Information for Hirers
Information for Hirers
Jepson-Kennedy Room (Main Hall)
Capacity: 180 standing – 160 theatre style seating – 100 seated at tables.
Direct access to kitchen*, projector/screen and sound system^. Stage available on request^.
Bill Shingles Room
Capacity: 100 standing – 80 theatre style seating – 60 seated at tables.
Direct access to kitchen*, outside space, screen and sound system^. Hearing Loop.
Robert Douglas Room
Capacity: 80 standing – 60 theatre style seating – 40 seated at tables.
Access to a small kitchenette next door (Note this room is on the first floor, accessible by both lift and stairs). Portable Hearing Loop available.
Small Meeting Room
Maximum capacity 20.
Direct access to a small kitchenette. Portable Hearing Loop available.
Whole Hall Hire
This includes the Foyer to welcome your guests, and the sound system^ can be set to play across the Foyer, Main Hall and Shingles Room.
*where the Main Hall/Shingles Room are being hired for separate events, the kitchen will be hired out on a first come first served basis.
^may be subject to additional charges.
Entrance
Entrance to the Hall is via a secured door for your and your guest’s security. A code will be provided when you arrive. The door must not be propped open. There are entry control panels in all rooms, so please arrange for somebody to man the door or let your guests know which room to buzz on the panel outside.
Booking Procedure
Please complete the appropriate booking form and forward to the Booking Clerk and pay the deposit as indicated by the Booking Clerk to secure the booking via BACs transfer (account details at the top of booking form). Deposits will be refunded after the event, subject to the venue being left in good order. Minimum booking time is one hour. Refunds will be paid via BACS to the account the deposit was received from. If the hire fee is not paid in full prior to the date of the event it may be cancelled and the deposit may be withheld.
Period of hire
Hirers must include enough time before and after your event to set up and clear away. For example, if planning a party lasting from 2.00pm to 4.00pm, a hire time of 1.30pm to 4.30pm might be appropriate.
Access to Hall
The Hall will be opened for you at the time stated on your booking form. If you need to view the facilities before your event, please contact the Booking Clerk to arrange a convenient time.
Use of kitchen facilities
It is the responsibility of hirers to leave the kitchen clean and tidy after use with all equipment left in good working order – failure to do so could lead to retention of your deposit. Please advise the Caretaker immediately of any breakages.
Health & Safety and Damage limitation
The following items are not to be used in any of the halls: candles, ball-games, paddling pools, sand, smoke/dry ice machines and bubble blowers, sellotape (please use bluetack or pins on the woodwork only). Glass is not permitted.
Tables and chairs
Use of tables and chairs is included in the hire charge. Please state clearly on the booking form the numbers required. Hirers are expected to tidy away chairs and tables after use.
Selling/serving alcohol
The serving of alcohol is permitted. If planning to sell alcohol, hirers must apply for a licence (Temporary Events Notice) from East Staffordshire Borough Council. The Hirer should be expected to show the TEN to whoever opens the hall (or for it to be registered at an earlier time with the Booking Clerk) to prove one has been obtained.
You are required to apply for a Temporary Event Notice (TEN) from the Licensing Authority if:
1. you are selling alcohol
2. your event is ticketed and alcohol is being served (even if free)
Note: if you are running a market, say, and some of the stalls are selling alcohol or doing tastings only the main hirer of the hall needs to apply for a TEN.
The Hall is limited to 15 TEN applications per year so you must advise the Booking Clerk that you intend to apply for a TEN.
Parties
The Committee reserves the right to refuse hire or impose additional conditions (including higher bonds, mandatory supervision, or no-alcohol rules) for evening events where alcohol is proposed or past experience indicates elevated risk of damage or disturbance. All such decisions will be made on a case-by-case basis.
Events ending after midnight
A late lock up charge of £50 will be made for events which continue past 11.30pm. The latest time the Hall can be hired to is 12.00am.
Invoicing procedure
Wherever possible, invoices will be sent out at least a month before the date of hire. Payments should be sent via BACs transfer to the account details on the invoice. Failure to pay an invoice could lead to entry to the Hall being refused.
Minimum age for hiring Hall
Bookings will only be taken from adults over 25 years old. Teenage party bookings are subject to the Committee’s discretion and will not normally be accepted.
Changes to hiring details
Please advise the Booking Clerk as early as possible of any changes to your booking requirements.
Refusal of request to hire
The Committee retains the right to refuse to hire the Hall to any individual or organisation if they feel that it is in the best interests of the Hall without need for any explanation.
After your event
It is the responsibility of the hirer to leave the Hall in a clean and tidy condition. Rubbish should be removed by the hirer or left in tied plastic rubbish sacks at the rear kitchen door (it would be helpful, if you do intend to leave some sacks, if you could check with the Caretaker how many bags we have capacity for in our bin). Tables and chairs should be stacked and put away as appropriate. Failure to leave the Hall in an acceptable condition may jeopardise your deposit.