Condition of hall hire

Below you'll find the condition of hire policy for Rottingdean Village Public Hall.

​Condition of hire policy

  • The person or persons making the application shall be deemed to be the hirer of the hall acts on behalf of the persons or group using the Hall. The hirer must be a responsible person aged 21 or over

  • The hirer of the hall is responsible for the preservation of order during a function held in the Hall and shall undertake to indemnify the Committee against any damage to any persons and to property owned by the Hall

  • Safeguarding of children and vulnerable adults is the responsibility of the hirer during the period of hire

  • It is a condition of hire that the Hall shall be left in a reasonably clean and tidy state after use by the hirer, it is important that the hall floor is swept after use. Cleaning equipment is available in the hall. Please note that the cost of excess cleaning found to be necessary by the Hall Committee will be recoverable from the hirer

  • All rubbish must be removed from the hall and taken away, the bins outside the front door are not to be used

  • Smoking is not permitted anywhere in the Village Hall, cigarette bins are provided outside the hall and should be used

  • For evening events the hall must be vacated by 11.30 during the week and 12.00 midnight on Saturdays. Music should be reduced to a level that is acceptable to the Halls neighbours by 11pm not to cause disturbance

  • Hirers of the hall are advised that the Hall licence for functions limits the numbers to a maximum of 150 including those running the function. Depending on the activity, that the hall is being hired for, the maximum number may be far less, hirers are expected to carry out their own risk assessment for the activity that they wish to run within the hall

  • Any damage done to the building or furniture shall be made good by the hirer. Persons using the hall for games or dancing shall wear appropriate footwear. The floor is a sprung wooden floor, which is easily damaged by stiletto heels or tap dancing shoes

  • No tape or staples can be used on the floor or the walls / doors. We have invested in the repainting of the hall to make it a pleasant environment for hirers

  • The stage is not suitable for use by the general public, it may be used for bands, DJ’s etc and access should be gained by the side steps in the wings at the users own risk. The Curtains should be used with care, the repair of any damage to the curtains by the hirer will be charged to that hirer in full

  • The Theatrical lights are not for general use neither is the sound system these are the property of the Rottingdean Drama Society

  • Council officials, representatives of the Management Committee, police and other emergency services shall have free access to the Hall at all times

  • The hall insurance does not cover any Third Party Accident or Damage caused by your activity. It is therefore strongly recommended that you check your own insurance, or take out a third party ‘All risks” cover. The Management Committee cannot be held responsible for any accident or damage to life or property

  • All crockery, cutlery, kitchen appliances and equipment are available for use by the hirer and should be treated with respect and should be replaced where found as should chairs and tables

  • The committee reserve the right to refuse a hire or letting


Anyone wishing to sell or serve alcohol for consumption in the Village Hall must indicate this on the booking form.

The licensing act sets out a series of objectives, which the licensing authority is required to promote. These are:


  • The prevention of crime and disorder

  • Public safety

  • The prevention of public nuisance

  • The protection of children from harm

The organisation / event manager should appoint a responsible person to manage the sale or service of alcohol. Whether you are selling or serving alcohol e.g. at a party you must conform to the following licencing regulations:


  • The ‘Challenge 25’ notice must be on display, there is a duty of care to all minors that they should not be served alcohol in any form, the responsible person should ask for photo identification from anyone they believe to be under 25. The responsible person has the right to refuse alcohol to anyone who they believe to be under 25 if suitable id cannot be provided. There should be no exceptions to this rule. If alcohol is refused it is important that the refusals register is completed.

  • The responsible person should not serve alcohol to anyone who they judge to be intoxicated, they have a duty of care to ensure that the public is safe whilst on the premises but also on their onward journeys. Again if alcohol is refused to anyone in these circumstances the refusals register should be completed and they should ensure that everything possible is done to ensure that the individual is cared for.

  • The responsible person should not serve alcohol to anyone who they believe to be passing on alcohol to minors or to a drunken person

  • The responsible person must ensure that the measure provided are used for all drinks according to the list in the bar box (see below). This must be on show

  • Our Alcohol Licence does not allow for any alcoholic drinks to be consumed outside the premises. There is a Bar Box with statutory notices and measures to use to conform to licencing laws please use this and replace after your event. The Bar Box is in the labelled bottom drawer in the Kitchen.

NB Rottingdean Village Hall is a valuable asset for the use of all who hire it. We expect all hirers to respect this, the hall and its contents and environment accordingly.

Please also read our COVID appendix here