Crawford Village and Pimbo Lane Playing Fields Association Booking Terms and Conditions

Booking Policy & Conditions of Hire

About the Facility

Crawford Village Hall is a community facility run by an annually elected committee on behalf of our charity:

Crawford Village and Pimbo Lane Playing Fields Association (Charity No. 521339)

Our constitution states that the premises (including the building, green space and playpark) are:

“To be held upon trust for a recreation ground for the inhabitants of Up Holland and inhabitants of adjoining parishes, without distinction of sex or political or religious opinions, and with the object of improving the conditions of life for the said inhabitants.”

Charges for the Hire of the Hall

  • £15 per hour for one-off events

  • An additional 30 minutes free is included for setting up and cleaning up after your event

Regular Users

We aim to encourage regular use of the hall and understand that it can be difficult for new groups to establish themselves.

  • The first two weeks are free of charge

  • Once a group completes 12 weeks at £15 per hour, a significantly reduced rate will be offered

For further details, please contact:
crawfordvillagehutandplaypark@gmail.com

Hire of the Field / Outdoor Space

  • We do not normally charge for use of the outdoor space

  • However, all organised events must be booked with the Booking Secretary to ensure suitability and availability

Please note:

  • The land is not public land

  • It is maintained and managed by the charity

  • All users are expected to respect the facilities

Toilet Facilities for Outdoor Events

  • Toilet facilities can be hired for outdoor activities or events

  • £10 per day

  • Please book via the online booking system

Large-Scale Events

For large or complex events, please contact the Booking Secretary to discuss requirements and charges:

Heather – Booking Secretary
crawfordbookingsecretary@gmail.com

General Conditions of Hire

Responsibility & Agreement

  • The Hirer must be present throughout the hire period

  • The Hirer agrees to abide by all conditions set out in this document

  • The Committee will advise the Hirer of any changes to the Conditions of Hire prior to the hire period

By proceeding with a booking, the Hirer confirms they have read, understood, and agreed to these conditions.

Definitions:

  • Hirer refers to an individual or, for organisations, their authorised representative

  • Hall / Premises includes the Crawford Village Hall building and car park

  • The Hirer is legally responsible for any breach of these conditions and may wish to obtain appropriate insurance cover

Use of the Premises

  • The Hall may only be used for the purpose stated in the booking

  • Sub-letting is not permitted

  • The premises must not be used for unlawful purposes

  • The Hirer must comply with all relevant licensing, safety, security and insurance requirements

Supervision

  • The Hirer is responsible for:

    • The Hall’s fabric and contents

    • The conduct, care and safety of all persons present

Safety, Health & Hygiene

  • All attendees must be informed of safety procedures prior to the event

  • Fire safety information is clearly displayed in the Hall and must be followed, including:

    • How to raise the fire alarm

    • Location of fire-fighting equipment

    • Emergency exits and assembly point

The Hirer must ensure:

  • Fire exits remain unlocked and unobstructed

  • Fire doors are kept closed

  • Personal electrical equipment is safe and properly used

  • Highly inflammable substances (including fireworks) are prohibited

When using the kitchen:

  • All applicable health and hygiene regulations must be followed

Licences & Capacity

  • Maximum capacity: 50 people

  • The Hall is not licensed for alcohol

  • The Hall is not licensed under the Gaming, Betting and Lotteries Act

Children & Vulnerable Persons

  • The Hirer must comply with the Children Act

  • Adequate supervision must be provided for activities involving minors

  • Supervisors must be fit and proper persons aged 18 or over

Accidents & Damage

  • All accidents and injuries must be recorded in the Accident Log Book (located in the First Aid box near the hatch)

  • Any damage to the building, contents or equipment must be reported immediately

Reports should be sent to:
crawfordvillagehutandplaypark@gmail.com

The Hirer agrees to indemnify the Hall Committee against any costs arising from accidents or damage during the hire period.

Tidiness & Cleanliness

At the end of the hire period, the Hirer must ensure:

  • The premises are left clean and tidy

  • Chairs and tables are cleaned and returned to storage

  • Floors are swept and dried

  • All equipment brought onto the premises is removed

  • All waste must be taken away

  • The kitchen is cleaned and all crockery and utensils washed, dried and stored

Access & Security

  • Access is via a keysafe located to the right of the main entrance

  • The Booking Secretary will provide the access code

  • At the end of the hire, the Hirer must ensure:

    • All doors (including emergency exits) are secured

    • Electrical appliances are switched off

    • Lights are turned off

Car Parking

  • Parking is at the car owner’s risk

  • Entry and exit routes must remain clear at all times

Lost Property

The Hall Committee accepts no responsibility for lost or stolen items.

Please contact the Secretary after your hire to check for lost property:
crawfordvillagehutandplay@gmail.com

Consideration for Neighbours

  • The Hall is located near private dwellings

  • Excessive noise may cause disruption and complaints

  • All events must finish by 10:00pm, unless otherwise agreed in advance

Smoking

Smoking is prohibited in accordance with the Health Act 2006.
Anyone breaching this rule will be asked to leave the premises.

Hiring Fees & Cancellation

Payment

  • All hire fees must be paid in full before the hire period

  • A booking is not secured until payment is received

Cancellation

  • Cancellations up to 7 days before the hire date: full refund

  • Cancellations within 7 days: non-refundable

The Hall Committee reserves the right to cancel a booking without liability if:

  • The Hall becomes unfit for use, or

  • The Hall is required as a Polling Station

In such cases, any fees paid will be refunded.

Insurance

The Hall Committee holds full insurance (currently with Allied Westminster) covering third-party claims arising from hire.

Data Protection

Booking information may be shared with other trustees (e.g. Chair, Treasurer or Secretary) where required, including for applications such as TENS licences.

Policy Review
This policy was last reviewed in December 2025 and is reviewed annually.

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