Terms and Conditions

The terms and conditions are part of an agreement between Stainton Village Hall Charitable Incorporated Organisation (CIO) and the hirer, who may be an individual or an organisation represented by an authorised person and should be read in conjunction with Village Hall policies.

Copies of all these documents are available on our website. Emailed and hard copy versions are available on request.

All the conditions, plus any special conditions imposed at the time of booking, apply unless specifically excluded in writing in the booking confirmation e-mail.

Accepting the terms and conditions when making a booking request certifies that the hirer is aware of these terms and conditions, will abide by them and will ensure that those who use the Hall in conjunction with their booking act in accordance with them.

Stainton Village Hall CIO will assume that anyone accepting them on behalf of an organisation is duly authorised to do so.

Confirmation of bookings

Charges for all bookings are shown the Schedule of Charges below and on the bookings page. Bookings are charged individually, in accordance with the Schedule of Charges, with any special discounts or other provisions.

As well as charges for use of the Hall spaces and facilities, there may be charges for use of equipment etc. These should also be shown on the booking confirmation e-mail. Except where the items are owned by other users for example children’s play group equipment where the user should obtain prior consent for use from the owners.


The payment date will be shown on your invoice. If the invoice is not paid by the due date, Stainton Village Hall CIO reserves the right to cancel any future bookings. Payment may be made by BACS, PayPal (including credit/debit cards), cash or cheques made payable to: ‘Stainton Village Hall CIO’.


Cancellations by the hirer

Regular Users are those who book on a regular basis, such as weekly for a period of months. Regular users will be invoiced monthly in arrears. Cancellation within 48 hours or a no show may incur the full hire charge.

Occasional Users and One-Off bookings may be asked to pay 50% deposit.  Any balance to be paid within a month of the event. Cancellation within 48 hours or a no-show may incur the full hire charge. 

Cancellations by Stainton Village Hall CIO

Stainton Village Hall CIO reserves the right to cancel a booking by written notice in the following circumstances:

  • the premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election;
  • the Village Hall Management Committee reasonably considering that such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements;
  • unlawful or unsuitable activities will take place at the premises as a result of the hiring;
  • the premises becoming unfit for the use intended by the hirer;
  • an emergency requiring use of the premises as a shelter for the victims of flooding, snowstorm, fire, explosion or those at risk of these or similar disasters.
  • The committee reserve the right to cancel a regular booking slot for a priority use in which case prior notice of at least a month will be given. 

In any such case the hirer shall be entitled to a refund of any money already paid, but the Village Hall shall not be liable to the hirer for any resulting direct or indirect loss or damages whatsoever.

Return to top

Capacity in the Village Hall  

  • Main Hall: Recommended 95 in main hall  (85 if using stage)
  • Meeting room: Recommended 24 café style, 24 theatre style, or 16 (tight) or 12 (comfortable) boardroom style
  • Fire regulations: 110 maximum limit in main hall, 36 in meeting room

Access to the hall (hire periods)

Bookings relate only to the specific rooms and days and times hired. Hire periods must be long enough to allow for any setting up and putting away/dismantling any furniture/equipment.

For bookings of an hour or more, as a concession, we add 15 minutes at either end to allow for any ‘setting up’ and ‘taking down’ time which should including leaving the hall in good order and fit for use for others. If you deem more time is needed, this must be booked and paid for.

Secure access is controlled by a conventional door key. The key must be retained by the hirer for the period of use, used to lock the hall (if you are the sole user) and returned to the designated Stainton Village Hall key holder – except where alternative arrangements have been agreed by the Village Hall Committee/Booking Co-ordinator.

Use of premises, supervision and cleaning up

The hirer (or his/her authorised representative) must be present during the period of hire and ensure that terms and conditions are observed.

The Village Hall must always be used responsibly with respect to the accommodation, facilities and equipment. The hirer shall, during the period of the hiring, be responsible for: supervision of the premises, the fabric and the contents; their care, safety from damage however slight or change of any sort; and the behaviour of all persons using the premises whatever their capacity, including proper supervision of car parking arrangements so as to avoid obstruction of the highway.

The hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy condition; utensils and equipment put away; lights, taps, equipment etc all turned off; the rooms they have used and where appropriate the building itself secured unless directed otherwise; and any contents temporarily removed from their usual positions properly replaced. All crockery, cutlery, glasses must be washed, dried and put away (note we have a commercial dishwasher with quick washing cycle). Chairs stacked 5 high. The kitchen and toilets must be left in a respectable condition. Failure to comply may result in loss of some of the Damage & Cleaning Deposit.

ALL WASTE MUST BE REMOVED by the hirer including any food waste and recyclable rubbish. Bin bags will be provided. Please note the hall does not currently have a commercial waste service or recycling facility, users are expected to remove all domestic waste associated with their use. 

If the Hirer fails to meet this requirement the Village Hall CIO shall be at liberty to make an additional charge.

You do not need to clean the hall floor, this will be done by us using the right equipment, but we ask it is swept with a brush. Spillages in the kitchen and toilets can be mopped using the domestic mop and floor cleaner.

The hirer shall make good or pay for all damage (including accidental damage) to the premises or to the fixtures, fittings or contents and for loss of contents.

The hirer shall not use the premises for any purpose other than that described in the Booking Request; 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 premises. The use of Smoke Bombs is not permitted at any time. The sale of alcohol is subject to special rules and permissions set out below. 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.


All users must be familiar with and observe the policies of Stainton Village Hall CIO relating amongst other things to Health and Safety; Equal Opportunities; Environment; and Protection of Children and Vulnerable Adults. Copies of these are available on the bookings page and are displayed in the Hall.

Any hirer or user of the Hall where children and/or vulnerable adults are involved must have appropriate policies/procedures in place and must ensure that these are observed when using the Hall.


All hirers must make themselves, and any individuals using the premises as part of their hire, aware of emergency escape routes and fire alarm procedures.

Return to top

Licensed activities

The Village Hall has a Premises Licence authorising the following regulated entertainment and activities:

  • a performance of a play 
  • an exhibition of a film 
  • an indoor sporting event 
  • a performance of live music 
  • any playing of recorded music 
  • a performance of dance 
  • provision of late night refreshment 
  • entertainment of a similar description to that falling within a performance of live music, any playing of recorded music or a performance of dance

Acceptance of these terms and conditions involves conforming to the provisions of the Premises License.

Sale of alcohol

The Village Hall license does not cover the sale of alcohol. Anyone wishing to sell alcohol during any event must apply for a Temporary Event Notice (TEN) from the local authority (Eden District Council). The Licensing Team can be contacted on 01768 212273 or admin.licensing@eden.gov.uk

Of the regulated and licensed activities, the only one which Stainton Village Hall CIO needs to have specific information about is the sale of alcohol. No additional charge will be levied by the Village Hall, but the hirer must meet all the costs associated with the Temporary Event Notice.

TV license

Stainton Village Hall does not hold a TV license. This means that users should not use any equipment within the village hall to:

  • watch or record any television programme service
  • watch or record any television programme at the same time (or virtually at the same time) as it is being shown on any television programme service
  • watch or download any BBC programme on demand on BBC iPlayer, even if it is accessed through another provider, such as Sky, Virgin Media, Freeview or BT.


Playing and performing music at or from the village hall premises is permitted by The Music Licence subject to their terms and conditions

Other licenses

If other licenses are required in respect of any activity in the Village Hall the hirer should ensure that they hold the relevant license.

No alterations

No alterations or additions may be made to the premises nor may any fixtures be installed or placards, decorations or other articles be attached in any way to any part of the premises without the prior written approval of the Village Hall CIO.

Any alteration, fixture or fitting or attachment so approved may at the discretion of the Village Hall CIO remain in the premises at the end of the hiring. It will become the property of the Village Hall unless removed by the hirer who must make good to the satisfaction of the Hall any damage caused to the premises by such removal.

No rights

The hiring agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the hirer.

No interference with the activities of other Hall users

Any use must be conducted in such a way that it does not unreasonably interfere with the activities of other Hall users or its neighbours by way of noise, disturbance or otherwise.  

For those users who exclusive use of the hall, you will need to book both the main hall and meeting room, e.g. the entire hall to avoid another user sharing the kitchen, toilets and common areas.

We encourage those users who are resident in the village and able to walk to do so as to reduce the number of vehicles parked in or around the hall. Please do not cause an obstruction to our neighbours, block access or park on the pub car park.

Return to top

Schedule of charges

The hire charges are given in Tables 1 and 2.

Table 1 Local Rates apply to:

  • Local individuals, organisations or companies (residing or registered in the village of Stainton and immediate surrounds within the Dacre Parish).
  • Public or voluntary organisations which provide a service to the local area.
  • Other organisations providing a service which benefits local people may be allowed local rates at the discretion of the Committee.

Table 2 Standard Rates apply to : all other Users including commercial organisations and special events.

Table 1: Local Rates

Hourly rate (up to 5 hours) Fixed rate (5 to 10 hours)Fixed rate (more than 10 hours)
Main Hall£ 12£ 60£ 80
Meeting Room£ 8£ 40£ 50
Entire Village Hall£ 20£ 100£ 130

Table 2: Standard Rates

Hourly rate (up to 5 hours)Fixed rate (5 to 10 hours)Fixed rate (more than 10 hours)
Main Hall£ 18£ 90£ 130
Meeting Room£ 10£ 50£ 70
Entire Village Hall£ 28£ 140£ 200

First 5 hours of any booking is charged at the hourly rate. For longer bookings there are two fixed rates. The first rate applies to bookings of 5 to 10 hours duration and the second rate applies to bookings of more than 10 hours duration.

Entire hall is where a user wants exclusive use of the facilities, for example a party or function. Failure to book the entire hall may find users sharing the kitchen, toilers and common areas with another user.

What’s included?

The charges include the use of:

  • Kitchen and all its equipment
  • Heating, water and electricity
  • Toilets
  • Common areas
  • Car Park (although please note this is very limited)
  • Tables and chairs in the main hall
  • Table and chairs in the meeting room
  • AV projector, screen, cd player and speakers in the main hall
  • Flatscreen TV with integrated speakers in the meeting room
  • WiFi throughout the building
  • Hearing induction loop for main hall and meeting room
  • Staging 

Please note the use of AV equipment for presentations and projections will require the user to bring a laptop or suitable tablet. Connecting cables will be provided in each room.

Damage and cleaning deposits

You must leave the hall as you found it, in a clean and tidy manner.

A Damage & Cleaning Deposit may be requested depending on the nature of your booking. For example, parties may be required to pay a Damage & Cleaning Deposit. This will be refunded after the event following inspection of the facility., which must be left clean and tidy. All crockery, cutlery, glasses must be washed, dried and put away (note we have a commercial dishwasher with quick washing cycle). Chairs stacked 5 high. The kitchen and toilets must be left in a respectable condition. Failure to comply may result in loss of some of the Damage & Cleaning Deposit.


Where possible bookings should be made through our booking system. If you have a question before booking please email enquiries@staintonvh.org.uk and we will endeavour to respond within 24 hours.

Stainton Village Hall is a registered charity run by volunteers.

Return to top