Policies and Procedures

Use of Facilities by Charities

Parish Council Policy: Use of Facilities by Charities

Policy for the provision of Parish Council facilities in support of charitable organisations

Created September 2026

Purpose

The purpose of this policy is to provide clear guidelines for the use of Parish Council facilities by registered charities, ensuring fair access and supporting charitable work within the community.

 

Eligibility

  • Only organisations formally recognised as charities by the Charity Commission or equivalent regulatory body are eligible.

  • Charities must be able to demonstrate their charitable status and provide relevant documentation upon request.

  • One event per charity per year

 

Conditions of Use

  • Facilities may be used for events, meetings, or activities directly related to the charity’s objectives.

  • Bookings must be made in advance through the Parish Council’s official booking system. 

  • Charities are responsible for ensuring facilities are left clean and tidy, and any damages incurred during their use must be reported and may be charged accordingly.

  • Use of facilities is subject to availability and cannot interfere with previously scheduled council or community events.

  • Events involving children or vulnerable adults must provide evidence of appropriate safeguarding checks in accordance with statutory requirements.

  • The use of the charity’s own electrical or other equipment is permitted only if it is certified to be in safe, sound condition and does not invalidate Parish Council insurance policies.

  • Charges for electricity or additional costs which the Parish Council would occur on any hire, will need to be covered by the Hirer.

 

Application Process

  • Charities should submit a written request outlining the intended use, date, and duration.

  • Proof of charitable status must accompany the request.

  • The Parish Council will review applications and confirm approval within five working days.

  • Applications must specify the amount and type of facilities required; usage may be limited based on availability and council policy.

 

Exclusions

  • This policy does not extend to non-charitable groups, private individuals, or commercial organisations.

  • Facilities may not be used for fundraising activities that benefit individuals or entities outside the charity’s stated purposes.

 

Charges

  • Charges for hire will be discussed at time of booking.  

  • On occasions, charity requests automatically receive the "Local and regular" rate which is discounted from the usual hire charge.

 

Cancellation Policy

  • Bookings may be cancelled in writing at least 48 hours prior to the scheduled event. Failure to provide sufficient notice may result in future applications being declined.

 

Additional Requirements

  • Charities must hold valid public liability insurance for the duration of facility use, unless the Parish Council expressly agrees to provide cover.

 

Conditions of Hire

  • In event of any charitable use, all other standard hire conditions will apply.

 

Review

  • This policy will be reviewed annually to ensure its continued relevance and effectiveness for both the Parish Council and the charitable organisations it supports