Terms and Conditions

Terms and Conditions

CAPACITY: All Hirers of the Hall whether for single use or regular sessions must comply with with the following booking requirements. The Hall has a maximum capacity of 80 people seated, 100 standing and 60 dancing (these figures include helpers and performers).


BOOKING:  Booking applications must be in writing on the booking form provided.  The person signing this form will be considered to be the Hirer.  Where an organisation is named in the application, the named organisation will be considered to be the Hirer and shall be jointly and severally liable with the signatory to the booking form. The minimum hire time for a Hall booking is 3 hours. All Hirers of the Hall are expected to allow sufficient time between bookings to grant others an opportunity to book out our venue and to uphold equality.  

The Hirer or person in charge of the booking must be aged 18 or over and must be on the premises at all times during the activity and not engaged in any activity that prevents them from actively supervising the event.      


PAYMENT TERMS: All Remaining Balance needs to be paid 7 days prior to the event. Fail to do so may result in cancelling of booking. You will also be required to pay a £100.00 damage deposit. Damage deposits will be refunded if no damage has taken place to the building during the event, we also have the right to take an overtime fee of the full hourly rate of £40 if the event has extended by 30 minutes. The Damage despite will be returned within 30 days of the event. Payments may be made by cash, cheque or bacs transfer. If using bacs, payment details will be provided.    


SUPERVISION AND RESPONSIBILITY: The Hirer will, during the period of hire, be responsible for the premises, its fabric and its contents.  The hirer will be responsible for the behaviour of all persons using the premises in whatever their capacity, and will include proper supervision of car-parking so as to avoid danger to members of the public and/or obstruction of the public highway.   


COMPLETION OF HIRE: At the end of hire period, the Hirer shall be responsible for leaving the premises and its surroundings in a clean and tidy condition, properly secured and out of building by 9:00pm unless directed otherwise by authorised representatives of Malachi Community Trust. Any contents temporarily removed must be restored to their original position. Failure to comply will result in an additional charge, which will be deducted from the damage deposit.   


CHILD PROTECTION: In the event that the hiring involves the attendance of children and young persons under the age of 18 the Hirer confirms that there will be appropriate Child Protection Procedure in place.  The Hirer agrees to ensure that all adults present on the premises are aware of this Procedure and abide by it.  The Hirer confirms that, when necessary, under the terms of the Child Protection Procedure, appropriate Criminal Records Bureau checks will be carried out in respect of persons involved with children and young people on the premises during the course of the hiring. 


PARKING: The hire of the premises shall include the use of parking facilities.  


EXCLUSIONS: The Hirer shall not use the premises for any purpose other than that described in the Hire Agreement and 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 or bring anything onto the premises that may endanger the premises or invalidate any insurance policies connected with the premises. 


ALCOHOL: Billesley Ark is not licensed for the sale of alcohol. Under no circumstances is alcohol allowed on the premises without written permission from Malachi Community Trust. Should permission be given for alcohol to be consumed, Malachi Community Trust CIC reserves the right to request a higher damage deposit of £100.00. Our building is located in a residential area and in instances where permission for consumption of alcohol has been agreed, the hirer is required not to disturb our neighbours by tolerating any drunk or disorderly behaviour. Any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly manner should immediately be asked to leave. No illegal drugs may be brought onto the premises. 


SMOKING: Smoking is not permitted in or around the building. For safety reasons individuals should not smoke in the car park. Smoke away from the public and car park entrance. 

MUSIC: Any Hirer who intends to play music or have a live band agrees to inform Malachi Community Trust in writing at the time of booking.  The Hirer undertakes to ensure that all noise is kept to a level such that neighbours of the premises are not unduly disturbed.  The Hirer agrees in any event all loud noise on the premises at 9:00pm. 


SAFETY: The Hirer must ensure that nothing shall be done which would endanger the users of the building or invalidate any insurance policies relating to the building and its contents.  In particular:    


  1. Obstructions must not be placed in gangways or exits, nor in front of emergency exits, which must be immediately available for free public access.  
  1. Fire, firefighting equipment must be kept in its proper place and only used for its identified purposes; 
  1. The Fire Service must be called by the Hirer at any outbreak of fire, no matter how small and reported to Malachi Community Trust or its representative; 
  1. Highly inflammable substances must not be brought on to or used in any part of the premises. No internal decorations of a combustible nature (such as polystyrene, cotton etc.) should be used on, in or about the premises; 
  1. No unauthorised heating or cooking appliances will be permitted on the premises; 
  1. First aid box can be found in the Hall along with an accident book, all injuries are to be recorded and reported to Malachi Community Trust or its representative; 
  1. All electrical equipment bought into the building must comply with the Electricity at Work Regulation 1989 and any subsequent legislation. Malachi Community Trust disclaims all responsibility for all claims and costs arising from use of any equipment that does not comply. 
  1. Where the purpose for which the premises are hired includes dancing, the Hirer must not cause or allow the maximum number of patrons / guests admitted to exceed the number specified on the booking form. 


EMERGENCIES:  In anticipation of an emergency, it is the Hirer’s responsibility to ensure that they know the location of first aid kits and the emergency evacuation procedures; all of which will be explained by Malachi Community Trust CIC or its representative.  


DAMAGE: The Hirer shall identify and notify Malachi Community Trust the cost of repair of any damage done to any part of the property including the surroundings or the contents of the building, which may occur during the period of the hiring as a result of the hiring. 

The Hirer shall not interfere in any way with the telephone system, electricity or fixtures and fittings on the premises. 

It is the responsibility of the Hirer to ensure that any equipment used is appropriate and will not endanger, overload or damage the electricity supply, circuits, wiring, plugs, sockets or other equipment to the centre. 


INSURANCE: The Hirer acknowledges that the loss of any items left unattended is not covered by Malachi Community Trust CIC or its insurers. 


CANCELLATION:  If the Hirer wishes to cancel the booking before the date of the event and Malachi Community Trust CIC is unable to conclude a replacement booking, the question of the payment or the repayment of the fee shall be in the discretion of Malachi Community Trust. 

Malachi Community Trust reserves the right to cancel this hiring in the event of the premises being required for use as a polling station, for a parliamentary or local government election or bye-election in which case the Hirer shall be entitled to a refund of any deposit already paid. 

In the event of the premises or any part thereof being rendered unfit for the use of which it has been hired, Malachi Community Trust CIO shall not be liable to the Hirer for any resulting loss or damage whatsoever. 


ACCESS: Malachi Community Trust CIC reserves the right to gain access to the premises or any part thereof at all times during the hiring. 


NO RIGHTS: The Hiring Agreement restricts permission to use the premises only for the agreed event and confers no tenancy or other right of occupation on the Hirer. 






The Hirer accepts full responsibility for ensuring that an appropriate Child Protection Procedure is in place and is observed by all persons on the premises involved with children and young persons under the age of 18 during the course of the event for which the premises have been hired.