HALL HIRE TERMS & CONDITIONS

 

Space on Offer

 

Here at St John’s, we offer spaces to hire for a number of functions including meetings, wedding receptions and birthdays. 

 

We do not to take bookings for political and religious groups or activities of a religious nature.

 

The sale of alcohol on the premises is NOT permitted. 

​

 

Capacity

​

Small Hall: Suits up to 20 people with chairs and tables - ideal for small meetings or a music class.

 

Main Hall: Suits up to 100 people with chairs and tables - ideal for birthday parties and bigger functions.

 

The two halls can be booked together for larger events.

​​

 

Furniture

 

Chairs and Tables: We provide rectangle tables and standard chairs.  These are included with each booking at no additional cost.  We do not provide table or chair coverings. 

 

 

Health & Safety

​

Please nominate a lead person to liaise with the Church Centre Coordinator and the Caretaker before the event and on the day.

 

We will let you know about the emergency and fire exit plan, heating, and lighting for your space.

 

​

Payments

 

Booking and Payment: Please liaise with the Church Centre Coordinator to arrange payment of Holding Deposit and Hire Costs. 

 

Your function booking is only secured following receipt of the upfront Holding Deposit of £350, paid prior to your function. 

 

The hire balance is due two weeks prior to your function date.

 

In cases of late bookings, the Holding Deposit and Hire Cost are due in full at the time of booking.

 

Failure to make final timely payments will result in cancellation of your event.

 

 

Other Charges & Conditions

​

Finishing Time: Bookings slots finish at 11pm – to comply with noise restrictions.

​

Set Up and Tidy Up Time: Please discuss your proposed plans with the Church Centre Coordinator when you place a booking, to agree a start and finish time. 

 

Some events require set up time.  As a good will gesture, we allow one hour grace period prior to your booking to set up.  Should you require a longer period for more elaborate events, e.g. room decorations, sound equipment or external caterers; you will need to factor the additional time and cost into your booking.

 

We allow a half an hour grace period at the end of your booking for clearing away your items and patrons leaving the premises.

 

The booking finishes when the last person leaves the building, and the event lead hands over the venue to the Caretaker. The Caretaker will make a note of the timings.  Any overstaying charges will be deducted from the Holding Deposit.

​

The Caretaker will open and lock up the building outside normal office hours. 

​

Holding Deposit: The £350 Holding Deposit will be refunded to the hirer one week after the booking. 

 

The Holding Deposit will NOT be refunded should one or more of the following circumstances occur:

​

1 - Damage or breakages to the property or facilities (including confetti and such decorations)

 

2 - Hirer exceeded capacity

 

3 - Event, including switch off sound system did not finish on time

 

4 - Guests did not leave premises and car park quietly and on time

 

5 - Additional non-hired spaces were accessed or used

 

Overstaying Charges: £25 per 15 min slot over the agreed hire time.

 

Caretaker Fee: Mandatory for all bookings.

 

The Caretaker will stay on the premises for the duration of the event to oversee the venue and assist as and when required. They will assist with emergency cleaning. 

 

Zero Tolerance Policy: We treat all people with courtesy and respect and ask for the same in return. 

 

We have a Zero Tolerance policy, which includes verbal or physical abuse, aggression or threats made in person or over the telephone towards any member of our staff. 

 

St John’s Church considers threatening behaviour to be:

 

• Attempted or actual aggressive, threatening, or physical actions made towards any member of staff

• The use of aggressive, threatening, or abusive language, (including raising of the voice, swearing, shouting or in writing) which threatens or intimidates staff

 

Any instance or threat of physical abuse will be reported to the police. 

 

Anyone in breach of this policy will be asked to leave the premises. The function will also be at risk of immediate cancellation should we find any patron contravening the policy.

 

This policy is designed to always keep our staff and other patrons safe.

 

Cleaning & Waste Management: Mandatory for all bookings. 

 

Covers the cleaning of the hall, corridor, toilets, and other areas used to ensure the space is tidy to the standard we require for the other activities taking place in the Parish Centre. Waste disposal is included with your booking, and we supply bin liners.

 

Please note, the use of confetti or Silly Spray and equivalents are NOT permitted.

​

 

​Booking Enquiries

 

Should you wish to email us directly, please include the following information:

 

Event name

Nature of the event

Full name of the organiser/ main contact person

Contact number(s)

Email address

Main contact’s address

Preferred date and alternative dates (currently more availability on Friday & Saturday afternoon and evening)

Timings of the event, including set up/ tidy up times

Approximate number of attendees

Which room(s) you wish to book. See site plan in picture above (main hall, small hall, kitchen)

Number of tables and chairs

Catering arrangements

​Decoration plans

Electrical and Audio Video (AV) needs

 

 

We are more than happy to answer any questions you may have and book a time for a visit to the premises during hall office hours: Monday to Thursday, 10am to 3pm.

 

admin@stjohnsouthall.co.uk

​