Who runs the Hall?
Swaffham Prior Village Hall is run as a Charity, and the Management Committee is composed entirely of unpaid volunteers.
Please bear this in mind when contacting us about any issues.
How late can I use the Hall?
Music and entertainment must not continue after the following times:
Monday to Thursday: 11:00pm
Friday and Saturday: 11:45pm
These are not our regulations, and so cannot be extended.
How do I get into the Hall?
There is a key box on the wall near the doors closest to the car park. You will be emailed the code for this a day or two before your event. Key codes are changed regularly.
Instructions are sent as an attachment with the booking form. They are also on the website.
If there are any problems with the Hall at the time of entry, report these to the Committee as soon as possible
What should I do at the end of my booking?
Leave the Hall in a fit state for the next hirer:
Any parts of the Hall that you have used, including the kitchen, should be cleaned, tidied and the floors swept
A maximum of ONE plastic bag of rubbish, securely tied, can be placed in the secure storage area by the oil tank
Recyclable materials can be placed in the blue wheelie bin on the drive
Additional rubbish, including any recycling that will not fit in the recycling bin, should be taken away from the site
Turn off all lights, water heater, cooker and urn, according to the instructions provided
Turn radiators down to 2
Return the key to the key box and randomise the numbers
Any damage caused should be reported as soon as possible (by phone or email, or by using the Feedback form on this site) to the Committee
If the Hall is not in a fit state for a subsequent user, or damage has been caused to the Hall, you will be charged for additional cleaning time or repairs. These costs are not limited to the deposit paid.
What happens if I have to cancel my booking?
If a booking is cancelled - for any reason - less than 14 days before the event, 50% of the hire cost will be charged.
How many people can attend events?
A maximum of 120 people are allowed for shows with a stage, with the audience seated.
For a dance or similar event, where the only seating is around the edge of the Hall, a maximum of 140 is permitted.
20 people are allowed in the Meeting Room.
Who can book the Hall?
You must be at least 21 years old to book the Hall.
Events involving under-21s must be supervised by the hirer throughout the event.
The hirer is responsible for the condition of the Hall, and should ensure that there is no inconvenience to neighbours or other users of the Hall.
What are the conditions for having a bouncy castle?
Small indoor bouncy castles can be used free of charge (but please let us know that you are planning to have one).
Large outdoor bouncy castles can be used on the grass in front of the Hall. A £5.00 charge will be incurred for this.
In either case, it is important that the hirer of the Village Hall has the correct insurance to cover this. Many (but not all) inflatable hire companies have insurance policies.
Using the link in the Service Providers section of this website will allow you to find a suitable local hirer, as well as access to very reasonable day insurance cover.
Can I use the wireless broadband at the Hall?
In order to use the broadband, you must inform us by ticking the relevant box on the Booking Request Form and signing the Acceptable Use Policy.
Light internet use is available for all users, free of charge. Heavy use or use in a commercial setting (eg a computer course) will incur a fee. Air Broadband, who provide the service, monitor levels of use.
A password will be provided at the time of your booking.
The Acceptable Use Policy will be sent as an attachment with the booking form. It must be signed before using WiFi.
Do I need a Temporary Entertainment Notice?
There is no need for a Temporary Entertainment Notice (TEN) if guests or attendees are not paying for alcoholic beverages.
If you plan to have a paying bar at your event, you will need to inform the Booking Clerk, and then purchase a TEN from East Cambridgeshire District Council (ECDC) prior to the event. You will also need to provide the Management Committee with a pdf copy of the TEN.
The ECDC website has full details, and an online application form.
Can I have Marquee?
Yes, marquees can be hired from several local companies. There will be a charge of £10.
Please inform us if you plan to erect a marquee, and ensure that the marquee company has suitable insurance.
The marquee must be at least 5 metres from the Hall for fire safety. A covered walkway with open sides can link the marquee to the Hall.
Small domestic gazebos can be used free of charge.