Service and Rota Planning Sheet
See the gaps in the rota while there is still time to fill them, rather than at nine o'clock on a Sunday morning.
FC-20 1 page
Faith and community groups · FC-17
Hall Hire Agreement Summary
A free printable hall hire form summarising one booking — hirer and contact, dates and times, rooms, charge and deposit, keys issued and signatures.
Download Free · no sign-up
One page. Choose your paper size — both versions are laid out identically, so neither one gets shrunk to fit.
Print it and write on it
Fill it in type and save
The fillable versions have real form fields — open them in any PDF reader, type into them and save. Printing help.
What this sheet is for
Leave the doorway with both sides agreeing on the times, the rooms and who locks up. It is the booking nobody wrote down that goes wrong.
Who it is for
Church halls, village halls, scout huts, community centres and any group that lets its building out to other people.
How to use it
- Fill in the hirer's details and booking reference when the booking is taken.
- Write in every date and time the hirer has access, including setting up.
- Record the charge, the deposit and when each was paid.
- Walk the hirer round and tick each line as you show them.
- Both sign, give the hirer a copy with your conditions of hire attached.
What is on the sheet
One page, top to bottom:
Printed under the title: One booking on one page: who has hired the hall, when, for what, what they were given and what both sides signed.
Attach your own conditions. This is a summary of a booking, not a set of terms. Your own conditions of hire, charges and insurance position are yours to write — attach them to this sheet.
Write-on lines: Hirer name · Organisation · Booking reference · Telephone · Email · Address
The booking
Table, 3 rows: Date · Rooms or spaces · Access from · Until · Purpose of hire · People expected · Confirmed
Charges and keys
Write-on lines: Hire charge · Deposit taken · Paid on · Balance due · Keys / code issued
Handed to the hirer
- Your conditions of hire, in writing
- Fire exits, alarm points and assembly point shown
- Kitchen, heating and lighting controls explained
- Cleaning and clearing expectations explained
- Insurance position discussed and noted
- Arrangements for lock-up and key return agreed
Signature strip: Hirer's signature · For the hall · Date
Questions
Is this a hire contract?
No. It is a summary of what was agreed and what was handed over. Your own conditions of hire are the terms, and they belong with this sheet and are given to the hirer — what they need to say depends on the rules where you are.
Why is there nothing about insurance cover?
Because what cover a hirer needs, and whether yours extends to them, differs by country and by policy. The sheet has a line to record that the question was discussed, and leaves the answer to you and your insurer.
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Also in the resources library
The same subject, with a version you can fill in on screen.
Hall Hire Invoice and Payment Log
Every hire in the period, with the hirer and what the hall was used for.
CC-687 Log PDF Excel Online
