Charges

CHARGES FOR HIRE OF HARWELL VILLAGE HALL

These rates apply from 1 January 2017. All bookings must include set-up and clear-up time.  We will be putting bookings back to back so as to make the maximum use of our facilities, and coded door access system will only let you in for the duration of your booking.

Per hour Residents Rate Standard Rate Commercial Rate
Bookable in 15 min slots after minimum period. Individual bookings by Harwell parish residents All clubs, classes and similar organisations and individual bookings for non-residents.  
Minimum hire 3 hours 1 hour 1 hour
Orchard Hall £11 £15 £24
Cherry Hall £9 £12 £16
Committee Room £5
Discount n/a 10% for block bookings where fees are paid in advance n/a
Cancellation No charge if cancelled 4 weeks or more before a booking
50% of booking charge is due if cancellation is between 4 and 1 weeks before a booking
100% of booking charge is due if cancellation is 1 week or less before a booking
Payment Terms
  1. For a single booking, payment is due before the event, except…
  2. For any single booking open to the public, which covers its costs by ticket sales or other fund-raising activities at the event, payment is due 30 days after the event.
  3. When an event, open to the public and covering its costs by ticket sales, requires additional bookings for rehearsal or setup time, then payment for those additional bookings is not due until 30 days after the final fund-raising event.
  4. For a series of bookings, payment is due 30 days after each event, except…
  5. When a discount for payment in advance (currently 10%) has been applied to a series of bookings, payment is due before the first event in the series.
Deposit £200 deposit is required for all packages (see below), plus teenage and adult parties and commercial bookings. If the hall is not left in an acceptable state deductions will be made before the deposit is returned. These deductions represent the cost of paying overtime to our cleaning staff. Indicative deductions are:
Rubbish disposal £20; Cooker Cleaning £50; Dishwasher emptying £10; Dishwasher draining £10; Dishwasher cleaning £10; Emptying fridge and clearing surfaces of anything left behind £10; General cleaning of floors and toilets £50.
Alcohol License If you are just serving alcohol, there is no charge.  But if you are running a bar and selling alcohol there is a £15 fee for the alcohol license.
Kitchen/Cooker Hire of a hall includes shared access to the kitchen for making light refreshments (unless it has been booked for dedicated use).
For dedicated use of the kitchen, or use of the cooker to prepare hot food there will be a £20 charge (unless included in a package rate)
The Foyer The foyer is designed to provide a shared space available to all users of the hall, and to casual users looking for somewhere to meet.  If you want to use the foyer, for anything open to members of the public, for example for an exhibition, there will be a charge of £5 per hour, but you must provide access for users of Orchard Hall and the kitchen.  If you want exclusive use of the foyer you must hire the Orchard Hall and will be charged at the appropriate rate for that hall.  Even if you have booked the foyer for use with the Orchard Hall, you must be aware that users of the Cherry Hall will have access to the toilets.  If you want absolute exclusivity, then you must hire both halls.
Use of retractable seating in Orchard Hall or audio visual equipment (AV) in either hall You are encouraged to make sure you know how to use the equipment in advance of your event, and to request a Village Hall representative to show you how to use it. Regular users are expected to have someone in their group who knows how to use the AV equipment or the seating. Please do not use the equipment unless you have been shown how to do so. If you need to make a call out and ask a Village Hall representative to help you use the equipment at the time of your event (subject to there being someone available) there will be a £20 call-out charge.
Amplified Music
(e.g. bands and discos)
Because sound travels between the two halls, we reserve the right not to accept a second booking involving amplified music, if there is already such a booking in one of the halls.

Packages

Saturday Night Hire

All Saturday night bookings requiring the use of the kitchen will be charged at this rate, which covers hire of a hall from 1800-2400 on a Saturday, and dedicated use of the kitchen and cooker.  Note that if you are booking one hall, then the other one may be in use, with shared access to the toilets and foyer. If you are catering for full meals for more than about 50 people, it is recommended that you hire both halls.

Saturday Night Hire
1800-2400  
Rate Rate including alcohol license
(i.e. you have a paying bar)
Orchard Hall £120 £135
Cherry Hall £100 £115
Both Halls £200 £215

Additional hours for setup before 1800, or return first thing on Sunday for clean-up will be charged at the hourly rate.

Extended Saturday Night Hire

Extended Saturday Night Hire
1200 Saturday to 1200 Sunday
(excluding midnight-0900)

Rate

Rate including alcohol license
(i.e. you have a paying bar)

Both Halls £350 £365

Additional hours for setup before 1200 on Saturday, or extended use beyond 1200 on Sunday will be charged at the hourly rate.

Weekend Event Hire

This package is recommended for weddings, or other events requiring extended usage of the halls, maybe with catering for 50 people or more. The Orchard Hall can be used as the main function area, with the Cherry Hall used, maybe, for a band and dancing in the evening. Experience shows that caterers also appreciate the extra space available in the Cherry Hall for preparation. Rate includes dedicated use of the kitchen and cooker.

Weekend Event Hire
1900 Friday to 1200 Sunday
(excluding midnight-0900 each night)

Rate

Rate including alcohol license
(i.e. you have a paying bar)

Both Halls £500 £515

Additional hours for setup before 1900 on Friday, or extended use beyond 1200 on Sunday will be charged at the hourly rate.

Page updates
2017
1 Sep.  Added payment terms and note about amplified music
Added rate for Extended Saturday Night Hire
10 June.  Removed note 1 about special rate before both halls are open.
2 Jan removed 2016 rates.  Added section about the foyer.
2016
9 Dec added/clarified charges for kitchen and equipment; indicative deductions from deposit; package rates.
5 Dec clarified residency and added alcohol licence details.
16 Nov added note 1 to 2017 rate table.
15 Nov with Committee Room charge.
29 Oct added 2017 charges.

  

 

All about Harwell Village Hall renovation and facilities