Booking Information

To cancel a one-off booking, email bookings@cavershamhall.org as soon as possible stating the reason for cancelling.

• Cancellation fees apply as follows to the booking deposit. We return 100% of the booking fee, if paid.

• If you cancel within 24 hours or less of your booking: 100% of your booking deposit is kept by Caversham Hall.

• If you cancel within 3 days of your booking: 50% of of your booking deposit is kept by Caversham Hall.

• If you cancel within 7 days of your booking: 25% of your booking deposit is kept by Caversham Hall.

• If you cancel before 7 days of your booking: 100% of your booking deposit is returned.

• To cancel all recurring bookings: 1 month’s written notice to bookings@cavershamhall.org

• Cancelling a booking: If are unable to hold a class/event email bookings@cavershamhall.org stating the reason for your cancellation.

• Please note: invoices are generated automatically, so if you do not email your cancellation, the booking will still appear on your invoice and you will be charged for the booking.

Cancellation fees

• Cancelling with less 24 hours notice: booking fee payable

• 2 or more bookings in succession without informing the Hall: £40.00 administration fee

• Cancelling all bookings without giving 1 month’s notice: £50.00

There are two payments to make.

• Payment 1 – £60.00 refundable booking deposit. This is due as soon as you receive your booking confirmation email.

• Payment 2 – Hall hire booking fee to be paid no later than 14 days before your booking date: this is the amount you pay for hiring the Hall. The amount is confirmed in your booking confirmation email.

• How to pay: online banking/bank transfer.

• The deposit is returned no later than 7 working days after your booking, providing that all terms and conditions have been met (see Booking Information/Terms and Conditions Of Hall Hire).

• Please remember to email your bank details to us at bookings@cavershamhall.org to enable us to return your deposit.

Payment 2 – hire charge

• This is the amount you pay for hiring the Hall and is confirmed in your booking confirmation email.

• Once your booking has been confirmed payment can be made at any time, but no later than 14 days before the date of your booking.

• Payment methods: online banking or bank transfer

• In accordance with GDPR regulations, your bank details are deleted from our system as soon as your deposit is returned.

• All recurring bookings are invoiced by email one month in arrears.

• Payment terms are 14 days from receipt of invoice.

• Payable methods: online banking or bank transfer.

• To allow us to easily identify your payment please use your invoice number as payment reference.

Bank: Barclays

Account name: Caversham Hall

Account number: 80249300

Sort code: 20-71-03

Please note: for bookings which require a deposit, don’t forget to email your bank details to bookings@cavershamhall.org to allow us to return it to you.

For children’s parties, please note these are a fixed cost*. See here for costs.

Please make sure to book more time than just the duration of your party to allow for setting up and cleaning/clearing afterwards.

*Please note: children’s party bookings over six hours incur the following additional costs:

• Up to one extra hour: £15.00

• Two hours: £30.00

• Three hours: £45.00

For all other bookings, please ensure you allow sufficient time within your booking to set up and clear away.

For example, a booking from 2pm–4pm means access begins at 2pm for set-up, and by 4pm the hall must be fully cleaned and vacated, as outlined in Point 12 ‘At the end of your booking.’

• Up to 30 mins: £10.00

• 30 mins to 1 hour: £15.00

• 1 - 2 hours: £30.00

• 2+ hours: £50.00

Deposit and charges

Your deposit is held against the condition of the Hall after your booking.

If the Hall is not left as required, we may make deductions to cover cleaning, waste removal, or any additional time needed to restore the space.

Please note:

• Minor issues may result in a partial deduction

• More serious issues (including excessive rubbish, failure to clear the Hall, or leaving after your booking time) may result in loss of the full deposit.

All decisions are made at the discretion of the Trustees based on the time and cost required to return the Hall to its proper condition.

Return of your booking deposit

Your booking deposit will be returned within 7 working days of your booking, provided the Hall and its grounds are left in accordance with the Terms and Conditions of hire.

Where the Hall is not left as required, deductions may be made from the deposit in line with our Deposit & Charges policy above.

Deposits are returned by bank transfer. Please ensure your bank details are emailed to bookings@cavershamhall.org before your booking date.

Book the South hall

If you wish to hire a bouncy castle for your child’s party, select ‘South hall’ on the Request a Booking page and let us know by filling in the ‘Special Requirements’ box.

Maximum height
3 metres.

Insurance
You must obtain the correct insurance policy for your bouncy castle from your supplier, a copy of which must be emailed to bookings@cavershamhall.org no later than 7 days before your booking date,

Liability during the booking
During the period of hire, bouncy castles and any liabilities caused by it, become your responsibility, not the supplier or Caversham Hall.

Set-up and take down
Please allow enough time when booking for the installation, set-up and take down of your bouncy castle. Contact your supplier for information on the estimated time for this.

Unfortunately, there is no car park at the Hall.

If you do need to load/unload your car on the day of your booking, please contact us at bookings@cavershamhall.org.uk

The nearest car parking is the NCP located at Kings Meadow, George Street, 0.4 miles (645m) from the Hall.

On-road parking:

• Weekdays: St. John’s Road 2 hour free parking available for non-residents from 8.30am to 5.30pm.

• Weekends: There are no parking restrictions.

Please note:

• As a matter of courtesy to the Vicar of St Johns Church, please do not park across the driveway or garage of the Vicarage. This must be kept clear at all times. 

• The road leading to the Hall (St Johns Road) is a public road and must not be obstructed at any time.

• Please do not park across residents' driveways or block access to their garages at any time.

On the day of your booking

• The caretaker will meet you at the Hall 10/15 minutes before your booking hire and will return to lock up at the end of the booking if yours is the last booking of the day.

Access to the South hall

• Entry is via the the gate in St John’s Road.

• A ‘one time use’ four-digit code will be emailed to you 24 hours before the date of your booking.

• Key in the code, push the handle and, keeping hold of the handle, turn the lock on the inside of the door to ‘Free’ to put the door on the latch. This will allow your guests to access the hall from the outside.

• Once all guests are in, turn the lock to ‘Autolock’ to have the door unable to be opened from the outside.

• To ensure maximum safety, we recommend that ‘Autolock’ is always selected once your event is in progress.

• When leaving the Hall, make sure the lock is set to ‘Autolock’ then close the door firmly behind you.

Access to the North hall

• Entry is via the gate in Montague Street.

• Enter the four-digit code to access the North hall door key via the KeySafe box. Keep the key with you at all times.

• When leaving the North hall, place the key back into the KaySafe box and press any four numbers and ensure the box cannot be opened before leaving.

Hall caretakers:

• Angela Lewis: 07521 068812

• Sheila Clack: 07791 332929

Access doors & your security

• To prevent unauthorised access and ensure the safety of you and your guests, all external doors must remain closed during your booking.

• Doors must not be left open or ajar for latecomers.

South Hall: ensure the door is set to ‘Autolock’.
North Hall: keep the door fully shut at all times.

Lighting (North hall)

Switches are located behind the door at the cloakroom end of the hall.
Please note: the kitchen light may take a moment to come on.

Heating (both halls)
Heating operates automatically from 1 October.

• Do not adjust the thermostat — this is managed by the caretaker.

• Keep the front door closed to minimise heat loss.

Fire doors

Fire doors must not be opened at any time, except in an emergency.

In the event of fire

• Evacuate immediately using the nearest fire exit.

• Assemble at the main gate on St John’s Road (by St John’s Church).

Use of table and chairs

• Available in the North Hall and North Hall cupboard.

• Please return after use.

Use of judo mats

• Must not be used without prior permission. Email bookings@cavershamhall.org to enquire.

• Return all mats to the far end of the hall after use.

• Take care — mats are extremely heavy.

North hall kitchen facilities

• Please see here for a full list of kitchen facilities. Please note: hirers must bring their own equipment (no pots, pans, plates or utensils are provided).

Food heaters

• Please note that electric and gas food heaters are not permitted in the hall.

The kitchen water-heater

• This produces very hot water – use with care. Please note: It may continue to drip after use; this is normal. Do not overtighten. See image here.

Heating

• The heating controls are located in the North hall near the kitchen door.

• The caretaker is responsible for setting the temperature of the Hall prior to your arrival. Please do not alter it during your booking.

Decorations/posters/notices

• Use notice boards or hang items with string/thread only.

• Do not use adhesives (e.g. tape, Blu-Tack) on walls.

• Keep decorations away from lights and heaters.

Spillages

• Clean immediately using the white mop and/or kitchen towels.

Noise & neighbours

• The Hall is in a residential area. Please keep noise and music at a considerate level at all times, especially in the evening.

First aid

• A first aid box can be found on the left-hand wall of the North hall as you enter. 

Accidents & injuries

• Please record any accidents or injuries in the Accident Book which is kept beside the first aid box in the North hall.

Moving tables

• To avoid injury, please use the trolley situated in the North hall for moving the large tables.

• The Hall does not have a landline telephone.

• The Hall is situated in a residential area. Noise levels must therefore at all times be kept to an appropriate level so local residents are not affected.

• Please refrain from making excessive noise outside the Hall, including the banging of car doors when guests leave as this is disturbing to local residents. 

• Failure keep noise to an acceptable level could result in some or all of your deposit being retained and/or your ability to book the Hall for any future event.

Your booking time
Please include set-up and clear-up within your booking. Your end time is when the Hall must be fully vacated. Overrunning may incur additional charges.

Leaving the Hall
Please leave the Hall and grounds as you found them, including cleaning and returning all furniture to its original position. Failure to do so may result in a deduction from your deposit.

Tables & Chairs

• Tables: wipe and stack (maximum 6 per trolley).

• Children’s table and chairs: Return to the North Hall cupboard (see photo on door).

• Adult chairs: North Hall – stack x5 high and place at the back of the Hall.

• Adult chairs: South Hall – return and stack to either end of the Hall.

• If any rubber feet come off, refit them or leave them on the kitchen worktop.

Floor

Sweep using the broom provided in the kitchen..

Rubbish

• Black bags are provided for dry waste only – 2 for single hall bookings; 4 for two hall bookings

• No food or liquids must be placed in the bags.

• All food, liquids and excess waste must be taken away.

• Place black bags in the wheelie bin (between the toilets).

• Do not use neighbouring bins (including the vicarage) — this will result in loss of deposit.

• Check the Hall and grounds for any remaining rubbish before leaving.

Facilities

• Close all windows and doors.

• Turn off all lights.

• Ensure all taps (kitchen and toilets) are fully turned off.

Nappies

Do not use kitchen or toilet bins. Use the grey bin in the cloakroom (between the toilets).

Securing the Hall

South Hall

• Set the front door to ‘Auto-lock’

• Close the door firmly

• Check it is fully locked

North Hall

• Ensure the door is closed and locked

• Return the key to the KeySafe

• Scramble the code (press any four digits)

In these conditions, ‘the Hall’ means Caversham Hall, including its grounds.

‘The Hirer’ means any person who has applied for and been granted a hiring of the Hall.

‘The Hiring’ means the function or event for which the Hirer has hired the Hall.

1.1 We do not currently accept bookings for the following events: adult birthday parties; wedding receptions, and wedding anniversaries.

1.2 The Trustees reserve the right to refuse any application for hire of the Hall without stating a reason.

1.3 The Trustees reserve the right to close the Hall, or parts there of, should essential repairs/maintenance prove necessary or other circumstances dictate that it is necessary to close.

1.4 The Hall is often required for use as a polling station. In such cases all monies paid shall be refunded but we will not be responsible for any consequential loss.

1.5 The Trustees reserve the right to put a stop to any entertainment or meeting being conducted.

1.6 The Trustees shall not be responsible for any loss or damage to any hirer's property arising from the use of the Hall nor for any personal damage or injury which may be incurred by or be done or happen to any person or persons using the Hall arising from any cause whatsoever.

1.7 The Trustees shall not be responsible for any consequential loss to the hirer.

1.8 The Trustees shall not be responsible for the external failure of utility suppliers, government restriction, unforeseen act of nature, or any other external reason that might render the Hall or part thereof unfit for the use it was hired.

1.9 The Hirer shall indemnify the Trustees against any claim which may arise out of the hiring or which may be made by a user of the Hall during the hire period in respect of any loss damage or injury.

2.0 The maximum age for all children’s parties/bar & bat mitzvahs at the Hall is 13 years.

2.1 The Hirer undertakes to ensure that they have a full understanding of the Hall T&Cs before the date of their Hire.

3.1 The Hirer undertakes to ensure that they have a full understanding of the Hall T&Cs before the date of their Hire.

4.1 The Hirer is responsible during the period of hire for:

4.1.1. ensuring that the Hall is kept secure for the duration of the hire and on leaving. The door to your hall must therefore be kept fully shut at all times during your booking.

4.1.2 keeping the main doors to the Hall shut. Leaving the door ajar (North Hall) or closed but not locked (South Hall) for latecomers is NOT permitted and considered a security risk to you and your group/guests

4.1.3 supervision of the use of the Hall and the care of its fabric and contents

4.1.4 ensuring that the purpose and conduct of the Hire does not disrupt the use of the Hall if hired by other persons

4.1.5 not obstructing or permitting the obstruction by persons or property of any gangway, passage, stairway or flight of steps either inside or outside the Hall

4.1.6 ensuring that the Hall and grounds (including all areas used by the Hirer) are left clean and tidy at the end of the hire:

4.1.7 checking to make sure that no rubbish is left in the hall or grounds before they leave.

4.1.8 not placing uneaten wet waste (food, drink etc.) in the rubbish, and taking it away at the end of their booking.

4.1.9 placing one black bag of dry waste in the wheelie bin situated between the toilets. All remaining waste must be taken away and disposed of responsibly.

4.1.10 not placing any of their rubbish in the bins of local residents, including the vicarage. Hirers who do will have 100% of their booking deposit retained.

4.1.11 ensuring that all equipment, chairs and tables have been returned to their storage positions safely, the Hall is cleared of people, all lights switched off, and the building secured, except for any facilities or room or public area in use by another continuing hire

4.1.12 ensuring that any temporary fittings and fixtures comply with Health and Safety guidance, and in particular ensuring that any decorations used are not a fire hazard

4.1.13 ensuring that any equipment or electrical appliances brought into the Hall and used there shall be certified safe and in good working order, and used in a safe manner

4.1.14 ensuring that no animals (including birds), except assist dogs are brought into the building, without written permission of the Hall on the occasion of a special event or hire agreed to by the Hall

4.1.15 ensuring that NO animals whatsoever enter the kitchen at any time

4.1.16 ensuring that no barbeque, LPG appliances or highly flammable substances are brought into the Hall

4.1.17 ensuring that no smoking or illegal substances brought in/taken in any part of the Hall. The responsibility of enforcement is with the Hirer

4.1.18 shall take account of the convenience of neighbouring residents and accommodate their reasonable requests regarding noise, the use of windows etc. The deposit will be forfeited in its entirety in the event of two or more sustainable complaints attributable to the event being received

4.1.19 shall be responsible personally for the conduct of all persons attending the Hall in connection with The Hire and for ensuring that proper order is maintained not only during, but before and after the period of hire so that no nuisance or annoyance is caused to neighbouring residents as a consequence of the hiring.

4.1.20 ensuring that the booking finishes on time and that all persons are ready to leave the Hall at the time specified on the Hirer’s booking confirmation email.

41.21 Overrunning your finish time will incur the following deductions from your booking deposit:

• 15 minutes-one hour: £15.00 deduction

• Over one hour: £30.00 deduction

6.1 The Hirer must report all accidents involving injury to a member of the Hall Management Committee as soon as possible, and complete the relevant section of the Accident Book located by the first-aid box in the North hall.

6.2 During your Hire, if you experience any problems regarding security, anti-social behaviour or criminality etc, you must immediately phone the police using 101 for non-emergencies and 999 for emergencies.

7.1 In the event of a fire, the Hirer shall:

7.1.1 ensure that the fire brigade is called to any outbreak of fire, however slight. The postcode for the Hall is RG4 5AN.

7.1.2 immediately contact the caretaker of the Hall, Angela Lewis, on 07521 068812, or to the Hall secretary, Sue McQueen on 07715 205823.

7.1.3 ensure that no person re-enters the Hall without the permission of the fire brigade

7.1.4 evacuate the Hall in an orderly manner using the appropriate fire exits and gather at the fire assembly point, which is the main gate leading to St Johns Church in St Johns Road

7.1.5 ensure that the relevant Hall lobby and entrance is not blocked with items such as buggies, wheelchairs or mobile scooters

7.1.6 prior to the start of an event, indicate the fire exits and Evacuation Meeting Place to the persons attending the event

7.1.7 know the exact location of the fire exits and fire extinguishers as shown on a plan in the entrance hall and and ensure that the manner of opening fire doors be known to your guests 

7.1.8 ensure that all fire exits in the Hall they have booked are kept clear at all times, however. if any equipment, e.g. a table, is positioned close to an exit, the user of the equipment is made responsible for moving it rapidly out of the way of the exits in the event of an emergency

7.1.9 ensure that all fire doors and exits are kept closed at all times during the period of hire and must not be wedged open under any circumstance

7.1.10 in the event of an electrical fire, use the fire blanket situated on the cupboard above the brooms in the kitchen in the North hall.

8.1 The Hall has a gas monitor alarm. If this should sound the Hirer and guests must immediately vacate the Hall

8.2 Phone the gas emergency number – 0800 111999

8.3 Make your way to the fire assembly point which is the main gate to the Hall on St John’s Road.

9.1 The Hirer shall not:

9.1.1 sub-let or use the Hall for any purpose other than that described in their Requested Booking

9.1.2 use the Hall or allow the Hall to be used for any unlawful purpose or in any unlawful way

9.1.3 contravene the law relating to gaming, betting and lotteries.

9.1.4 do anything or bring into the Hall anything which may endanger the Hall or render invalid any insurance policies in respect thereof

9.1.5 allow the use of any illegal substances to be brought into the Hall or the Hall’s grounds.

9.1.6 allow smoking or the taking of illegal substances in the Hall or its surrounding grounds.

10. The Hall does not have a car park, therefore on street parking must be adhered to with no part of the land adjoining the Hall used for parking.

10.1 As a matter of courtesy to the Vicar of St Johns Church, the Hirer and guests must not park across the driveway or garage of the Vicarage. This must be kept clear at all times. 

10.2 The road leading to the Hall (St Johns Road) is a public road and must not be obstructed at any time.

10.3 As a matter of courtesy, do not park across residents’ driveways or block access to their garages at any time.

11. The Hall is not licensed for the sale of alcohol. In order to be able to do that, you will need to obtain a Temporary Event Notice (TEN). To apply for a Reading Borough Council TEN, click here.

11.1 The Hirer is therefore responsible for:

11.1.1 ensuring no excessive noise occurs, particularly late at night or early morning, with a minimum of noise being made by any person on arrival or departure (see point 5, bullet 14)

11.1.2 The Hirer shall ensure that users:

11.1.3 do not contravene the law relating to gaming, betting, and lotteries

11.1.4 comply with all conditions and regulations required by the Licensing Act, particularly in connection with events which include public dancing or music, or stage plays, or films, or similar entertainment taking place at the premises.

11.1.5 A breach of this condition may lead to prosecution by the local authority.

12. If you run a class where people pay to attend and you play music covered by copyright it is your responsibility as the Hirer to hold the relevant music license. See point 5 under ‘Exclusions’ here for the official explanation and here to view an example tariff.

13. The Hirer shall ensure that any activities at the Hall for children or vulnerable adults comply with current legislation in that regard and that only fit and proper persons have access to children or vulnerable adults. Please note: Child Protection Policies are the responsibility of the Hirer.

14. The Hirer shall ensure that any activities for children under eight years of age comply with the provisions of The Children Act of 1989 and that only fit and proper persons have access to the children.

15. For those working with children, the Hirer must ensure they have the appropriate safeguarding clearances and be prepared to provide these to the Trustees if requested.

16.1 The Hirer shall indemnify and keep indemnified each of the Trustees of the Hall and their employees, volunteers, agents and invitees against:

16.1.1 the cost of repair of any damage done to any part of the Hall including the curtilage thereof or the contents of the Hall

16.1.2 against all actions, claims, and costs of proceedings arising from any breach of the Hall Conditions

16.1.3 all claims in respect of damages, including damage for loss of property or injury to persons, arising as a result of the use of the Hall (including the storage of equipment) by the Hirer

16.2 As directed by the Hall, the Hirer shall make good or pay for all damage (including accidental damage) to the Hall or to the fixtures, fittings or contents and for loss of contents

17.1 The Hirer is responsible for ensuring that any catering company or operator hired to bring equipment such as bouncy castles onto the Premises has relevant and appropriate insurance, which shall include public liability insurance.

17.2 Commercial hirers must provide Public Liability insurance (£5,000,000 minimum indemnity).

18.1 Any failure of equipment belonging to the Hall must be reported to the caretaker as soon as possible.

19.1 The Hall may provide storage space for regular users, and may charge a deposit for the use of a key to these storage spaces. These keys remain the property of the Hall, and, on request, must be returned to the Hall.

19.2 The Hall accepts no responsibility for any stored equipment or other property brought onto or left at the premises and all liability for loss or damage is hereby excluded. All equipment and other property, other than that stored on the premises by agreement, must be removed at the end of each hiring or storage period. The Hall may dispose of any such items 7 days thereafter at its discretion, by sale or otherwise on such terms and conditions as it thinks fit, and charge the Hirer daily storage fees and costs incurred in storing and selling or otherwise disposing of the same.

20.1 Notices may be placed in the halls, but only on the pinboards using drawing pins.  

20.2 No decorations or notices must be fixed to the walls.

20.3 Paper decorations and or balloons may be strung from the radiator pipes, but nothing heavier.

20.4 No other alterations or additions may be made to the Hall, and no fixtures may be installed, or placards, or other articles be attached in any way to any part of the Hall without the prior written approval of the Hall.

20.5 Any alteration, fixture or fitting, or attachment, so approved, shall, at the discretion of the Hall, remain in the Hall at the end of the hiring and become the property of the Hall or be removed by the Hirer. The Hirer must make good to the satisfaction of the Hall any damage caused to the Hall by such removal.

21.1 The trustees understand that sometimes plans do change and that it may become necessary to amend or cancel your booking. Our cancellation policy details any cancellation fees that may be due and payable. 

21.2 For one-off bookings:

21.2.1 Cancellation on the day/24 hours before booking: 100% of booking deposit retained

21.1.3 Cancellation within 7 days of the hire date: 50% deposit returned to hirer.

21.2 Cancellation of Recurring bookings:

21.2.1 To cancel your recurring booking, provide two month’s notice by email to: bookings@cavershamhall.org.

22.1 The Hall reserves the right to cancel a hiring by email or phone to the Hirer in the event of the Hall being required for use as a Polling Station for a Parliamentary or Local Government election or bye-election or referendum, or if the Hall reasonably consider that:

22.1.2 such hiring may lead to a breach of the licensing conditions, or

22.1.3 other legal or statutory requirements, or unlawful or

22.1.4 unsuitable activities may take place at the Hall as a result of the hiring, or

22.1.5 the Hall has become unfit for the use intended by the Hirer.

22.2 In any such case the Hirer shall be entitled to a refund of any deposit or hire fees already paid, but the Hall shall not be liable for any resulting direct or indirect loss or damages whatsoever.

22.3 If the trustees have to cancel due to Force Majeure, none of the cancellation charges set out in T&C 22 will need to be paid. However, your booking hire charge (if paid) is non-refundable and only transferable to a date within six months of your original booking date. If you have paid in full, we will allocate any payments already made to the new booking.

23.1 The trustees will not be liable for any failure or delay in our obligations where that failure or delays from cause is beyond our reasonable control. Such causes include, but not limited to: weather affecting the use of the Hall, power failure, industrial action, civil unrest, fire, explosion, flood, storms, earthquakes, acts of war, governmental action, epidemic, pandemic or other natural disasters or anything else that is beyond our control.

By proceeding with the booking procedure, using the booking engine ‘Hallmaster.com’, the Hirer is deemed to have accepted the Hall’s Terms and Conditions of Hall Hire.