Orwell Village Hall

Orwell Village Hall is available for hire to individuals, groups and societies for a range of activities. Some use the hall on a regular basis and others from time to time. If you wish to book the hall and/or committee room, this is how you go about it.

Booking

If you are not a regular user to establish availability, a Booking Calendar is provided showing which sessions are booked and which are available. Download the calendar for 2020 here. We are now taking bookings for 2021. Download the calendar for 2021 here.

COVID-19 Special Requirements

OVHMC has determined that the Village Hall may be made available for hire from 4 July 2020, subject to strict adherence to the regulations and precautions prescribed by the Government and according to various additional provisions specified by the Committee.

Please note that our Terms and Conditions of Hire have been updated with a temporary additional clause relating to the COVID-19 pandemic.

Anyone wishing to use the Village Hall must ensure that one person takes responsibility for the booking and that person must ensure that all those using the hall comply with the requirements and conditions of hire, and they will be asked to confirm acceptance of this on their booking form. All users must complete a booking form, including regular users.

If you wish to familiarise yourself with the Government’s regulations and guidelines please refer to www.gov.uk. Further useful information has been provided by our insurers and you can download copies here:

  1. Acre information sheet
  2. Acre information Appendix F
  3. Acre information Appendix G

Specific Requirements

OVHMC requires the following for any booking:

  1. 2 metre spacing;
  2. Regular use of hand sanitisers which will be provided;
  3. At the end of the booking, please wipe down light switches, door handles and tables;
  4. Put away tables and chairs;
  5. Dispose of all waste;
  6. The kitchen is not to be used;
  7. Only one person at a time should use the toilets;
  8. Please report if the hand sanitisers require refilling.

Any booking must be accompanied by a completed risk assessment. A suitable template for the risk assessment can be downloaded here. When you have completed this risk assessment it should be forwarded to bookings@orwellvillagehall.com, along with the completed booking form.

Furthermore, you must maintain a track and trace register, a suitable form for which can be found in the hall. You must retain this form for 21 days from the event in case of anyone reporting infection and then destroy it.

If you have any doubts or questions please contact a member of the Committee.

Charges

Charges for hire were revised by the Orwell Village Hall Management Committee at their meeting on 15 January 2020 to take effect from 1 April 2020.

Details of charges applicable from 1 April 2020 can be downloaded here.

Booking Form

Once you have established availability please complete the Booking Form which can be downloaded here in pdf form and here in Excel form. Please complete div A of the form and return it to bookings@orwellvillagehall.com. If the booking is confirmed, the form will be returned to you with full costs detailed. This will be your invoice as well. Please remit payment within 7 days of the completion of your hire period.

If we request a deposit, please pay that before the booking date and it will be refunded to you after we receive payment for the hire and subject to inspection by our cleaning staff. We reserve the right to deduct from the deposit any costs incurred for additional cleaning or to repair or replace items lost or damaged as per our terms of hire.

Payment can be made on-line (preferred method) using the bank account details found on the form, or alternatively by cheque or cash. Please use the Booking Reference on your Booking Confirmation as your payment reference.

Please note that your booking is subject to the Terms and Conditions of Hire, and particular attention is drawn to insurance requirements. Hirers must have sufficient insurance to cover the specific activity for which they are using the Village Hall. The Village Hall's insurance does not cover the activities of hirers. For reference, you can download a copy of the insurance cover that the Village Hall does have here. Full Terms and Conditions for hire can be downloaded here. Please ensure you confirm your acceptance of the Terms and Conditions on the Booking Form.

New Decoration

Following the redecoration of the Hall and in order to keep it looking splendid, please refrain from attaching anything to the walls, ceilings etc. The designated noticeboard should be used for any notices associated with Village Hall activities only.

Regular Users

I would like to be sure I have captured all bookings for regular users of the Hall. In order to do this, I have created a special booking form for regular users. Here are some instructions on how to use it.

Regular Booking Form (.pdf)

Regular Booking Form (.xlsx)

Example Regular Booking Form

For each booking line enter the month and then either the day of the week for weekly bookings or a specific date for less regular or one-off bookings. If it is regular, then enter either weekly or monthly and if it is monthly you can dispense with the first column altogether if it is clear which day of the month you need to reserve.

For the Day you can use such terms as “First Tuesday” etc if that helps. Anything that is clear to me what you mean.

If you have a regular booking but wish to exclude a usual day or date, then put an ‘X’ in the Exclude column.

Specify if you want the Hall (and kitchen), Committee Room, or both and then if you want the Morning, Afternoon or Evening Session(s).

If you wish then you can use a copy of this form to return with any payment to show which sessions you are paying at any time.

The form is available as an Excel spreadsheet and as a pdf to complete by hand, but if possible, please return electronically.

WiFi

We are very pleased to announce that we have successfully installed an internet connection which can be accessed via WiFi in the hall. The connection details are:

Keys

Keys are held by the Committee members only. All users will be provided with the code for the key safe on the front door at the time of booking. You must ensure the key is returned to the safe after your booking is completed. From time to time the code for the key safe will be changed.

Downloads

Contacts

Address

36 High Street, Orwell, Royston, Herts SG8 5QN

Committee

The Orwell Village Hall Management Committee is constituted of representatives of all societies currently using the Hall and in addition has four officers:

If you find anything wrong with this web site or have any comments, please contact Mark Collins.

If you identify an issues of maintenance required, please contact Barry.

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