Oldbury on Severn Memorial Hall

Terms & Conditions of Hire

Revised: 1 January 2024

  1. Definitions
  • Hirer – Any individual hiring the premises, or the named responsible person when an organisation hires the premises.
  • Premises – Oldbury on Severn Memorial Hall.
  • Committee – Oldbury on Severn Memorial Hall Management Committee.

All hirers must comply with the following Terms & Conditions.

  1. Capacity & Hire Period
  • Maximum capacity:
  • Main Hall: 100 standing / 72 seated
  • Meeting Room: 12 seated The hirer must ensure these limits are not exceeded.
  • Hire hours:
  • Monday–Saturday: 8am–midnight
  • Sunday: 8am–11pm
  1. General Conditions
  • No dogs allowed except guide dogs, unless agreed in advance.
  • A Hirers Agreement / Booking Form must be completed and returned to the Bookings Clerk.
  • The Committee reserves the right to refuse or cancel a booking.
  • The hirer must pay for any damage incurred during the hire period. Any loss or damage must be reported to the Bookings Clerk.
  • The hirer is responsible for the conduct of all attendees and must ensure no nuisance is caused to nearby residents.
  1. Indemnity

The hirer shall indemnify and keep indemnified all Committee members for:

  1. a) Costs of repair for any damage to the premises, contents, or curtilage. b) Claims, losses, damages, and costs relating to injury or property damage to persons using the premises (including stored equipment). c) Claims, losses, damages, and costs arising from nuisance caused to third parties as a result of the hirer’s use of the premises.

If the premises become unfit for use, the Committee shall not be liable for any resulting loss or damage.

  1. Decorations, Fixtures & Fittings
  • All decorations and notices must be removed after hire.
  • No fixtures or fittings may be altered or removed.
  1. Fire Safety

The hirer must:

  • Keep all fire exits clear.
  • Read and adhere to the fire safety notices displayed on the Main Hall notice board before the hire begins.
  • Ensure all attendees are aware of the fire procedure displayed on the notice board.
  1. Furniture, Equipment & Cleaning
  • The hirer is responsible for setting out and returning tables and chairs to their storage areas.
  • Presentation equipment must be left as found, with the hand control returned to the lock‑up box.
  • Floors must be brushed or vacuumed; cleaning equipment is provided.
  • The premises must be left clean and washed if necessary.
  1. Sale & Consumption of Alcohol

The premises licence now permits the sale of alcohol. However:

  • The hirer must be trained and authorised in writing by an EMC member to supervise any event where alcohol is sold or consumed.
  • The authorised hirer is responsible for maintaining good order and complying with legislation.

It is illegal to:

  • Sell alcohol to anyone under 18, or knowingly allow such a sale.
  • For anyone under 18 to buy or attempt to buy alcohol.
  • For anyone over 18 to buy or attempt to buy alcohol for someone under 18.
  • Remove alcohol purchased on the premises from the curtilage of the Hall.
  1. Food Safety

Hirers using the kitchen for preparation, cooking, or serving food do so at their own risk and are advised to follow Food Safety (General Food Hygiene) Regulations.

  1. Cleaning & Kitchen Requirements

Before leaving, the hirer must ensure:

  • Floors are swept and mopped if necessary.
  • Kitchen utensils and equipment are cleaned and returned to cupboards.
  • Cooker, fridge, and surfaces are wiped with anti‑bacterial spray.
  • Dishwasher is emptied and cleaned as per the instructions on the wall.
  1. Securing the Premises

Before leaving, the hirer must:

  • Secure all windows and doors.
  • Ensure all electrical equipment is turned off except the fridge/freezer, which must remain switched on.
  • Return the HIVE heating control to its normal programme if overridden; Wi‑Fi must remain on.
  • Switch off all internal and external lights except those controlling external PIR lights.
  • Switch radiators back on if they were turned off.
  • Lock the main door and return the key to the key safe if applicable.
  1. Insurance & Safety
  • The Committee holds public liability insurance covering hirers during the hire period.
  • Hirers should consider additional insurance for events open to the general public.
  • Hirers are responsible for the Health & Safety of all persons using the Hall during their activity.
  • Permission from an EMC member is required to use Hall ladders; a suitable Risk Assessment for working at height must be demonstrated.
  1. Electric Disabled‑Access Door
  • The new entrance on the left-hand side is the main entrance to the Hall.
  • It is an electrically powered door designed to improve accessibility.
  • The door must be left in MANUAL SETTING when locking up.
  • Instructions are available on the website and inside the Hall.
  • Failure to leave the door in manual mode may cause significant damage to the motor.

Download the Door Instructions (PDF)    Door Instructions