Terms of Hire

Please read the following terms and conditions carefully. If you have any concerns or queries regarding any of the content, please discuss these with our bookings team.

1. Confirmation, deposit and cancellation

(i) Huntingdon Town Hall requires written confirmation (in the form of the completed booking form within this pack) of a booking, together with a deposit of £250. Please make any cheques payable to Huntingdon Town Council

(ii) The £250 deposit will be fully refundable (post-event) should there be no damage to the building or its contents. If costs to repair any damage exceed £250, you as the responsible person will be liable to cover any additional costs.

(iii) The balance of the overall hire invoice will be required at least 28 days in advance of your function. Huntingdon Town Council reserves the right to cancel your booking and re-let the facility if full payment is not made within this period. The £250 deposit will also be forfeited.

(iv) Bookings made within 28 days of your function must be paid in full (including deposit) at the time of making your booking.

(v) To protect the health and safety of our hirers and their guests, it is necessary to limit the number of guests requiring lift access. Please indicate on your booking form how many guests will require lift access. We will ask you for final confirmation of numbers one week before the event.

(vi) Huntingdon Town Council reserves the right to cancel any letting at any time should it require use of the building for an election, referendum or in an emergency. In any of these eventualities, any charges will be reimbursed in full to the hirer but the Council will not be liable to pay any compensation to any person in respect of such a cancellation.

(vii) The Responsible Person has the right to cancel a booking before a function commences if he or she feels that there is a risk to Huntingdon Town Council and the Town Hall. Huntingdon Town Council will not be liable to pay any compensation to any person in respect of such cancellation; all monies paid will be refunded to the hirer.

(viii) Should you have to cancel your function, the following charges will be made:

• 1 month prior to the function: 100%
• 2 months prior to the function: 75%
• 3 months prior to the function: 50%
All deposits are non-refundable

2. Use of the venue

(i) Huntingdon Town Council reserves the right to refuse any application for use of the building.

(ii) All ceremony and reception packages are available from 08:00 to 00:00. Huntingdon Town Hall is licensed for use up until 00:00 so we ask that you and your party vacate the building promptly at midnight. Any time taken after midnight will result in an immediate late leaving charge of £100. Huntingdon Town Council accepts no responsibility for any property left on the premises after the function has ended and the party has vacated the building.

(iii) You will not be able to access the building before the start time stated on your booking form unless you have arranged preparation time in advance with associated costs covered.

(iv) Details of the room/s set up must be provided at least 14 days ahead of the function date. Should set up details not be provided within this time, we may be restricted in the amount of set up support that can be offered from our Caretaking team.

(v) All emergency exit doors and signs must be kept unfastened and unobstructed and immediately available for exit during the whole time the facility is in use.

(vi) Cinematograph displays are prohibited unless falling within the exemptions to Section 5 of the Cinematograph Act 1952 and the use of flammable film is prohibited.

(vii) Hirers are permitted to supply their own alcohol but are responsible for ensuring that all alcohol is consumed legally and responsibly.
(viii) No external decorations, flags, emblems or notices will be permitted unless a written request has been submitted to Huntingdon Town Council and been formally approved.

(ix) For internal decoration, the use of plants, flowers, shrubs and evergreens will be allowed provided that they are in containers and do not touch walls or furnishings. No nails, ropes or other fixtures will be allowed in walls, floors, doors or other fittings. The use of flammable streamers, flammable decorations or furnishings and snow or smoke machines (or similar) of any kind is prohibited. Confetti must be kept inside the building, being used in moderation.

(x) Sub-letting is prohibited.

(xi) Huntingdon Town Council is fully licensed from Monday to Sunday 08:00 – 00:00. We will not permit alcohol to be served to anyone less than 18 years of age. You may be asked to leave the venue if you do not comply with these rules.

(xii) Should you be hiring a bar, disco or any other third party service, Huntingdon Town Council will require evidence of risk assessments, PAT testing, public liability insurance and any other licence documents as requested.

(xiii) Should you be hiring external caterers for your function, evidence of their insurance and food hygiene certification will be requested by Huntingdon Town Council. Failure to produce these documents may result in the cancellation of your function.

(xiv) It is strictly prohibited to allow any animals to enter the Town Hall unless for individual assistance purposes.

(xv) Huntingdon Town Hall enforces a no smoking policy throughout the building. Any smokers should be directed out of the building and cigarette ends should be disposed of in a safe manner.

3. Conduct and responsibilities of hirer

(i) The person who signs the booking form will be held personally responsible for the function and will accept full responsibility for any damage that may be caused to the property of the Council or that of any third party arising out of the hiring of the facility.

(ii) The person signing the booking form also accepts full responsibility for any claims for personal injury arising from negligence on his/her part.

(iii) The Council cannot and will not accept any liability, however caused, in respect to damage to or loss of property.

(iv) A responsible representative allocated by the hirer shall remain on the premises at all times until they have vacated all persons attending the function. This person shall be responsible for the maintenance of proper order and decency along with admission and departure of persons attending the function.

(v) It is the responsibility of the responsible hirer to notify the emergency services that all persons have been evacuated from the building in the case of a fire.

(vi) Huntingdon Town Council employees, namely a Responsible Person or Caretaker will have right of access to the building at all times and shall have the right to eject any person and/or to terminate the hiring immediately in the event of excessive noise or other nuisance, disorder or deviation from the approved booking. The decision of this person shall be final.

(vii) At the end of the hire period, the hirer shall leave the venue in a clean and tidy condition to the satisfaction of the Responsible Person and/or Caretaker. Please note that the removal of all rubbish, both food and recyclables is the sole responsibility of the hirer. Failure to leave the building in a clean state or to remove rubbish will result in the cost of additional cleaning being charged to the hirer.