Cancellation Policy

This policy is intended to ensure fairness to all hirers while protecting the ongoing operation of the Hall. It explains how cancellations are handled for both oneoff and regular bookings, recognising that different booking arrangements involve different commitments. By setting out these terms clearly, the Management Committee aims to balance flexibility for hirers with the need to manage the Hall responsibly.

One-off hirers

If a Hirer cancels a oneoff booking, the following cancellation charges apply:

  • Cancellation over a month before event date – 100% refund (less £15 administration fee)
  • Cancellation between 4 and 2 weeks of event – 75% refund (less £15 administration fee)
  • Cancellation less than 2 weeks before the event – no refund

All cancellations must be notified in writing to the Bookings Secretary and are effective from the date the notice is received. Refunds, where applicable, will be processed as soon as reasonably practicable.

Regular Hirers

Regular hirers are offered discounted hire rates in return for payment in advance.

  • Fees paid in advance for regular bookings are nonrefundable, whether or not individual sessions are subsequently used.
  • This includes cancellations due to holidays, illness, or changes to the hirer’s circumstances.
  • The discounted rate reflects this arrangement and secures the regular booking slot.

Where possible, the Committee will work with regular hirers to accommodate future adjustments, but this cannot be guaranteed.

Cancellation by the Committee

Nash Mills Village Hall Management Committee may, in limited circumstances, need to cancel an existing booking. This policy applies to both oneoff and regular hirers.

A booking may be cancelled where the Hall is required for:

  • Statutory or civic purposes, including use as a polling station for Parliamentary or Local Government elections or byelections.
  • Emergency or civil contingency use, such as providing shelter during flooding, severe weather, fire, or other major incidents affecting the local community.
  • Health and safety reasons, where the Hall becomes unsafe or unfit for the intended use due to damage, service failure, or unforeseen hazards.
  • Essential repairs, maintenance, or improvement works, particularly where postponement would be impractical or risk further damage.
  • Use by the Management Committee for governance purposes, including committee meetings, the AGM, or events directly linked to the charitable objectives of the Hall.
  • Misrepresentation of the booking, where the purpose or nature of the hire differs materially from that originally stated.
  • Breach of conditions of hire, including failure to comply with legal, licensing, insurance, safeguarding, or safety requirements.
  • Legal or regulatory considerations, where allowing the booking to proceed would expose the Hall or its trustees to legal or insurance risk.

Where a booking is cancelled by the Committee, any applicable refund of hire fees or deposits will be handled in accordance with the Hall’s booking terms. Wherever reasonably possible, advance notice will be given, particularly to regular hirers.