Booking Procedure

Hartpury Village Hall now uses the Hallmaster System to process booking requests and invoices.  If you’ve booked with us before through Hallmaster, you will be registered in the system with a login password. If you are a new user, you will have to enter your details and create a password to register.

To make a booking request please go to the hall calendar and check availability.  Click on the + symbol on the date you wish to book, and you will be directed to an online booking request form. 

You can choose which room(s) to book.  If booking the entire Hall, please tick both the main hall and the meeting room.  (Please note that, unless you are booking a wedding event, when booking the entire hall you will be charged at the appropriate rate for the main hall plus a 10% surcharge.) 

When completing the booking request form please note the following:

  • To avoid disruption to other hirers, please allow time within your booking to include any set up time before, or clear up time after, the event.
  • Additional Line Items: If you wish to use the kitchen catering facilities or to request a bar at your event, please tick here as appropriate.
  • Privacy.  You can choose the Privacy Setting for your event.  Do not worry if you enter these items and get them wrong – we are able to change them for you later.
    • Private means that no details of your booking except the room and times and the label ‘Private Event’ will be shown.   
    • Public – contact details hidden means that only the event name and the description of your event will be shown on the website.
    • Public means that the event name, organiser/contact name, phone number and email address, and the description of your event will be shown on the website.  

When the booking request has been saved and sent it will automatically be sent to the bookings manager for processing. You will also receive a confirmation email from Hallmaster.  Your requested event will appear in the online calendar as a Provisional Booking pending confirmation.

The bookings manager will review your request and confirm the booking or contact you to seek further information. Once the booking is confirmed you will receive a confirmation email.

If you have any difficulties with the bookings system you can contact us directly via the Bookings Secretary, Susan Knox, tel 01452 700882 or by using the contact form.

The schedule of hire charges can be viewed here

Accessing the hall

We are now using a keypad system to access the hall.  In advance of your booking you will receive two codes.  One of these, which will contain 4 digits, is necessary to gain access to the hall.  The other code, containing up to 6 digits, is needed to disarm the intruder alarm.  Please note that you must also press the “yes” button after entering the numerical code.  You will also need to re-enter the intruder alarm code when leaving the hall, to engage the lock.  More details are available here

PLEASE NOTE: We are planning to install a height restriction barrier on the driveway in September 2022, which will prevent vehicles above 2.1 metres high from accessing the main car park.  High vehicles can park on the road or in the adjacent school car park, subject to spaces being available.  If you are planning to use caterers or other third party suppliers at your event, please make sure they are aware of this restriction.  We will be making separate arrangements regarding bouncy castles – please contact us directly if you wish to hire a bouncy castle at your event from September 2022 onwards.   

Additional notes for hirers

Hirers should familiarise themselves with the fire procedures, which are also on display in the hall foyer.

For practical reasons we are not able to offer recycling facilities for food waste.  Hirers are requested to take away any food waste and to make their own arrangements for recycling.  Non-recyclable waste can normally be left in the waste bins which are located outside the hall on the school side. 

Anyone planning an event involving any licensable activities (e.g. plays, films, live or recorded music, dance or the supply of alcohol) should furthermore familiarise themselves with the details of the premises licence, a summary copy of which is also on display on the notice board. Please note that we do not allow third parties to operate a bar at the village hall, and any event involving the sale of alcohol must be arranged with our bar manager in advance. 

Booking form

If you are unable to access the Hallmaster system for any reason, we have a back-up booking form available as either a pdf or a Word document.  Please only use this booking form if you have been requested to do so following contact with the Bookings Secretary.