How To Book

HOW TO BOOK APPERLEY VILLAGE HALL  (See Here for Booking Tennis Court (Members Only):

1. Read the documents: Terms and Conditions of Hire.  See links below at foot of page.
2. Check out the Hire Charges.   See links below at foot of page.
3. Go to the Calendar page.  See link above.
4. Check availability.  You will see any existing bookings are shown on the calendar
   Main Hall and Kitchen
   Annexe Woodthorpe Room
   Outdoor Sports Changing Room
5. Click on  “+ New Booking” and this will take you to a form to complete.
6. If you are only making a single booking then you don't need to create a password or account, but we would recommend that you DO create an account and password.
7. By creating an account and password you will be able to go back later and review your booking, and if you need to book another event then all your details will be stored and pre-populated so it makes it quicker and easier to make subsequent or repeat bookings.
   1. Either way fill in the booking form. This contains:
      -       Your name
      -       Your phone number (so we can contact you)
      -       Your email address (which is important as it will be your user name, and also we send out various emails about your booking)
      -       Your address (must include full postal address and postcode)  
      -       Visibility of Event - “Show event information” so that other people know what it is, eg Fitness Class, or you may want to choose “Private Event”. For example Bill and Bettys wedding anniversary party you don't want to make this public and just show “Private Event” on the calendar.
      -        Event Title - Keep it short so that easy to see in calendar for phone users e.g. Pilates
      -        Date and Time of Event - allow for set up and clear up time.  If you are booking an event and other people have already booked for that day then there is an automatic gap of 30 minutes between bookings.
      -         Number attending - To ensure that the numbers can be accommodated eg tables/chairs
      -         Choose what rooms/facilities you require, and check against the HIre Charges information to see how much this will cost.
      -         Event Description - Include as much detail as possible. Type in YOUR hire charge calculation eg Non Parishioner rate 3 hours at £x per hour = £y.  We will check this when we review your booking and let you know.
      -          External caterers/bar - You may need to obtain a license which takes time and is out of our control, although we are obliged to check that you have licenses or event cannot take place.
      -          Projector may be available at additional charge of £10 per session.

WHAT HAPPENS NEXT

1. Receive Provisional booking email. 
   Once you have completed and submitted the booking request form we will send you an automated email, to confirm we have received your provisional booking.
2. Receive Booking Confirmation/ Rejection email. 
   We will review your request and may then email or contact you by phone for any missing information. We will then send out a Booking Confirmation/Rejection email and confirm any Hire Charge pricing. This may include the need for you to make an initial deposit in order to hold the booking.
3. Invoicing and Payments.   We now accept payment by Debit Card, or Bank Transfer. 
   We will send out an email containing your invoice. Normally this will be for the full Hire charge. Occasionally we may collect an initial deposit, and a subsequent balance payment nearer to time of the event.  In order to keep Hire charges as low as possible we need to collect payments as quickly and easily as possible. We prefer that payments are made straight into our bank account. Details will be provided with the invoice.  For regular bookings it may be possible to open an account with us to pay for multiple sessions.
4. Access on Day of Event.  Please review our “Access and Security” page which details what you need to do for Arriving on Site and picking up keys, Security and Safety during your event, and Clearing and Leaving after your event.

DON'T FORGET 

If you have any queries, please contact us initially by email - [email protected]

Please observe the following points as it will help you and the unpaid volunteers who run the Hall.

• Please ensure you have booked enough time to set up at the beginning of your event.
• Please ensure you have booked enough time for clearing up after your event.
• If you are bringing in your own caterer - please provide their full details.
• If you intend to bring in your own bar you will need to apply to Tewkesbury Borough Council for a temporary license.  The booking cannot proceed if this is not obtained. You will need to allow for sufficient time to apply for and receive this license.
• Please read through the "Access and Security Page" which includes all necessary information including where and how to collect and return keys etc.

If you have any further questions, please get in touch.

Thank you.

Apperley Village Hall Administrator

[email protected]