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People, Volunteers and Premises

Hiring Premises

Use this section when a charity hires a room or hall for an event, a meeting or regular activities or when a charity that owns or controls premises lets other people use them. Both situations are common. In both, a short written agreement avoids disputes about dates, charges, damage, insurance and who is responsible if something goes wrong.

Which agreement do I need?

The Hire Of A Room Or Hall From A Charity is for use where the charity is the owner or operator of the premises and is hiring them out, for example a village hall or community centre run by a charity letting its space to a local group. It protects the charity's position as the provider of the space.

The Hire Of A Room Or Hall To A Charity is for use where the charity is the hirer, taking a room from a school, church, council or business for its own activities. It protects the charity's position as the user.

Both are drafted for one-off or recurring hire rather than for a lease or licence giving longer-term occupation. If your charity is taking on or granting rights over property for a longer period, different documents and, in some cases, Charity Commission requirements apply and you should consider taking advice.

Hiring Premises is part of Charity. Just £38.50 + VAT provides unlimited downloads from Charity for 1 year.

Frequently Asked Questions

We let groups use our charity's hall. What should the hire agreement pin down? +
The essentials that prevent disputes: dates and times with access arrangements, the permitted use and numbers, fees and deposits, responsibility for damage and clearing up, insurance expectations, cancellation terms and any house rules such as alcohol, noise or safeguarding requirements where children attend. Just as important is what the agreement avoids: exclusive ongoing occupation that could look like a tenancy. The Hire From A Charity agreement here is built as a licence for exactly that reason.
Our charity hires rooms from others. Why not just sign their form? +

Because their form protects them. Hiring as a charity, check that the terms cover what you need: the right to cancel if your event folds, no open-ended liability beyond your insurance, clarity on what equipment and facilities are included and no terms conflicting with your policies, safeguarding rules where beneficiaries attend, for instance. The Hire To A Charity agreement here gives you a starting draft that protects the hiring charity, useful as your proposal or your checklist against theirs.

Does regularly hiring out our hall count as trading, and could it affect our charity status or tax? +
It can, so keep it in view rather than fear it. Letting surplus space is often investment-like income or falls within exemptions, and small-scale non-primary purpose trading is exempt from corporation tax while its turnover stays within the higher of 8,000 pounds or 25 percent of the charity's income, capped at 80,000 pounds. Persistent commercial hiring beyond that can mean tax, which some charities route through a trading subsidiary. Track hire income separately and take advice as it grows.
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