Booking Policy

1. Overview

Welcome to Lydbrook Memorial Hall. This Booking Policy outlines the terms and conditions that apply when you hire our venue. By making a booking, you agree to comply with all the terms set out in this policy.

Lydbrook Memorial Hall is a registered charity and community venue serving the local area since 1921. We are committed to providing a safe, welcoming, and well-maintained space for all types of events and activities.

2. Booking Process

2.1 How to Book

To make a booking, please follow these steps:

1. Check availability by contacting us via phone, email, or our online booking form
2. Complete the booking enquiry form with your event details
3. Receive a provisional booking confirmation from our booking coordinator
4. Review and sign the hire agreement
5. Pay the required deposit to secure your booking
6. Receive final booking confirmation

2.2 Booking Confirmation

A booking is only confirmed once we have received your signed hire agreement and the required deposit payment. Provisional bookings will be held for a maximum of 7 days pending receipt of these documents.

2.3 Minimum Booking Period

The minimum booking period is 2 hours. This includes your setup and cleanup time. Please ensure you book sufficient time for your event requirements.

2.4 Regular Bookings

For regular weekly or monthly bookings, special arrangements and discounted rates may be available. Please contact our booking coordinator to discuss long-term hire options.

3. Pricing & Fees

Our hire rates are competitive and help support the ongoing maintenance and improvement of the hall. All prices include VAT where applicable.

3.1 Standard Hire Rates

3.2 Discounted Rates

We offer discounted rates for:

• Registered Charities: 20% discount (proof of registration required)
• Community Groups: 15% discount (subject to approval)
• Regular Bookings: 10% discount for weekly bookings over 3 months
• Local Residents: 10% discount (proof of address required)

3.3 Additional Charges

The following additional charges may apply:

• Late Finish Fee: £50 per hour or part thereof beyond agreed end time
• Cleaning Fee: £75 if venue is left in unsatisfactory condition
• Damage Charges: Cost of repair or replacement plus £50 administration fee
• Equipment Hire: Prices available on request
• Staffing: £20/hour if hall staff presence is required

4. Payment Terms

4.1 Payment Schedule

• Deposit: 50% of total hire fee due at time of booking
• Balance: Remaining 50% due 14 days before event date
• Security Deposit: Due 7 days before event date (see Section 5)

4.2 Payment Methods

We accept the following payment methods:

• Bank transfer (preferred method)
• Debit or credit card (online or by phone)
• Cheque (payable to "Lydbrook Memorial Hall")
• Cash (by prior arrangement only)

4.3 Late Payment

If payment is not received by the due date, we reserve the right to cancel your booking and retain any deposits paid. A late payment fee of £25 may be charged for payments received after the due date.

4.4 Invoicing

An invoice will be issued upon booking confirmation. VAT receipts are available upon request. Please ensure all payments reference your booking number.

5. Deposits & Security

5.1 Booking Deposit

A non-refundable booking deposit of 50% of the total hire fee is required to secure your booking. This deposit will be deducted from your final balance.

5.2 Security Deposit

A refundable security deposit is required for all bookings:

• Standard Events: £100
• Weddings & Large Parties: £250
• Events with Alcohol: £200 minimum
• Commercial Events: £300

5.3 Security Deposit Refund

The security deposit will be refunded within 14 days of your event, provided:

• The venue is left clean and tidy
• No damage has occurred to the property or equipment
• The booking ended at the agreed time
• All venue rules were adhered to
• Keys were returned promptly

Any deductions from the security deposit will be itemized and communicated to you in writing.

6. Cancellation Policy

6.1 Cancellation by Hirer

If you need to cancel your booking, the following charges apply:

• More than 8 weeks before event: 50% of deposit refunded
• 4-8 weeks before event: 25% of deposit refunded
• 2-4 weeks before event: No refund, full balance due
• Less than 2 weeks before event: No refund, full balance due plus 50% penalty

6.2 Cancellation by Hall

We reserve the right to cancel a booking in exceptional circumstances, including but not limited to:

• Emergency building repairs or safety concerns
• Force majeure events (natural disasters, pandemics, etc.)
• Breach of booking terms by the hirer
• Provision of false or misleading information

In such cases, we will provide as much notice as possible and offer a full refund of all payments made. We are not liable for any consequential losses.

6.3 Postponement

If you wish to postpone your event, please contact us as soon as possible. We will do our best to accommodate a new date subject to availability. One free postponement is permitted; subsequent changes may incur a £50 administration fee.

7. Venue Rules

To ensure the safety and enjoyment of all users, the following rules must be observed:

7.1 General Conduct

• Respect the property and keep noise to reasonable levels
• No smoking anywhere inside the building
• No illegal substances or activities
• Comply with the venue's maximum capacity limits
• Supervise children at all times
• Report any accidents or incidents immediately

7.2 Noise and Music

• Music must end by 11:00 PM on weekdays and 11:30 PM on weekends
• Keep doors and windows closed when music is playing
• Volume must be kept at reasonable levels to avoid disturbing neighbors
• Live music requires prior approval

7.3 Decorations

• No nails, pins, or adhesive tape on walls or woodwork
• Use only free-standing decorations or approved hanging methods
• No confetti, glitter, or rice inside the building
• Candles must be in secure holders and supervised at all times
• All decorations must be removed at the end of your hire period

7.4 Parking

• Limited parking is available on-site (first come, first served)
• Additional parking available on nearby streets
• Do not block access roads or emergency exits
• Inform guests of parking arrangements in advance

8. Hirer Responsibilities

As the hirer, you are responsible for:

8.1 Before Your Event

• Providing accurate information about your event
• Obtaining any necessary licenses or permits
• Arranging appropriate insurance (see Section 9)
• Conducting a risk assessment for your event
• Informing guests of venue rules and parking arrangements

8.2 During Your Event

• Supervising your event and all attendees
• Ensuring compliance with all venue rules
• Managing any issues or incidents that arise
• Preventing damage to the property
• Keeping emergency exits clear at all times
• Not exceeding the maximum capacity

8.3 After Your Event

• Leaving the venue clean and tidy
• Removing all rubbish and recycling appropriately
• Washing and putting away any equipment used
• Removing all decorations and personal items
• Securing the building and returning keys promptly
• Reporting any damage or issues

9. Insurance

9.1 Hall Insurance

Lydbrook Memorial Hall maintains comprehensive building and public liability insurance. However, this does not cover hirers' personal property, equipment, or liability for their events.

9.2 Hirer's Insurance

All hirers must have appropriate insurance cover, including:

• Public Liability Insurance: Minimum £5 million cover (required for all events)
• Event Insurance: Recommended for weddings and large celebrations
• Equipment Insurance: For any equipment you bring to the venue

9.3 Proof of Insurance

Proof of public liability insurance must be provided at least 7 days before your event. For regular hirers, annual insurance certificates are required.

10. Health & Safety

10.1 Fire Safety

• Familiarize yourself with fire exits and assembly points
• Keep all fire exits clear and unlocked during your event
• Do not tamper with fire safety equipment
• Know the location of fire extinguishers and first aid kit
• In case of fire, evacuate immediately and call 999

10.2 First Aid

A first aid kit is located in the kitchen. For events with more than 50 people, we recommend having a qualified first aider present.

10.3 Accidents and Incidents

All accidents and incidents must be recorded in the accident book (located in the main office) and reported to the hall management within 24 hours.

10.4 Risk Assessment

Hirers are responsible for conducting their own risk assessment for their event. A template is available upon request. Special consideration should be given to activities involving children, elderly persons, or physical activities.

10.5 Electrical Safety

• All electrical equipment brought to the venue must be PAT tested
• Do not overload electrical sockets
• Report any electrical faults immediately
• Do not attempt repairs yourself

11. Equipment & Facilities

11.1 Included Equipment

The following equipment is included in your hire:

• Tables and chairs (capacity for 120 people)
• Basic kitchen facilities (if kitchen hire is booked)
• Heating and lighting
• Toilet facilities
• Disabled access and facilities

11.2 Additional Equipment Available

The following can be hired for an additional fee:

• Sound system and microphones
• Projector and screen
• Stage blocks and platforms
• Additional tables and chairs
• Crockery and cutlery

11.3 Equipment Care

All equipment must be used carefully and returned to its proper storage location. Any damage must be reported immediately. Replacement costs will be charged for lost or damaged items.

11.4 External Equipment

You are welcome to bring your own equipment, provided it is safe and does not damage the venue. All electrical equipment must be PAT tested. Please inform us in advance of any large or unusual items.

12. Catering & Alcohol

12.1 Catering

You are free to arrange your own catering or use external caterers. Kitchen facilities are available for an additional fee. All caterers must comply with food hygiene regulations and have appropriate insurance.

12.2 Alcohol Licensing

The hall does not hold an alcohol license. If you wish to serve alcohol at your event, you must:

• Apply for a Temporary Event Notice (TEN) from the local council
• Provide a copy of the TEN to us at least 14 days before your event
• Ensure alcohol is not sold to anyone under 18
• Operate a "Challenge 25" policy
• Not serve alcohol to intoxicated persons

12.3 Responsible Service

The hirer is responsible for ensuring alcohol is served responsibly. We reserve the right to terminate any event where excessive drinking or antisocial behavior occurs.

13. Access & Keys

13.1 Access Times

Access to the hall is available during your booked time slot only. This includes setup and cleanup time. If you require additional time, please book accordingly.

13.2 Key Collection

Keys can be collected from the booking coordinator or designated keyholder. Collection arrangements will be confirmed at least 48 hours before your event. A £50 deposit is required for key collection.

13.3 Key Return

Keys must be returned within 24 hours of your event ending. Late return may result in charges. Lost keys will incur a £100 replacement charge.

13.4 Security

You are responsible for securing the building during and after your event. Ensure all doors and windows are locked when leaving. Do not leave the building unattended while unlocked.

14. Liability

14.1 Hirer's Liability

The hirer accepts full responsibility for:

• Any damage to the building, fixtures, fittings, or equipment
• Any injury to persons or damage to property arising from the event
• The behavior and actions of all attendees
• Compliance with all relevant laws and regulations
• Any claims made by third parties in relation to the event

14.2 Hall's Liability

Lydbrook Memorial Hall will not be liable for:

• Loss or damage to personal property left on the premises
• Injury or loss arising from the hirer's use of the venue
• Failure to provide the venue due to circumstances beyond our control
• Any consequential losses arising from cancellation

14.3 Indemnity

The hirer agrees to indemnify and hold harmless Lydbrook Memorial Hall, its trustees, and staff against all claims, damages, losses, and expenses arising from the hire or use of the premises.

15. Termination Rights

15.1 Immediate Termination

We reserve the right to terminate a booking immediately and require all persons to leave the premises if:

• The venue rules are not being followed
• Illegal activities are taking place
• There is a risk to health and safety
• Excessive noise or antisocial behavior occurs
• The event differs significantly from what was booked
• The maximum capacity is exceeded

15.2 No Refund

In cases of immediate termination due to breach of terms, no refund will be given and the full hire fee plus any additional charges will be payable.

15.3 Future Bookings

Serious breaches of the booking policy may result in the hirer being prohibited from making future bookings at the venue.

16. Contact Information

For bookings, enquiries, or any questions about this policy, please contact us:

Office Hours