Booking Procedure
Using the Hallmaster Booking System
Hartpury Village Hall now uses the Hallmaster system to manage all booking requests and invoices. If you have previously made a booking through Hallmaster, you will already be registered and can log in using your existing password. New users will simply need to enter their details and create a password to complete their registration before submitting a booking request.
How to Make a Booking Request
To request a booking, first visit the hall calendar and check availability. Click the + symbol on your chosen date to open the online booking request form.
You can select which room(s) you would like to hire. If booking the entire hall, please tick both the Main Hall and the Meeting Room.
Please note: unless you are booking a wedding event, full-hall hire is charged at the Main Hall rate plus a 10% surcharge.
Completing the Booking Request Form
Include Set-Up and Clear-Up Time
Please allow sufficient time within your booking for preparation beforehand and tidying afterwards to avoid affecting other users.
Additional Line Items
If you require kitchen catering facilities or wish to request the bar for your event, please tick the relevant boxes.
Privacy Settings
You can choose how your event appears on the website. If you make a mistake, don’t worry—this can be updated later.
Private – only the room, times, and the label Private Event are shown.
Public – contact details hidden – the event name and description are shown, but your contact information is not.
Public – event name, organiser/contact details, and description are all displayed.
What Happens After You Submit Your Request
Once your booking request is saved, it is automatically sent to the Bookings Manager for processing. You will receive a confirmation email from Hallmaster, and the event will appear on the online calendar as a Provisional Booking.
The Bookings Manager will review your request, confirm it, or contact you if more details are needed. Once approved, a confirmation email will be sent.
If you experience difficulties with the system, please contact:
Susan Knox, Bookings Secretary
📞 01452 700882
📧
You can view the Schedule of Hire Charges here.
Accessing the Hall
We now use a secure keypad entry system. Before your booking, you will receive two access codes:
A 4-digit code to unlock the main door
A 6-digit code to disarm the intruder alarm
After entering each code, please press the YES button.
You must also re-enter the intruder alarm code when leaving to re-engage the system.
Full instructions are available here.
Vehicle Access Information
A height-restriction barrier (2.1m) prevents taller vehicles from entering the main car park. High vehicles may park on the road or in the adjacent school car park if space allows.
If you are using caterers or third-party suppliers, please ensure they are aware of this restriction.
For bouncy castles, we recommend using one of the two local suppliers approved for access beneath the barrier.
Important Information for Hirers
Fire Safety
All hirers must familiarise themselves with the fire procedures, displayed in the hall foyer.
Waste and Recycling
We cannot provide recycling for food waste. Please take all food waste and recyclables away with you.
Non-recyclable rubbish may be placed in the outside bins beside the school.
Licensable Activities
Events involving plays, films, live or recorded music, dancing, or the sale of alcohol must comply with the hall’s premises licence (summary displayed on the notice board).
Third-party bar operators are not permitted. All alcohol sales must be arranged with our bar manager.
Booking Form (Fallback Option)
If you are unable to use Hallmaster, a back-up booking form is available in pdf or a Word document.
Please only use this form if instructed by the Bookings Secretary.