When to use an end of hire checklist
An end of hire list is what the hirer ticks before the keys go back, or what the caretaker uses the next morning. Committees often pin one in the kitchen, put it in the hire pack, or print a fresh copy for a party.
It is a leaving-the-hall walk-round — lights, heating, windows, doors, alarm and keys — not a cleaning list. Floors, kitchen, toilets and bins sit more comfortably on the cleaning checklist.
How it differs from the cleaning checklist
Many halls hand both sheets to a hirer. The cleaning list is the tidy-up. This one is close-down: switch things off, lock up, return the keys, and tell the committee if something is wrong.
Keep furniture, decorations, washing-up and bins on the cleaning page. Do not copy those jobs here, or the two lists start to say the same thing.
What to put on it
Keep the list small — something someone can check in a few minutes. A useful village hall leaving list usually covers:
- The hall’s name and address
- The booking, hire date and room
- Lights, heating and the water heater
- Windows, fire exits and doors
- The alarm, if the hall has one
- Keys returned or put in the key-safe
- Lost property, damage, or an accident form if someone was hurt
- A signature from the hirer, and from whoever checks the hall
Turn the alarm section off if the building does not have one. Add a couple of extra tasks if your hall always asks for something particular — the bar shutter, a piano cover, or outside lights.
Problems, deposits and accidents
Write damage, leftover items or extra cleaning in the notes box. If you keep some of a bond, use the deposit form so the amount and the reason are written down. This checklist is not a bill.
If someone is hurt, use the accident report form. The tick here only records that the form was used — do not write medical details on this sheet.
Copies and records
Print two copies if the hirer and the caretaker both need one, or save a PDF and keep a paper copy in the kitchen folder.
This template does not save a copy on HallHand. Hall details can stay in this browser on this device, along with any extra tasks you add and whether the hall has an alarm. Hirer names, ticks and notes do not. We recommend that you print a copy or save a PDF if you want to keep a record, as committee laptops often get shared between multiple people.
What this is not
This is not a hiring agreement, a fire log, a key-collection policy or an accident book. It does not set the locking-up rule for every hall — that is for your committee and your conditions of hire.
ACRE and county associations publish wider village hall advice on running the building. Use this page as a practical list, not as health-and-safety, legal or insurance advice.
Frequently asked questions
Can I save the checklist as a PDF?
Yes. Use Print / Save as PDF, then choose “Save as PDF” in your browser’s print dialog. You can also print a paper copy for the kitchen folder or to give to the hirer.
Does HallHand store my hall or the ticks?
Not on this page. Hall name, address, charity number and who checks the sheet can be remembered in your browser on this device, along with any extra tasks you add and whether the hall has an alarm. Ticks, hirer names and notes are not saved. Print a copy or save a PDF if you need a record.
Can I print it blank and tick it later?
Yes. Leave the boxes empty and they print as empty squares. Many halls fill in the hall name, then let the hirer tick the list in pen after the event.
Can I hide the alarm line?
Yes. Turn “Hall has an alarm” off if the building does not have one. Lights, locking up, keys and problems to report stay on the sheet. You can also add a few extra tasks that your hall always asks for.
Can church halls and parish halls use this?
Yes. The layout works for village halls, community centres, parish halls, church halls and other community spaces. Change the hall name and address to match your building.
Is this the same as a cleaning checklist?
No. The cleaning checklist is floors, kitchen, toilets and bins. This sheet is how to close the building — lights, heating, keys and locking up.
Should the hirer sign it?
It is optional, but useful if you also take a deposit. A signed copy is a note of who said the hall was left in order. Print two copies if the hirer and the caretaker both need one.