In recent months we have had to deal with a number of incidents involving misuse of hall equipment, breaches of licensing and fire regulations and other issues which have placed an excessive burden on our trustees and volunteers. As a result we have had to reconsider aspects of our bookings policy and conditions of hire in the context of our overall Charitable Purpose, namely to provide a village facility for the people living in our area of benefit, defined as The Parish of Hartpury and the Neighbourhood. (In practice we interpret this to apply to the residents of Hartpury and all its neighbouring parishes.) When we take bookings from groups outside the defined area of benefit we need to ensure that these contribute to our charitable purpose and that they are proportionate in frequency and value.
Taking these considerations into account the following changes have been implemented, with immediate effect:
- New evening bookings will be subject to a 10.00 pm end-time other than by exception. Extensions will be allowed only to local hirers from our area of benefit if deemed low risk.
- Events at the hall will be limited to 100 attendees, other than by exception. Exceptions (up to 140 max) will be allowed only to local hirers if deemed low risk.
- Multi-day booking requests will normally be declined, other than by exception or for compelling reasons, e.g.:
- Clean up the morning after the night before at an event which has been deemed to be low-risk.
- Preparing the hall for a major event on the following day which has been deemed low-risk.
- The 48 hour “wedding” package has been withdrawn. This reflects the trend toward an increasingly fluid definition of a wedding event, and also recognises that payment by the hour can often be more attractive anyway.
- Requests from non-local hirers for major events will only be accepted following a meeting in advance at which key information and terms and conditions of hire will be explained, and following which a document confirming agreement will need to be signed before the booking will be accepted. (This will be in addition to the existing tick-box agreement within the Hallmaster booking system.)
- The number of major bookings on any given weekend will be restricted, to give the hall, the cleaners and volunteers and the neighbours more breathing space. This will be applied at the discretion of the Bookings Secretary, based on an assessment of risk and resources.
- Marquees on the hall lawn will not be allowed for non-local hirers.
- Upfront deposits will be required for major and / or high-risk bookings, over and above the hire fee in case of damage / misuse / non-compliance with terms and conditions.
- The booking request process within the Hallmaster platform has been amended to require additional information in advance of a booking request being considered.
September 2026
