Evesham Town HallEst. circa 1586

Hiring the hall

Terms & Conditions of Hire

Every hire of Evesham Town Hall is an agreement between the hirer and Evesham Town Council on these conditions. Hirers sign them, with the booking form and the fire procedure, when they make their booking.

Before anything else: leaving the hall as you found it

  • Take all your rubbish away. All rubbish must be removed from the premises at the end of the hire. Bags left behind are charged at £3 each and, with any cleaning the council has to do, the cost comes out of your damage deposit. A wheelie bin by the kitchen takes recycling only.
  • Leave the hall clean and tidy. The hall, toilets and surrounding area must be left clean and tidy. If the council has to clean after your hire (post-hire cleaning is £62), the cost is recovered from your damage deposit.
  • Kitchen left clean and empty. If your hire includes the kitchen, all crockery, utensils, the cooker and the fridge must be left clean and empty.
  • Everything within your booked time. Setting up and clearing down happen inside the period of hire. Nothing may be left in the building overnight, the premises must be vacated by the end of the hire, and functions must finish by midnight to comply with the Town Hall licence.
  • No damage, no fixings on the walls. No nails, screws, Blu Tack, sticky tape or other fixings on any surface. Bouncy castles and inflatables only from professional companies with public liability insurance, shown in advance. Damage affects the return of your deposit.
  • No smoking or vaping, no animals. Smoking and vaping are not permitted anywhere on the premises; it is the hirer's responsibility to make sure of it. No animals except assistance animals.
  • Alcohol only through the licensed bar. Alcohol may only be sold by the licence holders when the bar is hired. If alcohol is sold privately, or brought in while the bar is in service, the council may stop the function immediately with no refund.
  • Your guests' safety is your responsibility. The hall holds a maximum of 200 people. Keep fire exits clear and fire doors closed, know the evacuation procedure, carry out your own risk assessment, and report anything used from the first-aid box in the kitchen.
  • Damage deposit of £100. Added to every booking and refunded in full after the event, provided the hall is undamaged, clean and all rubbish has been removed.
  • Cancellations. Tell the office as soon as possible on 01386 565700. The council may charge 50% of the hire fee for a cancellation within 5 days of the booking, and 100% within 24 hours. No fee if an alternative booking is made.

The post-event inspection checks exactly these points. Where rubbish is left or cleaning is needed, the cost comes out of the £100 damage deposit, as clause 3.8 below sets out.

Evesham Town Hall Hire Terms & Conditions

Evesham Town Council · revised 28 March 2024

Council PDF

This Agreement, including the Room Hire Booking Form and these Terms and Conditions, is made between the Hirer and Evesham Town Council. The parties agree that the hiring will be carried out in accordance with this Agreement. All Hirers must be 18 years or older.

1. Definitions and interpretation

  1. 1.1The Venue is Evesham Town Hall, Market Place, Evesham WR11 4RW.
  2. 1.2The Hirer means the person or organisation set out on the Room Hire Booking Form.
  3. 1.3The Amount Due means the amount that the Hirer is required to pay to Evesham Town Council as set out on the Room Hire Booking Form.
  4. 1.4The Period of Hire means the period set out on the Room Booking Form.

2. Capacity

  1. 2.1To comply with fire regulations, the maximum number of people in the hall is 200.

3. General regulations

  1. 3.1Smoking and/or vaping is not permitted on the premises, and it is the Hirer's responsibility that this is adhered to. Breach of this regulation may affect the return of your damages deposit.
  2. 3.2Bouncy castles or any such inflatables need to be hired from professional companies who have the appropriate public liability insurance, and the insurance document would need to be shown. This is due to damage caused to the hall floor. Breach of this regulation may affect the return of your damages deposit.
  3. 3.3No animals shall be brought into the Town Hall except assistance animals.
  4. 3.4No nails, screws, Blu Tack, sticky tape or any other fixings should be used to fix decorations to any surfaces. Breach of this regulation may affect the return of your damages deposit.
  5. 3.5The Hirer shall ensure that no equipment, goods or other materials are left on the premises overnight.
  6. 3.6The Hirer shall ensure that the premises are vacated at the end of the Period of Hire.
  7. 3.7In the event that the premises are vacated before the end of the booking the Hirer must ensure that all doors are locked. No partial refunds will be made.
  8. 3.8The Hirer shall ensure that the premises and surrounding area are left in a clean and tidy condition. ALL RUBBISH MUST BE REMOVED FROM THE PREMISES AT THE END OF THE PERIOD OF HIRE. IF THE COUNCIL IS REQUIRED TO CLEAN THE HALL (INCLUDING TOILETS ETC.) FOLLOWING YOUR PERIOD OF HIRE, THE COST OF THIS WILL BE RECOVERED FROM YOUR DAMAGES DEPOSIT. THE COST TO REMOVE EACH RUBBISH BAG WILL BE £3.00 PER BAG.
  9. 3.9Where the hire includes use of the kitchen the Hirer shall ensure all crockery, utensils, cooker and fridge are left in a clean and empty condition. If the Council is required to clean the kitchen following your period of hire, the cost of this will be recovered from your damages deposit.
  10. 3.10The Hirer shall ensure that no damage is caused to the premises or any equipment. Breach of this regulation may affect the return of your damages deposit.

4. Licences

  1. 4.1Organisations who will be performing copyrighted music or playing recorded music shall be responsible for obtaining any licences and for any returns that may be required by the Performing Rights Society and Phonographic Performance Limited, and shall indemnify Evesham Town Council against the consequences of the Hirer's failure to do so.
  2. 4.2The sale of alcohol is not permitted in the premises unless the bar is being hired out. Please see the booking form for the name of the licensee.

5. Health and safety

  1. 5.1The Hirer shall be responsible for the safety of people present at their event during the period of hire.
  2. 5.2The Hirer must conduct their own risk assessment.
  3. 5.3Fire exits must be kept clear at all times. Fire doors must be kept closed.
  4. 5.4Fire appliances must be left in their proper place and not used for any other purpose.
  5. 5.5The Hirer must make themselves and their stewards aware of the location of all fire evacuation procedures.
  6. 5.6The Hirer is responsible for ensuring all attendees are aware of the location of the fire extinguishers, fire doors and fire exits. In the event of a fire, the hall should be evacuated in an orderly manner using the fire exits, and the Fire Brigade should be contacted on 999. The Hirer or any attendee should not go back into the Town Hall until the Fire Brigade have deemed it safe to do so.
  7. 5.7A first aid box is located in the kitchen. Any items used from the first aid box should be reported to the Town Hall caretaker, so they can be maintained.

6. Alterations

  1. 6.1The Hirer must not make any alterations to the premises or any other part of the premises without the permission of Evesham Town Council.

7. Food and drink

  1. 7.1Catering organisations or groups supplying food or drinks to the public must hold a valid Basic Food Hygiene Certificate.
  2. 7.2The Hirer shall, if preparing or serving food, observe all relevant food and hygiene legislation and regulations.

8. Nuisance

  1. 8.1The Hirer must not do or allow anyone attending their event to do anything on the premises which is or may become a nuisance to others.
  2. 8.2The Hirer shall be responsible for requiring any person causing a nuisance to leave the building.

9. Cancellation policy

  1. 9.1Please let the office know on 01386 565700, as soon as possible, if you need to cancel a booking.
  2. 9.2The Council reserves the right to charge 50% of the hire charge if a booking is cancelled within 5 days of the booking date.
  3. 9.3The Council reserves the right to charge 100% of the hire charge if a booking is cancelled within 24 hours of the booking date.
  4. 9.4Cancellation fees do not apply if an alternative booking is made.

10. Damages deposit

  1. 10.1The Council reserves the right to charge a damages deposit of £100 on any bookings. This will be refunded after the function except in cases where damage or breach of regulations has occurred.
  2. 10.2The Council reserves the right to refuse or cancel any booking for hire of the Town Hall.

11. General terms

  1. 11.1Evesham Town Council reserves the right from time to time to add or amend the Terms and Conditions of hire in writing.

12. Use of premises

  1. 12.1The Hirer shall not use the premises for any purpose other than described on the Room Booking Form and shall not sub-hire, or use or allow the premises to be used for: (12.1.1) any political rallies or demonstrations; (12.1.2) purposes which are illegal; (12.1.3) functions attended by people whose presence may cause civil unrest or division within the community; (12.1.4) an organisation or individual which has been banned by law; (12.1.5) or to do anything or bring onto the premises anything which may endanger the same or render invalid any insurance policies.
  2. 12.2The Town Council reserves the right to exclude or eject from the premises any person, and to cancel any bookings where it considers: (12.2.1) such events may be contrary to the interest of the general public or contrary to any law or Act of Parliament; (12.2.2) the users of the premises may do something that may cause or pose a risk of loss, damage or significant expense to the Venue or harm the reputation of the Venue.
  3. 12.3The Hirer must ensure that no goods which are illegal, counterfeit, dangerous or deemed to be of an offensive or inappropriate nature (at the absolute discretion of Evesham Town Council) are displayed or offered for sale in the premises.
  4. 12.4Evesham Town Council shall not be liable for any death, injury, loss or damage however caused by the Hirer or persons using the premises, and/or to their property, except for death or personal injury or damage to property caused by negligence on the part of Evesham Town Council or its employees.
  5. 12.5This Agreement will be governed by and interpreted in accordance with the laws of England and the English Courts shall have exclusive jurisdiction with respect to any dispute arising under this Agreement.

From the booking form

Payment
Payment is required in full at least one calendar month before the booking, by card, bank transfer, cash at the office or cheque. The booking is only confirmed once paid in full, except by prior arrangement.
Midnight
Functions must cease by 12.00 midnight to comply with the Town Hall licence.
The bar
If you book the bar, the licensee (Dowdeswell Bar) will contact you to talk through your requirements so the bar is stocked to your needs, subject to availability. Alcohol is only to be sold by the licence holders.
Keys
The caretaker is on site at the start of the booking to hand over the key and say where to leave it afterwards.
Recycling
A wheelie bin for recyclable waste is at the bottom of the rear stairs by the kitchen: rinsed bottles, jars, cans, cardboard, paper, cartons and plastic tubs and bottles (not black plastic).
Black bags
Please take all non-recyclable waste away with you. If you cannot, the council can dispose of it for £3.00 per bag, because the council pays commercial waste rates.
Wi-Fi
The network name and code are given to you on the day.

Fire procedure

The hirer acts as the Steward for their function. Every hirer reads this procedure and the fire plan and signs the Steward's declaration with the booking form.

If you discover a fire

  1. 1

    Immediately raise the alarm by operating the nearest fire alarm call point.

  2. 2

    Only attack the fire if it is safe to do so and such action would contain or extinguish the fire.

On hearing the fire alarm

  1. 3

    When the alarm bell sounds you must immediately inform all persons in the hall to evacuate the building in a calm and orderly way by using the nearest Fire Exit.

    • Do not use the lift
    • Do not stop to collect personal belongings
    • Do not re-enter the building
  2. 4

    Make your way quickly but carefully to the assembly point situated in the Market Square alongside (but not blocking) the entrance to the Riverside Shopping Centre.

  3. 5

    When you are safely at the Fire Assembly Point, call the caretaker on the number given with your booking. Do not re-enter the building until you have been advised it is safe to do so.

Fire assembly point

In the Market Square, alongside (but not blocking) the entrance to the Riverside Shopping Centre.

Caretaker

The caretaker's mobile number comes with your booking pack.

Your duties as Steward

  • As the hirer you are the Steward for your function, responsible for getting everyone out safely if the alarm sounds.
  • Before your guests arrive, find the fire exits, the fire alarm call points, the extinguishers and the assembly point on the fire plan. Ask the caretaker to show you them when you arrive.
  • Keep every fire exit and escape route clear of tables, chairs, bags and decorations for the whole of your hire.
  • Know roughly how many people are in the building, so you can tell at the assembly point if anyone is missing.

Treat every alert as a real emergency. It could well be one.

Fire plan

The Main Hall is on the first floor. Find the fire exits, the fire alarm call points and the extinguishers before your guests arrive.

FIRST FLOOR · MAIN HALL LEVELstepDOWNDOWNDOWNDOWNLIFTKITCHENCPDCOUNCIL CHAMBERMAIN HALL18.9 m × 7.9 m (62 ft × 26 ft)PLATFORM35 cm highMAYOR'S PARLOURBARLANDINGACCESSIBLEtoiletLADIEStoiletsGROUND FLOOR · REAR STAIRSUPCPDGROUND FLOOR · MAIN STAIRS & LIFTUPLIFTSTOREGENTStoiletsEXITEXITCO2WaterWaterWaterFoamFoamCO2KEYEscape route to the nearest exitEXITFire exitFire alarm call pointbreak glassFire extinguisher · water mistFire extinguisher · foamFire extinguisher · CO2electrical firesFire blanketEmergency lightingAssembly point: Market Squareby (not blocking) the Riverside entranceRedrawn from JCA Design drawing 01 (2005). For orientation only; not to scale.
Fire procedure (PDF) Fire plan (PDF) Building plan (PDF) Fire safety pack (PDF)

Evesham Town Council cannot be held responsible for any consequence of non-compliance with this procedure. · Issued by Evesham Town Council, 4 January 2024.

Building plan

The Main Hall and its platform are on the first floor, reached by the main stairs or the lift from the ground floor. See the floor plan for the rooms.

FIRST FLOOR · MAIN HALL LEVELstepDOWNDOWNDOWNDOWNLIFTKITCHENCPDCOUNCIL CHAMBERMAIN HALL18.9 m × 7.9 m (62 ft × 26 ft)PLATFORM35 cm highMAYOR'S PARLOURBARLANDINGACCESSIBLEtoiletLADIEStoiletsGROUND FLOOR · REAR STAIRSUPCPDGROUND FLOOR · MAIN STAIRS & LIFTUPLIFTSTOREGENTStoiletsEXITEXITKEYMain Hall and platformthe space you hireStairsEXITWay out of the buildingRedrawn from JCA Design drawing 01 (2005). For orientation only; not to scale.

Hire fees are on the pricing page. Questions about the conditions? Call the Town Council office on 01386 565700 or email council@eveshamtowncouncil.gov.uk.

Evesham Town Council, Unit 6 (Ground Floor), Abbey Lane Court, Abbey Road, Evesham WR11 4BY.