Hall Bookings Guide & Conditions of Hire

Halls can be booked through the Booking Secretary on: 
07592 008424 or bookings@stmarkssoton.co.uk

Car Parking:

Rooms: 

Main Hall (MH)

Measuring approximately 50' × 29', the main hall has a wooden floor. It can seat up to 180 people and can accommodate around 220 standing. Fluorescent lighting is available for sporting activities and softer lighting for social/church gatherings. There is an adjacent kitchen (MK) with a hatch opening to the hall and toilets situated in the front entrance lobby.

Small Hall (SH)

Measuring approximately 37' × 22', the small hall has a carpeted floor. It can seat up to 100 people and can accommodate around 130 people standing. There is an adjacent kitchen (SK) with a hatch opening to the hall and toilets are situated in the corridor alongside. The small hall may be divided using a wooden screen wall to provide 2 rooms measuring approximately 22' × 19' each. The screens may only be moved by the caretaker, by prior arrangement.

Chapel (CH)

A small chapel, which seats approximately 20, is available for contemplation, prayer and small worship groups. This room is not normally available to hire.

Combined Halls

The main and small halls are separated by a wooden screen wall and curtains, which can be folded back to allow the two halls to be used as a single large room. The screens may only be moved by the caretaker, by prior arrangement.

Upstairs Lounge (UL)

Measuring approximately 19' × 14', the lounge is carpeted and furnished with soft chairs and low tables. The room can accommodate up to 20 people. A kettle and mugs can be provided if requested in advance.

Upstairs Meeting Room (UM)

Measuring approximately 20' × 14', the meeting room is carpeted and can be furnished with tables and chairs as required. The room can accommodate up to 25 people seated in rows and approximately 16 to 20 if seated around a central block of tables. A kettle and mugs can be provided if requested in advance.

Room Layouts:

Here are some layouts that are worth considering:

Cinema - chairs in rows facing long side of room with table etc for presenters (MH, SH & UM).

Meeting - as for 'cinema' except that the chairs face the short side of room (MH, SH & UM).

Board - a block of tables is placed in the centre of the room with chairs around the outside (MH, SH & UM).

Workshop - one end of the room is set up as for 'cinema' whilst the other has tables and chairs for activities following a presentation (MH & SH).

Seminar - one end of the room is set up as for 'cinema' whilst the other has small groups of chairs for discussion following a presentation (MH & SH).

Alternatively, include a plan when you return the booking letter.

Main Kitchen (MK)

The main kitchen (adjacent to the main hall) has two gas cookers and a fridge that may be used for short-term storage. There are approximately 90 cups and saucers and a small number of plastic beakers.

Small Kitchen (SK)

The small kitchen (adjacent to the small hall) has an electric cooker. There are approximately 50 mugs, several glasses and large plates.

Urn & Teapots

An urn and two large teapots are available for larger groups if requested in advance.

Other facilities:

Disabled Toilet and Baby Changing Area

A disabled toilet and baby changing area is located next to the small kitchen, but hirers of any part of the building would usually have access to it, should it be required. Nappies should be disposed of in the bin provided.

Furniture

The main moveable furniture of the church comprises 150 upright chairs, 13 six-foot tables and 9 three-foot tables.

Notice Board

Poster may be displayed by users of the centre, on the notice board outside the small hall. However the Church management reserve the right to remove posters if it is deemed necessary.

Additional charges are made for the following equipment, which should be booked in advance.

Equipment:

Sound System

There is a sound system that allows for the use of microphones in the main and small halls. The system also incorporates a 'T loop' for the hard of hearing. The sound can also be piped through to the speakers in the small kitchen (the T loop only operates in the halls).

Television and Video

Two television and video players are available if requested, a small 14” combination TV & video upstairs.

Overhead Projector & Flipcharts

An overhead projector and screen is available, as is a flip chart when requested.

Piano

A piano, which must not be moved, is available in the main hall.

Crockery

Special arrangements may be made to use up to 50 dinner place settings comprising dinner plate, side plate, soup/desert bowl, knives, forks, spoons, teaspoons and glasses. Salt and pepper pots, table cloths and water jugs are also available.

Procedure for Hiring:

The person taking your booking is likely to work full time and carry out their role as 'Bookings Secretary' in their spare time. The following procedure is probably easiest for everyone concerned.

a.    Telephone 07967 216388 and leave a message - here is a checklist to help you prepare for the dreaded answer-phone:

i.       Name

ii.     Telephone number

iii.    Organisation

iv.    Purpose of booking

v.     Day, date, start-time, end-time (if known)

vi.    Room(s) required (if known)

Equipment, layout and other details can be discussed when your call is returned.

b.    Your call will normally be returned within about two days, to discuss details and room availability.

c.    Once all the details are known, you will be sent a booking (confirmation) letter, which must be signed and returned to finalise the booking.

 

Charges:

Charged by the hour

Charged by the session

Please note that there is no charge for the use of cups, saucers, mugs, kettle etc.  The charge for crockery is for full dinner settings.

Conditions of Hire:
1.     St Mark’s Church exists primarily as a place of Christian worship. Therefore, the Vicar and the Parochial Church Council (PCC) reserves the right to refuse applications (or terminate existing bookings) from any organisation considered to be undertaking activities which are incompatible with, or has aims considered inappropriate for, a place of Christian worship.

2.     Kitchens are available for all to use. Hirers should provide their own tea towel(s) and leave any kitchen they have used in a clean and tidy state, having washed, dried up and put away any crockery they have used.

3.     Invoicing:

(a)      Customers are normally invoiced at the beginning of each month for bookings in the previous month. Payment is due on receipt of the invoice. If a customer is consistently late in paying, they may be asked to pay in advance.

(b)     The booking letter is the basis upon which users will be invoiced. Where a booking is cancelled, the full charge is due on any cancelled bookings that fall within fourteen days of the date of cancellation.

(c)      The start and end times booked, represent the time the room is available for your use, this includes any set-up time and time necessary to leave the room at the end of the booking.

(d)     Any excess period of use beyond that originally stated may also be charged.

4.     Restrictions:

(a)      The hirer shall take all reasonable precautions to ensure the safety, maintenance and security of all parts of the building and it’s fixtures and fittings.

(b)     The hirer should ensure that the building is left in a clean and tidy condition with furniture left as it was found. It would be appreciated if spills on the carpeted areas were dealt with immediately. Appropriate cleaning equipment is to be found in the small kitchen.

(c)      No alcoholic liquors shall be brought to or consumed on the premises.

(d)     Smoking is not permitted anywhere on the premises.

(e)      Stiletto heels (or other footwear liable to cause marking or damage) are not permitted on any uncarpeted floors, nor any black soled shoes for the purpose of sport.

(f)      Due to fire regulations both entrance halls and all fire exits must be kept clear of obstruction at all times.

(g)      No decorative materials may be placed in the hall without prior consent of the PCC. The use of nails, drawing pins, hooks, adhesive tapes, gummed paper, blu-tack etc. is forbidden.

(h)     As the centre is in a residential area, hirers are requested to keep all noise to a reasonable level.

(i)       Parking is only permitted in the marked bays to allow emergency access to the building.

5.     Liability for losses:

(a)      The hirer undertakes to indemnify St. Mark’s Church for any loss, damage, injury, costs or charges arising out of the hiring.

(b)     Neither the Vicar, Churchwardens, nor the PCC can be held responsible for the loss of or damage to any equipment or personal possessions brought into or left on the premises.

(c)      All vehicles parked on church/hall property are done so at the owner’s risk.

6.     Caretaker:

(a)      Whilst the caretaker will be happy to help you when necessary, please bear in mind that he is not employed full time by the church and has many other commitments.

(b)     The caretaker will normally only be available at the arrival and departure times of your booking.

(c)      The caretaker plans the layout of rooms and movement of equipment well in advance of your arrival, five minutes after you have arrived he may well have an appointment or other job planned.

(d)   The system works best if everything can be arranged in advance.  Last minute changes are often not possible.