Booking FAQs

How do I book The Village Heart?

Booking is simple and straightforward:

1. Check Availability: Visit our online calendar to see if your desired date and time are available.
2. Read Terms and Conditions: Familiarise yourself with our Terms and Conditions of Hire and Hire Charges.
3. Submit a Booking Request: Click on “New Booking” within the calendar and complete the enquiry form.
4. Wait for Confirmation: A member of our team will contact you within 48 hours to discuss your booking details.
5. Finalise Your Booking: Once everything is confirmed and your hire charge and security deposit has been paid, you will receive a confirmation email to finalise your booking.

When is payment required?

Payment is due within 14 days of your enquiry or 14 days before the event date, whichever comes first. Your booking is confirmed once these have been paid, and you have received a confirmation email from the team to confirm that your booking has been approved

Is there a security deposit required?

Yes, we require a security deposit to secure your booking. For general bookings, the deposit is £50. For evening parties, the deposit is £150. This deposit will be returned within 7 days after a satisfactory inspection of the premises post-event.

What if I need to cancel my booking?

We understand that plans can change. Our cancellation policy is as follows:

• Within 14 Days: Cancellations within 14 days of the event will forfeit 50% of the hire charge.
• Within 7 Days: Cancellations within 7 days will forfeit 100% of the hire charge unless we can re-let the space for your booked time.

Other FAQs 

Here we will answer our most frequently asked questions. If you need more information, please email us at [email protected]

I am keen to learn about the classes and workshops you run that may interest me; how do I find out about these?

All open classes are displayed on the calendar. If you click on the booking, it will explain how to book your place.

We also talk about what is going on in the space regularly. Please go to our Facebook or Instagram pages to follow us and stay up to date.

How large is the space?

The main area within the building is available for hire and measures;

How many people can be accommodated in the space? 

Maximum occupancy is: 

   *Does not include use of the balcony                     

What are the opening times?                               

The space may be booked during the following hours*:

*subject to availability

How accessible is the space?   

Welcome to our accessible and inclusive venue! We're committed to ensuring that everyone, regardless of their abilities, can enjoy our facilities comfortably and safely. Here’s an overview of the key features designed to provide exceptional accessibility:

Seamless Access:

• Our building features a single-level layout throughout all public areas, eliminating any level changes.
• Both fire escapes are fully wheelchair accessible, ensuring safety and ease of movement.
• We've incorporated a state-of-the-art hearing loop system and considered visual impairments in our colour scheme and surface texture design.

Modern Restrooms:

• We offer two unisex toilets, including a cutting-edge, fully compliant disabled toilet.
• The second toilet is equipped with adult changing table facilities, providing additional convenience and support.

Wheelchair-Friendly Servery:

• Our servery is designed with wheelchair access in mind, featuring a low-level working area and sink for ease of use.

What audio-visual (AV) equipment is available?

The Village Heart @St John's has been fitted with the latest in AV. Please see details here: AV Equipment

What fire safety is in place?  

Our fire regulations comply with the latest post-Grenfell legislation, ensuring the highest safety standards.

• A comprehensive 35-page fire compliance report is available for public inspection.
• We provide a wheelchair refuge and an evacuation chair for safe evacuations.
• Detailed emergency evacuation instructions are accessible, and both internal and external emergency lighting ensure efficient evacuation.
• The building is equipped with fireproof doors and appropriate fire extinguisher capacity, with an annual inspection regime to maintain safety.

Our commitment to accessibility is at the forefront of our design, ensuring that all visitors can experience our venue comfortably. We continuously strive to exceed current legislation and provide an environment that is both welcoming and inclusive.

Can I bring my own alcohol?

You are welcome to bring your own alcohol for personal consumption. However, selling alcohol on the premises requires a special licence. We have an arrangement with The Halfway House (the public house just 2 doors away) to facilitate this if needed. Please contact us for more details.

What are the parking arrangements?

Parking is limited at The Village Heart. We ask all attendees to park responsibly and considerately to avoid inconveniencing nearby residents. If you expect a large number of attendees, please inform us in advance so we can assist with alternative parking solutions.

What are the health and safety requirements?

For everyone's safety, we have a few important rules:

• Smoking/Vaping: Allowed only in designated areas outside.
• Fire Safety: No unattended candles or naked flames. Fire exits must always remain unobstructed.
• Supervision: Children under 16 must be supervised at all times, especially in the servery and balcony areas.
• Compliance: Adherence to all health and safety laws and guidelines is mandatory.

Are pets allowed?

Yes, The Village Heart is dog-friendly. We ask that dogs be kept under control, off the furniture, and that owners clean up any accidents promptly.

I would like to get married in the church- how can I arrange this?

Weddings are managed separately by the Woodfield Team of Churches. Please follow this link for more information: www.stjohnschurchdonisthorpe.org.uk/weddings or contact Ruth Salt- Woodfield Team Administrator on 07928 103850 or [email protected]

How can I arrange a Christening?

Christenings are also managed separately by the Woodfield Team of Churches. Please follow this link for more information: www.stjohnschurchdonisthorpe.org.uk/life-events/christenings or contact Ruth Salt- Woodfield Team Administrator on 07928 103850 or [email protected]

Who should I speak to about booking a funeral?

Please contact our Team Vicar at the Woodfield Team of Churches by following this link for more information: www.stjohnschurchdonisthorpe.org.uk/life-events/funerals or contact Ruth Salt- Woodfield Team Administrator on 07928 103850 or [email protected]

What should I do in case of an accident?

All accidents should be reported in the Accident Book located in the servery. Additionally, any damage or equipment failures should be noted in the Log Book, also located in the servery.

You can contact a member of the team on 07759 404226

Is insurance required for my event?

Public Liability Insurance is included for non-commercial, single events. However, if your event involves activities such as bouncy castles, or other high-risk activities, additional insurance will be required. Please contact us to discuss specific insurance needs for your event.

For more information, please refer to our Terms and Conditions. Or, for specific details, please place an enquiry through our Online Booking Form and a member of our friendly team will be in touch directly. 

We are here to help make your event a success at The Village Heart!