Pinewood Community Hall offers:-

Two Rooms - Main Hall and Lounge Room/Bar

Main Hall - accommodates 250 seated (theatre style) and approx. 160 seated with tables, chairs, a stage and dance floor.
Lounge Room / Bar - accommodates approx. 60 people seated.
Kitchen -  includes crockery, cutlery, oven, microwave and refrigerator and facitlites for making tea and coffee.
Toilets -   Male and female facilities with separate babychange and a disabled toilet.
Car Park - 72 spaces available which is shared with the users of the Baptist Church.
Bus stops - services 7,13,15 are located nearby.

Regular Hire

We happily accept regular hires for:

  • Activities
  • Groups
  • Clubs
  • Classes
  • Lessons
  • Meetings
  • Conferences
  • Training Courses
  • Team Days
  • and many more

When hiring the Main Hall or Lounge Room on a regular basis, there is a minimum hire requirement of three hours for all types of regular hire. Your room layout will be agreed with the caretaker in advance and be ready for you when you arrive with tables and chairs. You will need to allow for setting up with any additional equipment required and clearing away as part of your hire time.

We offer use of our TV screen (which can be linked to a laptop), HDMI lead and flip chart, however we do ask for you to bring your own flipchart paper.

The use of the kitchen is offered for the duration of your hire and is shared with other hirers of the Hall and staff. (Please note you will be expected to supply your own tea, coffee, milk etc).

Please read our Terms and Conditions of Hire which are below for your information.

Please contact Louise Madley (Hall & Events Co-ordinator) for availability and prices.

Tel. No. 07599277108

Email: events@pinewoodparishcouncil.gov.uk

 

Private Hire for weekends only

We happily accept private hires for:

  • Weddings
  • Anniversary Celebrations
  • Engagement Parties
  • Birthday Parties (please note we do not allow birthday parties for ages 12 - 25 years old)
  • Celebration of Life
  • Baby Showers
  • Gender Reveals
  • Christenings
  • Christmas Parties
  • and many more

When hiring the main hall on a Saturday or Sunday a fully staffed bar is available at no extra cost if your adult numbers exceed 40 (an additional charge is required for numbers 40 and less to cover the bar) 

There is a minimum hire requirement of four hours for all types of private hire.. 

We we will set up the Main Hall and/or Lounge Room for your event. A stage (if required), tables and chairs are arranged for you, leaving you to decorate tables with cloths/table decorations etc. and the room with balloons and banners etc. saving you valuable hiring time.

At the end of your hire we ask you to remove your decorations and bag up any left over food, we then clean and put away the furniture and clean the hall after your event for you as part of the hire.

The use of the kitchen if offered for the duration of your hire and is shared with other hirers of the Hall and staff. (Please note you will be expected to supply your own tea, coffee, milk etc).

Please read our Terms and Conditions of Hire which are below for your information.

Please contact Louise Madley (Hall & Events Co-ordinator) for availability and prices.

Tel. No. 07599277108

Email: events@pinewoodparishcouncil.gov.uk

Terms and Conditions of Hire

The Hirer or Authorised Representative

You must be aged 21 years and above in order to hire the hall for regular and private use and must ensure you are present throughout your whole hire time and does not leave the facility unattended if a member of staff is not on site.

Hire restrictions

We do not allow birthday parties for ages 12 - 25 years old. Failure to comply will result in a permanent ban at the Community Hall and loss of special deposit.

Noise Limiter for Disco, DJ's and Bands (Private Hire only)

The main hall has a noise limiter, the hirer must ensure they inform the Disco, DJ, Band etc in advance of the noise limiter and must ensure this does not exceed the safety level. Any fine following complaints as a result of this will be forwarded to the hirer or authorised representative.

Food

We do allow you to bring your own food into the facility, however it is the responsibility to ensure that anyone providing food should hold the relevant Health & Hygiene Certificates. Pimewood Community Hall Management Committee does not take any responsibility. All tables must be covered prior to presenting food.

Furniture / Equipment 

(Regular Hire only)

In addition to tables, chairs, a stage (if required), a TV screen, HDMI lead and flipchart is available as part of your hire. However, you will need to provide your own paper for the flipchart. 

We however advise you that when hiring our hall or lounge room that you discuss the room layout with us, so we can explain what we provide in advance. Any staff member requiring additional equipment different to what we do provide for health or occupational purposes must be supplied by yourselves, we are happy to store the additional equipment for you the day before so these are available for use on the day of your hire. Any electrical equipment must be suitable PAT tested.

(Private Hire only)

We will endeavour to set out the room with tables and chairs as per an agreed plan.  In the event that you should require more furniture on the day, please speak to the Caretaker as soon as possible.  Please do not drag the tables or the chairs as it may damage the furniture and/or the flooring or floor covering.  If the bar is to be open, you must cover all tables to protect from staining etc. 

Please ensure that all tables are cleared of food, table covering, decorations etc., by the end of your hire following which the furniture will be cleaned and put away by the Caretaker. 

If you wish to bring in any electrical/refrigeration/cooking equipment this must have the permission of the Hall and Events Coordinator which must have been agreed prior to the event and all must have been PAT tested.

Any equipment used in the kitchen must be cleaned thoroughly and any crockery or cutlery used must be washed, wiped and returned to the cupboards.  Worktops should be wiped clean and the Kitchen left tidy.

Pinewood community hall accepts no responsibility for any loss or damage of any equipment or other property brought on to or left at the premises.

Decorations / Notices

In the Lounge Room please do not put anything onto the painted sections of the walls or on the rollers of the bar.  If you want to put up notices/decorations, please speak to the Hall & Events Co-ordinator prior to your hire and they will advise where these may be fixed.
In the main hall you may fix banners or balloons to the wooden rails with either sellotape or blu-tak. Please do not use pins. Do not fix decorations near light fittings or heaters.  

We do not allow bouncy castles, balloons filled with confetti or paper of any kind

No pyrotechnics or candles are permitted at any time. 

We do not allow the use of smoke or haze machines at any time as these may set off the fire alarms and if the fire brigade are dispatched a charge will be made by the Fire Service this will be passed onto the hirer.

Alcohol / Soft Drinks / Nuts / Drugs

It is prohibited to bring alcohol onto the premises at any time. 

It is prohibited to bring soft drinks if the bar has been provided as part of the hire agreement. 

Please note: For evening parties/celebrations when the bar has been provided as part of the hire we do not allow the serving of tea/coffee etc.

No glasses or bottles may be taken outside the building at any time.
In view of the increasing number suffering with allergies to ‘nuts’, we do not allow you or your guests to bring nuts or any products containing nuts onto the premises at any time.

No illegal drugs are permitted on the premises; abuse of this will not be tolerated and reported to the Police.

Capacity

Your hire must not exceed 250 people if you are hiring both the main hall and lounge room/bar.

If you are hiring the main hall only your numbers must not exceed 190 people.

If you are hiring the lounge room / bar only your hire must not exceed 60 people.

Hire Price / Deposit / Purchase Order

This varies depending on the room you hire, how many people you have attending and days /  times of your hire. If you are a resident living in the pinewood area / sprites ward you are offered a reduced hire rate compared to those not living in the local area. Our prices are very competitive and what we offer in terms of quality of the Community Hall, quality of staff and service you will receive is all reflected within the price. We pride ourseles on always caring about your event / hire and will do everything we can to ensure your day run smoothly.

(Regular hire only) - If required please ensure we have received a purchase order once booking has been confirmed. We invoice for payment one month in advance of your hire.

(Private hire only) - On date of booking a deposit is required which covers one third of your hire price, with the remaining balance due three months prior to your hire date. If you book within three months to your hire, full payment will be required.

Premises licence

The Community Hall has a Premises Licence authorising regulated entertainment, drinking of alcohol and licensable activities between 08:00 – 23:00 Sunday – Thursday and 08:00 – 00:30 Friday and Saturday.   

Cancellation Policy

Our cancellation policy is as follows:

(Regular Hire only)

Cancellation 4 weeks in advance of booking date – We will Refund 50% of hire charge.

Cancellation within 2 weeks of the booking date – All payments are NON-REFUNDABLE.

(Private Hire only)

The Deposit is NON-REFUNDABLE.

Cancellation within 3 months of booking date – All payments are NON-REFUNDABLE (unless we are able to obtain another booking as a gesture of goodwill, we will refund the full amount).

Special Deposit (Private Hire only)

A special deposit of £100 is applicable for ALL private hire bookings which is payable a week before the hire date. We will not allow entry to any contractor brought onto the premises by the hirer until this deposit has been paid. The deposit will not be returned on the day of the event. The deposit will be refunded when the Hall and Events Co-ordinator/Caretaker is satisfied that there has been no damage or loss has been caused to the premise and/or contents. Nor substantiated complaints made to the Community Hall about noise or other disturbance during the period of the hiring or as a result of the breaking of any of the terms and conditions of hire. PLEASE NOTE: No alcohol is to be brought onto the premises which has not been purchased at the bar. Failure to comply will result in a full loss of the special deposit.

Disposal of Rubbish

Please help leave the hall clean and tidy by placing leftover food/table coverings etc., in bin liners, if we have room in our bins, we may be able to dispose of a reasonable amount of rubbish at the discretion of the attending Caretaker. Otherwise, all rubbish must be taken away by the hirer.

Heating

The heating controls are in the main hall and toilet corridor.  Do not adjust the thermostats or adjust individual radiators as the temperatures have been set by the Caretaker for your hire.  If you require the room temperatures to be changed then please speak to the Caretaker or staff on site.

Damage / Faults

Please ensure that the hall is taken care of during your hire. If you are the only hirer in the building do not leave the doors swinging freely without someone ensuring there are no unwanted visitors as any damage/loss to the Hall during your hire will be your responsibility. Closing the main doors during cold weather to preserve the heat inside will help to keep hiring costs down.

Please report any damage caused to the hall or its furniture etc., to the Caretaker immediately. Please report any faults to the Caretaker as soon as possible so that they can be rectified quickly.

Safety (Telephone, Fire, Health & Saftey)

The community Hall does not have a public telephone; it is a condition of hiring that the hirer or authorised representative must have access to a fully charged mobile telephone in case of emergency.

The community hall has a No Smoking Policy. The exact location of the fire exits and fire extinguishers must be noted before the community hall is occupied and the manner of opening Fire Doors should be made known to your guests. There is a plan showing the locations of fire exits and fire extinguishers displayed on the notice board within the community hall. In the event of a fire during the daytime the fire alarm will sound; if there are no staff members on-site then the Fire Brigade must be called by dialling 999. If a fire should occur after 5pm and the fire alarm sounds then the Fire Brigade should be alerted automatically, however if there are no staff on site then please call the Fire Brigade to ensure they will be attending.  The community hall should be evacuated in an orderly manner using the appropriate exits and the fire safety meeting point is in the far corner of the car park adjacent to the Doctors Surgery car park. Please be advised that should the fire brigade be called due to misuse of the fire alarm system during a hire. Costs of this will be passed to the hirer.

The Community Hall’s Health and Safety file is kept locked on the premises, if you require to see this file then please contact the Hall and Events Coordinator (01473 692690) who will arrange for it to be made available.  A first aid box is in the Kitchen.

Car Parking

The car park can accommodate 72 cars. It is shared with the users of the Baptist Church so availability of spaces will vary depending on day/time of your event.   

We do not allow any parking on the grassed areas around the site, and any breach of this may result in legal action.   Please do not allow your guests to park in the spaces immediately in front of the car park entrance door as these are required to be kept clear for loading and unloading of supplies to the hall and access for emergency vehicles.  Local Bus Services 7, 13 and 15, can all be accessed nearby.

Animals

The Hirer shall ensure that no animals (including birds) except guide dogs or hearing dogs are brought into the premises, other than for a special event agreed to by the Hall & Events Co-ordinator. No animals whatsoever are to enter the kitchen at any time.  No animals are to be kept on the premises overnight.  

Agreement of hire

It is hereby agreed that the Terms and Conditions of Hire or that, of any conditions the Community Hall Management Committee deem necessary, shall form part of the terms of the Hiring Agreement, unless specifically excluded in writing between the Community Hall and Hirer. The Committee reserves the right to refuse/cancel any booking at any time.