BOOKING FORM

THE MINERS COALPIT HEATH VILLAGE HALL

Tel: 01454 776958 Email coalpitheathvh@gmail.com

HIRERS DETAILS Booking Reference No. 00
Individuals name: or Club/Organisation name:
Contact Number:
Address:
Email:
Date Required:	Purpose of Hire:
Room Access required from:	No. of People Expected:
Event Start Time:	Event Finish Time:
ROOM REQUIRED:	FUNCTION ROOM:	SMALL HALL:

PAYMENT BY CASH/CARD OR BANK TRANSFER
Staff initials	Today’s date:
Hall Hire Received	£
Refundable Deposit received	£
Other facilities	£
TOTAL	£
Bank transfer details:The Co-operative Bank Account No. 65644388 Sort Code 08-92-99 Please enter your name & date of party as reference.

Reservations are secured for a duration of 7 days If payment is not received within that period, the booking will be cancelled in order that the hall can be made available for others to book .All fees must be settled within this period to prevent cancellation. A refundable deposit is required to cover any potential damages, extra time, or cancellations, and it will be returned if the premises are left in satisfactory condition.

Deposits will be refunded if no damages are reported.

Any unclaimed deposits after three months will be donated to Coalpit Heath Village Hall, registered charity No. 227189.

By confirming your booking, you agree to the hire terms. The deposit will be refunded within 7 days following the event if all conditions are fulfilled.

Signed________________________________Date:____________

ON SIGNING THIS FORM YOU AGREE TO ABIDE BY OUR

TERMS & CONDITIONS OF HIRE (see page 3)

(Revised copy September 2025)

MAIN FUNCTION ROOM - CAPACITY 100	√
Evening Parties (7pm to Midnight)	£100 fee, split into £50 for hall hire and a £50 refundable deposit, payable together Includes Function Room, Bar & Buffet Room
Children's Celebrations Christening Memorial Wakes Minimum hire of 3 hours	£10 per hour plus £50 deposit, payable together Buffet room included. Guests under 50 can use the bar in the social club. The function room bar is available for 50+ adult guests; inquire at booking.
Concessionary/Non-Profit Organizations	£12 for first hour, then £6 per hour thereafter
Standard Hire	£15 per hour
Business Rate (Profit Generation)	£20 per hour
Kitchen Free to make Hot drinks	Cooking £25 per session. Food preparation £12.50 per session. Fridge & or Freezer £5 each per session
Hi-fi system with Bluetooth	£5 per session
Other please specify

SMALL HALL (SKITTLE ALLEY) - CAPICITY 50	√
Evening Parties (7pm to Midnight)	£35 hall hire and a £50 deposit, payable together. Guests can use the bar in the social club.
Children's Celebrations Christening Memorial Services	£10 per hour plus £50 deposit, payable together. Guests can use the bar in the social club.
Concessionary Bookings/Non-Profit Organizations	£10 per hour, £5 per hour thereafter
Standard Hire	£12 per hour
Business Rate (Profit Generation)	£17 per hour
Kitchenette (no cooking facilities available)	Free of charge to make hot drinks
Hi-fi system with Bluetooth	£5
Please inform us if you would like to play skittles or if you need the carpet laid down.

Vintage Tea Set for Hire Please ask for details	£35 per session

(Revised copy September 2025)

IMPORTANT: PLEASE READ - TERMS & CONDITIONS OF HIRE

Cancellation Policies

Cancellation by the Hirer:

If the booking is cancelled prior to the event and no replacement is found, the Hall Management may retain the hall hire fee but will refund the deposit.

No charge for cancellations made **four weeks or more** in advance.

A **50% charge** applies for cancellations made **one to four weeks** in advance.

A **100% charge** will be incurred for cancellations made **within one week**.

Cancellation by Hall Management:

The Hall Management reserves the right to cancel the booking due to national emergencies, legal matters, or if the activities are deemed unsuitable.

In such instances, the Hirer will be refunded any fees or deposits paid; however, the Hall Management is not responsible for any associated losses or damages.

First Aid box located in the kitchen.

All beverages must be purchased from the bar; special wine pre-orders available.

Drinks not purchased from the bar result in a deposit deduction.

£25 may be deducted for additional cleaning if the hall is left untidy.

No glitter or foil confetti allowed.

Only Blu tack is allowed for decorations; drawing pins and sticky tape are prohibited.

All crockery etc must be washed and placed back in their original place.

Candles – Naked candles are not allowed.

Entertainment and music must end by midnight.

The hall must be vacated by 12:30 PM.

Leaving items for later collection is prohibited, except hired items at the owner's risk.

Recycling and rubbish must be taken away.

Smoking is allowed outside in designated areas; no drinks outside.

The venue can remove individuals or cancel bookings if safety is at risk.

Bouncy castles require Public Liability Insurance and Safety Certificates; failure to provide will result in termination of use.

Electrical equipment must be PAT tested; Disco’s & Live Bands etc need their own public liability insurance.

Safeguarding measures for children and vulnerable adults are required by external hirers.

Personal data is used for booking purposes only, in compliance with GDPR. Consent is required for data usage.

(Revised copy September 2025)

Guest List – to be returned 2 weeks before event

A list of guests' names is necessary for temporary membership

and quick check-in during emergencies

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