Terms & Conditions of Hire

Last Reviewed on November 1st 2025

Introduction

It is important that when you hire or use the Yew Tree Hall, you read and understand these Terms and Conditions of Hire. They apply in all cases, whether you have formally agreed to them or not.

General

These terms and conditions apply to all those who book and use the Yew Tree Hall.

They are part of an agreement between Yew Tree Hall (YTH) and the hiree, who may be an individual or an organisation represented by an authorised person.

The terms and conditions should be read in conjunction with:

  • Hall Charges

  • Yew Tree Hall policies on Health and Safety, Equal Opportunities, Environment

  • Yew Tree Hall User Guide

Copies of all these documents are available on request or to view on hallbookingonline. Hard copies are available on request. Copies are available to view on the Yew Tree Hall noticeboard.

Bookings

Bookings are made through hallbookingonline. When a booking request is made the hiree is required to indicate agreement to these terms and conditions prior to submitting the booking form.

For those who are not able to access this system it is possible to request a booking by:

These bookings will be entered onto hallbookingonline by the secretary. Confirmation of a booking is made on the understanding that a hiree has read and agrees to abide by the Terms and Conditions of Hire, Hall Charges, Hire Agreement and other applicable policies.

Charges, Invoicing & Payment

Charges

Bookings are charged in accordance with the Hall Charges. As well as charges for use of the Hall spaces and facilities, there may be charges for use of equipment, the benefit of a licence to sell alcohol etc. These are all shown when a pro-forma invoice is issued as confirmation of the booking.

Invoicing and Payment

Invoices are issued by email when your booking is confirmed, and online payment is preferred. Payment can also be made by cheque or cash. Payment may be required in part or in full before an event takes place as set out in the Hall Charges.

Deposits

Security/damage deposits may be required in some circumstances as set out in the Hall charges.

Confirmation of Booking

Bookings will be confirmed by email. For those booking by telephone confirmation will be given verbally during the phone call.

Cancellation

Confirmed Booking

Once the booking confirmation email has been sent and any deposit requested has been paid, the Hall (or part of the Hall) will not be hired out to any other individual or organisation during the hiree’s period of use without their prior agreement.

User Changes and Cancellations

Users can edit their bookings using the link provided in the acknowledgement of booking email. Once a booking has been approved any further changes will need to be requested through the administrator at yewtreehallbookings@gmail.com.

Cancellations can be made by the hiree without charge up to three days prior to the booking.

Cancellation Charges

Cancellation rules and charges are set out in the Hall Charges. YTH aims to be flexible when users need to postpone and re-book an event. A charge may be made for short-notice cancellation of bookings on days and times when there is a high level of demand.

Cancellations by YTH

YTH reserves the right to cancel a booking when:

  • Yew Tree Hall is required for use as a Polling Station.

  • YTH Management Committee consider that:
    a. such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements, or
    b. unlawful or unsuitable activities will take place at the premises because of the hiring.

  • Yew Tree Hall becoming unfit for the use intended by the hiree.

  • An emergency requiring use of Yew Tree Hall as a shelter.

In any such case, the hiree shall be entitled to a refund of any deposit already paid, but YTH shall not be liable to the hiree for any resulting direct or indirect loss or damages whatsoever.

Access to The Hall & Time Periods of Hire

Access

Regular users have access to a key safe mounted by the entrance door of the Hall. First-time hirees should inform YTH that they require access to the key safe, and the secretary will provide instructions in an email.

Minimum Hire Period

The minimum hire period is one hour; bookings lasting longer than one hour should be rounded up or down to the nearest half hour. Hire periods must be long enough to allow for setting up and clearing up.

Use of Premises & Supervision

The hiree must be present during the period of hire and ensure that these terms and conditions are observed. Use of Yew Tree Hall must always be responsible, with respect to the accommodation, facilities and equipment.

The hiree 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;

  • 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.

There is a minimum hire age of 18 years. The Hall can be hired for private parties. If children and young people under the age of 18 years are to attend, there must be adequate adult supervision, and YTH reserves the right to decline a booking if evidence of appropriate adult supervision is not provided.

Dogs

Only Guide Dogs and Assistance Dogs are permitted; no other dogs.

Conditions of Use

  • No smoking anywhere in the Hall, Hall Garden or surrounding area.

  • No stiletto heels to be worn.

On completion of hire, please:

  • Sweep the Hall floor

  • Wipe down tables and store them in the cupboard in the entrance hall

  • Stack away chairs

  • Clean kitchen equipment used

  • Take away any waste placed in the kitchen bin (Fresh bin liners are provided)

  • Switch off the lights and heating

  • Report any breakages/faults/shortage of consumables

Please check with the Bookings Secretary if you are planning a gathering of more than 50 people.

Parking

Please avoid parking close to the bridge to maintain good access.

The hiree 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 that have been used, and where appropriate, the building itself secured unless directed otherwise; and any contents temporarily removed from their usual positions properly replaced.

If the Hiree fails to meet this requirement, YTH shall be at liberty to make an additional charge. The basic rule is that the room and facilities should be left as they were found.

The hiree 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 hiree shall not use the premises for any purpose other than that described in the Provisional Booking Confirmation; 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 sale of alcohol is subject to special rules and permissions set out in the Yew Tree Hall User Guide. The hiree shall ensure that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries.

Policies

All users must be familiar with and observe the policies of YTH relating, amongst other things, to Health and Safety, Equal Opportunities and Environment. Copies of these are available online and are displayed in the Hall.

Any hiree 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.

Fire

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

Licensed Activities & Sale of Alcohol

Yew Tree Hall has a Premises Licence authorising the following regulated entertainment and licensable activities between the hours of 10.00 am and 11.00 pm:

  • The performance of plays

  • The exhibition of films

  • Indoor sporting events

  • The performance of live music

  • The playing of recorded music

  • The performance of dance

  • Entertainment of a similar description to the above

  • The sale of alcohol

Of the regulated and licensed activities, the only one which YTH needs to have specific information about is the sale of alcohol. Provisions are set out in the Yew Tree Hall User’s Guide, and anyone selling alcohol must be aware of and observe these. Acceptance of these terms and conditions involves conforming to these provisions.

The Hall additionally has a PRS/PPL licence.

You are permitted to play recorded music as part of an event (for example, an exercise class).

If other licences are required in respect of any activity in the Village Hall the hiree should ensure that they hold the relevant licence.

No Alteration

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 YTH.

Any alteration, fixture, fitting or attachment so approved may, at the discretion of YTH, remain in the premises at the end of the hiring. It will become the property of Yew Tree Hall unless removed by the hiree, who must make good to the satisfaction of YTH 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 hiree.

No Interference with 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 Yew Tree Hall users by way of noise, disturbance or otherwise.

Contacts for Yew Tree Hall, Lorton

Contacts

  • Adam Baker (Chairman) 07771 977482

  • Clare Round (Bookings Secretary) 07956 500 927

  • Catherine Armstrong (Treasurer) 01900 85278

General Rules

  • No smoking anywhere in the Hall and Hall Gardens.

  • No dogs other than guide and assistance dogs.

The Hall is run by volunteers – there is no one to clean up after you! Please leave the Hall in a clean, tidy and safe condition – this applies everywhere, but especially the kitchen and toilets. Please sweep the floors and leave the Hall and the facilities as you found them.

Heating and Lighting

Hall heaters

Heaters are controlled by timers mounted on the wall adjacent to the double doors dividing the two parts of the Hall.

  • Switch on: Press the ‘boost’ button repeatedly to set half, one, or two hours. Reset as often as necessary for a longer period.

  • Switch off: Press the boost button an extra time beyond the maximum set period (2 hours).

The primary heaters in the main Hall are wall-mounted ceramic type that do not glow red but have a small red indicator light to show they are on. There are additional suspended heaters also controlled by timer switches in both rooms. The switch in the supper room is a different style but works the same way as the main Hall.

Lights

Light switches control wall and ceiling lights in both rooms. The switch for the toilet lobby is on the ground floor by the stairs.

Facilities

Hot water

Hot water for the upstairs toilet basins & the kitchen sink is provided by the heater above the wash basins upstairs.

  • Switch on by the switch on the wall above the basins adjacent to the heater.

  • Press down on the toilet basin taps for water to flow.

A “plumbed-in” water heater in the kitchen can be used to supply hot water for drinks. Electrical kettles are available for smaller quantities for tea and coffee.

Kitchen

Glasses, crockery, and cutlery are stored in the cupboards and drawers. Additional items for larger events are kept in the small cupboard at the back of the table store at the top of the entrance stairs.

  • Washing-up liquid is provided, but please bring your own drying-up towels.

  • Measures for the sale of wine and spirits by the glass are kept in the kitchen roll-front cupboards.

Toilets

Lights are switched on by the switch at the bottom of the stairs. Fans work automatically.

Safety

  • For unlocking the Hall at night with the key from the key safe, it helps to have a torch with you.

  • Fire exit: The internal double doors at the southwest end of the Hall must be fixed in an open position whenever there is an activity in the Hall.

  • Emergencies: There is no phone in the building, so please have a mobile phone with you in case of emergency.

  • A first aid kit is kept in the kitchen next to the paper towel holder. If you need to use it, please make an entry in the accident reporting book.

Other Equipment

  • Microphone, amplifier, and hearing loop: These are in the wall-mounted box at the west end of the main Hall, along with operating instructions.

  • Table tennis & football tables: Not for general use except by special arrangement and instruction on safe assembly and dismantling procedures.

  • Broadband: WiFi connection is available in the Hall. The WiFi name and password are displayed on the notice board in the supper room.

Before You Leave

  • Cleaning equipment is stored in the cupboard below the stairs leading to the toilets.

  • Stack folding chairs fabric side out.

  • Sweep floor.

  • Turn off lights and heating.

Breakages

Please report any breakages or problems you find with the Hall facilities to one of the Hall contacts above.

Rubbish

Empty waste bins and take the rubbish away with you. Spare bin liners are kept in the cupboard to the right of the kitchen sink (and toilet rolls in the plastic box in the toilet lobby upstairs).

On leaving, please ensure all electrical equipment & lights (including the toilet lights) are turned off and return the key.

For any further questions or inquiries, please reach out to us via email yewtreehallbookings@gmail.com or by phone at 01900 876 454 or 07956 500 927.