Frequently Asked Questions

Please refer to the Terms & Conditions of Hire  in the Booking Agreement for additional information.

Please note that all information relating to the Old Hall (renamed “Cherry Hall”), the new Committee Room and the High Street car park refer to the situation after the end of Phase 2 of the Redevelopment Project, i.e. post-refurbishment.

Until Cherry Hall, the Committee Room and the High Street car park are available for use, information for these spaces is shown in italics.
Please refer to the Latest News on the Project for updated information on progress.

01 Booking the Halls

Where do I find out more about how to use the halls and hall equipment?

Detailed instructions on how to access the building, along with your  unique security code to access the building for your booking, will be provided at the time of booking.

Instructions on how to use the heating and lighting systems are available here.

Instructions on how to use items of equipment such as the cooker, dishwasher and glass-washer, etc., are provided on site and are also available for download here.

How do I pay for my booking?

Please refer to the Terms & Conditions of Hire in the Booking Agreement for more information.

How do I book?

Please refer to the booking page for more information.

02 Space and Capacity

What rooms are available to hire?

There are various spaces within the halls complex available to hire:

  1. Cherry Hall
  2. Orchard Hall – with or without use of the retractable seating
  3. Kitchen – alongside a hall for the preparation of hot food and therefore exclusive use
  4. Committee Room
  5. Whole complex – i.e. all halls and rooms for exclusive use

NB The foyer is a public space and all users will have access to it unless the entire complex has been hired for the exclusive use of the booking party.  The kitchen may be used by all users for making tea and coffee and cold refreshments unless a user has hired it exclusively for the preparation of food.

How many people can you fit in the various rooms and halls in the Village Hall building?

Orchard Hall:
Seated for a meal (using the rectangular tables provided) it’s 120-140 people maximum; 90 seated is very comfortable as shown in the picture below:

21oct-Pano221016

Using the retractable seating plus one row of chairs in front this becomes 130 people, e.g. for talks, films and plays.

Cherry Hall:
Seated for a meal (using the rectangular tables provided) it’s 80-100 people maximum.

Foyer:
16 seated and 30 standing. There is access to both halls from the Foyer.

Committee Room:
12-14 seated. There is a separate access from the High Street entrance.

How big are the hireable spaces in the building?
Orchard Hall 14.7m x 10.5m = 154 sq metres;
Foyer 7m x 7m = 49 sq metres;
Cherry Hall 17m x 7m = 119 sq metres;
Committee Room 3m x 5.5m =  16.5 sq metres;
Kitchen 5.8m x 3.7m = 21.5 sq metres.

03 Accessibility for Disabled Users

Do the halls comply with the latest regulations for accessibility?

Yes.  The main entrance is wheelchair accessible.  The front entrance (to the Cherry Hall) has steps so wheelchair users are asked to use the side entrance about halfway down the right-hand-side of the Cherry Hall.  This is a fire exit and, as such, can be opened from the inside.  Alternatively the Cherry Hall can also be accessed via the Main Entrance and the connecting corridor (see plan below).

floor-plan-2

All doors are the required minimum width to allow wheelchair access.
There is a hearing loop both in the Orchard Hall and Cherry Hall.

There are two disabled toilets available (see A6).
There are two disabled parking spaces in the Westfield car park and a further two in the car park off the High Street.

04 Facilities

What equipment comes with each room?

The equipment available in each room is listed below:

Equipment Orchard Hall Cherry Hall Committee Room
Hi Definition Projector* Yes
BenQ SU917
DLP Technology
1920 x 1200 pixels
(WUXGA resolution)
5000 lumens
13,000:1 contrast ratio
Yes
Optoma 1080P 1920 x1080 pixels
3600 lumens
Yes
details TBC
Retractable screen* Yes
Sapphire Electric Screen
350 x 218 cm
16:10 Widescreen format
Yes 3m wide, electric Yes
details TBC
Disc player* Blu-ray, DVD, CD CD
Stage Lighting There are three lighting bars with control points including DMX on platform behind retractable seating.  This equipment is available for use by professional stage electricians.
NB Lights are not supplied.
No No
Retractable seating* Yes
tiered to seat 130
No No
Tables and Chairs Yes
18 rectangular tables (698mm high x 1830mm long x 760mm wide ), 80 blue chairs.  There is also 1 blue chair in the lighting gallery
Yes
12 rectangular tables, 67 blue chairs and 40 grey folding chairs
Yes
1 boardroom table, 12 blue chairs
Hearing Loop Yes No No
Hand held and lapel Microphones* Yes
2 of each type
Yes No
Dimmable overhead lights Yes

Yes

Yes
Piano Yes

No

No
Flip chart easel No

No

Yes

*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.

Does the Village Hall have any outdoor space suitable for toddlers/families?

Yes, there is a small patio area (approx 4.7m x 19.2m) adjacent to and accessed from the Orchard Hall.

Is there be a sound system I can hook up my iPod (or similar) up to?

Wireless connection is not possible, but the sound systems do have connectivity via a 3.5mm jack (provided).

Is there a stage in either hall?

No, but in the Orchard Hall if using the retractable seating (available from late December 2016), the seats are tiered and rise away from the floor creating a theatre effect so a stage would not be needed.

Is use of all the equipment included in my hire cost?

Nearly all of the available equipment is included with two notable exceptions:

  • use of the retractable seating and
  • the exclusive use of the kitchen to prepare hot food

These will attract an additional charge and must be requested at the time of booking.

NB It is permitted to use the oven to heat up small quantities of pre-prepared food for no extra charge, so long as it does not prevent other users from using the kitchen.

What equipment is available in the kitchen?

The equipment in the kitchen is listed in the table below. Instructions for the use of the electrical appliances can be found here.

Item Description
Range Cooker Lincat Silverlink 600
Six hob plates; automatic power reduction in case pan boils dry; twin fan assisted oven; vitreous enamelled interior; designed for easy cleaning; 93 litre capacity (Suitable to cater for about 50 people)
Glass-washer Mach MB9240
Freshwater Glass-washer; five minute wash cycle; fully stainless steel
Dish-washer Mach MB9240DW
Freshwater Dishwasher; five minute wash cycle; fully stainless steel
Fridge Glass-fronted, tall.
Heated cabinet Large metal cabinet for keeping food warm
Water heater For tea/coffee, etc.
Microwave Sanyo EM-S105 AW
700watts; 17ltr; 6 power levels for cooking; defrost setting.
Cookware 6 litre slow cooker
Assorted saucepans
Cutlery 119 assorted knives; 97 assorted forks; 76 assorted spoons (dessert/tsp)
Tableware White:
68 Dinner plates (26cm); 71 dessert/starter plates (21cm); 32 Soup/pudding bowls (17cm x 6cm deep); 120 cups/saucers; 59 large mugs.Other crockery (thin red border):
17 dessert/starter plates; 25 small starter plates (9cm); 2 large white jugs; 5 glass water jugs; 10 assorted sugar bowls/dessert bowls; 2 catering tea pots; 3 china tea pots; 2 small milk/cream jugs; miscellaneous assorted glasses.

Figures are for guidance only and as of October 2016, subject to breakages and donations.

What other facilities are available?

Toilets and baby changing – the toilets, including a disabled toilet with baby changing facilities are in the corridor between the two halls.
There is also a disabled toilet adjacent to and accessible from the Committee Room for users of that room (particularly when the Cherry Hall is in use).

Kitchen – the kitchen can be used for making of hot and cold drinks and cold refreshments unless it has been hired for the preparation of food. Use of the dishwasher and glass-washer is included in the standard room fee but they must be emptied after use, drained and wiped out.  See Q7 for more information on the available equipment.

There is a tea/coffee station adjacent to the Committee Room for hirers of that room.
This comprises a kettle, a selection of mugs and a tea pot.  Users must provide their own tea/coffee/milk/etc.  Kettles should be filled from the sink in the kitchen, which can be accessed via the main entrance should the Cherry Hall be in use.

Garden – the patio garden is available to those who hire the Orchard Hall when the weather is dry. We do not recommend using the patio in wet weather and users are requested not to leave wet footprints in the hall. There is no access from the Westfield Car Park but there is a fire exit gate around the side of the building, accessed from the garden.
Please ensure you do not block the fire exit when using the garden.

05 Training

How can I get trained on the technical equipment available, e.g. retractable seating, AV systems, etc.?

At the time of booking, please tell the booking secretary what equipment you wish to use and he/she will arrange a training session prior to your booking date.  If this is not possible to schedule, a trained user will meet you on site at the start of your booking (i.e. during your set-up period) and will train you then.

06 What's allowed and what's not

Can I bring helium balloons into the Hall?

They are not specifically excluded, but because we ask that you leave the place as you find it, that includes making sure none are left in the ceiling.  We are also concerned that they don’t interfere with the ventilation system in the ceiling apex.

If the weather is good can I pull tables and chairs outside?

Yes, but it’s not a large patio.

Can I bring indoor children’s bikes/scuttle bugs, etc. into the halls?

Yes, but please take care not to scratch the floor!

Will I be able to set up a bouncy castle inside the building?

Yes, both the Cherry Hall and Orchard Hall can accommodate a bouncy castle.  The user is responsible for hiring the equipment and supervising the people using it.  Please ensure the supplier has the relevant/appropriate insurances (including public liability insurance) in place for the use of this or similar equipment.  Please also ensure that the supplier provides all other safety equipment, e.g. mats that are required to go around the castle, etc., because there are none at the hall.
You must inform the booking secretary of your intent at the time of booking.

Can I have a BBQ in the garden?

No, BBQs are not permitted anywhere on site.

Is there a dedicated smoking area on site?

No, smoking is not permitted anywhere on site.

Can I serve alcohol at my event and do I need to pay for a licence to do this?

The Village Hall has a licence to cover the sale of alcohol (click here for details).  If you are selling alcohol at your event there is a charge of £15 to cover the cost of the licence.  If you are serving alcohol but not charging for it you don’t need to pay for the licence.

07 Clearing up

Do I need to clear up and/or remove rubbish after my booking?

Yes.  The hall provides cleaning equipment for users in the cleaner’s cupboard by the toilets (brooms, dustpan and brush, cleaning liquid, etc.) and there is also washing up liquid, surface cleaner and cloths in the kitchen.
Please bring your own tea towels, even if you plan to use the dishwasher and/or glass-washer.

The hall does not provide a hireable cleaning service.

Users are responsible for leaving the hall or room that they booked, plus toilets, kitchen (including appliances, crockery, etc.) and foyer in a clean and tidy condition.

Please return crockery and cutlery, etc., to the cupboard where you found them.

All rubbish must be taken off site so please also bring a bin liner with you.

08 Access and Parking

Where should I park?

Please use the large Westfield car park for the Orchard Hall and the High Street car park for the Committee Room and Cherry Hall.

Car park Postcode for Sat Navs Capacity (including number of disabled spaces)
Westfield OX11 0LG* 24(2)
High Street OX11 0EX 10(2)

*Sat nav users please note that Westfield is permanently blocked just past Orchard Way and there is no access from Gaveston Rd.

If your preferred car park is full, there is a path running between the two car parks so either can be used when necessary.

NB If you anticipate having more visiting cars than the spaces will allow, please make arrangements with the Parish Council Clerk to use their Westfield car park (by the recreation ground).  There will not normally be a charge for this, but the Clerk will need to check that it doesn’t clash with another event. The Clerk can be reached on: 01235 820006 or by email at: clerk@harwellparish.co.uk.

The car park is only for the use of people attending an event in a hall. Cars are parked at the users’ own risk. Please be considerate when leaving the Halls late at night and keep noise to a minimum.

Please see separate page with details of how to find the car parks.

site-plan

How will I gain access to the halls for my booking?

There is a keypad system for entry to the halls. A code will be given to the user by the booking secretary that will only be valid during the hire period.

Users must vacate the hall by the end of the hire period as the code will not work outside the period of hire, so please do ensure you include set-up and clean-up time in your hire period to avoid inconveniencing the previous or subsequent users.

General instructions on how to enter and exit the halls are here.

All about Harwell Village Hall renovation and facilities