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Booking forms

Booking form for single bookings

Please read the terms and conditions carefully.

They are important as they form our contract with you

 

Organisation/

Name of Hirer

 

 

 

Address

 

 

Telephone

 

Email

 

 

What kind of organization are you?     Please circle

Limited
Company

Sole

Trader

Non Profit

Organisation/

Community Group

Individual

Registered

Charity

                                           Please allow enough time to set up and clear up after your event

 

Date of event

 

Start time

 

Finish time

 

 

Nature of event

 

 

Which rooms?

Please circle

Main Hall

Lounge

 

Meeting Room

 

Number of chairs required

 

Number of tables required

 

 

Kitchen required?

For making hot drinks?

 

For food preparation

 

Crockery/cutlery

required

 

 

Others may be using the kitchen at the same time. Contact us if this is a problem for you

 

Is this open to the public?

 

Can we help to promote it?

 

Are you planning to serve alcohol?

 

The entire building is no smoking. For all events, the hirer is responsible for ensuring that all relevant legislation is followed. In particular you should be aware of your responsibility under the Fire Safety Order 2005. Keep all fire exits clear and make sure you are aware of where the fire extinguishers are located.

Fire exits may be alarmed and should not be opened unless needed.

 

By signing this form you are agreeing to the charges that will be shown on your booking confirmation. You are also agreeing to our terms and conditions, which can be seen on page 2 of this attachment.

 

Signed

 

Date

 

 

Please return to Booking Officer, Kibworth Grammar School Hall, School Road, Kibworth LE8 0EW.

 

Please make cheques payable to ‘Kibworth Grammar School Hall’.

A written confirmation of this booking will be sent asap. Bookings are not definite without the confirmation. Please be aware of our cancellation policy on our terms and conditions.

                                                                                                                                                            Page 1

                                                                                               

                                                                                               

Terms and conditions for single bookings

                                                                                Please read these terms and conditions carefully.

They are important as they form our contract with you.

 

 

 

The Kibworth Grammar School Hall is a charity. We receive no funding from any organisation, local or government.  All our

costs have to be met from the charity’s income. We ask that you bear in mind the following:

·         Enjoy your use of the hall

·         Respect other users and our neighbours

·         Tidy up after yourself

·         Leave the hall as you would expect to find it

·         No smoking anywhere in the building

·         All users are to provide their own waste bags & sharp knives

Safety First

Safety is your responsibility. Please ensure you, and all users, are aware of the position of fire escapes and fire extinguishers.  In the event of a fire, or the fire alarm sounding, evacuate the building and call the fire brigade. If safe to do so and confident in the use of fire-fighting equipment; please, try and extinguish the fire.

Some surfaces within the hall become slippery when wet. Take extra care when handling water, or if it has been raining.

Please do not allow young children into either kitchens, or to wander around the corridors unsupervised.

Do not use any equipment unless you know how to use it. We cannot take responsibility for any items left behind; please check to make sure you take all your belongings home with you.

Booking Fee and Deposits

We require a deposit, payable at the time of booking, of at least £20, or 20% of the total fee (whichever is greater), to secure your booking. We cannot confirm booking until the deposit has been received. The balance is payable 28 days before the event. Where the total cost is less than £50, or you book less than 21 days in advance, we will require payment in full at the time of booking. Deposits are non-refundable.

Some rates, such as discounted rates, require full payment at the time of booking and are non-refundable.

We will invoice you before your event, and the room hire charge must be paid 28 days before you actually use the room.

Booking Times

There may be another group using the room you have booked immediately before or after your booking. Please vacate the room promptly. All times booked must include setting up & clearing away.

If you overrun we will charge you, especially where staff have to wait, or return, in order to complete their duties.

There may be other groups using another rooms, please respect them and do not use the communal facilities such as the kitchen or entrances as meeting or gathering areas. All equipment required to be stated on the booking form.

Cancelling your booking

If you cancel less than 21 days before your booking, we reserve the right to charge you the full amount for the booking, unless we can rebook the room.

If you do not cancel, you will be charged the agreed rate for any bookings even if you do not use the room you have booked. We will only cancel your booking due to circumstances beyond our control.  If we do, we will refund all money paid for that booking, but can accept no further liability.

Damage

Please report damage immediately. Accidents do happen but we may have to charge you for damage occurring during your period of room rental.

Damage Deposit

If a returnable damage deposit is required this must be paid when making the booking and will be returned after your booking. We will charge for breakages, damage and for any cleaning that is required. If you tell us about the damage then we will only charge you the price to put it right. However, if we find damaged items and you put it back, we will charge an inspection fee as well. If the total damage fee exceeds the deposit you have left, we will invoice you for the balance.

Ball Games

Please note that the hall is a community hall and not a sports hall. We do not allow ball games inside the building, or in the playground. Any damage caused will be chargeable.

Clean and keep clean

After use please ensure the room you use and any other facilities you have used (i.e. toilet and kitchen, plus corridors) are left in the condition you would have liked to find them. We will endeavour to provide basic cleaning materials to help you with this. But the lack of cleaning materials will not be accepted as a reason why rooms, corridors or kitchen was not left clean. An extra amount will be charged , for professional cleaning. We have no suitable facilities for recycling waste, therefore we urge users to dispose recyclable items themselves.

 Alcohol Sales

The building is not licensed for alcohol sales. You may provide alcohol for your guests or attendees free. Intention to sell alcohol must be arranged before the booking is made, and confirmed in writing by us, to ensure the sales are through a ‘Temporary Events Notice’ (T.E.N.).  We cannot accept liability to any arrangements outside this clause.

N.B. A member of staff will contact you during the week prior to your event with door entry & emergency contact numbers.

 

 

                                                                                                                                                            Page 2


 


Booking form for repeat bookings

Please read the terms and conditions carefully.

They are important as they form our contract with you

 

Organisation/

Name of Hirer

 

 

 

Address

 

 

Telephone

 

Email

 

 

What kind of organization are you?     Please circle

Limited
Company

Sole

Trader

Non Profit

Organisation/

Community Group

Individual

Registered

Charity

 

 

Start time

 

 

Finish time

 

Please allow enough time to set up before and clear up after your event

 

 

Dates

 

Please allow for bank holidays, half terms etc. Dates booked must be paid for

Nature of event

 

 

Which rooms?

Please circle

Main Hall


Lounge




 

Meeting Room

 

Cost

No. of hours

Cost per hour

Total price

Normal terms are payment with this booking form. Postdated cheques can be used for booking several months together in advance. Cheques payable to ‘Kibworth Grammar School Hall’

 

Number of chairs required

 

Number of tables required

 

 

Kitchen required?

For making hot drinks?

 

For food preparation

 

Crockery/cutlery

required

 

Others may be using the kitchen at the same time. Contact us if this is a problem for you

 

Is this open to the public?

 

Can we help to promote it?

 

Are you planning to serve alcohol?

 

The entire building is no smoking. For all events, the hirer is responsible for ensuring that all relevant legislation is followed. In particular you should be aware of your responsibility under the Fire Safety Order 2005. Keep all fire exits clear and make sure you are aware of where the fire extinguishers are located.

Fire exits may be alarmed and should not be opened unless needed.

 

By signing this form you are agreeing to the charges that will be shown on your booking confirmation. You are also agreeing to our terms and conditions, which can be seen on page 4 of this attachment.

 

Signed

 

Date

 

Please return to Booking Officer, Kibworth Grammar School Hall, School Road, Kibworth LE8 0EW

Page 3


 

 

                                                                                               

 

                                                                                                Terms and conditions for regular/repeat bookings

                                                                                                Please read these terms and conditions carefully.

                                                                                                They are important as they form our contract with you.

 

 

 

The Kibworth Grammar School Hall is a charity. We receive no funding from any organisation, local or government.  All our

costs have to be met from the charity’s income. We ask that you bear in mind the following:

·         Enjoy your use of the hall

·         Respect other users and our neighbours

·         Tidy up after yourself

·         Leave the hall as you would expect to find it

·         No smoking anywhere in the building

Safety First

Safety is your responsibility. Please ensure you, and all users, are aware of the position of fire escapes and fire extinguishers.  In the event of a fire, or the fire alarm sounding, evacuate the building and call the fire brigade. If safe to do so and confident in the use of fire-fighting equipment; please, try and extinguish the fire.

Some surfaces within the hall become slippery when wet. Take extra care when handling water, or if it has been raining.

Please do not allow young children into either kitchens, or to wander around the corridors unsupervised.

Do not use any equipment unless you know how to use it. We cannot take responsibility for any items left behind, please check to make sure you take all your belongings home with you. We cannot accept responsibility for cash left in the premises.

 

Clean & Keep Clean

Please leave the room/s booked clean and tidy, an extra amount may be charged, for professional cleaning. We have no suitable facilities for recycling waste, therefore we urge users to dispose recyclable items themselves.

Bookings

Booking dates are only definite when confirmed by us. We will invoice you for each month’s bookings in advance for your records and as a reminder of the dates you have booked. The room hire charge must be paid 21 days before you actually use the room. All equipment required to be stated on the booking form.

Booking Times

All times booked must include setting up & clearing away. There may be another group using the room you have booked immediately before or after your booking. Please vacate the room promptly.

Remember to make allowances for tidying up, and putting furniture back within your booking times.

If you overrun we will charge you, especially where staff have to wait, or return, in order to complete their duties.

There may be other groups using another rooms, please respect them and do not use the communal facilities such as the kitchen or entrances as meeting or gathering areas.

 

Cancelling your booking

If you cancel less than 21 days before your booking, we reserve the right to charge you the full amount for the booking, unless we can rebook the room. For this reason; cancellations can only be accepted in writing or by e-mail.

If you do not cancel, you will be charged the agreed rate for any bookings even if you do not use the room you have booked. We will only cancel your booking due to circumstances beyond our control.  If we do, we will refund all money paid for that booking, but can accept no further liability.

 

Damage

Please report damage immediately. Accidents do happen but we may have to charge you for damage occurring during your period of room rental.

 

Ball Games

Please note that the hall is a community hall and not a sports hall. We do not allow ball games inside the building, or in the playground. Any damage caused will be chargeable.

 

Clean and keep clean

After use please ensure the room you use and any other facilities you have used (such as toilet and kitchen, plus corridors)

are left in the condition you would have liked to find them.  We will endeavour to provide basic cleaning materials to help you with this. But the lack of cleaning materials will not be accepted as a reason why rooms, corridors or kitchens were not left clean.

 

Alcohol Sales

The building is not licensed for alcohol sales. You may provide alcohol for your guests or attendees free. Intention to sell

alcohol must be arranged before the booking is made, and confirmed in writing by us, to ensure the sales are through a ‘Temporary Events Notice’ (T.E.N.).  We cannot accept liability to any arrangements outside this clause.

 

 

Page 4


                                                                               

                                                               

                                               

 

 

 

Registered Charity Number 1044822

 

 

User Comment Form

 

 

Name                          _____________________________________________________

 

 

 

Organisation              _____________________________________________________

 

 

 

Contact phone no      _____________________________________________________

 

 

 

E mail                          _____________________________________________________

 

 

 

Date of hire                _____________________________________________________

 

 

 

Time of hire                _____________________________________________________

 

 

 

Room(s) hired            _____________________________________________________

 

 

 

Your comment

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Kibworth Grammar School Hall will respond to your comment within 5 working days

We at the KGSH try to provide a safe, clean, tidy and welcoming environment. We welcome your comments to help us provide a better service.

 

Page 5

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Home
Hire charges
Rooms
How to Make a Booking
Upcoming Events
Regular activities
Trustees
Contact Us
Most recent minutes
Booking forms