Bookings Process & Documents
Enquiries
All initial enquiries should be made with our Booking Secretary Debbie King.

Debbie has access to an electronic diary which manages hall availability. (This diary is only accessible by the Booking Secretary & Chairman).

Contact Debbie:
Tel: 07712 224681
e-Mail:
bookings@north-holmwood-village-hall.org.uk

Booking Process
We are trying to make the booking process both simple and online.

To book one of the North Holmwood Village Hall facilities

1.
Contact the Bookings Secretary to find out hall availability and hire fees

2.
Either
- Print and complete the following documents / forms, or
-
Request printed forms from the Bookings Secretary

A copy of each of the following documents is required:
- Conditions of Hire
- Hall Hire Agreement
- Safety & Security
- Fire Notice
- Hire of facilities for use externally (only if facilities are to be taken off the premises)

3.
Arrange to meet with the Bookings Secretary to return the completed forms and pay any agreed deposit.

The latest version of the forms and documents you will need are available online - click on the appropriate ones in the list opposite.

Payments
Payments can be made by:
-
Bank Transfer
Account Name: North Holmwood Village Hall
Bank: Barclays
Branch Sort Code: 20-23-97
Account no: 70052736
Please note your organisation name on the transaction to help us identify your payment
-
Cheque
Made payable to North Holmwood Village Hall
-
Cash
Please make this a last resort! Thanks.

(Note: North Holmwood Village Hall is unable to accept payment by debit or credit cards - sorry!)

Debbie will advise you regarding what to pay, when and any deposit which is required.

Notes to Regular (weekly) hirers
- Payments must be made on a monthly basis in arrears within 28 days of the end of each calendar month (unless agreed otherwise with the Booking Secretary)
- All payments must be accompanied by a specific list of dates of hire to which the payment relates - please e-mail or post a written payment breakdown to the Bookings Secretary
- Please do not just put e.g. 'Spring term' or no. of sessions as we need to reconcile this to the diary

Disputes
If you have any dispute about payments, please contact the Treasurer or Chairman (see opposite).
Bookings Forms & Notices
The following forms can be downloaded as a PDF by clicking the appropriate link:
Hire Agreement - one-off hires
Safety & Security
External Facilities Hire
Conditions of Hire - Regular Hirers
Fire Notice
Business Ethics - Hire to competing businesses
Bookings Limitations
Please note that there are a few limitations on the bookings we can take, and some policy / ethical considerations:

- Due to local by-laws and being in a predominantly residential area, we cannot let the halls for adult birthday parties or discos - sorry!
- We can and do allow hires for Children's birthday parties
- We can and do allow hire for wedding receptions etc.
- The Sculptor's Hall is reserved for sports and dance activities and is not available for parties
- No regular hirer will be displaced from a booked slot for a one-off hire
(eccept for government requirements such as polling days)
- We operate a policy of not allowing more than one company / person to offer the same or closely similar activities - see Business Ethics document (above).
- We may allow a one-off hire to a competing business providing that it is for a private event and not to publically promote competing offerings to that of a regular hirer.

Contacts
Booking Secretary: Debbie King
Tel:
07712 224681
e-Mail:
bookings@north-holmwood-village-hall.org.uk

Chairman & Website Manager: John Foskett
Tel:
01306 883808
e-Mail:
chairman@north-holmwood-village-hall.org.uk

Treasurer: Tom Nimmo
e-Mail: treasurer@north-holmwood-village-hall.org.uk
North Holmwood Village Hall

Spook Hill, North Holmwood,
Dorking, Surrey, RH5 4JP
Registered Charity No. 305157
Bookings & Enquiries:
Debbie King
Tel: 07712 224681
e-Mail:
bookings@north-holmwood-village-hall.org.uk