Letting Policy

FOXTON VHT LETTING POLICY  2025_8

Hire of Foxton Village Hall & Sports Pavilion is subject to the conditions stated in the Trustees’ Letting Policy which may be updated at any time.

Premises

  1. The Main Hall, Meeting Room, Lounge and Sports Pavilion are offered for hire individually or in any combination, with priority given to the residents of Foxton, for any lawful purpose from 8am to 12 midnight Monday to Sunday.
  2. The Premises are not offered as being suitable for any specific activity.
  3. Separate rooms of the Premises may be booked for use by different Hirers concurrently.
  4. Use of the Foyer, Kitchen, Toilets and other facilities is included in all bookings, but may have to be shared if there are Hirers of other rooms.
  5. Use of utilities, kitchen equipment and supplies, tables and chairs, sound equipment, AV screen and staging is included at no extra charge, but may have to be shared if there are Hirers of other rooms.
  6. The Premises do not include the recreation ground, Hirers must contact Foxton Parish Council if its use is required.

Conditions of Acceptance

  1. Hire of any of the facilities is subject to the Hirer’s acceptance of Foxton Village Hall Trust’s (VHT) Terms & Conditions.
  2. Hirers must be aged 18 years or over.
  3. Foxton Village Hall Trust reserves the right to refuse or cancel a hiring without giving any reason. No Hirer will be discriminated against on the grounds of gender, age, ethnicity, race, nationality, cultural heritage, disability, marital status, social background, or sexual orientation. VHT may refuse bookings if it feels the scale or nature of any event would overstretch the capacity of the facilities or cause inconvenience. The decision of the Trustees on any matter is final.
  4. All bookings are taken on a fair use and first come first served basis. Normally no request for hire shall displace an existing booking except in the event of special circumstances including the need to accommodate wakes, sports events or Polling Stations arranged or required at short notice. Where an existing booking must be displaced VHT will offer an alternative room or date if possible but in certain circumstances VHT reserves the right to cancel bookings at its sole discretion.
  5. Bookings for Wakes, Weddings and pre Wedding parties will be considered for Foxton residents only.
  6. Where a hiring is made by an organisation or group of people, one person must be named and act as the responsible Hirer.

Charges

  1. Hire charges will be as set by VHT and may be changed at any time.
  2. Sessions are charged at a minimum of 4 hours hire plus an hourly rate for extra time. Set up and clearing away time must be included in the hours of hire.  
  3. For large block bookings involving multiple rooms and days, pricing is at the discretion of VH Trustees – contact manager@foxtonvillagehallcambs.org
  4. Unless separate billing arrangements have been made, or payment on the day has been agreed, the hire charge must be paid at least 14 days before the event. VHT may impose a late payment fee if invoices remain unpaid beyond the due date.
  5. For most one-off events 50% of the hire charge is payable within two weeks to secure the booking; the balance of the hire charge is to be paid at least two weeks before the event. For private parties and large events a deposit is required which is refundable providing no costs relating to damage or additional cleaning are incurred.
  6. Where a deposit has been taken, a representative of VHT will determine whether all or part of the deposit should be forfeit and whether any extra charge is necessary. VHT will normally arrange for return of the deposit or inform the Hirer of the reason for forfeiture within seven working days of the event.

Cancellations

  1. For cancellations made by VHT, monies already paid will normally be refunded in full however VHT shall not be liable to make any further payment to the Hirer in respect of expenses, costs or losses incurred directly or indirectly by the Hirer in relation to a cancellation.
  2. A Hirer cancelling an event with less than four weeks’ notice may be charged up to 50% of the hire charge. 
  3. Hirers will be liable for the full charge for any bookings cancelled retrospectively.

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Foxton VHT 2025_8