Booking the Hall or Meeting Room

The hall has excellent disabled access and toilet facilities, and is big enough to accommodate large seated events such as wedding receptions. The kitchen has a large cooker, a fridge and a full supply of crockery, cutlery etc. There’s ample performance space for musical events and concerts. For children’s parties there is sufficient room for an indoor bouncy castle (subject to appropriate insurance provision), and child-size tables & chairs and party plates, bowls, mugs etc. are available.

The meeting room has seating for up to ten people, and is suitable for small meetings, craft workshops etc. It will soon have a small kitchenette too, with tea & coffee making facilities and a sink.

How to book the hall or meeting room.

1. Read the Conditions of Hire, and check the Hall Calendar to make sure your proposed time is available.
2. Complete the online booking enquiry form and submit it. Any queries should be directed, by email, to the Bookings Secretary:
3. The Bookings Secretary may request additional information from you, including your insurance arrangements and any required risk assessment.
4. If everything is in order, the Bookings Secretary will reserve your booking time in the calendar and send you a completed Hiring Agreement, together with copies of the Conditions of Hire and Notes for Hirers.
   
5. Please indicate your acceptance of the Hiring Agreement by paying the full hiring fee and any deposit into the Village Hall bank account, using the unique reference provided on the Hiring Agreement.
   

   	Account name	Ston Easton Village Hall
   	Bank	NatWest
   	Sort code	60-14-24
   	Account number	55500390
   	Reference	as specified on the Hiring Agreement

6. Your booking will only be confirmed once the full payment has been received.
   Once the booking is confirmed you will receive:
   
   • details of where you may collect the key at the start of your hire period;
   • a copy of the checklist, outlining what needs to be done before, during, and after your hire period. It is the Hirer’s responsibility to ensure that everything listed is carried out before leaving the premises.
7. Any queries relating to the hire of the hall should be emailed to the Bookings Secretary well in advance of the event where possible.
   If there are no queries, it will be assumed that you have read, fully understood and accepted all instructions, conditions, requirements etc.
   

If you need to discuss something that isn’t covered by the booking enquiry form, please contact the Bookings Secretary:

• preferably by email –
• if necessary by phone – 01761 868880

Charges for individual events

Charges are per hour (including heating if required):

• Hall £12
• Meeting Room £6

The minimum hire period for individual events is 2 hours, with part hours rounded up to the next full hour, and the hire period includes setting up and clearing up time, so please allow for this. (Note that this does not apply to regular bookings – see below.)

A deposit may be required at the time of booking. This deposit is entirely at the committee’s discretion, and will be returned within 48 hours of the event provided there has been no damage to the building or its contents (post event assessment will be carried out by a committee member). The deposit does not remove any further obligation to make good any loss or damage as described in the Conditions of Hire.

Regular (block) bookings

For regular or block bookings please fill in the online application form as for an individual event, using the date and time of the initial booking, and explain your repeat booking requirements in the “Additional Information” box. The Bookings Secretary will contact you to discuss special discounted rates and conditions as appropriate.

Community and charity events

Please indicate on the booking form if your booking is for a local community event or for a recognised charity. The committee will be pleased to consider a substantially reduced booking fee for such events, but this will depend on available funds and anticipated costs, and shall be entirely at the discretion of the management committee.