Skip to main content

Hurstbourne Priors

Menu

Pavilion & Recreation Ground Booking Form

For The Pavilion and/or The Recreation Ground, Hurstbourne
Priors, Whitchurch, Hampshire, RG28 7SB

Name*

CONDITIONS OF HIRE

IMPORTANT NOTICE

Please note that the ‘HIRER’ of any facility booked is the designated ‘Responsible Person’ and is responsible for ensuring strict adherence to the Terms and Conditions of Hire set out below.

This is a legally binding document.

The following Conditions of Hire are strictly enforced. The ‘HIRER’ is therefore advised to read and understand these conditions before returning the Booking Enquiry Form. If clarification is required, please contact the Parish Council Clerk.

1. HIRE RATES AND BOOKING PROCEDURE

Hire rates for the facilities are subject to the specific requirements of the ‘HIRER’ and will be discussed and agreed upon between the ‘HIRER’ and Hurstbourne Priors Parish Council.

Please return your completed Booking Enquiry Form to:

Clerk to the Council
Email: clerk@hurstbournepriorsparishcouncil.gov.uk

Upon receipt of the completed Booking Enquiry Form, the ‘HIRER’ will be contacted to discuss the details of the enquiry and agree the applicable hire rates.

2. FACILITIES INCLUDED IN THE HIRE CHARGE

The hire charge includes:

  • Use of the Pavilion: Kitchen, toilet, changing rooms and reception room until 22:30 (10:30 pm) on the day(s) of hire.

  • Use of the Recreation Ground: The area within the vicinity of the Pavilion until 22:30 (10:30 pm) on the day(s) of hire.

  • Public access: The ‘HIRER’ and all other persons do not have exclusive use of the Recreation Ground. Free access to the Recreation Ground, including the play area, will remain available to members of the public throughout the Period of Hire.

3. TERMS AND CONDITIONS OF HIRE

3.1 Restrictions and Prohibited Activities

The following restrictions apply throughout the hire period:

  1. Closing time: Use of the facilities and grounds is prohibited after 22:30 (10:30 pm) on the day(s) of hire.

  2. Smoking: Smoking is prohibited in or within 50 metres of the Pavilion.

  3. Naked flames and fireworks: Naked flames and fireworks are not permitted.

  4. Barbecues: Lit barbecues are not permitted within 50 metres of the Pavilion.

  5. Vehicles: Vehicles are not permitted on the Recreation Ground, except temporarily for the delivery of equipment. Such access is permitted only where the condition of the ground is suitable for vehicles and no damage will be caused.

  6. Marquees and inflatables: These may be permitted subject to separate negotiation with the Parish Council. Any such installations are entirely at the ‘HIRER’S’ risk. The supplying company must provide the Parish Council with details of its insurance policy.

  7. Cleaning and waste removal: The Pavilion and Recreation Ground must be left in a clean and tidy condition. All rubbish arising from the event must be removed from the site. Following the event, the facilities will be inspected by a Parish Council representative.

3.2 Use of the Facilities and Responsibilities of the Hirer

  1. The ‘HIRER’ may use the premises only during the agreed Period of Hire and solely for the purpose stated on the Booking Enquiry Form.

  2. The ‘HIRER’, as the designated ‘Responsible Person’, is responsible for the hired facilities and for the health and safety of all persons using them throughout the Period of Hire.

  3. This responsibility includes, but is not limited to:

    • Preventing damage to the facilities by persons attending the event.

    • Ensuring that attendees do not cause public disorder or public nuisance.

    • Ensuring proper supervision of car parking arrangements to prevent obstruction of the entrance to the Recreation Ground or neighbouring properties.

3.3 Booking Confirmation and Deposit

  1. Once the completed Booking Enquiry Form has been returned to the Clerk to the Parish Council, the ‘HIRER’ will be contacted to discuss the details of the enquiry and agree the applicable hire rates.

  2. A deposit of at least 10% of the agreed hire rate is required to secure the booking.

  3. The booking will be confirmed in writing by the Clerk to the Parish Council once the deposit has been paid to the Parish Council.

  4. The deposit is non-refundable and will be retained by the Parish Council if the ‘HIRER’ cancels the booking.

3.4 Payment of the Hire Charge

  1. The outstanding balance of the agreed hire charge must be paid by the ‘HIRER’ at least eight weeks before the Period of Hire.

  2. Failure to pay the outstanding balance by this deadline will result in the Parish Council cancelling the booking.

3.5 Security Deposit

In addition to the hire charge, the ‘HIRER’ may, at the sole discretion of the Parish Council, be required to pay an additional security deposit.

The security deposit may be retained in full or in part by the Parish Council in the event of:

  • Damage to any part of the facilities, including furniture and fittings.

  • The need for additional cleaning of the facilities.