parties for marketing purposes.

These Terms and Conditions are governed by the laws of England and Wales. Any dispute arising from these terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

For any questions about these Terms and Conditions, please contact:

Twyford Village Hall Management Committee
The Knob, Twyford, Buckingham, Buckinghamshire, MK18 4EG
Email: hello@twyfordvillagehall.co.uk
Registered Charity number: 275201 (England & Wales)

View our Charity Commission register entry →  ·  Governing document →