When to use a hire charges sheet
A rate card is simply a list of what the hall charges for rooms and extras. Committees often pin one on the noticeboard, email it to a new hirer, or put a PDF on the hall website. Think of it as a price list to share — not a booking, and not a receipt.
If a spreadsheet feels like more than you need, this village hall hire charges template is a simpler alternative: the same figures, on a page you can file or send as a PDF.
What to put on it
The everyday facts are usually enough. A useful community hall rate card often shows:
- The hall’s name and address
- The date the charges apply from, so people can see when the prices last changed
- Each room, with a few rate columns — hourly, session and day, or whatever your hall uses
- Whether the kitchen is included
- Extras such as crockery, a PA or a projector
- The deposits you usually take
- Session times, and when hire is due
- Who to contact, usually the booking secretary
If your hall is a registered charity, you can add the charity number. It is optional here because not every community building is a charity.
Community, private and commercial rates
Many halls charge regular village groups a little less than private parties. Three columns are usually enough: rename Hourly, Session and Day to Community, Private and Commercial — or Weekday, Weekend and Day — and add a short note for anything else.
What counts as a community booking is up to your committee. That sits more comfortably in your hiring policy than on a price list.
Deposits and receipts
The figures here are just the amounts you usually charge. When you take a bond, the deposit form is there so the later refund matches what you took. When hire is paid, you can use the village hall receipt template.
VAT, and a few things this sheet is not
Most village halls are not VAT-registered and do not add VAT to hire fees. This generator does not calculate VAT. If your hall is registered, or you are unsure, look at current VAT guidance for charities and have a word with your treasurer or adviser.
A hire charges sheet is not a hiring agreement, a booking form or an invoice, and it does not set the conditions of hire. Charities in England and Wales are expected to keep accounting records that explain transactions. See the Charity Commission’s guidance on managing your charity’s finances. ACRE and county associations are helpful for wider hall advice. Treat this page as a practical price list — not as financial, tax or legal advice.
Frequently asked questions
Can I save the rate card 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 noticeboard or to give to a hirer.
Does HallHand store my hall or charges?
No. Nothing is sent to our servers. Hall name, address, charity number and who to contact can be remembered in your browser on this device, along with the rooms, rates and extras on this sheet. There are no hirer details on this page.
Can I change Hourly / Session / Day to community and private rates?
Yes. Rename the three column headings to whatever your hall uses — for example Community, Private and Commercial, or Weekday, Weekend and Day. Three columns keep the sheet on one page; anything more specific can go in the notes.
Can I print it blank and fill it in later?
Yes. Leave fields empty and they print as dotted lines. Many halls fill in the rooms they use most, then write an occasional extra by hand.
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.
Should we include our hiring conditions?
Those are better kept in your hiring agreement. This sheet is the prices you share with hirers, plus a few practical notes such as session times or when payment is due.