Why this matters

Every church, hall, presbytery and meeting room in the Diocese of Shrewsbury sits within the Shrewsbury Roman Catholic Diocesan Trust, charity 234025. When a parish hires a hall to a Brownies group, lets the church to a choir for a concert, or hosts a wedding reception in the parish centre, the trust is on the hook for the building, the people inside it and the licensing of what happens there. A short hire agreement, a risk assessment and proper insurance protect everyone.

This guide covers events organised by the parish itself and events organised by third parties using parish premises. The same checklist applies in either case.

Step one: confirm the date with the parish priest

The parish priest is the trust's representative on the ground. Nothing is booked until he has agreed the date in writing, even if you are simply re-booking an annual event. Pencil the date into the parish calendar, then ask him to confirm by email. Keep the email.

Step two: complete a hire agreement

Parishes use the diocesan template hire agreement. If your parish does not have a current copy, request one from curia@dioceseofshrewsbury.org. The template covers:

• Names and contact details of the hirer and the parish.
• Dates, times, rooms and access arrangements.
• The hire fee and any deposit.
• Restrictions on alcohol, smoking, naked flames and amplified music.
• Cleaning and lock-up responsibilities.
• The hirer's liability for damage.

For one-off events, a single signed agreement is enough. For regular bookings, sign one agreement covering the term and list the dates as a schedule.

Step three: third-party public liability insurance

Any external hirer must provide a current certificate of public liability insurance with a minimum cover of five million pounds. A scout group, dance teacher or yoga instructor will normally have this through their governing body. A family hiring the hall for a wake or a child's birthday party usually does not, and the diocese's own insurance covers them only if a hire agreement is signed and the building is used as a domestic gathering. Anything more public, such as a ticketed event, requires the hirer to take out cover for the day.

Step four: risk assessment

A simple one-page risk assessment is required for every event larger than a routine parish meeting. The form asks four questions for each significant hazard: what is the hazard, who could be harmed, what controls are in place, and who is responsible on the day. Keep the signed assessment on file for three years.

Step five: safeguarding

If under-eighteens or adults at risk are present, the event falls inside the Catholic Church's national safeguarding policy. That means:

1. Every leader and helper has a current DBS check at the right level for their role.
2. The event has a named safeguarding lead who is not also the main organiser.
3. Ratios follow national guidance: typically one adult per eight children aged eight to eleven, one per six aged five to seven, and one per four under-fives.
4. Any incident is reported to the parish safeguarding representative the same day, and to safeguarding@dioceseofshrewsbury.org if it is serious.

Step six: licensing

Two licences come up most often.

PRS for Music. If recorded or live music is performed at any event open to people beyond the immediate parish family, the parish needs PRS cover. Most parishes hold an annual licence through the diocese. Check with the parish priest before booking a band, choir from outside the parish, or DJ.

Temporary Event Notice. If you intend to sell alcohol, you must apply for a Temporary Event Notice from the local council at least ten clear working days before the event, with a copy sent to the police and environmental health. The parish priest signs as the premises user. Free wine at a parish anniversary supper does not need a TEN; a paid bar at a quiz night does.

Step seven: on the day and afterwards

Before guests arrive, walk the rooms with the hirer. Note any existing damage. Confirm fire exits, the position of the first-aid kit and the location of the gas and electricity isolators. Take a photograph of the rooms after handover.

After the event, lock the building, return keys to the agreed place and email the parish priest to confirm a clean handover. If anything goes wrong, write a short factual note within twenty-four hours and copy it to curia@dioceseofshrewsbury.org.

For any question outside this guide, telephone the Curial Office on 0151 652 9855.