Bookings policy

1. Purpose

Northfield Hall is owned and run by the community through Brackenhall Community Trust, a registered charity. This policy explains how bookings are managed so that access is fair and transparent, the building and its equipment are looked after, and the hall stays financially sustainable.

It applies to every hire of every space, whether that is a one-off party or a weekly class.

2. While the hall is finding its feet

The hall is still building up a picture of how its spaces are used. Until that picture is clear, booking decisions are guided by judgement rather than fixed rules, on these principles:

• fair and equitable access to the spaces
• financial sustainability of the hall
• flexibility while patterns of use settle down
• consistency and transparency in how decisions are made

In practice this means:

• busy times are identified from real enquiries and use, not from a fixed list
• no hirer gains an automatic right to a regular slot at a popular time
• block bookings may be shortened, moved or rebalanced as demand becomes clearer
• once there is enough information, the trustees may agree firmer rules, and any change will be explained to hirers in advance

A block booking is a series of repeat bookings by the same group, for the same activity, space and time, agreed in advance over a set period. A regular booking counts as a block booking if it prevents other people from using that slot or creates exclusive use over a period.

3. Who can book

Bookings are open to individuals, community groups, charities, voluntary organisations, public services and local businesses, where what they plan to do fits with the Trust’s charitable purposes.

• Where more than one group wants the same slot, priority normally runs in this order: community groups from the area, youth provision, charities, public services, then commercial hirers.
• The Trust may refuse a booking that carries risk it cannot manage, or that conflicts with its charitable purposes.
• The bookings coordinator handles day-to-day decisions. Trustees decide block bookings, anything that materially affects other hirers’ access, and anything contentious. Decisions and the reasons for them are recorded.
• Booking arrangements are reviewed from time to time to keep them fair, accessible and affordable.

4. Making a booking

1. Send a booking enquiry through this website, or contact the Trust another way if that is easier.
2. We check availability and whether the space suits what you have in mind.
3. Block bookings are referred to the trustees.
4. Any paperwork, bond or payment we have asked for is completed.
5. We confirm the booking in writing by email. A booking is not held until we have confirmed it.
6. On the day, we arrange access with you.
7. After the event we check the space over, and release any bond.

When you enquire, please tell us the date and times, what the event is, roughly how many people are coming, and anything you need such as tables, the kitchen or the PA system. Some bookings need a look round the hall first, or a short chat, before we can confirm them.

If a group misses two bookings in a row without telling us, or repeatedly does not use slots it has booked, we may offer that slot to someone else.

5. Fees, deposits and bonds

• Hire rates are quoted on enquiry, because they depend on the space, the day and the length of the hire. Nothing is payable to make an enquiry.
• Reduced rates are available for local residents, community groups and registered charities.
• We will tell you the full cost, and anything else that is payable, before you commit to a booking.
• Where an event needs stewarding, the cost of that stewarding is built into the booking fee we quote you, rather than charged separately.
• A bond is a refundable security payment, held against damage, breakages, extra cleaning or overrunning. It is not required for every booking. Where it is required, we will say so in writing, and it is returned after the event if nothing is found.
• Where a booking is cancelled, any refund depends on how much notice we are given and on costs already incurred. We will set out the notice period when we confirm your booking.
• If we have to hire in extra equipment for your event, that cost is added to the hire fee.

6. Confirming who is booking

To keep the hall safe and welcoming, we confirm the identity of hirers we have not dealt with before.

• Bookings must be made by someone aged 18 or over, who is expected to be at the event and takes responsibility for the group.
• Anyone under 18 who wants to book should come to the hall in person with a reference from a suitable adult.
• First-time hirers are asked for photo identification showing their name and date of birth, such as a driving licence or passport. If it does not show an address, we may ask for a recent bill or letter.
• Identification is checked only to confirm age and contact details. We do not keep copies, and what we record is handled in line with our privacy policy.
• If we cannot confirm identity before the booking deadline, the booking will not go ahead.
• Returning hirers are not normally asked again, though we may check occasionally to keep our records current.

7. Using the hall

• The spaces and equipment included in your hire are confirmed when you book.
• Please keep noise to a reasonable level. Staff and volunteers may ask for the volume to be turned down at any time, to protect other users and our neighbours.
• Furniture and equipment should be put back where you found them, in the condition you found them.
• Use of the kitchen must be agreed in advance.
• The PA system and any equipment we hire in for you may carry an additional charge.
• Some events need stewarding or security, which we will discuss with you before confirming the booking. The cost is included in the booking fee we quote, not charged as an extra.
• Fireworks must not be set off anywhere on site, including the car park and field.
• Licensing law must be followed for music, alcohol and public entertainment. Where you plan to run a bar, we will agree the arrangements in advance and you will need the right licence.
• Parking is only in the spaces provided. Hirers and their guests must not block neighbouring driveways or access roads, must not drink alcohol outside the building, and must not behave in a way that disturbs local residents. Hirers take full responsibility for the conduct of everyone at their event, including in the car park and surrounding streets. Any reports of blocked access, drinking outside or anti-social behaviour will be treated as a serious breach of this policy and will result in the bond not being returned.
• All events must finish at the time agreed. Overrunning is charged for.

8. Health, safety and safeguarding

• Hirers must follow the health and safety guidance given to them by the Trust.
• The maximum capacity of a space must not be exceeded.
• Fire exits and escape routes must be kept clear at all times. The hirer must make sure everyone attending knows where the exits are, and must evacuate the building immediately if the alarm sounds.
• Activities involving children or adults at risk must be supervised by responsible adults aged 18 or over. Groups running regular activities with children or adults at risk may be asked for evidence of DBS checks and a risk assessment.
• Children must not be left unattended, and toilets and corridors should be supervised appropriately.
• If you bring in your own equipment, we may ask to see risk assessments, and electrical equipment must be PAT tested.
• We may carry out spot checks during a hire, and ask for your cooperation with them.

9. Insurance and liability

• Hirers are responsible for making sure their activity is safe and properly supervised, and for the behaviour and safety of everyone attending.
• Depending on the activity, you may be required to hold your own public liability insurance. Where that applies, the booking is not confirmed until we have seen the certificate.
• Hirers are liable for damage to the building, its equipment or its grounds during their hire, and will be charged accordingly.
• The Trust does not accept liability for personal belongings that are lost or damaged at the hall.

10. Behaviour

We ask everyone to treat the building, volunteers, staff and other visitors with respect. The hall does not tolerate harassment, discrimination, violence or illegal activity, and anyone responsible will be asked to leave.

Where a hirer breaches these terms in a smaller way, such as leaving a space untidy or running over time, we record it and let them know. Repeated breaches may mean we decline future bookings. Serious breaches may end a hire immediately and lead to the loss of any bond.

11. Cleaning and damage

• Spaces must be left clean and tidy.
• Rubbish goes in the bins provided, or is taken away with you where we have asked for that.
• The cost of extra cleaning, repairs or replacements is charged to the hirer, or deducted from the bond.

12. Your information

The details you give us when booking are used to manage your booking and to contact you about it. They are handled in line with data protection law and our privacy policy.

13. Refusing or cancelling a booking

The Trust may refuse a booking, or cancel one that has been made, if the information given is incomplete or misleading, if the activity presents a risk we cannot manage, or in exceptional circumstances such as severe weather, an emergency or essential building work. Where we cancel, we refund what you have paid for that booking.

14. Complaints and feedback

If you are unhappy with a booking decision or with your experience at the hall, please contact us. We will look into it and reply. We welcome feedback that helps us run the hall better, including when things have gone well.

15. Reviewing this policy

This policy is reviewed at least once a year by the trustees of Brackenhall Community Trust, and sooner if the way the hall is used changes.