Hirers' insurance

Most halls ask every regular group that hires them — classes, clubs, anything run by an organisation — for a copy of their public liability insurance certificate each year. HallPro keeps them for you, with the document, the insurer, the policy and the dates.

Add a new certificate each year rather than changing the old one. Keeping each year’s means you can always answer the question that matters after something has gone wrong: were they covered on the day?

HallPro warns you when you save or confirm a booking for somebody who will not be covered on that date. It warns you and does not stop you, because you may know the new certificate is on its way. It can also email hirers for their renewed certificate before it runs out. Both are on the Standard plan.

For example: 1st Ashcombe Scouts’ certificate runs out on 31 January. On 2 January HallPro emails them asking for the renewed one; on 25 January it asks again. When it arrives the booking secretary adds it on the Scouts’ page, and last year’s stays on file underneath.

Questions people ask

Do one-off private hirers need a certificate?
Usually not: most halls’ own policies cover private hirers such as birthday parties. Choose which kinds of hirer need their own cover on the Hire agreement screen, and check with your insurer.

Who can see the certificates?
Only people who can open the Hirers screen. The documents are not put in the website’s media library, where anybody with the link could open them.

A group has never sent one. Will HallPro email them?
No. Reminders are only about certificates that are running out. Groups with nothing on file are listed on the Hire agreement screen for somebody to ask, because that first request is better coming from a person.