Hirers Responsibilites
Leadenham Village Hall provides a safe, well-maintained venue. To help ensure events run smoothly and safely, organisers are expected to take responsibility for how the hall is used during their booking.
The points below outline what this means in practice.
Supervision and behaviour
What we expect from organisers:
- Clear supervision of everyone attending the event
- Appropriate supervision of children and young people at all times
- Reasonable steps to prevent behaviour that could cause harm, damage or disturbance
The hall must only be used for the purpose agreed at the time of booking.
Safety during your event
What we expect from organisers:
- Make themselves aware of fire exits, escape routes and safety notices
- Keep exits, walkways and access to safety equipment clear
- Manage any risks specific to their event or activity
If the fire alarm sounds, everyone must leave the building immediately.
Alcohol, music and entertainment
Where alcohol, music or entertainment form part of an event, we expect organisers to ensure that:
- Alcohol provision
- Live or recorded music
- Films or performances
comply with licensing requirements and operate within the hall’s permitted hours and capacity limits.
Safeguarding
(where applicable)
Where events involve children, young people or adults at risk, we expect organisers to have appropriate safeguarding arrangements in place including:
- Suitable supervision throughout the event
- Safe practices that reflect the nature of the activity taking place
- Clear arrangements for responding to safeguarding concerns if they arise
Safeguarding responsibilities reside with the organiser of the activity or event.
Catering and food provision
The hall does not provide catering or food preparation services.
Where food is prepared, served or sold as part of an event, we expect organisers to ensure that appropriate food hygiene and safety requirements are met. This applies whether food is provided by an external caterer, a group or the organiser themselves.
The hall does not provide food safety advice.
If organisers would like details of an independent catering provider familiar with the hall, we can share contact details on request. Any arrangements and contracts are made directly with the provider.
Equipment, staging and temporary layouts
If you bring equipment, decorations, staging or other items into the hall, we expect that:
- They must be safe and suitable for use in a public venue
- They must not create trip hazards or block exits or access routes
- They should be set up and used responsibly
All equipment and temporary layouts must be removed at the end of the hire, and the hall returned to its usual layout.
Care of the hall
What we expect from organisers:
- Reasonable care of the building, facilities and contents
- Prompt reporting of any damage, faults or safety concerns
- Leaving the hall clean, tidy and secure at the end of the hire
Noise and consideration for neighbours
We ask organisers to ensure:
- Noise levels are kept reasonable
- Guests leave quietly, particularly later in the evening
- Parking does not obstruct roads or neighbouring properties
Being considerate helps the hall remain a valued part of the local community.
Accidents and concerns
If an accident, injury or near miss occurs, we expect this to be reported as soon as possible. An accident book is available in the hall.
In an emergency, the emergency services should be contacted immediately.
Further information
If you have any questions about your responsibilities as an organiser, or are unsure whether something is permitted, please contact the Booking Secretary before your event.