Information for Hirers
Terms and Conditions of Hire
Please ensure you are familiar with the terms and conditions of hire, including the need to keep doors and windows closed whenever amplified music is being played at the hall, and the need to minimise any disturbance when arriving at or leaving the hall late at night.
Accessing the Hall
We use a secure keypad entry system to access the hall. A few days before your booking, you will receive two access codes:
A 4-digit code to unlock the main door
A separate 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. (Please also note that didicars are not allowed in the hall.)
Fire Safety
All hirers must familiarise themselves with the fire procedures, displayed in the hall foyer. Please note in particular that the use of unauthorised cooking equipment, including any use of portable liquified propane gas equipment, is strictly prohibited.
Knives and Scissors
Please note that we no longer keep sharp knives or scissors in the kitchen. If you need sharp knives or scissors you will need to bring these with you, and to take them away after your event.
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 black bins if space allows, ensuring that the bin lids can be fully closed. Any excess waste which cannot fit into the black bins should be taken away from site by the hirer. Please note that the bins are emptied on a fortnightly basis and we cannot guarantee that there will be space available, so hirers should always be prepared to take all their waste away with them.
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.
Use of the outside space
The space at the rear of Hartpury Village Hall includes a patio and an attractive lawned area with a variety of play, games and fitness facilities. These facilities are available for use both by hall hirers and by the wider public. Hall hirers must ensure that public access to this space is not restricted at any time.
If you wish to have a marquee erected at the rear of the hall for your event you must arrange this with us in advance. Third party marquees are not allowed.
Equipment Provided
The hall is well fitted out with a range of equipment for use by hirers. We have made the instructions for use for most items of equipment available here. If you plan to use any of the installed equipment, please check out the instructions in advance of your event. NB: The stage lighting is only available if you have arranged and paid for this in advance.