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Carterton WI Hall – Terms and Conditions of Hire

By booking the Carterton WI Hall, you (the “Hirer”) agree to comply with the following Terms and Conditions:

1. Booking and Payment

  • A completed Booking Form and payment in full are required to confirm your booking.
  • A refundable security deposit is required and will be returned within 7 days after your event, provided no damage, loss, or extra cleaning is necessary.
  • Provisional bookings will be held for a maximum of 7 days without payment.

2. Cancellation Policy

  • Cancellations made more than 14 days before the event will receive a full refund.
  • Cancellations made 7–14 days before the event will receive a 50% refund.
  • Cancellations made less than 7 days before the event may not be refunded.
  • The Carterton WI reserves the right to cancel bookings due to unforeseen circumstances (e.g., emergency repairs) and will offer a full refund in such cases.

3. Use of Premises

  • The Hirer is responsible for the conduct and behaviour of all guests.
  • The hall must not be used for any illegal or dangerous activities.
  • The Hirer must not sublet or transfer the booking to another party.
  • No smoking or vaping on the premises or in the grounds of the hall.
  • All rubbish must be bagged and removed by the Hirer unless otherwise agreed.

4. Access and Departure

  • The hall is available only during the agreed hire period. Early entry or late departure may incur additional charges.
  • The Hirer must ensure that all guests vacate the premises promptly at the end of the hire period.
  • Keys (if applicable) must be returned as instructed.

5. Cleaning and Damage

  • The hall must be left clean and tidy: floors swept, kitchen surfaces wiped, and furniture returned to its original layout.
  • Any breakages, damage or excessive mess must be reported immediately.
  • The cost of repairs or extra cleaning may be deducted from the security deposit.

6. Health and Safety

  • Fire exits must be kept clear at all times.
  • The Hirer is responsible for the safety of attendees, including knowing evacuation routes in case of fire.
  • The hall’s maximum capacity must not be exceeded (80 seated, 100 standing).
  • All electrical equipment brought into the hall must be PAT tested.

7. Licences and Alcohol

  • If you intend to sell alcohol or provide regulated entertainment (e.g., live music), you are responsible for obtaining a Temporary Event Notice (TEN) from West Oxfordshire District Council.
  • A copy of the TEN must be provided to us before the event.
  • Drunken or disorderly behaviour is not permitted and may result in termination of the event.

8. Noise and Neighbour Consideration

  • The hall is located in a residential area. Please keep noise to a reasonable level, particularly in the evening.
  • All music and loud activities must cease by 11:00 pm, unless prior agreement has been given.

9. Liability

  • The Carterton WI Hall does not accept liability for personal injury, loss or damage to personal property during your hire.
  • The Hirer should consider arranging public liability insurance, especially for larger or public events.

10. Governing Law

  • These terms are governed by the laws of England and Wales. By making a booking through this website, by signing the booking form or making payment, you agree to abide by these conditions.