It's easy to make a booking - here's how....

​

We offer online booking for one-off parties and events via the Hallmaster booking system. They have a user guide and a  helpful video available to assist you with setting up a booking. The Hall diary & online booking button will take you into the system to view our booking calendar and check if your preferred date and time are available. The calendar will show bookings for the current month  - you can move backwards and forwards by clicking on the arrows at the top of the calendar.

​

If you are looking for a regular booking for a club or group please email us at bookings@milltmbercommunityhall.com to discuss rather than using the booking calendar and we'll try to find you a suitable slot. 

​

The booking calendar lets you see availability for the Main Hall and the Blue Room. A booking for the whole building will appear as bookings in both rooms.  If you are booking a weekend party, fundraising event or similar type of function please book 'All Rooms' to book the whole building and give you exclusive use. 

​

Once you have found a suitable date and time, click the + button on the relevant date to open a new booking form.  Bookings less than 14 days away can only be made directly, there will be no + button on the date. Please email us at bookings@milltimbercommunityhall.com to submit your request. If you are making a booking with us for the first time you will be asked to create a customer account so you can manage your booking and receive related Hallmaster emails. You must verify your email address to receive communication from the system.

​​

4. When completing the booking form you will need to tell us:

• Which room/s you want to book - for weekend bookings you must choose 'All rooms'

• The name of your booking (for instance 'children's party')

• Start date / time and end date / time

  • Weekend bookings must be a minimum of 1 hour long and should be booked in full hours (e.g. 1hr, 2hrs, 3hrs etc).

  • Weekday bookings must be a minimum of 1 hour long and booked in 15 minute slots thereafter (e.g. they can be 1hr 15 minutes, 1hr 30 minutes etc)

  • Set up and clean up time must be included in your booking. You do not have access to the building before your start time, or after your end time

  • The booking calendar automatically allows a 'buffer' of 15 minutes between bookings which is not charged for and is used to avoid congestion in the car park. The buffer is not intended to be used as set up / clean up time. This can be override, e.g. if you're staying in the building, just moving rooms

• A description of your event - please provide as much information as possible so we have an idea of what the hall is being used for

• Number of people attending - this can just be an approximate figure. We'll likely be in touch to chat to you about large events of over 50 guests to ensure we have a full picture of the nature of the event

• The privacy setting of your booking - this can be set to 'private' (the booking will show on the calendar as 'private event'), 'public with contact details hidden' (the name of the event will show but without any information about you as a customer), or 'public' (the name of the event will show along with your contact details). 

• Specific requirements: if you're planning to bring in outside caterers, a children's entertainer, rent a bouncy castle etc, please let us know. There's nothing special you or we need to do, it just helps us form a complete and accurate picture of the type of event you are planning to hold

​

Please ensure you have read our booking terms and conditions and tick the box on the form to confirm. Our T&Cs outline: 

• constraints and conditions of hall use

• expectations for post-event cleaning

• security deposit & reasons for partial / full retention

• cancellation policy

 

​​ Submit your booking request and you will get an automatic e-mail confirming receipt. We aim to be in touch within three days to confirm your booking date and time, hire cost,and to answer any questions you included in your booking form. We may need to seek further clarification on the nature of the event prior to confirmation.

 

Approximately 4 weeks before your event we will send an invoice for the booking and as soon as payment is received your booking will be fully confirmed. All bookings—provisional or confirmed—automatically block the required time so that double bookings cannot occur, even if there is a delay in processing your request. The time is only released if the booking is cancelled.

​

Bookings can be made 6 months in advance of the event date - if you are booking further ahead than 6 months please get in touch and we'll check your date for you. The booking system will not accept bookings within 14 days of the event date. If you want to make a last minute booking, or a last minute change to an existing booking,  please e-mail and we'll do our best to help.

 

Bookings can be cancelled up to 14 days prior to your event and any hire costs that have already been paid will be refunded. Later cancellations always receive a refund of the security deposit, but we will retain 50% of the hire cost unless the hall can be re-let to another user, in which case we'll refund the full amount. 

​

Failure to make payment at least 14 days prior to the hire day, or by the invoice due date, whichever is the latter, will be considered to be a cancellation by the Customer

​

Once payment has been received, and within 7 days of your hire date, we will e-mail to provide you with access information, a reminder of your obligations e.g. post-event cleaning, and other details such as the WiFi password. 

​

If you prefer not to use our online booking you can make a booking request via email to bookings@milltimbercommunityhall.com 

​

Please ensure you read our full booking terms and conditions  as these set out in detail our responsibilities and the responsibilities of the Customer hiring the hall.  Our FAQs page gives more detail about practical things like decorating the hall and parking.

​

If you are holding a public event or fundraiser we are happy to advertise the event on social media and our website's 'What's On'  - just provide us with details such as a description of the event, date and start / finish time, ticket price and contact details for purchasing tickets and we'll set up an advert. 

​

All that's left is to enjoy your event!

​

PLEASE NOTE

Hallmaster booking system emails come from a 'no reply' address.

We can be contacted at bookings@milltimbercommunityhall.com