Booking the hall
Booking our lovely Hall is a quick and simple process…
- Your first point of contact is our Bookings Clerk, Bev Nash, who can be contacted by telephone on 07939 800656; alternatively we can be contacted by email at firstname.lastname@example.org, this email account is checked regularly and we can call you at a time suitable for you.
- If you haven’t already viewed the hall this can be arranged at your convenience. The hall has a licensed bar, patio area and equipped kitchen as well as disabled access and facilities and seating for up to 80 guests: it is suitable for every occasion. If you are happy the hall provides the facilities you need, (which we are sure it will!) we can provisionally book the hall for you for your chosen date.
- Should you wish to hire the hall and use the bar, or play or perform music at your function then you will be required to join the Social Club. This is a short and simple form and costs £8.00 for the year. Should you renew your Social Club membership for a second year you become eligible for the discounted Social Club rate.
- Your date will be secured upon the completion of the booking form, along with the payment of a non-refundable deposit of £20 cash or cheque (cheques payable to Horseheath Village Community Association). The deposit will be deducted from your balance on payment in full along with the confirmation that you have read the Terms and Conditions of Hire, which follow.
- Caution money of £50.00 (cash ONLY) is payable prior to your event and is fully refundable on the return of the hall and it’s contents in satisfactory condition.
- If you need a disco, a caterer, accommodation for your event, check out our links page for local businesses.
Terms and Conditions
1. All hirers must be 21 years or over.
2. The maximum capacity seated around tables shall not exceed 80 people with a standing capacity of 115 people.
3. If music or other entertainment is required the hirer is required to become a member of the Social Club, under the terms of our licence.
4. The Hirer shall, during the period of the hiring, be responsible for supervision of the premises; the care of the fabric and the contents; and the behaviour of all persons using the premises
5. There are four Fire Exits – front entrance doors, double patio doors and the two porch doors. Access to the fire exits should be left clear as blocking them is a potential threat to life in the event of a fire.
6. A verbal booking (subject to availability) will only be confirmed on receipt of the following by the Booking Clerk in advance of the proposed booking:
– a signed copy of the Bookings Form
– full payment of the Deposit & Caution Money
– full payment of the hire within 14 days of the event
– a stamped addressed envelope (allowing for the return of the Caution Money)
7. The hall will be checked after each booking and caution money returned within 21 days of a satisfactory inspection.
8. Provision for setting up and clearing down should be made within the booking times requested. Please ensure this is allowed for when completing the booking form; keys are not released earlier than the allocated booking times except in exceptional circumstances
Checklist for your hire:
1. The gate at the front of the property should be left open during your event to allow speedy access by the emergency services if needed.
2. Entry and exit by back door only for hirer.
3. Please check the Hall at the start of the hire and do not hesitate to inform the Booking Clerk if you are dissatisfied in any way.
4. Unbolt the front door as this is the main entrance for your guests. Also unbolt the two front porch doors as these are fire exits. It is vital that these doors are unlocked prior to the arrival of guests.
5. No sticky tape or other adhesive substances may be used to attach decorations to the hall walls. Blu-tac or similar is acceptable providing it is removed at the end of the booking6. The bar will close at 11pm and all entertainment must finish at midnight. We ask that you leave the site quietly within 10 minutes as a condition of our licence and a courtesy to our neighbours.
6. Please leave the Hall clean and tidy as you would wish to find it:
– wipe the tables and stand in the right hand porch
– stack the chairs at the kitchen end of the Hall, away from the radiator
– wash up and put away any crockery or cutlery
– wash up any glasses still in use after the bar closes and leave them on the bar.
– empty and clean the fridge and freezer, if used
– sweep the floor and vacuum the carpet if necessary
– put tea towels in the small laundry bin in the kitchen
– switch off toilet, lounge, hall and kitchen lights
– check that all fire exits are closed and put the bolts on the front entrance doors and two porches
– turn radiators back up if you have turned them down
– close the front gate
7. Please return the Village Hall keys to the Booking Clerk within 24 hours after your function.
a. Chopping boards and some tea towels are provided. Any missing will be charged at £3 each. Please do not use to wipe the floor as floor-cloths are provided.
b. There is only a small refrigerator so you may wish to bring extra cold storage.
c. No additional alcoholic drink may be brought onto the premises whilst the bar is open. Doing so will contravene the Hall’s licence and result in the bar being closed immediately. Corkage will be charged at a rate of £2 per head for the number of guests, with a minimum set at 50 people.
d. The Village Hall is a non-smoking venue. Ashtrays are attached to the walls for those wishing to smoke outside. Please do not leave smoking debris within the village hall grounds.
Health, Safety & Insurance
Horseheath Village Community Association performs an annual risk assessment and takes steps to ensure the safety of the hall’s users and visitors, and the legality of its operations. However the hall cannot be responsible for the activities carried on within the building, hence the hirers are urged to make their own assessment of their activities and to take any consequential actions as necessary. Your attention is drawn to the following points:
Kitchen Equipment: The kitchen is designed for normal culinary use and should not be used for any other purpose. A small refrigerator is provided in the kitchen and small freezer inside the left hand lobby.
Trailing Cables: Many activities require the use of electrical equipment and this can result in cables trailing across the floor. Proper cable protectors should be used and/or the cables should be securely taped to floor to minimise potential trip hazards.
Movement of chairs & tables: Where the movement of chairs and tables is necessary, care should be taken and appropriate lifting techniques used. A chair trolley is provided for the movement of the chairs, and it is recommended that two people assist in the movement of the tables.
Use of outdoor area: If using the patio, playground and field, hirers should be aware that asphalt, concrete and grass can be slippery when wet. Special care should be taken in icy and snowy weather.
Use of the car park: Hirers should ensure the users of the car park do so safely. Where infirm or disabled people or children are using the car park extra care should be taken. Extra care should also be taken in snowy or icy conditions.
Damage to vehicles in the car park: Hirers should note that the use of the car park is entirely at the risk of the vehicle owner in respect of loss, theft from, or damage to their vehicles.
Storage of flammable materials, pyrotechnics or other dangerous substances: In general flammable or hazardous substances should not be stored in the village hall. If hirers need to use such materials they should discuss this first with the committee. In general non-flammable materials (for example: water based paints) should be used within the hall. The use of fireworks or other pyrotechnic devices is not permitted within the hall or hall grounds.
Use of candles: Special care should be taken when using candles within the hall. Should the hirer wish to use candles it is a necessary requirement that they are in set within a protective holder.
PAT testing of electrical equipment: All electrical equipment provided by the hall is annually PAT tested (Portable Appliance Testing) for electrical safety. Hirers are urged to ensure any electrical equipment bought into the hall is safe for use.
Insurance: The Village Hall is insured for hazards arising from the use of its facilities but not for any activities carried out within. Hirers are urged to ensure they have suitable and sufficient insurance to cover participants in their activities and also damage to the hall caused by these activities. Should the hirer wish to make use of inflatable equipment, such as a bouncy castle in the grounds, then it is important that appropriate insurance is in place as this will not be covered by the Hall policies.
Accidents: The Hirer must report all accidents involving injury to the public to the Booking Clerk as soon as possible. Certain types of accident or injury must be reported on a special form to the local authority, this form can be found on the first aid box in the kitchen. The Booking Clerk will give assistance in completing this forming if necessary. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995, (RIDDOR).