Running a village or community hall: Key legal responsibilities explained

13th Aug 2025

Author: Michael Bracegirdle

Village and community halls are often at the heart of rural life. They provide a space for celebrations, clubs, classes, public meetings and social events, helping to bring people together. Many of these halls have been built and maintained thanks to the dedication of local residents, fundraising events and sometimes the generosity of landowners who have gifted the land.

However, behind the scenes, running a village or community hall involves more than keeping the doors open. There are important legal and administrative responsibilities that ensure the hall remains a safe, accessible and legally compliant space for the community.

Below, Mike Bracegirdle sets out the key legal requirements for those who manage or oversee a hall, along with how Butcher & Barlow can support you in meeting them.

Protecting and managing your hall’s ownership

Typically, four individuals – known as holding trustees – hold the title on trust for the community. This is because the Land Registry allows a maximum of four individuals to be registered as proprietors.

It is essential to keep the Trust Deed up to date. If all original trustees have passed away or can no longer be contacted and no replacement trustees were appointed, ownership issues can arise, sometimes making it difficult to make important decisions about the hall’s future.

If your hall’s land is unregistered, trustees should take steps to register it at the Land Registry. This may involve providing evidence of ownership, such as an affidavit, and securing possessory title to ensure legal recognition.

Having a clear governing document

Every hall should have a constitution or governing document. This sets out how the hall is managed and is essential for transparency and accountability.

A well-prepared constitution will usually include:

• The hall’s charitable purpose
• Membership rules
• Roles and responsibilities of committee members
• Procedures for meetings and decision making
• Financial management and reporting
• Insurance requirements
• Rules for amending the constitution

This document should be accessible to all trustees and reviewed regularly to ensure it reflects the hall’s current operations.

Updating your governing document

If the constitution or Trust Deed needs to be amended, the process must follow the rules set out in the document. Where no amendment process exists, a formal Deed of Amendment or Supplementary Deed may be required. Given the legal implications, it is advisable to seek professional advice before making any changes.

Charitable status and public benefit

Most village and community halls qualify as charities under the Charities Act 2011, provided they are available for public use and meet community recreational needs.

To maintain charitable status, the hall must be operated for the benefit of the wider community and provide a genuine public benefit. This status brings certain advantages, but also legal obligations, such as compliance with charity law and proper management of charitable assets.

Licences for events and activities

If your hall hosts events such as plays, concerts, dances or film screenings, you may need specific licences:

• Premises Licence – required for many forms of regulated entertainment under the Licensing Act 2003
• Temporary Event Notice (TEN) – for certain one-off events
• PRS licence – for playing recorded or live music
• Alcohol licence – if selling alcohol, your Premises Licence must include this activity, and a Designated Premises Supervisor holding a Personal Licence must be appointed

Even seemingly small events, such as community film nights, can require the correct licensing to stay compliant.

When running the hall becomes difficult

Sadly, some halls face challenges such as a lack of volunteers or insufficient funds for repairs and upkeep. In these cases, the management committee can ask the local council to take over responsibility. While councils have the power to do this, they are not obliged to and budget constraints may make it unlikely.

Exploring restructuring options, community partnerships or grant funding early can help safeguard the future of the hall.

How Butcher & Barlow can help

We have extensive experience advising village halls, community centres and other charitable institutions. We can:

• Register your hall’s title if unregistered
• Update Trust Deeds and register changes at the Land Registry
• Draft or amend constitutions to reflect current needs
• Advise on licensing requirements for events and activities
• Support applications for funding, such as the National Lottery Community Fund
• Provide guidance on sustainable management options

Please contact Mike Bracegirdle for an initial conversation about your community hall’s needs. We can support you in preserving and managing your valuable local asset. Mike can be contacted on 01606 334309 or email mbracegirdle@butcher-barlow.co.uk

 

The information in this article was correct at the time of publication. The information is for general guidance only. Laws and regulations may change, and the applicability of legal principles can vary based on individual circumstances. Therefore, this content should not be construed as legal advice. We recommend that you consult with a qualified legal professional to obtain advice tailored to your specific situation. For personalised guidance, please contact us directly.