Charges

CHARGES FOR HIRE OF HARWELL VILLAGE HALL

These rates apply from 1 October 2019.  There will be no annual increase in 2020. All bookings must include set-up and clear-up time.  We put bookings back to back so as to make the maximum use of our facilities, and the coded door access system will only let you in for the duration of your booking.

Charge Both Halls Cherry Hall Orchard Hall Committee Room Foyer
Standard hourly  £25.10 £12.60 £15.80 £5.20 £5.20
All day hire £250.00 £25.00
Weekend £520.00
Exhibition £305.00
Kitchen,
shared use
n/a included included
Kitchen,
dedicated use (one-off bookings)
included £25.00 £25.00
Call out £20.00
Deposit £200.00
PERFORMANCES See separate pages with details.

Standard rate

Individual bookings for non-residents booking, and all clubs, classes and similar organisations.
Regular users: 10% discount for block bookings where fees are paid in advance.
Minimum hire 1 hour, then in 15 min slots.

Residents rate

Individual bookings by Harwell parish residents for private events.
25% discount on standard hourly rate.
Minimum hire 3 hours, then in 15 min slots.
Not applicable to Harwell residents booking on behalf of an organisation, even if the event is private.

All day hire

Hall bookings longer than 10 hours are charged at this rate, rather than by the hour.

Weekend hire

1800 Friday to 1200 Sunday (excluding midnight-0900 each night)

This rate will apply to 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.

Additional hours for setup before 1800 on Friday, or extended use beyond 1200 on Sunday will be charged at the hourly rate.

Exhibitions

Exhibitions open to the public with free admission, set-up by non-commercial organisations or individuals based in Harwell Parish, can have use of both halls at a special weekend rate with continuous use of the halls as required between 0900 on Friday (subject to no other regular bookings) until midnight on Sunday night.

Kitchen

Hire of a hall includes shared access to the kitchen for making light refreshments (unless it has been booked separately for dedicated use).
For dedicated use of the kitchen, or use of the cooker to prepare hot food, there will be a charge, unless included in the rate.  This fee is waived for regular users.

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 an hourly charge, 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.

Deposit

A deposit is required for all adult parties. 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.

Use of 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. 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 call-out charge.

Performances: concerts, plays, pantomimes etc.

Please see separate guidance and charges.

Bouncy castles

You must tell us if you plan to hire a bouncy castle. There is no extra charge, but please read our Bouncy Castles Policy and confirm that you will have appropriate public liability insurance.

Conditions

The following conditions, which used to be displayed here, can now be found in the standard Terms and Conditions

Bookings which may be refused,
Cancellation,
Payment Terms,
Deposit

Page updates
2020
25 Sep added day rate for committee room
22 Mar Some conditions moved to terms and conditions
13 Mar Soft cancellation policy for covid-19 emergency
24 Feb simplified charging with several packages removed.
Clarification over charge for use of kitchen
Caveats over Big Events introduced.
2019
1 Oct Revised rates
26 Aug,
Added revised rates to take effect 1 Oct.
18 March Added right to refuse bookings, and removed teenage parties from deposits section, because teenage parties are unlikely to be accepted.
2018
3 Dec Added link to performance charges
1 Oct. Revised rates.  Page layout changed – all charges in one place only at the top of the page. .  Exhibition rate introduced.
4 June.  Added details of charges effective 1 Oct 2018
Removed additional alcohol licence charges
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.
1 Jan. Revised rates
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.

  

A venue for all in Harwell, Oxfordshire