Hall Availability & Booking

Below you’ll find a calendar showing current availability and bookings for the hall. If the dates that you require are available you can use the form beneath to make a booking.

Sand Hutton & Claxton Village Hall Hire Booking Agreement

To make a booking please complete the form below. Submissions will be emailed to our Bookings Secretary (BS): Fiona Davies

A copy of the form will also be emailed to the address that you provide for your reference.

This agreement is made on the date (specified in section B below) between the Village Hall Management Committee (Committee) and the Hirer named below (6), whereby in consideration of the sum(s) mentioned (5).

Section A

1) If the dates/times you’d like to book the Hall are available please enter them here.

For multi-day or recurring events please use the 'Add more dates' button to add extra dates, or include details of other dates in the 'Comment' field.

Dates

Date

Time from *

Hours

Minutes

Start time is when you take the Hall key for preparation

Time to *

Hours

Minutes

End time is when you lock up and return the Hall key after clearing up

Comment0 / 200

2) Please indicate which rooms you expect to use *

3) Purpose

Please describe the event and detail any unusual activities that may not be allowed in the Hall or may not be covered by our insurance arrangements i.e. a bouncy castle etc. where you may need to provide additional insurance cover. (For guidance please see the Terms and Conditions of Hire and User Information Document

Purpose *0 / 500

4.1) How many people do you expect *(maximum permitted - 100 people)

4.2) Is music to be provided *YesNo

Music terms links

See SH&C VH Standard Conditions of Hire section 3 and SH&C VH Hall Users Information Document

4.3) Will Alcohol be sold or supplied at the event? *YesNo

Alcohol terms links

See SH&C VH Standard Conditions of Hire section 3 and SH&C VH Hall Users Information Document section 14 to understand when a temporary licence (Temporary Event Notice - TENs) is required for the provision of alcohol.

Is a Temporary Events Notice required for the provision of alcohol? *YesNo

Licence terms links

It is the Hirer’s responsibility to obtain the temporary licence (Temporary Event Notice - TENs) and provide a copy to the Booking Secretary at least 7 days before the event.

4.4) Are you a formally constituted organisation *YesNo

Organisation terms links

See SH&C VH Standard Conditions of Hire section 4.iii

4.5) Do your events/activities involve young people (under 18) or vulnerable adults *YesNo

I confirm the organisation has and complies with a Safeguarding Policy *YesNoIf you answered 'Yes' to 4.4 and 4.5, you must confirm that your organisation has and complies with a Safeguarding Policy

5) Hire Charges

See table of charges on the Hire Charges page

Hiring Fee

GBP

If booking for more than one date you will be invoiced for the first six months events at the outset and any dates beyond this after 3 months

6) Hirer Details

This hire agreement is for: *A local resident (Sand Hutton, Claxton & surrounding area - within 3 miles of the villages war memorial)A private Hirer who is not a local residentA club, society or community group that does not have their own insuranceA club, society or community group that has their own insuranceA commercial, or business organisation or a Registered Charity

Will a professional event organiser or a professional caterer be involved in running or supplying your event? *YesNo

Hirer Name *

Organisation (if applicable)

Postal Address *

Email Address *

Contact Telephone No. 1 *(your preferred contact no.)

Contact Telephone No. 2

HTML

I agree and accept the terms of hire, having read and understood the SH&CVH Standard Conditions of Hire and the documents it refers to, including the SH&CVH Health and Safety Document and the SH&CVH Hall User Information Document with any schedules or stipulations that may be attached. I agree to pay the Invoice(s) for the fees and charges above (5) promptly when booking the Hall.

Signature *

Signed on behalf of the above [NOTE - if signing on behalf of an organisation you are also confirming that you have authority to sign.

Date *

7) Insurance

Insurance Local

All Private Hirers (local or otherwise)
Clubs, societies and community groups who don’t have their own insurance
Please read section 8 of the SH&C VH Standard Conditions of Hire. If you would like to benefit from the Hall’s arrangements for Public Liability insurance as out lined in section 8 of the SH&C VH Standard Conditions of Hire please complete the form below. I would like to request we benefit from the Hall’s arrangements for Public Liability insurance for community groups or community benefit organisations as out lined in section 8 of the SH&C VH Standard Conditions of Hire.

Insurance (club or society with own insurance)

All Hirers who are a club, society or community group with their own insurance Please read section 8 of the SH&C VH Standard Conditions of Hire and provide evidence of insurance to cover the liabilities in subclauses 8a (ii) and 8a (iii). You can upload relevant documents here:

Insurance (commercial organisation or charity)

All Hirers who are a business or commercial organisation or a Registered Charity Please read section 8 of the SH&C VH Standard Conditions of Hire and provide evidence of insurance to cover the liabilities in subclauses 8a (ii) and 8a (iii). You can upload relevant documents here:

Insurance (professional event organiser or caterer)

For any event where there is a professional event organiser or a professional caterer Please read section 8 of the SH&C VH Standard Conditions of Hire and provide evidence of insurance to cover the liabilities in subclauses 8a (ii) and 8a (iii). You can upload relevant documents here:

Attach a file

No file chosen

Attach a file

No file chosen

Name of Hiring Organisation

Name of Signee *

Signature *

Date *

8) Confirmation of your booking

Click ‘Send Booking Request’ to book the Hall

Your application will be emailed to the Booking Secretary and a copy will go to the email address you entered in section 6 above.

When the Booking Secretary accepts your application you will be sent an invoice. Your booking is not confirmed until the invoice is paid.