1. Payment

A deposit of £100 is payable with your Booking Contract at least 21 days prior to your event to secure your booking.

Cancellations with less than 4 days to go may result in the forfeit of some/all of your deposit at the committee’s discretion.

The hire charge is payable in full, 14 days prior to event by direct transfer to:

Account  Name Edgmond Village Hall

Sort Code 30-96-02 

Account Number 00104035

Please include your booking reference with payment.

Your deposit will be returned to you immediately following your event.

If you have any payment enquiries please direct these to our Treasurer whose email you can find on the 'Contact us' page.

2. Time

The hire period should include at least an hour before your event start time for setting up and at least an hour after your event end time for cleaning.

There is an unarranged overrun charge of £50/hr.

3. Damage

Any damage cost will be deducted from the deposit.

4. Bar

The bar, if requested, will open when requested and will close at 11.30pm at the latest.

5. Music

Our license allows the playing of music only until midnight and only inside the premises. Music must not be audible at the village hall boundary. The EVH license account number is 01675180.

Please familiarise yourself with these instructions on how to use the audio system and projector.

6. Stage

If you require use of the stage (in the Main Hall only) the front can be pulled out to make a larger platform. The supports pull out to the white line and the front folds down. This requires two people to set up.

Access to the stage is through the Committee Room door from the Main Hall.

7. Kitchens

Use of the Main Hall Kitchen includes use of: fridge freezer, oven, hob, sink, kettle, urn, microwave, cutlery, tea towels, bin liners, tea cups and saucers.

The Studio Kitchen is designed to accept food trolleys and catering equipment through its double doors. Use of the Studio Kitchen includes use of: fridge freezer, oven, hob, sink, kettle, urn, microwave, cutlery, tea towels, bin liners. Please note we don't store tea cups and saucers in the Studio kitchen so please let us know if you will require this.

We do not provide any pots/pans for cooking. Wine glasses and glass tumblers are an optional extra. Both kitchens have hatches for serving.

The kitchens must be cleaned and left as you found them.

8. Tables and chairs (indoor)

The tables and chairs for using in the Main Hall (and Room 2) are located in the foyer of the main entrance, which can accommodate TBC people seated.

The tables and chairs for using in the Studio (and Meeting Room) are located in the Meeting Room, which can accommodate TBC people seated.

There are signs which tell you the number of tables and chairs that are stored there so please ensure the correct numbers are returned at the end of your event.

Tables and chairs must be kept to their own area. I.e. those stored in the Main Hall foyer should only be used in the Main Hall and those stored in the Studio should only be used in the Studio. If you require more tables or chairs then please let us know and we may be able to provide more.

9. Room capacities (standing)

Committee Room capacity: 10 people

Main Hall capacity: 100 people

Room 2 capacity: 30 people

Meeting Room capacity: 10 people

Studio capacity: 50 people

For seated capacities, see 'Table and chairs' section.

10. Set up

It is your responsibility to set the room up as you wish so please ensure you include enough time in your booking for this. If you require the Studio or Meeting Room separately, the acoustic partition will be set up prior to your arrival. Please do not slide these doors yourself as only trained staff/committee members are authorised to do this.

If you require bunting to be hung, we will do this for you prior to your event.

11. Clear up

It is the hirer's responsibility to leave the premises in the condition in which they were found so please ensure you include enough time in your booking for this. This includes all areas including toilets, kitchens, stage etc.

The cleaning cupboard is located in the corridor between the Main Hall and Studio. It will be equipped with everything you need to clear up.

12. Rubbish Removal

The hirer is responsible for removing all rubbish, waste cans & bottles from the premises. I.e. please take all rubbish away with you. This is due to T&W Council charging EVH for waste disposal and as a charity it is not affordable to provide waste disposal for all of our groups/functions.

A £25 left rubbish surcharge will be deducted from your deposit if any waste is found left on the premises.

13. Grounds

Unless the whole facility is hired, non-exclusive use of the patio, garden, field and nature trail are included in the cost of the hire.  Please treat with respect. We will endeavor to inform you if there may be another group using the grounds at the same time as you.

14. Marquee

A marquee may be erected with permission from the committee. It is the hirer’s responsibility to erect, dismantle and remove any marquee or similar structure in calm weather only.

No leaving of any structure unattended in poor or expected-to-be poor weather.

15. Bouncy castle

All internal bouncy castles must have matting/protection for flooring. Please check the height as the rooms can only accommodate a bouncy castle with a maximum height of 2.8m.

16. Keys

Keys will be available from the key safe.  The key safe is located to the right of each entrance door and the code will be provided to you via email prior to your hire.  Please return the keys to the key safe once you have opened up the doors and once again when you have locked up at the end.

A £30 deduction will be made for late return of keys. A £50 deduction for non return of keys.

17. Parking

On site car parking is available, with overflow parking.

18. Accidents

In the unfortunate event of an accident, first aid kits are located in both kitchens with an accident book. Please record the details of the accident and  make a note on the first aid kit of any supplies used to treat the injured person/s.

19. Heating

The Main Hall and Studio room temperatures are controlled by wall mounted thermostats (to the right of the Main Hall door and to the left of the Studio door as you enter the rooms). Please DO NOT turn off radiators at the wall, please use the thermostat control which will decrease the temperature just as quickly. 

Please watch our EVH thermostat control video prior to your event to familiarise yourself with the controls.

The Committee Room heating is activated by a timer (amber illuminated button on the wall).

The Room 2 heating is activated by a timer (amber illuminated button on the wall).

All heating is electric and will only operate if the heaters themselves are switched on at the wall.

20. Fire

Please familiarise yourself with the fire equipment and muster point information prior to your event.

21. Leaving the hall

Please ensure all lighting is switched off, all windows and doors are closed and the premises are locked and secure.

22. Video surveillance policy

Edgmond Village Hall Video Surveillance Policy Document the hall's policy on video surveillance on the premises. Please note, there are no cameras inside the building - to be clear there are no images of activities taking place within the hall.

23. Child protection policy

Edgmond Village Hall operates a Child and Vulnerable Adult Protection Policy. This comprises a statement and a User Group Checklist. All user groups agree to abide by the policy statement and to follow our check list.

24. GDPR

Please read how we process your personal data in the Edgmond Village Hall GDPR Policy Document.

Updated April 2025