Conditions of Hire

The Wolvercote Mill (TWM) agrees to let to (the hirer) the room(s) on the date(s) and time(s) as specified on Hallmaster or on the Booking Confirmation Form.  

The hirer agrees to the following terms and conditions:  

1. One-off activities: The hirer agrees to pay the Room Hire Rate in force at the date of this agreement. There may be a returnable deposit for higher risk events. An additional cleaning charge of £20 will be charged for parties and some events. An invoice will be sent in advance of the event, and payment must be made by the due date in order for the booking to be confirmed. Proof of ID and address may be required. The hirer has the right to cancel this agreement and will receive a refund of the hire charge as follows: less than 14 days’ notice: no refund; between 14 and 28 days’ notice: 50% refund; and more than 28 days’ notice: 100% refund.

2. Regular activities: The hirer agrees to pay one calendar month’s rent in advance of the start of any activity, at the Room Hire Rate in force at the date of this agreement. An invoice will be sent in advance of the first activity, and payment must be made by the due date in order for the booking to be confirmed. Proof of ID and address may be required. If the hirer has to cancel a regular booking, 10 days’ notice is required for that session to be refunded. Keys: regular users will be given the code to the key safe and should not pass this on to any unauthorised person. The key should be returned to the safe on leaving the building. Hirers who lose or damage the key will be charged £20 for a replacement.

3. The hirer must be 18 years old or over. Any event or activity for under 18s must be supervised by an adult. 

4. The lift will not operate if the fire alarm is activated. Be aware that if the alarm is activated the lift will descend to the ground floor and stay there. An emergency evacuation sledge is located at the top of the stairs. If a person/people with limited mobility are attending your event, please ensure that you have watched this video.

5. The Wolvercote Mill operates a no smoking policy. Hazardous and flammable substances are not allowed in the building or in the shed. Naked flames (other than small cake candles) are not permitted inside the building. All electrical appliances must be British Safety Standards approved. Please do not use more than one extension plug or lead per socket, as overloading a socket is a fire risk. Please do not block fire escapes, hallway or stairs. Please ensure that all users are aware of the fire escape, assembly point (in front of the building), and that kitchen users are aware of the location of the fire blanket.

6. Please leave the space as you find it. The hirer is responsible for the laying out of furniture in the premises, and agrees to leave the premises as found, and the toilets and kitchens clean. Brooms and other cleaning equipment is kept under the stairs. No food is to be left in the kitchen. Hirers agree to remove all their rubbish from the building and take it away with them. On leaving, hirers must check that all lights and kitchen appliances are switched off, that all the doors are locked and the key returned to the Bookings Secretary (for one-off hirers).

7. There is very limited parking on the roads around TWM.  Please ask anyone driving to your event or activity to use the free Bathing Place Car Park on Godstow Road, 5 mins walk away. There is one designated disabled parking space opposite the building. N.B. Parking on the new development is private.

8. We are happy for hirers to bring their own decorations for events as long as there is no damage to the walls, fixtures and fittings. Candles or tea-lights may only be used outside the building. Small candles on birthday cakes are permitted inside the building.   

9. Smoke/dry ice machines and glitter are not permitted. Use of materials such as paint, glue, etc should only be used with prior agreement, and with adequate protection for the fabric and fixtures in TWM.   

10. Any loss or damage to fixtures, fittings or property of TWM must be reported to the Bookings Secretary as soon as reasonably possible. The hirer agrees to indemnify TWM in respect of any such loss or damage (fair wear and tear excepted) and any such indemnity will not be limited to the deposit payable under paragraphs 1 or 2.  

11. Hirers agree to be considerate of the residents around TWM and to avoid making excessive noise, especially when leaving the building. All events, unless agreed otherwise, must end by 22.30 hrs (21.00 hrs on a Sunday). A 30-minute clear up period is permitted after this time. The site must be vacated by 23.00 hrs (21.30 hrs on a Sunday) without causing disturbance outside the building.  

12. Noise emanating from the TWM shall not exceed 40dB(A) as measured at 1 metre from any external facade of any habitable dwelling between the hours the premises are open for public entertainment.  

13. The hirer undertakes to make certain that no more than 60 people shall be present in the ground floor room; and no more than 40 in the first-floor room.  

14. No alcohol may be bought or sold for consumption on or off the premises unless the hirer has, with the consent of TWM, obtained a temporary licence from the relevant licensing authority.  

15. The hirer agrees to be bound by TWM’s Health and Safety Policy and Safeguarding Policy. A copy of the Health and Safety policy is displayed on the main notice board and is also available from the Bookings Secretary on request. Activity leaders need to consider whether DBS checks are required, as specified in the Safeguarding Policy. 

16. Users of the building must comply with the Equalities Act 2012 and ensure that the building is open to all members of the community regardless of sex, sexual orientation, nationality, age, disability, race, or of political, religious or other opinions. 

17. The hirer is solely responsible for the well-being and safety of users and occupiers of the premises hired under the terms of this agreement. The hirer will indemnify TWM for all loss and damage and personal injury arising from and during such use by the hirer, however caused. TWM accepts no liability for any loss, damage, or personal injury resulting from any activity carried out on the premises by the hirer.  

18. The person agreeing to these conditions shall be the person responsible for such indemnity provided for in paragraph 13 above, both in their personal capacity and on behalf of the organisation they represent.  

19. If the hirer or their invitees are found to be in serious breach of the terms of this agreement, TWM reserves the right to terminate the use of the room hired.  

20. TWM reserves the right to cancel the agreement at any time in the event of the building being required, or required to close, or otherwise restrict access, because of any national emergency or any purpose of national or local importance not contemplated at the time of hiring. The decision as to whether the building is required for any of these purposes shall be at the discretion of TWM and shall be final and conclusive. In the event that TWM is unable to provide the room booked under this agreement because of circumstances outside of its control (e.g. flooding, fire, interruption of power supply or heating failure), all possible steps will be taken to provide an alternative room. If however, it is impossible to accommodate the hirer, TWM reserves the right either to offer an alternative booking, or cancel and refund all monies paid under this agreement. The hirer acknowledges that TWM will not be responsible for any losses financial or otherwise, which the hirer may suffer as a result of cancellation in accordance with this clause.  

Accepting our Terms of Hire

On Hallmaster, simply check the box next to ‘I agree to the Conditions of Hire’ on your Hallmater booking page.