Venue Hire Policy

This policy outlines the terms for hiring facilities from Shared Earth Trust Charitable Incorporated Organisation (SET) at Denmark Farm Conservation Centre and ensures that all activities respect the site’s natural environment, wildlife, and community.

1. Booking & Payment

• Bookings must be made through the Denmark Farm office.
• A booking is confirmed once the booking form and deposit (£100 or 20% of the total hire fee, whichever is greater) are received.
• Full payment is due 14 days before the event.
• SET may decline bookings that conflict with its conservation ethos or operational capacity.

2. Cancellations, Rescheduling & Right to Terminate

For cancellations by the hirer:

• More than 30 days before the event: deposit retained.
• 14–30 days before the event: 50% of the hire fee payable.
• Fewer than 14 days before the event: full hire fee payable.

Cancellation by SET

SET reserves the right to cancel a booking in exceptional circumstances. In such cases, all payments received will be refunded. No further liability shall arise.

Rescheduling Due to Extreme Weather

Where an event cannot safely proceed due to extreme weather conditions, SET may, at its sole discretion, offer the hirer an alternative date within four weeks of the original booking date, subject to the availability of the facilities booked. If no suitable alternative date is available, the booking will be treated as a cancellation by SET and all payments received will be refunded.

Force Majeure

SET shall not be liable for cancellation, interruption or alteration of venue hire arising from severe weather, utility failures, government restrictions, public health emergencies, acts of nature, or any other circumstances beyond its reasonable control.

Right to Terminate

SET reserves the right to terminate a hire immediately, without refund, where:

• The hirer breaches this policy or any booking conditions.
• The event exceeds the agreed capacity limits.
• Activities are taking place which differ significantly from those stated on the booking form.
• The behaviour of attendees causes nuisance, disruption, damage, safety concerns or risks to wildlife, staff, volunteers, neighbouring properties or other visitors.
• Illegal activities are taking place or there is a failure to comply with reasonable instructions from SET staff.

3. Use of Facilities

• Spaces must be used only for the purpose stated on the booking form.
• Noise must be kept to a reasonable level, especially after 10pm.
• Fires and barbecues only in designated areas with prior approval.
• Parking for up to 10 cars is provided in bookings.  Additional spaces may be available subject to prior arrangement.
• Hirers are responsible for the behaviour and safety of all participants.
• Access to the venue is limited to the times agreed in the booking confirmation. Additional set-up or pack-down time must be agreed in advance and may incur additional charges.

4. Environmental Responsibilities

• Denmark Farm Conservation Centre is a conservation site; hirers must protect wildlife and habitats. Wildlife must not be intentionally disturbed, particularly during nesting, breeding or hibernation periods.
• Stick to marked paths and avoid disturbing natural areas.
• No plants, fungi, animals, rocks, timber or other natural materials may be removed from the site without prior permission.
• SET operates a zero-waste policy. Hirers are responsible for removing all waste, recycling and food waste generated during their event unless alternative arrangements have been agreed in advance.

5. Health & Safety

• The hirer is responsible for ensuring that the venue is used safely and in accordance with these terms and any instructions provided by SET staff.
• Hirers must not exceed the maximum occupancy limits specified by SET for the hired space. The total number of attendees must not exceed 30 people unless otherwise agreed in writing by SET. The hirer is responsible for ensuring that attendee numbers remain within the agreed capacity limit and comply with any health and safety requirements.
• All accidents, incidents, hazards and near misses must be reported to a member of SET staff as soon as practicable.
• Children and vulnerable adults must be appropriately supervised at all times.
  
  Private and Social Hire
• Hirers using the venue for private events, including parties, family gatherings and celebrations, must take reasonable steps to ensure the safety of their guests and comply with any safety instructions provided by SET.
• Where activities present an unusual or higher-than-normal risk, SET may require additional information or controls before granting permission for the activity.
  
  Commercial Activities, Courses and Public Events
• Hirers delivering courses, workshops, training, performances, events or other activities for members of the public must undertake suitable and sufficient risk assessments covering their activities.
• Such hirers must hold appropriate public liability insurance and provide evidence upon request.
• Hirers are responsible for ensuring that all equipment, activities and personnel used in connection with their event comply with relevant health and safety legislation and industry standards.
  
  Safeguarding
• Hirers are responsible for ensuring that any activities involving children or vulnerable adults comply with relevant safeguarding legislation and guidance.
• SET may request copies of safeguarding policies, procedures, risk assessments, DBS arrangements and insurance documentation where appropriate.

6. Catering & Alcohol

• Self-catering is permitted in designated areas.
• External caterers require prior approval from SET.
• Alcohol may only be served or sold with prior permission and any required licences or permissions must be obtained by the hirer.

7. Animal Policy

• Dogs are permitted on site and within hired facilities but must be kept on a lead at all times unless otherwise agreed by SET staff.
• Owners are responsible for ensuring their dogs do not disturb wildlife, staff, other visitors or event participants.
• Hirers should make attendees aware in advance if dogs are expected to be present at an event.
• Dog owners must remove all dog waste from the site and dispose of it appropriately.
• Any damage caused by dogs is the responsibility of the hirer and/or dog owner.
• Assistance dogs are welcome throughout the site.

8. Drone Policy

• Drones are not permitted anywhere on the Denmark Farm site due to wildlife disturbance, privacy considerations, and safety risks without prior consent of the staff team..

9. Damage & Cleaning

• Hirers must leave all spaces clean and in original condition.
• The hirer is responsible for any loss, damage or excessive cleaning costs arising from the event, including damage caused by participants, contractors or attendees.

10. Complaints

Complaints arising from venue hire should initially be raised with a member of SET staff. Where a matter cannot be resolved informally, complaints will be managed in accordance with Shared Earth Trust’s Complaints Policy.

11. Data Protection

Personal information will be processed in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and Shared Earth Trust’s Privacy Policy. Information will only be used for the administration of bookings and related communications.

12. Acceptance

By confirming a booking, the hirer agrees to comply with this Venue Hiring Policy and any additional instructions provided by SET  staff.

13.  Contact Us

If you have any questions about this policy please contact:

Shared Earth Trust
Denmark Farm Conservation Centre
Betws Bledrws
Lampeter
SA48 8PB

Email:          info@denmarkfarm.org.uk

Review Information

Effective Date:                                   28 October 2026

The policy will be reviewed regularly to ensure it remains legally compliant, operationally effective, and aligned with the organisation’s values and objectives.

Next Scheduled Review:                  October 2028

Policy Approval Statement

This policy has been approved by the Trustees of Shared Earth Trust and applies to all relevant staff, volunteers, trustees, contractors, participants and visitors as specified within the document.