Hall Schedule/Request a Booking/Payments/T&Cs
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Hall Schedule
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Request A Booking
Booking instructions
How To Request A Single Booking
How To Request A Series Of Bookings
Cancellations
Cancellation Policy
Paying for your booking
Payment Type
Our Bank Details
Paying For A Single Booking
Paying For A Recurring Booking
Important information for before your booking
Key Booking Information: to help ensure the full return of your deposit
General Booking Information: bouncy castles & insurance/how to access the Hall/heating/security/emergency contact details/health & safety etc.
Terms and Conditions of Hall Hire
Hall schedule
Opening times
Mon-Sat: 8.00am-10.00pm
Sunday: 10.30am-8.00pm
The schedule below displays the current schedule of bookings for both North and South halls.
To view North or South hall bookings separately, use the drop-down in ‘Select Room’.
To view the details of any booking, just click on its name and the details will open in a new window.
Mobile users: if you are having problems viewing all days of the week on a mobile device, please click here
Request a booking
Hiring a bouncy castle?
Select South hall in the Request a Booking page and let us know by stating it in the Special Requirements box on the booking request form.
You must also email a copy of the supplier’s public liability insurance certificate to bookings@cavershamhall.org no later than 7 days before the date of your party.
TO REQUEST A SINGLE BOOKING
Choose a date and time from the schedule. Make sure to include any set-up and take-down time you require into your booking.
Follow the steps to request your booking.
Once requested, your booking is then considered by the Trustees. If successful, your booking is confirmed by email within 3 working days from noreply@hallmaster.co.uk. Please check your Junk folder if you cannot see it.
Pay the £50.00 deposit no later than 14 days before your booking date.
Pay the booking fee no later than 14 days before your booking date.
Access details to the hall emailed 24 hours before your booking.
Your deposit is returned by online transfer no later than 7 working days after the booking.
TO REQUEST A RECURRING BOOKING
Choose the dates and time from the schedule.
Follow the steps to request your booking.
If successful, you will receive an email confirming your booking within 3 working days.
Access details to the hall emailed 24 hours before your first booking.
An invoice sent one month after your first booking, payable in 30 days.
Choosing start and end times for your booking
Make sure to allow time for any preparation and set-up that you require when choosing your start time, along with enough time for clearing up after your event to ensure the hall is left as you found it.
Cancelling a booking
If you wish to cancel a booking, please email bookings@cavershamhall.org. Click here for our Cancellation Policy.
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How to Request A Single Booking
Below: the booking form as it will appear once you have created an account.
1. In the Hall Schedule above, click on the blue ‘+’ symbol next to the date you want.
2. Enter your details and create a password to set up an account on the booking system. This will then allow you to request a booking.
3. In the ‘Make Booking Request’ page, follow the steps below:
Tick which hall you would like to hire: ‘North’ or ‘South’
To hire both halls, tick ‘All halls’. Please note: if you want to book both halls but with a different start and finish time for each you must create a separate booking request for each hall.
Choose an event name, such as ‘4th birthday party’.
Enter the dates and times of your booking. If your time slot is not available, a red alert box will show which informs the reason why it is not available. Choose another date and time until the red box does not appear.
IMPORTANT: the ‘end’ time is the time at which you must leave the hall, so make sure to allow enough time in your booking for set-up and clearing. Failure to do so could affect the full return of your deposit. See here for details.In ‘Activity’, choose a category from the drop-down menu.
In ‘Description’, add any information you would like to add.
In ‘Number of People Attending’, insert how many people will be at your activity. Please note: total capacity for a single hall is 45 people, and 70 people when hiring both halls.
Tick ‘Alcohol License’ if you will be serving alcohol people can purchase. Please note, if this is the case, will need to apply here for a Temporary Event Notice from Reading Borough Council.
In ‘Privacy’, leave the setting as ‘Private’ to have your booking displayed as ‘Private Event’ in the Hall Schedule. Other settings will reveal your booking name and/or your contact details.
Tick ‘I Agree to the Hall’s Terms & Conditions’ box.
Click the ‘Save’ button at the bottom of the screen.
Please note: all bookings are provisional until you receive confirmation that your booking has been accepted.
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How To request a Series of bookings
Below: the booking form as it will appear once you have created an account.
1. In the Hall schedule, click on the blue ‘+’ symbol next to the date you would like your booking to start.
2. To proceed to the booking form enter your details and create a password to set up an account on the booking system.
3. In the ‘Make Booking Request’ page:
Tick which hall you would like to hire: ‘North’ or ‘South’
To hire both halls for your activity, tick ‘All halls’. Please note: if you would like to book both halls but have different start and finish times for each, you will need to create two separate bookings.
Choose the first date and time you would like your class to start. This is referred to as ‘the parent booking’. You must include any set-up and take-down time you need into your booking time.
Choose the times you would like the booking to start and end. IMPORTANT: time for both preparation and set-up as well as takedown and clearing must be included in your booking.
Tick ‘Recurring booking’
From the ‘Recurring’ drop-down menu choose how often you want your booking to be: daily/weekly/monthly etc.
‘Additional Dates’ box: select the number of weeks you would like to book for. They will then appear underneath. If there are dates in the sequence that you do not want, simply delete them by clicking the red dustbin icon to the right of each booking date.
Click ‘Check Availability’ to see if the dates you have chosen are available. If any appear in red, this means the hall is already booked on that date. Simply delete these by clicking the red dustbin icon and click ‘Check Availability’ again until all dates are green.
‘Activity’: choose a category which best matches your activity from the drop-down menu. If your activity is not listed, let us know once you have requested your booking and and we will add it for you.
‘Description’: add any descriptive information you wish about your activity. This is a good way to let people know what your booking is.
‘Number of People Attending’: add the estimated number of people you expect to attend.
Tick ‘Alcohol License’ if you will be serving alcohol that people can purchase. If this is the case, will need to apply here for a Temporary Event Notice from Reading Borough Council
Choose the level of privacy for your booking as it will appear in the Hall schedule. Choose ‘Public’ if you are looking to advertise for new members as this will display both the description of your class from step 10 and your contact details.
Tick ‘I Agree to the Hall’s Terms & Conditions’ box.
And lastly, click ‘Save’ at the bottom of the screen. This will then send your booking request to us.
Please note: all bookings are provisional until you receive email notification that your booking has been confirmed.
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Cancellation policy
The trustees understand that plans sometimes change and that it may become necessary to amend or cancel your booking. If this is the case, please email us ASAP at bookings@cavershamhall.org.
Please note: cancellation fees may apply if bookings are not cancelled accordingly.
CANCELLING A SINGLE BOOKING
Cancelling 24 hours or less before your booking
Caversham Hall retains 100% of the booking deposit
50% of the booking hire charge payable
Cancelling within 7 days of the hire date
100% of your booking deposit returned
50% of the booking hire charge payable
CANCELLING RECURRING BOOKINGS
Cancelling bookings within a recurring booking schedule
If you are unable to hold your class/event, please email us as soon as possible at bookings@cavershamhall.org stating the reason for your cancellation.
Invoices are generated automatically via your booking schedule, so if you do not email your cancellation the booking will appear on your invoice and you will be charged the full amount for the booking.
Cancelling three or more bookings in succession without informing the Hall incurs an administration fee of £40.00.
If you inform the Hall of the need to cancel, but cancel two or more bookings in succession, you may still be liable for full payment of your bookings depending on the reason for the cancellations.
Written confirmation of cancelling all your recurring bookings
1 month’s written notice to bookings@cavershamhall.org
Cancellation fee
Cancellations of a recurring booking schedule made with less than 1 month’s notice are liable to a payment of one month’s hiring charge for the dates confirmed.
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Making a payment
FOR ALL PAYMENTS
Online banking or bank transfer only.
PAYMENT REFERENCE (SINGLE BOOKINGS)
Please use the surname you used to book the Hall and the event date (ddmmyy) to allow us to easily identify your payment.
PAYMENT REFERENCE (RECURRING BOOKINGS)
Please use your invoice number as payment reference to allow us to easily identify your payment.
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Our bank details
Bank: Barclays
Account name: Caversham Hall
Account number: 80249300
Sort code: 20-71-03
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Paying for A single booking: deposit & Hire charge
To allow us to easily identify your payment please use the surname you used to book the Hall and the event date (ddmmyy) .
When you book the hall, there are TWO PAYMENTS to make no later than 14 days before your booking:
1. A DEPOSIT TO SECURE YOUR BOOKING
To be paid no later than 14 days before the date of your booking.
Payable by online banking or bank transfer.
The amount of the deposit is £50.00.
The deposit is returned no later than 7 working days after your booking providing that all terms and conditions have been met (see General Hall Information/Terms and Conditions Of Using The Hall).
Please email your bank details to bookings@cavershamhall.org to allow your deposit to be returned after your booking.
In accordance with GDPR regulations, your bank details will be deleted from our system as soon as your deposit has been returned.
Our bank details.
2. THE BOOKING HIRE CHARGE
This is the amount you pay for hiring the Hall.
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 by online banking or bank transfer.
Our bank details.
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Paying for A recurring booking
To allow us to easily identify your payment please use your invoice number as payment reference.
All recurring bookings are invoiced by email one month in arrears.
Payment terms are 30 days from receipt of invoice
Payable by online banking or bank transfer.
Our bank details.
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Key Booking Information
The following Key Booking Information, taken from the full list of Booking Terms and Conditions of Hire, must be followed when using the Hall.
Please note: failure to follow the key booking information could affect the full return of your booking deposit.
1. NOISE/MUSIC
Keep all noise/music to an appropriate level at all times, but especially in the evening.You must leave the Hall in the condition you found it in when you arrived for your booking. This means that the floor must be swept/cleaned as necessary, along with any tables and chairs.
2. SMOKING/DRUG-TAKING
No smoking/drug-taking is permitted in any area of the Hall or Hall’s grounds.
3. FIRE DOORS
Fire doors must not be opened during your booking, unless in an emergency.
4. CLEANING BEFORE LEAVING
The Hall must be left as you found it, so the floor and any tables and chairs cleaned
5. TABLES & CHAIRS
All tables and chairs used must be returned to where they were taken from.
6. LEAVING AT THE END OF YOUR BOOKING
You must be ready to leave the Hall at the time your booking ends, so please allow enough time in your booking for clearing and cleaning.
7. RUBBISH
One black bin bag is provided. Please do not put any food or liquid in it. All food, liquid and other rubbish must be taken away and disposed of responsibly.
General Booking information
This section is for general booking information and guidance only. Before your booking please read the Hall’s Key Booking Information and Terms and Conditions of Hire.
CONTENTS (clickable links)
1. BEFORE YOUR BOOKING
2. BOUNCY CASTLES & INSURANCE
3. CAR PARKING & ACCESS
4. GAINING ACCESS TO THE HALLS
5. IN CASE OF DIFFICULTIES ON THE DAY
6. DURING YOUR BOOKING
7. HEALTH & SAFETY
8. TELEPHONE
9. NOISE/CONSIDERATION FOR OUR NEIGHBOURS
10. AT THE END OF YOUR BOOKING
11. RETURN OF THE DEPOSIT
1. BEFORE YOUR BOOKING
Agree to the Hall’s Terms and Conditions / Return of deposit
Before your booking date you must read and understand the updated (as of June 2023) booking terms & conditions (T&Cs).
Failure to do so and not adhering to the T&Cs could affect the full return of your deposit (single bookings only) and/or your ability to book the Hall for any future events.
The Trustees reserve the right to retain, at their discretion, either all, or a percentage of your deposit, dependent upon which terms and conditions are not met to and to what degree.
2. BOUNCY CASTLES & INSURANCE
South hall only
If you wish to hire a bouncy castle for your child’s party, select ‘South hall’ in Request a Booking and let us know 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. A good article on what you should know before you decide to hire one can be found here.
Set-up and take down
Please allow adequate 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.
3. CAR PARKING & ACCESS
There is no car park available at the Hall.
If you need to load/unload for your booking, please contact us.
The nearest NCP is Kings Meadow, George Street, 0.4 miles (645m) from the Hall.
On-road parking:
Weekdays: St. John’s Road has shared use resident’s parking restrictions in force from 8.30am to 5.30pm, with 2 hours free parking available for non-residents.
Weekends: No parking restrictions in force.
As a matter of courtesy to the Vicar of St Johns Church, 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.
As a matter of courtesy to local residents, do not park across their driveways or block access to their garages at any time.
4. GAINING ACCESS TO THE NORTH AND SOUTH HALLS
The caretaker will meet you at the Hall 10/15 minutes before the arranged hire time and will return to lock up at the end of the booking if your booking is the last 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. Please see point 6, below: ‘Access doors & your security.’
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 and blue door, just off St John’s Road
The key is in the KeySafe box to the left of the door.
You will be emailed the code 24 hours before the date of your booking.
Keep the key with you for the duration of the booking.
At the end of your booking, please return the key to the KeySafe and key in four random numbers to ensure the cover cannot be opened. Please check this is the case before leaving.
5. IN CASE OF DIFFICULTIES ON THE DAY
Hall caretakers
Angela Lewis: 07521 068812
Sheila Clack: 07791 332929
6. DURING YOUR BOOKING
Access doors & your security
To prevent unauthorised persons gaining access to the Hall during your booking and to ensure the security of you and your guests, you must ensure the door to your respective hall is shut (not just closed) at all times.
Leaving the door open/ajar for latecomers is not permitted.
South hall door: ensure the lock is set to ‘Autolock’.
North hall door: ensure it is fully shut at all times.
Lighting (North hall)
These are situated behind the door at the end of the hall that leads to the cloakroom.
Please note: the kitchen does take a little while to come on.
Heating (both halls)
The heating is on automatically from 1st October, 2022.
Do not change the thermostat. The temperature of the halls must only be regulated by the caretaker.
The front door must be shut at all times to minimise heat (and financial) loss.
Fire doors
Fire doors must not be opened at any time, except in an emergency.
In the event of fire/fire assembly point
Evacuate the Hall immediately in an orderly manner using the appropriate fire exits
Gather at the fire assembly point – the main gate leading to St Johns Church in St Johns Road.
Use of table and chairs
Hirers may use the tables and chairs which are situated in the North hall and North hall cupboard.
Use of judo mats
There are a number of judo mats situated in the South hall which must not be used without permission. If you would like to use them for your booking please email bookings@cavershamhall.org.
All mats must be returned at the end of a booking to the far end of the South hall.
Please be aware when lifting the mats, they are extremely heavy.
North hall kitchen facilities
Please see here for a full list of kitchen facilities.
Please note: hirers must bring their own kitchen equipment, there are no pots/pans/plates/utensils etc. in the kitchen.
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 – take care when using it.
The water-heater will continue to drip after it has been turned off. This is perfectly normal so please do not over tighten it when using the Off control. See image here in Facilities.
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 change it.
Decorations/posters/notices
Decorations/posters/notices may be put up in the Hall but not on the walls, only on the notice boards provided, or hung using string or thread.
Do not use any type of sticky adhesive on the walls, such as Sellotape or Blu-Tack.
Do not fix decorations/notices near light fittings or heaters as this is a fire hazard.
Spillages
Spillages must be cleaned up immediately using the white mop and/or kitchen towels.
7. HEALTH & SAFETY
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.
8. TELEPHONE
The Hall does not have a telephone. On the day of hire you are therefore advised to bring a fully charged mobile phone in case of emergencies.
9. NOISE/CONSIDERATION FOR OUR NEIGHBOURS
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. Failure to do so could result in some or all of your deposit being retained and/or your ability to book the Hall for any future event.
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.
10. AT THE END OF YOUR BOOKING
The end of your booking is the time by which you must leave the Hall.
It is the Hirer’s responsibility to leave the hall and its grounds in the same condition in which you found it at the beginning of your hire. Failure to to do so could affect the full return of your booking deposit.
Tables
Tables must all be wiped clean and stacked to a maximum of
6 in the trolley provided.Small tables and chairs to be put back into the cupboard in the North hall. Please make sure you follow the photograph on the back of the door to make sure they all fit.
Chairs
Chairs to be stacked 5 high and left at the back of the North hall.
Please note: the chairs have rubber feet on them which may come off. If they do please ensure they are either put back on OR left on the work surface in the kitchen.
Floor
The floor must be swept using the broom located in the kitchen.
Rubbish, including uneaten food
Hirers must check to make sure that no rubbish is left in the hall or grounds before they leave.
Uneaten food and drink must not be put in the rubbish, but taken away by the Hirer at the end of the booking.
Hirers may put one black rubbish bag of dry waste in the wheelie bin situated between the toilets. Any remaining rubbish must be taken away and disposed of responsibly by the Hirer.
Please note: hirers who place their rubbish in the bins of any of local residents, including the vicarage, will not have their deposit returned.
Windows, doors and lights
All windows and doors must be shut and lights turned off in all areas.
Taps
No taps must be left running in the kitchen or toilets: please double-check before leaving.
Nappies
Do not put used nappies in the bins either in the toilet or kitchen; use the grey bin situated between the toilets in the cloakroom.
Leaving the Hall
South hall
You must ensure that the front door is closed correctly before you leave at the end of your booking:
1. Turn the lock on the inside of the door to ‘Auto-lock’
2. Shut the door
3. Ensure the door is fully locked before leaving the premises.
North hall
Ensure that the door is closed and locked before you leave
Return the key to the KeySafe
Press 4 random digits to scramble the code you were given
11. RETURN OF THE BOOKING DEPOSIT
Your deposit will be returned in full no later than 7 working days from the date of your booking on condition that all Terms and Conditions have been met during the duration of your hire.
Please note that the Trustees reserve the right to retail either all, or a percentage, of the hirer’s booking deposit, dependant upon which terms and conditions have not been met and to what degree.
The deposit will be returned by online banking so please ensure to email your bank details to bookings@cavershamhall.org before your booking date.
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Terms & Conditions of Hall Hire
Please note:
failure to comply with any of the following T&Cs during your booking could result in the possible loss of your deposit and/or the ability to book the hall for future events.
agreements with the Trustees of Caversham Hall (‘the Trustees’) for the hire of Caversham Hall or any part thereof (‘the Hall’) are subject to the following Covid-19 Specific Terms and Conditions and Regular Terms and Conditions of Hall Hire (‘the T&Cs’). Updated 07/23
CONTENTS (Clickable links)
DEFINITIONS
BOOKING RESTRICTIONS
UNDERTAKING OF THE HIRER
SUPERVISION OF THE HIRER
RESPONSIBILITY OF THE HIRER
RETURN OF BOOKING DEPOSIT
ACCIDENTS & DANGEROUS OCCURANCES
FIRE SAFETY
GAS SAFETY
USE OF THE HALL
CAR PARKING
PREMISES LICENSE & OTHER LEGISLATION
PLAYING OF COPYRIGHTED MUSIC
COMPLIANCE OF LEGISLATION RELATING TO VULNERABLE ADULTS
COMPLIANCE WITH THE CHILDREN’S ACT 1989
CHILD PROTECTION CLEARANCE
INDEMNITY
INSURANCE (INCLUDING BOUNCY CASTLES)
FAILURE OF EQUIPMENT
STORED EQUIPMENT
DECORATIONS ALTERATIONS
CANCELLATION BY THE HIRER
CANCELLATION BY THE HALL
FORCE MAJEURE
ACCEPTANCE OF THE T&Cs
1. DEFINITIONS
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.
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2. BOOKING RESTRICTIONS
We do not currently accept bookings for the following events: adult birthday parties; wedding receptions, and wedding anniversaries.
The Trustees reserve the right to refuse any application for hire of the Hall without stating a reason.
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.
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
The Trustees reserve the right to put a stop to any entertainment or meeting being conducted.
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.
The Trustees shall not be responsible for any consequential loss to the hirer.
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.
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.
Children’s parties/bar & bat mitzvah: to hire the Hall for a child’s party, the child must be aged 13 years or under.
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3. UNDERTAKING OF THE HIRER
The Hirer undertakes to ensure that they have a full understanding of the Hall T&Cs before the date of their Hire.
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4. SUPERVISION OF THE HIRER
The Hirer undertakes to be present, or arrange for sufficient adult representatives to be present, throughout the hiring to ensure compliance with the provisions and stipulations contained or referred to in these T&Cs and any relevant licenses.
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5. RESPONSIBILITY OF THE HIRER
The Hirer is responsible during the period of hire for:
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.
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
supervision of the use of the Hall and the care of its fabric and contents
ensuring that the purpose and conduct of the Hire does not disrupt the use of the Hall if hired by other persons
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
ensuring that the Hall and grounds (including all areas used by the Hirer) are left clean and tidy at the end of the hire:
hirers must check to make sure that no rubbish is left in the hall or grounds before they leave.
uneaten wet waste (food, drink etc.) must not be put in the rubbish, but taken away by the Hirer at the end of the booking.
hirers may put 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.
hirers who place their rubbish in the bins of any of local residents, including the vicarage, will not have their deposit returned.
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
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
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
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
ensuring that NO animals whatsoever enter the kitchen at any time
ensuring that no barbeques, LPG appliances or highly flammable substances are brought into the Hall
ensuring that no smoking or drug-taking is undertaken in any part of the Hall. The responsibility of enforcement is with the Hirer
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
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.
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. 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
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6. RETURN OF BOOKING DEPOSITS
Booking deposits are returned by bank transfer no later than 7 working days from the date of booking hire.
Please ensure to email your bank details to allow us to transfer your deposit.
A condition of booking hire is that all booking conditions and T&Cs have been met. Failure to do so could affect the full return of your deposit (single bookings only) and/or your ability to book the Hall for any future events.
The Trustees reserve the right to retain, at their discretion, either all, or a percentage of your deposit, dependent upon which terms and conditions are not met to and to what degree.
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7. ACCIDENTS AND DANGEROUS OCCURRENCES
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).
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.
8. FIRE SAFETY
The Hirer shall:
ensure that the fire brigade is called to any outbreak of fire, however slight., The postcode for the Hall is RG4 5AN.
Details must be given immediately to the caretaker of the Hall, Angela Lewis, on 07521 068812, or to the Hall secretary, Sue McQueen on 07715 205823.
ensure that no person re-enters the Hall without the permission of the fire brigade
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
ensure that the relevant Hall lobby and entrance is not blocked with items such as buggies, wheelchairs or mobile scooters
prior to the start of an event, indicate the fire exits and Evacuation Meeting Place to the persons attending the event
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
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
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
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.
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9. GAS SAFETY
The Hall has a gas monitor alarm. If this should sound the Hirer and guests must immediately vacate the Hall
Phone the gas emergency number – 0800 111999
Make your way to the fire assembly point (see 4).
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10. USE OF THE HALL
The Hirer shall not:
sub-let or use the Hall for any purpose other than that described in their Requested Booking
use the Hall or allow the Hall to be used for any unlawful purpose or in any unlawful way
contravene the law relating to gaming, betting and lotteries.
do anything or bring into the Hall anything which may endanger the Hall or render invalid any insurance policies in respect thereof
allow the use of drugs in the Hall
allow smoking or drug-taking in the Hall, the entrance area or surrounding grounds.
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11. CAR PARKING
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.
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.
The road leading to the Hall (St Johns Road) is a public road and must not be obstructed at any time.
As a matter of courtesy, do not park across residents’ driveways or block access to their garages at any time.
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12. PREMISES LICENSE AND OTHER LEGISLATION
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.
The Hirer is therefore responsible for:
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)
The Hirer shall ensure that users:
do not contravene the law relating to gaming, betting, and lotteries
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.
A breach of this condition may lead to prosecution by the local authority.
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13. PLAYING OF COPYRIGHT MUSIC
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.
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14. COMPLIANCE OF LEGISLATION RELATING TO VULNERABLE ADULTS
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.
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15. COMPLIANCE WITH THE CHILDREN’S ACT 1989
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.
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16. CHILD PROTECTION CLEARANCE
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.
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17. INDEMNITY
The Hirer shall indemnify and keep indemnified each of the Trustees of the Hall and their employees, volunteers, agents and invitees against:
the cost of repair of any damage done to any part of the Hall including the curtilage thereof or the contents of the Hall
against all actions, claims, and costs of proceedings arising from any breach of the Hall Conditions
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
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
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18. INSURANCE (INCLUDING BOUNCY CASTLES)
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.
Commercial hirers must provide Public Liability insurance (£5,000,000 minimum indemnity).
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19. ACCIDENTS
The Hirer must report all accidents involving injury to the public to the caretaker of the Hall as soon as possible, and complete the relevant section in the Hall’s Accident Book situated in the North hall. The hirer shall ensure the appropriate medical assistance is sought, or an ambulance is called.
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20. FAILURE OF EQUIPMENT
Any failure of equipment belonging to the Hall must be reported to the caretaker as soon as possible.
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21. STORED EQUIPMENT
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.
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.
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22. DECORATIONS/ALTERATIONS
Notices may be placed in the halls, but only on the pinboards using drawing pins.
No decorations or notices must be fixed to the walls.
Paper decorations and or balloons may be strung from the radiator pipes, but nothing heavier.
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.
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.
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23. CANCELLATION BY THE HIRER
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.
For one-off bookings:
Cancellation on the day/24 hours before booking: 100% of booking deposit retained
Cancellation within 7 days of the hire date: 50% deposit returned to hirer.
Recurring bookings:
To cancel your recurring booking, please give two month’s notice by email to bookings@cavershamhall.org.
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24. CANCELLATION BY THE HALL
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:
such hiring may lead to a breach of the licensing conditions, or other legal or statutory requirements, or
unlawful or unsuitable activities may take place at the Hall as a result of the hiring, or
the Hall has become unfit for the use intended by the Hirer.
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.
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.
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25. FORCE MAJEURE
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.
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26. ACCEPTANCE OF THE T&Cs
By proceeding with the booking the Hirer is deemed to have accepted these terms and conditions.
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