Are you planning to hold a party in a function hall soon ? Discover all the tips for planning this event as well as possible. Here is how to hire a function hall !

Organising a private party in a function hall requires a little preparation and wise choices so that the event goes off without a hitch and ends in style. How do you choose and hire a function hall for your event?

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How do you choose the right function hall for your party?

Hiring a function hall is one of the things to choose well ahead of your event. Indeed, many practical elements flow from this decision. Whether it is a municipal hall, a gymnasium lent by the town hall or any other type of facility, you must assess the following points to be sure this place suits you.

The capacity of the hall

Before hiring the hall, make sure it can accommodate the expected number of guests. If you have not yet determined the exact number of guests, we recommend basing yourself on a high estimate.

Correctly estimating the number of people who will come to your party will have a major impact on the size of the venue, the type and quantity of food needed as well as the entertainment offered.

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Hiring a function hall suited to my number of guests is a key point for making your choice without getting it wrong!

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The availability of the hall

A successful party depends largely on when it takes place. Do not forget that function halls are often in high demand and very often booked at weekends or during the sunniest months or those with the most bank-holiday bridges (e.g. the month of May). In some cases – such as a wedding – you will need to organise months in advance.

However, finding the right hall availability as early as possible is a real plus, as it gives guests more time to organise themselves. Also try to choose a date that suits everyone and does not coincide with another important event.

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Suggest 2 or 3 dates to be sure of finding the right slot to hire your function hall.

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The location of the hall

The location of the function hall is a key point in the success of your party. Choose a hall that is easily accessible for guests, with a big enough car park if necessary.

Do not forget to provide all the information for getting to the hall as easily as possible and to check whether there is public transport or rental accommodation near the hall. It is a detail that can prove very handy for your guests.

Budget for the hall and equipment.

How much does a function hall cost? It is essential to assess the costs associated with hiring the hall, including hire fees, lighting and heating costs, or even to plan the cost of the equipment needed for the party.

Indeed, some halls for hire offer tables and chairs in reasonable quantities, others do not. You will also need to plan the cost of sound equipment if you want to arrange musical entertainment during the party.

If you want to go with a DJ or hire a band of musicians, it is preferable for the hall to be equipped with a stage in order to create a concert-worthy atmosphere.

Finally, you also need to plan the cost of cleaning the hall and ask the person hiring you the place whether cleaning fees are included in the hall hire. It is a detail that matters a great deal to the final bill.

The atmosphere of the hall

Never book a hall without visiting it first. Visiting the hall lets you assess important details such as brightness or draughts. It may seem obvious, but a poorly configured or damp hall can ruin your event.

Taking a good look at the layout of the hall will help you understand how to place the elements important to your event. Where to put the bar, the stage? Where are the toilets?

Administrative procedures and permits for holding a party in a function hall

The permits required to hold a party in a function hall depend on the laws and regulations in force in your municipality. It is important to check the legal requirements and contact your town hall to avoid any problems when organising your party.

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Laws vary depending on the type of party you are organising. Indeed, an event open to the public is necessarily much more restrictive to organise than a private event

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Permit to hire the hall

It is imperative to obtain permission from the town hall or the owner of the function hall to hire it.

According to the website helloasso.com [1], permits to hire function halls from the town hall are governed by the General Code of Local Authorities and Decree no. 97-646 of 31 May 1997. You must send your request at least one month before holding the party in the function hall. This request will need to be validated by the prefect.

Police (gendarmerie) permit

When organising a public event (e.g. public meetings, political events, association concert evenings..), you generally need to notify the gendarmerie for obvious safety reasons. In this context, you must provide your own security arrangements. You can ask volunteers or a private company.

All these precautions will generally not be necessary for organising a private party in a closed public venue. To be on the safe side, ask your town hall anyway, as the law can change quickly. In addition, notifying the authorities will also spare you neighbourhood problems and noise complaints.

Fire safety permit

Some function halls may require a valid fire safety system to guarantee guests’ safety in the event of a fire. Normally, halls for hire must be equipped with the main safety items, but you can still check this very important point.

Permit to use alcohol

If you plan to sell alcohol to your guests, you may need to obtain a special permit such as the category 4 licence. Without it, you will be limited to category 1 to 3 alcohols. For a public event held in a function hall, it will also be necessary to request permission for a refreshment stand from your town hall.

If it is a private event in a function hall such as a wedding or a seminar, you are normally much freer than that and you can provide your drinks as long as you do not sell them.

SACEM permit

Playing music during a public event must be declared to SACEM. If you go through JLBprod to handle your musical entertainment, you will not have to worry about it, as we handle these details for you.

For a private party in the function hall, you can simply play the music of your choice as you would at home.

What insurance should you plan for hiring a function hall?

A private organiser does not need to take out insurance to hold a function hall event for a wedding or a private event. However, there are wedding insurance policies that cover losses or cancellations for this type of event.

If you are organising a public event, it will be necessary to provide – at a minimum – temporary organiser public liability insurance to cover possible accidents