Booking the Milton Ernest Village Hall

This brief guide will show you how to make the booking for Milton Ernest Village Hall.

You are able to make an online booking request from the Hall Calendar page by clicking on the + symbol next to the date you wish to book. If you are making a booking request for the first time, you will be asked to enter your contact details and a password so that you can track your booking status, and view any invoices and payments linked to that booking, much in the same way you would with an online shopping website.

Note: If you do not see the + symbol next to the date of your choice then, either all booking slots have already been taken for that day, or exceptionally, online booking has been disabled for that day. Please choose another date or email info@miltonernestvillagehall.co.uk for more information.

Once you have clicked on the + symbol, you will need to complete the rest of the booking request form on the Hallmaster site as follows:

Name: This is your name for the event you are booking, e.g. Paul’s 70th Celebration, Julia’s Party, Children party etc.

Start Date/Time: The start date and time of the event. If this is a recurring booking, this is the start date and time of the first event in the series.

End Date/Time: The end date and time of the event. If this is a recurring booking, this is the end date and time of the first event in the series. Please remember that overnight bookings are not allowed.

Recurring Booking: If this is a recurring booking for multiple dates, tick this box and choose the booking frequency (eg Daily, Weekly etc), along with how many additional dates you want to add to this series. Individual dates in a series can be amended to a different date or time.

Make sure to click on the green Check Availability button. If there is a clash of bookings at any date or time a red error message will display saying ‘The dates of this booking clash with other dates in the calendar, or they don’t end after they begin’. You can then check the scheduler at the top of the screen to see where the clash is and amend the booking accordingly. Note: You cannot proceed with creating a booking request while there is a clash.

Activity: This is the general ‘type’ of booking you are making. Choose from the options Milton Ernest Hall has setup to indicate what kind of booking this is. If you are unsure what to choose here, contact the Milton Ernest Hall booking Manager.

Description: You can put as much or as little information about the event itself, including prices, what to bring and links to websites etc. that you want your guests and others to see. Please see item on privacy below.

Privacy: There are 3 privacy settings for bookings:

Number of People Attending: Here you are asked to indicate how many people are expected to attend your event.

Special Requirements: This can be a list of any specific requirements such as Use of Sound System, Stage, Kitchen etc.

Terms & Conditions: Milton Ernest Hall has provided terms and conditions documents that you will need to agree to before proceeding with your booking.

Save Booking: Once completed press Save and the request will automatically be sent to the Milton Ernest Hall Manager for processing, you will also receive an email from Hallmaster confirming that the request has been sent – this is NOT a confirmation of your booking. You will then be taken to your Hallmaster dashboard to log out (in top right hand corner) or to view your bookings and invoices.

View your Bookings, Invoice and Payments:  Please note that payment of any invoice must be made in full within 7 days of issue in order for your booking to be confirmed by the Milton Ernest Hall Manager.

1. It should be recognised that the village hall is also used as a school hall during the day from Monday to Friday so any bookings should not disrupt the running of any school activities.
2. The hirer shall not use the hall for any other purpose other than that stated on the booking request form.
3. Payment will be taken at the time of booking to secure the hire of the village hall. If the hirer wishes to cancel the booking, then a 14 day notice period should be given. If the booking is cancelled within 14 days then the reimbursement of payment is at the discretion of the village hall committee.
4. The hirer accepts responsibility for being in charge of the property and its facilities for the duration of the hire period and must stay within the hall environs for the duration of the event.
5. In a case of an event being held where there are minors present the hirer must ensure that adult supervision is present at all times.
6. The village hall does not have a licenced bar. If the hirer wishes to sell alcohol at an event, they will need to discuss this with the booking clerk at the time of enquiry. The hirer would need to apply to Bedford Borough Council for a Temporary Event Notice (TEN) at a cost to themselves. The hirer should allow sufficient time (approx. 10 working days) to complete and submit the TEN and provide evidence of the completed notification to the booking clerk prior to the scheduled event.
7. The period of hiring should account for time needed to set up for the event as well as time to clear up at the end.
8. The hirer is to be respectful of noise as the hall is set within a residential area. All events must have finished by 11.00pm and the hall vacated by midnight following tidying up. An exception to the end time may be made for New Year’s Eve events.
9. Any decorations or fixtures required for an event should be discussed with the booking clerk at the time of enquiry. The hirer agrees that any damage following removal of fixtures will result in the hirer being charged a fee. The hirer also agrees to inform the booking clerk as soon as possible if any furnishings or equipment is damaged.
10. The door key is situated in the key safe on the front wall near the main doors. The access code for the key safe will be given when the hall is booked. Hirers must ensure the hall is locked securely after use and the key returned to the key safe. The key safe code is changed periodically and there will be a charge for any lost keys.
11. Any injuries to a member of the public at an event needs to be documented in the accident book held within the village hall kitchen along with the first aid kit, and the booking clerk must be made aware of any incidents as soon as possible.
12. There is a strict no smoking policy inside the hall.
13. The hirer should make themselves familiar with the fire evacuation policy and the location of fire extinguishers.
14. The village hall has a car park which can be used for an event booked, however, the hirer must be responsible for ensuring any exits are not blocked by vehicles and access to the hall for any emergency services can be obtained.