Hall Hire Terms & Conditions
Last updated: January 2026
Longford Park Community Centre is open to all members of the community regardless of race, gender, sexual orientation, age, disability, religious or political beliefs, or marital status.
Definitions
In the context of this Hire Agreement:
LPCA means Longford Park Community Association Committee and Management Committee.
The hirer / organiser means the person who has signed this Hire Agreement.
The premises means the areas of Longford Park Community Centre which the hirer has agreed to hire.
1. Hours of Opening
Facilities at the Community Centre are available for use between the following hours:
Sunday to Thursday and Bank Holidays: 06:30 – 21:30
Friday and Saturday: 06:30 – 22:30
2. Maximum Capacity
West Wing Hall: 150 seated / 200 standing
East Wing Hall: 75 seated / 100 standing
Meeting Rooms: 30 seated or standing
These figures must not be exceeded under any circumstances.
3. Bookings and Payment
Applications are only accepted from persons over 18 years old.
Bookings must be made by completing the booking form online at www.lpca.org.uk. The LPCA reserves the right to refuse any application.
Invoicing and payment:
The first invoice is for the security deposit and must be paid within 7 working days of issue to secure your booking. After this time, the booking will be removed from the calendar.
The second invoice is for the hall hire fee and will be sent closer to the event. This must also be paid within 7 working days of issue.
Following hall inspection after your booking, the security deposit will be refunded within 14 days.
Important: The clauses in this agreement must be strictly adhered to. Failure to do so will result in the full security deposit being retained.
The times of hire — including setup, cleaning, and clearing away — must be strictly observed.
Regular hirers will be invoiced monthly in arrears.
Hire charges and conditions are reviewed annually. Events booked to take place after 1 April each year will be charged at the revised rate.
4. Cancellation
(a) If you cancel within 28 days of your hire date, the hire fee will only be returned in extreme circumstances, at the discretion of the LPCA.
(b) The LPCA reserves the right to cancel any hiring if the hirer breaks any of these terms and conditions, or if the premises become unfit for use.
(c) The LPCA reserves the right to cancel any booking at its discretion and to change or amend the terms and conditions at any time without prior notice, although we endeavour to honour all bookings.
(d) The LPCA reserves the right to close the premises at any time for emergency or periodic maintenance, and when required for public elections or similar events. We will always try to give regular hirers one month's notice.
(e) The LPCA reserves the right to cancel bookings in the event of civil contingency requiring use of the premises as a rest centre (e.g. flooding, snowstorm, fire, explosion). In such cases, the hirer shall be entitled to a refund of any monies already paid, but LPCA shall not be liable for any resulting direct, consequential, or indirect loss or damages.
5. Conditions of Hire
Access
Hirers will be given access via a key fob code number, set for the hire period. The cost of replacing lost keys will be taken from the hirer's deposit.
Car Parking
Cars must not obstruct any entrance or exit to the Centre, including Longford Park Road (front) and Hobby Road (side). Parking is provided at the rear of the premises and in the community car park opposite the Centre, outside the school.
Users should avoid undue noise on arrival and departure. The Committee cannot accept responsibility for damage to, loss, or theft of users' vehicles, property, or possessions. It is the hirer's responsibility to ensure parking rules are followed and that all users arrive and leave in an orderly fashion.
Cleaning and Security
All users are responsible for returning furniture and equipment to their original positions and for securing doors and windows as directed. The premises and surroundings must be left in a clean and tidy condition, with any excess waste removed. The hirer is liable for the cost of any damage or breakages during the hire period.
Equipment
All equipment hired from LPCA must remain within the facility. Any equipment brought into the building by the hirer must have passed relevant safety tests and be fit for purpose. Permission from the LPCA must be sought before bringing in any external equipment. Any accidents resulting from equipment brought in by the hirer are the hirer's responsibility.
Bouncy castles may only be brought in from suppliers with valid insurance, and a copy of insurance documents must be provided to the LPCA. Bouncy castles are only permitted in the West Wing. If the LPCA-owned bouncy castle is hired, it will be set up inside the hall unless an outdoor setup has been requested (weather permitting).
Barbecues are only permitted when provided by fully insured external companies. A copy of insurance documents must be provided to the LPCA prior to hire.
Rubbish: All rubbish must be taken home by the hirer and disposed of. The LPCA will provide each hirer with one bin liner.
General Conditions
Political party use of the premises will be considered on a case-by-case basis. Public meetings such as rallies will be permitted at LPCA's discretion.
The premises shall be used for community purposes only and shall not be used as the hirer's postal address.
No alterations or additions shall be made to the premises without the written consent of the LPCA, and any such work shall be at the hirer's cost.
No advertising or publicity material shall be displayed inside or outside the building without prior approval from the LPCA.
Limited storage cupboards can be provided at a fee.
Sub-letting is strictly prohibited.
5.1 Liable Damage
The hirer is liable for the cost of any damage or breakages (internal or external) that occur during the hire period.
5.2 Access Door Damages
Under no circumstances should access doors to the Centre be propped open. If the hirer props open a door, they will be liable for the cost of any repairs and the contractor call-out fee. The hirer will be invoiced directly and payment must be made within 14 days.
6. Premises Licence
Longford Park Community Centre has its own Premises Licence. Additional licences for regulated entertainment and licensable activities are the hirer's responsibility.
(a) Alcohol: If alcohol will be available at your event, you must obtain written permission from the LPCA. Once granted, it is your responsibility to obtain a Temporary Event Notice (TEN) through Cherwell District Council and provide proof of licence to the LPCA at least 28 days prior to hire. Failure to do so will result in cancellation of the hire without compensation.
(b) None of the provisions of this Agreement are intended to confer any benefit pursuant to the Contracts (Rights of Third Parties) Act 1999 on any person who is not named as a party.
7. Licensable Activities
The LPCA holds a PRS for Music Licence which permits the use of copyright music in any form (recorded, broadcast, or live performance). If other licences are required for any activity on the premises, the hirer must ensure that they or the LPCA hold the relevant licence.
8. Health and Safety
On arriving at the Centre, locate your fire exits and read the fire evacuation procedure in the hirer's manual. The manual also contains the location of the nearest first aid box.
The hirer must comply with all conditions and regulations made by the Local Authority, the Licensing Authority, and the hall's Fire Risk Assessment, particularly for events involving regulated entertainment, alcohol, or children.
All conditions attached to the Centre's Public Entertainment Licence or other licences must be strictly observed. Nothing must be done that would endanger users or invalidate insurance policies.
Obstructions must not be placed in gangways, exits, or in front of emergency exits.
Emergency lighting must be on during the whole time the premises are occupied and must illuminate all exit signs and routes.
Fire-fighting apparatus must be kept in its proper place and only used for its intended purpose.
The Fire Brigade must be called to any outbreak of fire, however slight, and details must be reported to the LPCA.
Performances involving danger to the public are not permitted.
Highly flammable substances must not be brought into or used in any part of the premises. No fireworks (indoor or outdoor) are allowed.
Decorations are only permitted if free-standing.
No unauthorised heating appliances may be used.
The First Aid Box must be readily available. The LPCA must be informed of any accident or injury, and the Accident Book must be completed.
All electrical equipment brought into the building must comply with the Electricity at Work Regulations 1989. The LPCA disclaims responsibility for claims arising from non-compliant equipment.
An emergency contact number is provided in the hirer's manual and should only be used in emergencies. We suggest you save this number to your phone at the start of your booking.
Fire exits must not be obstructed. It is the hirer's responsibility to communicate fire procedures to all guests and clients.
Smoking is illegal inside the building and against policy on the premises.
No hazardous liquids, substances, or items that may pose a fire or safety risk are allowed.
No hot drinks should be present in areas where children's activities are taking place. Risk assessments should be carried out.
Hirers are responsible for their guests at all times. Block bookers must ensure their policies are relevant and shared with service users.
Block bookers working with families and children must have safeguarding procedures and policies in place.
Risk assessments are the hirer's responsibility. The LPCA can provide a general risk assessment on request.
Children must not be allowed in the kitchen unsupervised.
No smoke machines or equipment that may affect fire sensors are allowed. If fire alarms are triggered, the fire brigade will attend and all guests must evacuate. If a false alarm is caused by the hirer or their guests, any related costs (up to £1,000) will be charged to the hirer.
No betting, gaming, or lotteries shall take place except as allowed by law. The hirer must obtain any required licence prior to booking.
If alcohol is present, hirers are responsible for their guests' actions. The LPCA does not endorse alcohol consumption if children are present or if guests are driving.
Hirers must not cause nuisance to local residents by playing unreasonably loud music. The building has noise monitors that will switch off power to the building if noise levels are too high.
Young people (18 and under) must be supervised by responsible adults at all times.
Children must not be allowed to play with or pull on the curtains.
With the exception of assistance dogs, no animals are allowed in the building unless agreed by the LPCA.
Please report any faults or damage to the LPCA as soon as possible. We welcome comments and observations about your hire.
The Centre has no accessible telephone handset. You are advised to bring a fully charged mobile phone for use in case of emergency.
9. Insurance
(a) Public Liability Insurance Certificates must be shown and a copy held by the Centre where appropriate.
(b) LPCA's insurance does not cover the hirer's property and equipment. Items left or stored at the Community Centre are at the hirer's own risk, and the LPCA takes no responsibility for any loss or damage.
10. Safeguarding Children
Hirers working with children and young people without parents present must ensure they are working within current child protection regulations. All relevant training and checks must be carried out as required by law, and a declaration to this effect must be signed for the Centre's records.
11. Regular Hirers
Regular hirers can book up to 12 months in advance and will be reviewed and renewed every 6 months. These Terms and Conditions remain in force for all future bookings unless new terms and conditions are signed. A new schedule of hire will be issued for each period.
Agreement
These terms of use constitute a legally binding agreement between the hirer and the LPCA. By proceeding with a booking, you acknowledge and confirm that you have read and agree to the Terms and Conditions outlined above.