St Mary s Church Hall

St Mary s Church Hall CONTENTS Copies of this document may be downloaded from the church website www.stmarysewell.com/looking-outwards/church-hall Occasional Hirer - Booking Documents Hiring the Church Hall for Your Function or Event Booking Page 1 Rates for Occasional Hire and Church Hall Description and Facilities Booking Page 2 Furniture and other equipment included in the hire of the hall Booking Page 3 Photographs of the Church Hall Booking Page 4 Booking Form for Occasional Hire of St Mary s Church Hall Booking Page 5 Aide Memoire for Church Hall Hirers Booking Page 7 Plan Showing Locations for Re-Stacking Tables and Chairs after use Booking Page 8 Hiring the Church Hall for Your Function or Event St Mary s and its Church Hall are important historical buildings and a significant part of Ewell s history and heritage. The Parochial Church Council (PCC) has responsibility for promoting their use by the Church and the wider community and also for maintaining them for future generations. St Mary s Ewell is pleased to make the Church Hall available for booking by local individuals, families or organisations for their private use or for events open to the public. This description of the Church Hall and its facilities, including catering facilities, may also be found on the Church website www.stmarysewell.com/looking-outwards/church-hall Use of the Church Hall is subject to the Church Hall Booking Terms and Conditions which are designed to keep the hall and its equipment in good order and available to Hirers at modest cost. The full version of the current Church Hall Booking Terms and Conditions may be downloaded from the church website www.stmarysewell.com/looking-outwards/church-hall Hirers who are unable to access the Internet may obtain a printed copy of the Church Hall Booking Terms and Conditions from the Church Hall Bookings Administrator or from the Parish Office. Please do ensure that you have read, understood and are able to agree that you will comply with the Church Hall Booking Terms and Conditions before completing the booking form. General enquiries should always be directed in the first instance to Mrs Miriam Massey, the Church Hall Bookings Administrator, who will also advise on availability of the Church Hall. The Hall may not be used unless a completed booking form has been submitted and full payment has been received. After the Hirer s completed booking form and full payment have been received, and prior to the hire date, the Hirer will be given their unique access code to the Church Hall code lock. The Church Hall Bookings Administrator may be contacted by telephone 020 8394 0453 or by post: Church Hall Bookings Administrator c/o The Parish Office, St Mary s Ewell London Road, Ewell EPSOM KT17 2AY St Mary s Church Hall Occasional Hirer - Booking Documents Page 1

The Parish Office may be contacted by email parishoffice@stmarysewell.com or by telephone on 020 8393 2643. The parish office is usually open 09:30-12:00 on Monday, Tuesday, Wednesday and Friday. You are welcome to call in person, but please phone ahead before visiting as appointments are often needed. The office door is on the right hand (Southern) side of the church. Rates for Occasional Hire of the St Mary s Church Hall Monday to Thursday hires between 08:00 and midnight* Friday, Saturday and Sunday hires between 08:00 and 18:00 First hour 25.00 thereafter 20.00 per hour Friday, Saturday and Sunday hires between 18:00 and midnight* First hour 30.00 thereafter 25.00 per hour Security and Damage Deposit Payable for all bookings in addition to hire charges 50.00 * Please note that all music must finish no later than 23:00. However events or clearing up after events may continue quietly between 23:00 and midnight. All time needed for any preparation or setting up before your event and for clearing away afterwards, must be included in your booking and also paid for at the rates above. Please see the church website www.stmarysewell.com/looking-outwards/church-hall for the full Church Hall Booking Terms and Conditions. Church Hall Description and Facilities Hall size, facilities and overall layout The hall is about 13m long by about 6m wide (approx. 42ft x 20ft) with a high ceiling It has a kitchen area and serving counter There are curtains on the two hall windows but they do not provide a complete blackout There are male, female and disabled toilets off the hall There is a baby changing space in the ladies toilet There is a small entrance lobby External space in front of the hall is very limited and is beside the London Road There is no space to the side or behind the hall There is a small cupboard in the entrance lobby where brooms and cleaning items are stored Heating is provided by hot water radiators, one of which has an electric blower to help heat up the hall more quickly. St Mary s Church Hall Occasional Hirer - Booking Documents Page 2

Furniture and other equipment included in the hire of the hall Qty* Item 14 Large folding tables - suitable for seating six persons for a meal 3 Medium folding tables suitable for seating four persons for a meal 5 Small folding tables suitable for seating two persons for a meal 75 Adult stacking plastic chairs 8 Children s small low tables - each suitable for four small children or for use as coffee tables 8 Children s small tables - each suitable for three small children or for use as coffee tables 35 Children s small low stacking plastic chairs 1 Wall mounted pull down white projection screen approx. 2m wide 1 Microphone for use with installed induction loop hearing amplifier 1 Upright piano 1 Large twin sink with single drainer and 1 small hand washing sink 2 Electric ovens with gas hobs 1 Commercial dishwasher (chemicals are included and dispensed automatically) 1 Microwave oven 1 Refrigerator with small freezer compartment (Note: the refrigerator is left switched on between hires) 2 Electric kettles and 1 instantaneous wall mounted water heater next to serving counter 60 Sets cutlery soup spoons, knives, forks and dessert spoons* 60 Sets of crockery side plates, dinner plates, dessert/soup bowls, cups and saucers* 60 Champagne flute glasses* 36 Small wine glasses* 36 Medium wine glasses* 40 Assorted glass tumblers* 24 Assorted coffee mugs* 15 Assorted glass jugs for cold drinks (water or squash)* 12 Assorted serving plates and trays* 10 Assorted small jugs and bowls for milk and sugar and condiments for salt and pepper* 6 Assorted teapots including 1 very large teapot* * Please note quantities given are approximate and that that not all crockery, cutlery or glass items will have matching patterns St Mary s Church Hall Occasional Hirer - Booking Documents Page 3

PHOTOGRAPHS OF ST MARY S CHURCH HALL St Mary s Church Hall Hall in use for an art demonstration Hall in use for a small meeting Kitchen Servery counter Disabled toilet St Mary s Church Hall Occasional Hirer - Booking Documents Page 4

BOOKING FORM FOR OCCASIONAL HIRE OF ST MARY S CHURCH HALL Rates for Occasional Hire of the St Mary s Church Hall Monday to Thursday hires between 08:00 and midnight* Friday, Saturday and Sunday hires between 08:00 and 18:00 First hour 25.00 thereafter 20.00 per hour Friday, Saturday and Sunday hires between 18:00 and midnight* First hour 30.00 thereafter 25.00 per hour Security and Damage Deposit Payable for all bookings in addition to hire charges 50.00 * Please note that all music must finish no later than 23:00. However events or clearing up after events may continue quietly between 23:00 and midnight. All time needed for any preparation or setting up before your event and for clearing away afterwards, must be included in your booking and also paid for at the rates above. Please see the church website www.stmarysewell.com/looking-outwards/church-hall for full details of the Church Hall facilities, Church Hall Booking Terms and Conditions, Hirer s responsibilities and use of the Security and Damage Deposit. Purpose for which hall is being hired: e.g. Party, Meeting, etc. Name of organisation (if any) Day and date hall booked for Times hall booked for (no access will be allowed to hall outside the times booked): The times booked must include all time needed for setup and preparation before your event and also all the time needed for clearing away after your event From To Hire Charge calculation: hours at 20.00 per hour = hours at 25.00 per hour = hours at 30.00 per hour = Total Hire Charge = Plus your Security and Damage Deposit of 50.00 Payment is required by cheque at the time of booking. Your Security and Damage Deposit of 50.00 must also be sent at the same time, by a separate cheque: this will be destroyed after a satisfactory conclusion of the letting. However if you wish to have the cheque returned please enclose a stamped addressed envelope. Both cheques should be made payable to St Mary s PCC St Mary s Church Hall Occasional Hirer - Booking Documents Page 5

Declaration I, as the Hirer, acknowledge that I have read and agree to comply with the St Mary s Church Hall Booking Terms and Conditions and I also agree to accept full financial and the other Hirer s responsibilities for this booking. I acknowledge that I have also read and understood the Aide Memoire for Church Hall Hirers at the end of this document. Hirer s name in BLOCK CAPITALS Position in organisation (if any) Hirer s address and postcode in BLOCK CAPITALS Hirer s home telephone Hirer s mobile telephone Hirer s email address in BLOCK CAPITALS Hirer s Signature and Date First time hirers only are also asked to complete the following section Name of a Referee (preferably a member of St Mary s or someone already known to St Mary s) please use BLOCK CAPITALS Referee s address and postcode in BLOCK CAPITALS Referee s home telephone Referee s mobile telephone Referee s email address in BLOCK CAPITALS Please ensure you return both pages of your booking form together with your cheques for the full hire charge and your security and damage deposit as instructed. For office use Full payment made Access code issued Hall checked before booking Hall checked after booking St Mary s Church Hall Occasional Hirer - Booking Documents Page 6

Before making your booking Aide Memoire for St Mary s Church Hall Hirers Check the details of the Church Hall and its facilities on the church website to ensure that it is suitable and appropriate for your proposed booking Ensure you have fully read the Church Hall Booking Terms and Conditions as shown on the church website Contact the Church Hall Bookings Administrator to check availability of the Church Hall Complete the booking form and return it with payments for your full Hire Charge and also your Security and Damage Deposit It is suggested that you keep this Aide Memoire and also make a copy of your completed booking form to have with you at your event. Before your Event Arrange for any insurance cover you need as detailed in the Church Hall Booking Terms and Conditions Ensure your guests are aware of any restrictions, e.g. no stilettos or drugs, arriving and departing quietly, etc. Make arrangements to ensure that all requirements for the protection of children, young persons and vulnerable adults will be complied with - as detailed in the Church Hall Booking Terms & Conditions Organise any cleaning materials you may need to clean the kitchen or tables at the end of your event. Obtain your Church Hall Access Code from the Church Hall Bookings Administrator or the Parish Office. At the Start of your Event Check the hall equipment and facilities at the start of your booking and inform the Church Hall Bookings Administrator immediately by telephone of any problems. You will be held responsible for any problems not reported at the start of your booking and previously unknown to the church Familiarise yourself with the instructions for use of the cookers, dishwasher and other items as necessary. During your Event Ensure that the emergency exits are kept clear and available Ensure that the Hall Booking Terms and Conditions are complied with Ensure that all requirements for the protection of children, young persons and vulnerable adults are complied with Remain in the hall and deal with any issues as they arise Ensure the emergency services are called, as necessary, to any serious event Inform the Church Hall Bookings Administrator by telephone of any serious issues or problems that arise during the booking. At the End of your Event Ensure that the hall and all hall equipment has been cleaned and that tables and chairs have been returned to the positions as shown on the plan overleaf and on the noticeboard in the hall Ensure that the kitchen sinks and surfaces have been cleaned and the kitchen bin has been emptied Ensure that the dishwasher, cookers and other equipment have been turned off and emptied Ensure that the hall floor has been swept (but not washed) and that the kitchen floor has been cleaned Ensure that all your property has been removed from the hall, the kitchen and the refrigerator Ensure that all rubbish has been removed from the hall and kitchen and placed in the rubbish bins outside the hall or taken away if the bins are full. Please do not leave any rubbish beside the bins Ensure that all taps are turned off, including those in the toilets Open all curtains and turn off all lights, including those in the kitchen and toilets After checking that no-one remains in the building, lock and secure all windows and both emergency exits Check that the main door is locked and secure as you leave. After your Event Let the Church Hall Bookings Administrator have full details of any issues or problems that arose during your booking. For evening bookings this should be done by telephone the following morning. NB A copy of this Aide Memoire and other useful information may be found on the Hirer s Noticeboard within the Church Hall. The St Mary s Church Hall Bookings Administrator may be contacted by telephone on 020 8394 0453 St Mary s Church Hall Occasional Hirer - Booking Documents Page 7

Plan Showing Locations for Re-Stacking Tables and Chairs after use A copy of this plan is displayed on the Hirers Noticeboard in the Church Hall File: 20140920 Church Hall - Occasional Hirer - Booking Documents Last Updated: 19 September 2014 Authors: RD, MH, ML, VW, DD, MM & IB St Mary s Church Hall Occasional Hirer - Booking Documents Page 8