Turn your committee's own hire rules into a plain-English conditions-of-hire sheet

Hall hire rules grow by addition: a deposit here, a key rule there, a clause about insurance or children. The documents two committees published in 2025 show how much the standing paperwork covers: set-up time, key handling, deposits, damage, age limits, regular-hirer invoicing, own-equipment insurance. A sheet in plain English that follows your existing rules, in the same order, is easier for a hirer to read and for a volunteer booking secretary to apply. The AI only rewords what the committee has already decided. It adds no term, and the committee, its insurer and where needed a solicitor decide whether the wording is fair.

A free AI chat tool, then your own word processor or email (no personal details ever go into the AI tool)

Steps

1. Collect your current conditions of hire, hiring agreement and any hiring policy. Make a plain list of the rules as they stand today, one rule per line: booking times including set-up and clear-away, key, deposit, damage, insurance for the hirer's own items, age limits, who may hire, licences the hirer must arrange, payment dates for regular hirers, cancellation.
2. Remove every name, address and amount that belongs to a particular hirer or group. Keep the committee's own amounts, such as the size of a deposit, because they are the hall's own rules.
3. Paste the list into the prompt. The AI returns one plain-English sentence or short paragraph per rule, in your order, with a heading for each group of rules, and a list of anything unclear. It must not add, drop or change a rule.
4. Read the draft against your existing conditions line by line. Delete anything you did not write. Ask your insurer whether the insurance and damage wording matches the policy, and ask a solicitor, your hall network or Trading Standards to read anything about cancellation, deposits and the hirer's liability before it is used.
5. Put the new sheet to a committee meeting for approval, record the decision in the minutes, give it a version and date, and keep the old version. Give hirers the approved sheet only.

The exact prompt

I am a volunteer on a village hall committee in the UK. Below are the hall's own hire rules, one per line, exactly as the committee has agreed them. They contain no personal details.

Task: rewrite each rule as one clear sentence or short paragraph in plain English, in the same order, with a short heading for each group of rules. Keep every fact, figure and condition exactly as written. Do not add a rule, remove a rule, soften a rule, add a reason, or add legal wording. Do not say whether any rule is fair, lawful or enforceable. If a rule is unclear, keep it as written and list it at the end under 'Unclear, for the committee to decide'.

RULES FOR THIS CHAT: I will give you only my hall committee's own rules, headings, dates and anonymised notes. I have not included, and will not include, any name, address, phone number, email, date of birth or other detail about any hirer, member, child, volunteer or trustee. Do not ask for any, and do not invent any: use the blanks and roles I give you, such as [HIRER], [GROUP], [TRUSTEE A], [CHAIR] and [TREASURER]. Do not give legal, safeguarding, safety, licensing, tax or charity-law advice, and do not say whether anything is lawful, fair, safe, adequate or compliant. Do not do arithmetic or count dates: leave every figure and date exactly as I typed it. If something is unclear, write [FOR THE COMMITTEE TO DECIDE] instead of guessing.

OUR HIRE RULES: [PASTE THE RULES, ONE PER LINE]