Conditions of Letting - February 2017

  • Hire Fees. Hire Fees are set by the Parochial Church Council (PCC) and are subject to annual revision.  Hire fees include the use of the Hall itself, tables, chairs, heating and lighting – as appropriate.  If Hirers require the use of the kitchen then all crockery, cutlery and glassware must be washed and dried and returned to the correct places in the kitchen. Failure to comply with this condition will result in an additional charge to the hirer. 
  • Payment of Fees.  All fees must be paid either in cash or by crossed cheque made payable to HERSHAM PCC before the date of the hiring. Unless otherwise agreed all fees, including the refundable deposit, must be paid 28 days before the date of the hiring.
  • Deposit. A deposit of £50 is payable by the Hirer no later than 28 days prior to the date of the hiring.  This is fully refundable so long as the Hall is left in a clean and tidy condition. All rubbish must be taken away from the Hall; no rubbish is to be deposited in the Hall bins. Chewing gum and sticky sweets are strictly forbidden. The floors in the main Hall, kitchen, and toilets must be swept and washed (if necessary) before the Hall is vacated. Failure to adhere to these conditions may result in the full deposit being retained by the PCC. The deposit cheque will be shredded or cash returned if all conditions are met.
  • Cancellation of Booking. A hirer wishing to cancel a booking may do so in writing to be received by the Lettings Secretary not less than 4 weeks before the date booked.  Cancellation less than 4 weeks before the date booked will result in 50% of the hire fees being retained. No refund will be given for bookings cancelled less than 2 weeks prior to date booked for any reason.
  • Smoking. Smoking is strictly forbidden in any part of the premises.
  • Alcohol.  Alcohol may be consumed on the premises at private functions without a license.  Alcohol may only be sold once a suitable license has been acquired from Elmbridge Borough Council.
  • Damage. If any damage occurs to the fittings, fixtures, building or furniture, either in the hall itself, the kitchen or the toilets, then it is the responsibility of the hirer to reimburse the PCC for the cost of the replacement of these items. 
  • Decorations. Decorations may be put up using bluetac. No drawing pins or nails may be used and please do not use cellotape as this damages the paintwork.
  • Insurance.  The PCC have insured the building and its contents against fire, burglary and theft, but they have no responsibility for loss, damage or theft of material property belonging to any hirers of the Hall, their employees or their patrons.
  • Closing Time of Functions. Because the rear of the Hall is in close proximity to the residents in Avondale Close, music must be turned off by 11.00 pm latest and the Hall vacated quietly no later than 11.30 pm.  Special occasions (such as New Year’s Eve) are subject to revised closing times, to be agreed by the Letting Secretary.
  • Personal Injury Disclaimer.  The PCC shall not be liable for the death or injury to any person using the Hall or equipment therein or for damage to property arising out of the use aforesaid and the Hirer shall indemnify the PCC against all claims, demands, actions or proceedings of whatsoever nature in respect of any death or injury or damage to property aforesaid.
Health & Safety: The PCC has adopted a written Health & Safety Policy a copy of which is displayed on the church web site at However a summary of this policy, particularly as it affects the use of the Hall, is displayed in the Hall to the right hand side of the Notice Board just inside the main hall doors. Every hirer or user of the hall is required to read this Summary prior to using the Hall and comply with its requirements in full. No portable electrical appliances are to be brought into the hall unless they have first been tested by a competent electrician and found to be safe.