Key Information – Please Read Before Booking
- All bookings must be made online using the calendar.
- Please allow enough time for set-up and clear-up within your booking.
- Events where a charge is made to attendees (even a small or nominal fee) usually require Public Liability Insurance.
How to Book Hazelwood Memorial Hall
To make a booking at Hazelwood Memorial Hall, please follow the steps below:
- Read the Terms and Conditions of Hire and Hire Charges documents at the end of this page.
- Go to the calendar page, check availability, and click “New Booking” to complete the online booking form.
If you have any queries at any stage, please contact the Administrator at [email protected].
Important Information for Hirers
Please observe the following points. This helps both you and the unpaid volunteers who run the Hall:
- Please ensure you book sufficient time for setting up before your event and for clearing up afterwards.
- All bookings are made and confirmed online.
- Please ensure the booking form is completed fully and accurately.
- We may ask for a deposit in some cases, particularly for larger events.
- If you require an alcohol licence form to be signed by the Management Committee, the Administrator must receive all paperwork at least 30 days before the event.
- Please read the Terms and Conditions of Hire carefully, as they contain important information about your booking.
Cancellation & Changes
We understand that plans can change. As the hall is run as a charity, late cancellations can be difficult to fill and directly affect income, so the following applies:
One-off bookings
- More than 14 days’ notice: full refund
- 7–14 days’ notice: 50% of the booking fee payable
- Less than 7 days’ notice: full fee payable
Regular or block bookings
- You may cancel up to 2 dates per block without charge if you give at least 7 days’ notice
- Additional cancellations, or those with less than 7 days’ notice, will be charged at the full rate
- Where possible, we’re happy to reschedule dates instead of cancelling (subject to availability)
General
- Cancellations must be made via email to the bookings administrator
- We will always try to re-let cancelled slots; if we are able to do so, we may reduce or waive the charge at our discretion
Public Liability Insurance (PLI)
- The hirer is responsible for ensuring appropriate Public Liability Insurance is in place where required.
- Any booking where a charge is made to attendees — including ticketed events, classes, performances, fundraising activities, or admission fees (even where the fee is nominal and intended only to cover costs) must be covered by valid Public Liability Insurance.
- Hazelwood Memorial Hall’s own insurance does not extend to cover the activities of hirers or event organisers.
- If you are unsure whether insurance is required for your event, please contact the Administrator before making your booking.
Access to the Hall
- Access to the hall is via a coded keybox.
- It is the hirer’s responsibility to contact the Administrator to obtain the keybox code and access instructions.
- Please ensure you make contact no later than 5 days before your event.
- Access details cannot be guaranteed if contact is not made within this timeframe.
Viewing the Hall
We are happy to arrange a viewing of the hall if you would like to see it in advance of booking.
If you have any further questions, please get in touch.`