Booking/Hiring

Otterbourne Village HallIf you wish to make a simple enquiry, please click here or visit the contact page at the top.

Important Information

  • The booking is confirmed after receipt of a £100-00 non-refundable deposit is received.
  • All cheques should be made payable to O.V.H.C.(Otterbourne Village Hall Committee).
  • You are requested to supply a S.A.E. (Stamped Addressed Envelope), whereupon a receipt and confirmation of your booking will be provided.
  • All Day functions are from 08.00 until 23.59 with the Bar closing at 23.00 (with 20 minutes drinking up time) and Music to be off by 23.30.

Please note: These premises are Self Alarming –  All hirers must vacate by midnight as these premises automatically alarm themselves at 0030 and are connected to the local police HQ. CCTV is also in operation.

Booking Form

Please read the Rules and Regulations below the form, and then complete the form. We will contact you in the near future, thank you for your interest.

Fields marked with a * are required

Your Details

Halls To Be Hired

Date & Time

Requirements

NB - 18th Birthday Parties – Family Orientated Only.

Agree & Send

I have read the Booking Conditions with the Rules and Regulations (see below) and agree to abide by them when making a booking at Otterbourne Village Hall.

Rules & Regulations

Otterbourne Village Halls - Conditions Of Lettings:

  1. The Otterbourne Village Hall Committee (hereinafter referred to as “OVHC”) have the absolute right to cancel a booking if they deem it to be necessary for whatever reason.
  2. The balance of your hire fee is due 4 weeks prior to your hire date.  Keys can be picked up from Williams Garage (in the shop), that’s the garage on the main road in the village on either the Thursday or Friday of your hire week, their staff know that you are to be issued with a set of Keys for which ever Suite your are hiring.  Keys can be returned to Williams garage either on the Sunday or Monday.
  3. Hirer’s must co-operate fully, and at all times with any representative of the OVHC.
  4. There must not be any unnecessary noise after 11.45pm and PREMISES must be vacated by midnight.
  5. OVHC are not permitted to hire the Halls to anyone under the age of 21.
  6. Hirer’s are responsible for leaving the halls in a clean and tidy condition. Tables and chairs to be returned to the chair cupboard prior to vacating after the hire period.
  7. All hired in equipment :-  Chairs, Tables Kitchen equipment, BBQ’s  To be removed from our premises, grounds by 0800 on the following Sunday morning.
  8. Except for willful negligence on the part of OVHC, OVHC shall not be responsible for any loss of, or damage to, the Hirers or any third parties property arising out of the hiring, nor for any loss, damage, or injury which may be incurred by, or be done to or happen to, any person or persons using the building during the hiring, arising from any cause whatsoever.
  9. These premises are licensed, therefore the hirer’s are not permitted to sell alcohol within these halls nor to include alcohol in the price of a ticket unless the Hirer has first agreed with the OVHMC and uses the licence arrangements held by the OVHMC for the sale and consumption of alcohol and complies strictly with its terms and agreement.  Under no circumstances may alcohol be sold to or bought for a child or young person (under the age of 18 years).
  10. No alcohol may be consumed by persons under the age of 18 save that a young person (16 to 18 years old) may consume only Beer, Wine or Cider but only at a seated table meal.
  11. No gambling or entertainment of an adult or sexual nature shall be permitted when children or young persons are present.
  12. No person under the age of 18 years is to be admitted to films/DVD shows when they are below classification of the item being presented.
  13. These premises are deemed a NO SMOKING ZONE. Your co-operation in this matter is appreciated.
  14. Please be aware of risk assessment and health and safety issues whilst using these halls.
  15. Do not block passageways, or fire exit doors under any circumstances.
  16. Commercial users / Hirer’s must have their own insurance indemnity and public liability in place whilst using these premises.
  17. Cars are left at their owners risk whilst parked on Village Hall land. ‘Overnight Parking’ by pre-arrangement with the hall manager.
  18. Stage ropes, pulleys, backdrops are not to be (under any circumstances) tampered with.
  19. Hall capacities:
    Chamberlayne Suite – 200 for Conferences, 150 for Discos, 120 for Wedding Breakfast, 150 for Wedding Buffet and 120 for Barn Dances
    John and Betty Mobbs Suite – 80
    Bianchi Suite – 50
  20. These halls are monitored on a C.C.T.V. System and are self-alarming at 0030.  Please note our Alarm systems are connected to the local Police network, and three committee members mobile phones.
  21. In this Clause "Force Majeure Event" means an event beyond the reasonable control of Otterbourne Village Hall including but not limited to strikes, lock-outs or other industrial disputes, failure of a utility service or transport network, act of God, war, riot, civil commotion, malicious damage, terrorist acts, sabotage, public demonstration, compliance with any law or governmental or regulatory order, accident, fire, flood, storm or default of suppliers or subcontractors.16.1 - If Otterbourne Village Hall is unable to honour any hiring as a result of a Force Majeure Event then it shall not be deemed to be in breach of the Hire Agreement or otherwise liable to the Hirer for any losses the hirer may suffer and the hirer shall be repaid all sums paid under the Hire Agreement subject to the deduction of an amount equal to the sum of the costs incurred by the OVHC up to termination and that part of the Hire Charge (if any) attributable to that part of the Hire Period which has elapsed prior to such termination.
  22. If the Village Hall are providing a BAR for the hirer and the Bar Staff are made aware that The Hirer or His / Her guests are consuming their own alcohol that they have brought into the premises, then the Bar will be immediately closed down and the Police will be informed, there will be no re-address from the Committee in this eventuality.

 

Dated and updated on the 11th August 2015.

T.J. Revell.
General Manager

On behalf of Otterbourne Village Hall Committee.