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ENQUIRIES AND BOOKING PROCEDURE FOR NORTH KESSOCK VILLAGE HALL

 

ENQUIRIES REGARDING BOOKING THE HALL  

Firstly, you should click this link to HALL ENQUIRIES  giving details of the required time and date you are looking to use the hall together with your contact details.

 

PROCEDURE FOR BOOKING THE HALL ON A REGULAR BASIS FOR A CLUB/CLASS

Firstly, you should click this link to HALL BOOKINGS  giving details of the  required time and date(s) for your club/class. Please remember to include your email address as it may not be forwarded if you book from a smartphone.

If the dates you wish are available, we will "pencil in" your booking, and e-mail (or post) you a "Regular Booking Agreement Form." which will indicate the rate per hour which you will be charged (normally in arrears). 

You will also receive a copy of the HEALTH & SAFETY POLICY, and the FIRE PREVENTION POLICY and PROCEDURE, along with a copy of the EMERGENCY EVACUATION STRATEGY.

On receipt, you should complete the form, and return it to the Booking Secretary.

UNTIL THAT TIME, YOUR BOOKING WILL BE "UNCONFIRMED" AND THE DATES MAY BE TAKEN BY SOMEONE ELSE.

The Amenities Association will then consider your request and let you know, in writing if your booking is accepted.

If your booking is accepted, you may proceed to use the hall.

You will be advised by email re access to the hall 7 days prior to your hire.  The key can be obtained no more than 20 minutes before the booked start time of the club/class, and must be returned no more than 20 minutes after the end time of the club/class.

Invoices are normally made up shortly after the end of each calendar month and sent to the secretary or treasurer of each club (or pinned on the notice board for collection).

The due amount should be sent to the North Kessock Village Hall Treasurer within one week, by cheque (payable to "North Kessock Village Hall"), or in cash, or preferably by BACS payment to account 00234225 sort code 83-23-10 with your invoice number as reference.

It is wise to book your club/class nights for the whole of the calendar year, and to "forewarn" the Booking Secretary if you wish to carry on into the next calendar year.

You should also give at least two weeks notice of any alterations/cancellations to your club/class nights, as you may otherwise be charged the full rate whether you use the day/time or not.

Risk Assessment It is expected of each club/class, that they will have carried out a "risk assessment" of their activity, and use of the hall.

Child Protection The Association subscribes to the principles of child protection promoted by The Highland Child Protection Committee and shall take account of guidance issued by that Committee. The Association shall require the co-operation of all Hall users in measures for the appropriate protection of any Child involved in activities on the premises, and shall be mindful of the needs of any such child.

 


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PROCEDURE FOR BOOKING THE HALL
for EVENTS and FUNCTIONS
(see below for definition) (3.7.8)

Firstly, you should click EVENT BOOKINGS  giving details of the required time and date for your function. Please remember to include your email address as it may not be forwarded if you book from a smartphone.

( you will get an indication of availability of dates on   HALL: BOOKING DIARY   )

Bookings can not be taken more that 12 months in advance of the event date.

If the date is available, we will "pencil in" your booking, and send you a Booking Agreement Form. PLEASE NOTE THAT ALL WEDDING FUNCTIONS TO BE PAID IN FULL TWO WEEKS PRIOR TO THE DATE OF HIRE.

You will also receive a copy of the HEALTH & SAFETY POLICY,  and the FIRE PREVENTION POLICY and PROCEDURE, along with a copy of the EMERGENCY EVACUATION STRATEGY

On receipt, you should complete the form, and return it with the deposit, if required (see below)

If accepted, the Booking Secretary will then confirm your booking in writing to you.
UNTIL THAT TIME YOUR BOOKING WILL BE "UNCONFIRMED" AND THE DATE MAY BE TAKEN BY SOMEONE ELSE.

Any booking which is still not confirmed 14 days prior to the date of the event will be deemed to have lapsed.

Any booking which is cancelled within 7 days of the event will be liable to a cancellation fee of £50.

"Setting-up" time will be charged as per the event rate, and should be contiguous with your event times.

A small amount of crockery and cutlery is usually available in the kitchen, free of charge, however, "catering" quantities of crockery and cutlery may be made available at the Committee's discretion, if requested at time of booking.

FUNCTIONS: A function is deemed to be any "one-off" event, such as a dance, disco, party, wedding, whist-drive, race-night, rally, commercial sale etc. Regular club/class nights are not included.

DEPOSIT: Any group or individual, running a function in the Hall where alcohol (either for sale, or "bring your own") will be consumed, will be liable to lodge a deposit of £200, from which the Hall rental fee and any costs of damage will be deducted, before its return. The due amount should be sent to the North Kessock Village Hall Treasurer within one week, by cheque (payable to "North Kessock Village Hall"), or in cash, or preferably by BACS payment to account 00234225 sort code 83-23-10 with your invoice number as reference.

RISK ASSESSMENT It is expected that any group hiring the hall for an activity, will carry out a "risk assessment" of that activity, and use of the hall.

 

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