Guidance Notes for Hirers
Hall Bookings are managed by a group of volunteers. Our booking phone & email are not continuously monitored but we do aim to check all messages and get back to you within 48 hours or on the next working day.
Please read through all of the information below before making contact regarding a booking.
Whilst we would prefer you used the online booking system, if you are having problems with the system, or have an enquiry not covered below, please email and we will do our best to help you.
The Hall is let by the Hour (except for Weddings and Wedding Receptions). There is a minimum of 2 hours hire for any booking.
Children’s Parties have a minimum of a 3 hour hire and other Parties, Discos, Christenings and Socials have a 4 hour minimum hire.
Booked time must include sufficient time to set up and clear away after the booking.
The Hall cannot be hired by anyone under the age of 18. Please refer to our full Terms and Conditions for comprehensive information.
The Hall cannot be let after 10.30pm without prior agreement. Some late evening events will need to be covered by a Temporary Events Notice (see below). All events, with no exceptions, need to conclude by midnight.
The Hall has a premises licence but some events (notably, all of those serving alcohol) will require an independent TENS license in the hirers name. See below for details.
It is the responsibility of the hirer to ensure that alcohol consumption/sale is legal.
In order to hold an event which supplies alcohol to guests at the Ashford Institute you will need to personally apply for a Temporary Event Notice. The application process is surprisingly straightforward via the Derbyshire Dales authority. In summary, it costs £21 for the license and you can apply at any point, although will need to allow a minimum of 3 weeks notice. In order to complete your application you will need the “Premises” License Number for the Ashford Institute, which is DLPLN0005
Further details and the Application Document can be found here:
Without the TENS License you will not be able hold your event, so please do ensure that you get this paperwork in place in good time
No charge is made for the kitchen when used for preparing teas & coffees (please bring your own tea/coffee and milk). Access to the kitchen does not constitute ‘Exclusive Use’, except where the wedding package is being taken, as we only have one kitchen other clients may wish to use it as well.
Tables, Chairs and Crockery
The hire of the Hall includes the use of chairs, tables, glasses and crockery generally. If the hirer would like to use theses items for a catered booking, no extra cost will be charged and an inventory of what is available can be provided. There is also staging, and some outdoor furniture which can be used. Table Linen and some bunting can be made available by request, but a laundering charge will be applied to these items. Breakages will be charged for.
There is WiFi in the Hall for the use of clients. Terms and Conditions apply.
Hirers are responsible for cleaning the Hall at the end of their session. It should be remembered that the Hall is used by children and people with bare feet. We are able to recommend a cleaner but they would need paying directly by the hirer.
There is limited parking in the forecourt of the Hall for the use of hirers. Please be considerate if parking elsewhere in the Village. This outside space can be used by Hall clients during their hire window. There is more parking available, should it be needed, in the Village Car Park in Fennel Street.
Wedding Reception Packages are available from £800
Information about Wedding Reception arrangements can be found on our wedding page.
Payment in full is requested at the time of Booking (with the exception of Wedding Receptions). Payment is fully refundable if cancellation is received one month before the event. Other refund arrangements can be considered but are at the discretion of the AWMI committee.
Ashford War Memorial Institute does not charge VAT.
Public Liability Insurance.
The Village Hall has a Public Liability Insurance which covers clients; exceptions apply. This is exhibited on Notice Board in the Hall and all clients should check that they are sufficiently covered by this. Clients running classes “For Profit” should be covered by their own Public Liability Insurance. Please note our Insurance specifically excludes cover for Bouncy Castles – please ensure that the service provider has their own cover.
ALL HIRERS MUST ENSURE THAT THEY HAVE READ AND WILL ABIDE BY THE TERMS & CONDITIONS OF HIRE AND ARE AWARE OF THE FIRE PROCEDURE AND OTHER POLICIES.