How to book the hall

COVID-19 note: when we reopen, booking procedures, events that can be held and available facilities will have to change for a while. We’ll update this page when we have more information. Thank you for your patience.

Here is our usual booking procedure:

  1. Check our online calendar to see if your chosen time and date looks to be free. The final say is with the diary held by the booking secretary, although we do try to keep the online calendar up to date. Remember that we give 30 mins free setup and 30 mins free clearup, so event start times do not exactly match the booked slot.
  2. If the slot you want looks available, contact the booking secretary (phone: 07913 565708 or email We are all volunteers so you may not receive an immediate reply, but we will get back to you and advise if the date is available. We ALWAYS reply – please check your spam folder just in case!
  3. Read and sign the appropriate hiring agreement. This also means you accept the important information for hirers and standard conditions of hire. If you are bringing any electrical appliances to the premises, please take note of the requirement that it be safe, in good working order, and used in a safe manner in accordance with the Electricity at Work Regulations 1989. These documents form the legal contract between us and all hirers must sign an agreement. You can download the documents from this page, or we can provide printed copies if you don’t have a printer.
  4. Final step is to meet with the booking secretary or a deputy. We will loan you a key in exchange for a signed agreement and payment. Key return arrangements will also be advised.

How much does the hall cost to hire?

The rate to 31st March 2021 is £10 an hour for the whole building, heating included. Each booking also receives 30 mins free time either side for set up and clear away. We operate on a trust system; please ensure that the hall is tidy and vacated by the end of your time slot.

There is a discount arrangement for regular hirers, please see the hiring policy for details.

Optional extras:

countertop oven: £5 per booking

bouncy castle: £2 per booking to cover the electricity

set of 24 champagne glasses: £10 refundable deposit, £2.50 charge per glass for any breakages.

Which hiring agreement do I use?

If you are a private hirer: (e.g. birthday parties, receptions, local fundraisers): Booking agreement for non-commercial hirers

If you are a commercial hirer: (whether or not the event is chargeable to attendees) Pant Memorial Institute – Hiring Agreement for commercial hirers

We have two agreements because commercial hirers need to accept that they could be ‘bumped’ if the hall is needed for its charitable purposes. In practice we will do everything possible to avoid this, but it is a condition that we have to state under Charity Commission rules.

How do I pay for my hire?

We prefer bank transfer if possible – we can send an invoice by email. We also accept cheques (payable to Pant Memorial Institute) or cash, in which case a receipt will be issued. New hirers or one-off events are asked to pay in advance. Regular hirers can go on to our monthly invoice-in-arrears system.

I’d like to hire the hall for a regular event.

Good news – you may be eligible for a discount. Again, please contact the booking secretary to discuss availability. Regular hirers get a key to retain, and your hiring agreement lasts up to the 31st March of the following year. One hiring agreement will cover all your bookings.

Do  I really need all this paperwork?

Yes – written and signed hiring agreements are a condition of our insurance. The hall has no caretaker, so we give you the keys and let you loose. This means it is very important that you know how things work and all the health and safety info. Sorry – no signed form, no key!

How far ahead can I book?

Right to the end of 2020! If you do need to cancel, we won’t charge you if we have received more than 24 hours’ notice. The hall is well-used, so others may be waiting.

Can I have a look round first?

Yes, of course – just let us know and we’ll arrange for one of the committee to show you round. Don’t hesitate to raise any queries. Also see the hall FAQ.

Hiring Documents

Standard conditions of hire

Important Information for all hirers

Full hiring policy for Pant Memorial Institute