Please find below some of our frequently asked questions about the booking process:
How do I book?
Simply complete our Booking Enquiries Form and one of our team will be in touch with you shortly.
Once a date has been agreed upon, a provisional booking will be placed in the diary and a booking form emailed or posted out. The booking form, along with full payment, should be returned within 7 days in order to secure the booking. If the form has not been returned and/or payment not made within 7 days, the provisional booking will be removed from the diary and the slot will be made available for other hirers.
Between which times can I book?
We take bookings from 8 am until 11.30 pm. If you wish to book before 8 am, there is an extra charge of £20 per booking. Due to licensing restrictions, we are unable to take bookings later than 11.30 pm.
Why do you have so many different rates? Am I eligible for a discount?
We have different rates depending on the time of your booking, and the nature of the hire. It is slightly cheaper to book in the daytime, as opposed to the evening, which is our busiest time. Our evening rate starts from 6 pm. We offer cheaper rates for village residents, and for charity and non-profit users. If you run a community interest project with young people (teenagers), you may be eligible for a 33% discount on your hire. We also offer a more competitive rate to regular users, who book their sessions in bulk. If you are interested in starting a regular group or class, you are eligible for our ‘new user discount’, whereby we can offer you 50% off the hire charge for the first two sessions!
Our pricing system may seem a little complicated, but it’s designed this way to support the users who need a little extra help. If interested, please get in touch to discuss your options and we can help you get the best deal on the room rate!
Am I entitled to set-up and clear-up time?
We usually offer half an hour set-up and clear-up time with every booking, with the exception of evening parties where we offer up to one hour set-up time. If you wish to take advantage of this additional time, you must indicate this on your booking form. During busy periods, it might not be possible to grant you all of this set-up and clear-up time.
What are the dimensions of the halls?
- Village Hall 18m*9m
- Keeds Hall 18m*8.5m
- Pavilion 15.75m*5.9m
- Club Room – this is L-shaped
Are tables and chairs provided?
Use of tables and chairs is included in your booking charge. We have two sized trestles tables: large (6 ft long) and small (3 ft long). The large seat 8 adults (3 down each side and one on each end) and the small seat 4 (1 on each side, and 1 on each end). You will be able to indicate on your booking form how many of each you require.
For small parties, there are adequate numbers of these in each hall.
For large parties, please speak to the manager’s office so that we can ensure tables are brought over from another hall if necessary.
Are there kitchen facilities?
Use of the kitchen is also included in your hire charge for the Village Hall, Club Room or Jubilee Pavilion.
Cutlery, crockery and glasses are available to you at no extra charge. Hirers are free to use all of the items in the kitchen, with the exception of those reserved for private use, which is stored in clearly labelled cupboards.
For kids’ parties, we have ‘Party Boxes’ available to hire for just £6 which includes all the plastic crockery, cutlery and cups you could need for your little ones.
The party box contains enough for a party of 30 children and also includes 6 x wipe-clean tablecloths.
Washing-up liquid, recycling and black rubbish sacks are provided, as well as other cleaning materials required for cleaning up after your booking. Bear in mind that it in order to comply with our hiring conditions, you must sort recycling from general waste, and dispose of in the appropriate bins.
We do not provide tea towels for hygiene reasons, so please ensure you bring your own.
We don’t offer a catering or bar service, so neither the kitchen nor bar will be stocked or staffed by us during your hire. Use of external catering companies is permitted.
Can I serve or sell alcohol?
We are licenced for the sale of alcohol on the premises. The hirer must notify the manager’s office if they intend to sell intoxicating liquor at their event and pay an additional £15, towards our license fee. The hirer is responsible for ensuring that no alcohol is sold to minors or those who appear to be heavily intoxicated. Those serving must be over the age of 18. If you wish to serve alcohol to your guests free of charge, there is no charge to the manager’s office for this.
Does your public liability insurance cover me for my event?
Our insurance is for non-profit events only, so if you wish to put on an event which involves selling products to the public, you will need to organise your own public liability insurance
Do I need to clean?
Yes, we expect the room the be left clean and tidy at the end of the booking, and cleaning materials are provided for you to achieve this. If you would like us to clean after your event, we offer this service at £32 per hour, and this must be organised in advance. If you choose not to purchase this service, you must leave the room in a clean state or you will risk losing your surety deposit.
What methods of payment do we accept?
We accept cheque, cash or bank transfer.
Do I need to pay a deposit?
We require a surety deposit of £100 for some parties and most evening events. This will be refunded within 7 days after the booking, as long as the hirer is not in breach of our hiring conditions. If any money is to be deducted from the deposit, the hirer will be alerted within 96 hours of their booking.
Can I cancel my booking?
Cancellations will be accepted subject to 4 weeks written notice when the right is reserved to charge 50% of the hire charge. Cancellations given under 4 weeks will result in the full hire charge is payable. Appeals are accepted at the discretion of the manager’s office. Long Ashton Community Association reserve the right to cancel bookings and refund any money paid.
Can I reschedule my booking?
Depending on the length of notice given for rescheduling, and the nature of your booking, you will be eligible to a charge of between £5-50. Appeals are accepted at the discretion of the manager’s office.