Making a booking

MAKING A BOOKING

You may use this link to check availability of the three rooms in the Hall.  You may also look at our list of regular bookings.

You can use these links to see details of our charges and conditions of hire.

Please check the Facilities page for information about the rooms.

To make a booking, please first check our availability page to see if the date and time you require is free, then use our booking request form, when you will be contacted by our Bookings Manager, Sylvia Lauder. (If necessary, Sylvia can be contacted on 07792 567189).

Please note that shared use of the Hall will limit your use of the Hall for some activities and may mean that you may not have access to all facilities. In particular, the regular booking of the Small Hall, 9am-2pm Tuesday-Friday, means that the kitchen adjacent to the Main Hall may not be available to other users (the small kitchen can be used to prepare hot drinks).

Payment is due within one week of finalising your booking. Regular long-term bookings are invoiced monthly, or by arrangement.

You may pay on-line with BACS.  Cheques should be made payable to “St Luke’s Church Hall”.

Users must ensure that there is always a nominated person responsible for:

  • the lawful use of the Hall
  • security
  • the care of the property and contents
  • the safety of occupants
  • the reasonable behaviour of all people using the Hall and the car park

Unless instructed to the contrary, the trustees will assume that the person who collects the key is responsible for the above aspects

Regular, long-term users holding their own key should make arrangements to meet the above requirement and should notify the Bookings Manager of the name and telephone number of the responsible person.

The Hall must not be used for any purpose other than that declared to the Hall Bookings Manager when the booking was made, nor by any person or group other than the one that made the booking.

If the Trustees are obliged to cancel a booking for any reason, they shall only be liable to refund money already paid.

STANDARD SESSION TIMES

  • 9am – 1pm
    • 1-2pm = handover period
  • 2pm – 6pm
    • 6-7pm = handover period
  • 7pm – 11pm
    • 11-11.30pm = closedown period

HIRE CHARGES BY SESSION – 2018

Standard

For all bookings unless a discounted rate applies

  • Main hall – £72
  • Small hall – £40
  • Committee – £24
  • Whole building – £119

Discount

For bookings by clubs and societies and for children’s daytime parties (main hall only)

Also for regular bookings

  • Main hall – £56
  • Small hall – £31
  • Committee – £19
  • Whole building – £92

Charity

For bookings by registered charities

Also for regular bookings by discount rate users

  • Main hall – £41
  • Small hall – £23
  • Committee – £14
  • Whole building – £68

TERMS & CONDITIONS OF HIRE

(These apply to the use of the Hall, its exterior and grounds)

The Hirer/Keyholder is responsible for the care and security of the property and its contents, the safety of the occupants, and the behaviour of all those using the Hall and the car park. The Hirer shall have adequate insurance for all legal liabilities which could arise, including death or personal injury, to third parties (including employees and volunteers) or damage to the property or the property of others, arising out of their occupation and activities whilst at the Hall.

Keyholders are responsible for the security of the keys. Their name and contact details must be lodged with the Hall Bookings Manager and kept up to date.

A Temporary Event Notice (TEN) must be obtained from Cheltenham Borough Council for the sale or supply of alcohol or the provision of regulated entertainment (see Cheltenham Borough Council info on TENs)

Any activities with children must comply with the provisions of the Children’s Act 2004. The Hirer is responsible for the supervision and control of children and young or vulnerable people during the hire period and the conduct of all persons present. The Hirer confirms that they are familiar with the Home Office Code of Practice “Safe from Harm” and have an understanding of it and undertake to follow the code of practice contained therein in relation to work with children and young people under the age of 18 years. In addition the Hirer confirms that they are compliant with the safeguarding of children and vulnerable adults aspects of their public insurance liability requirements as appropriate.

The Hirer must comply with legislation regarding food and hygiene preparation, (serving and selling of food).

Evidence of compliance with the above conditions must be produced on request.

Any alteration or extension to the booking times must be arranged in advance. The Hall must only be used for the purpose stated at the time of booking.

Parking spaces numbered 5-21 are not available Monday-Friday during the working day. Cars must be parked in designated places without causing an obstruction. In addition to spaces numbered 1-4 at the front, some parking spaces are available during the working day along the rear wall of the Hall.

Care must be taken to avoid noise nuisance reaching neighbouring houses particularly through open doors and windows, or from users behaving inconsiderately outside the Hall.

Any electrical appliances must be in good working order and used in a safe manner.

The Hirer shall ensure that the Hall is left secure, clean and tidy with rubbish removed.

The Hirer shall make use of the check list provided.

The Hirer agrees to pay for the repair of any damage or loss.

The Trustees are not responsible for the loss or damage to any personal property.

The Hirer will be asked to sign these Terms and Conditions when given access to the Hall.