Booking FAQs

Before I Hire 

• How do I make a booking enquiry?

  • Please use the Enquiry Form on this web site.

• Is there car parking available?

  • Immediately outside the Hall is a car park for approximately 20 vehicles, with overflow parking in the church carpark for a further 20.

  • Please ask your guests not to block the access to the overflow parking, and to use it rather than parking on the road where it may cause an obstruction.

• What’s the layout of the Hall?

  • We have an entrance giving direct access to the Main Hall, off which is a storage area and a well equipped kitchen area for preparation and serving.

  • There is also a direct entrance into the kitchen for ease of access for food supplies.

  • There is a third entrance to the left side of the hall leading into a vestibule off which are lavatories for ladies, gentlemen and our disabled users.

  • A diagram of the hall layout can be found on the 'Facilities' page.

• What access is there to the kitchen?

  • The kitchen is directly accessible from the Main Hall and directly from a second door outside. The use of the kitchen is included in the hire charge for the Main Hall.

• Can I visit the Hall before I book to see if it’s suitable?

  • We welcome prior visits to enable you to be sure that our Hall is what you want for your event.

  • Please contact the Bookings Secretary to arrange your visit.

• Can I arrange a Bouncy Castle for my party?

  • In general, yes, provided it is for outside use only, and not erected within the Hall. You must also ensure you have a public liability insurance policy in place, and provide evidence before hiring.

  • Note that unless the provider of the bouncy castle also operates and supervises it on your behalf, it is unlikely that their insurance will suffice to cover either yourself or the Trustees in the event of an accident.

• Is there a stage and sound equipment?

  • There is a fully equipped sound system that's available for public use.

  • There is no formal stage, but the main hall is a large open area where plays, etc, could easily be performed.

  • The hall does have a public entertainment licence.

• Is there Wi-Fi in the Hall?

  • Yes, Wi-Fi is freely available for use by our guests. The Wi-Fi network is called "Flyfords Hall", and you must agree to the terms and Conditions of use when you connect. The password is on the noticeboard in the entrance hall.

• Does the Hall have a TV licence?

  • No, the Hall is exempt and does not have a TV licence. Therefore you may not broadcast any programmes or materials that require a licence.

• What is the capacity of the Hall?

  • We can accommodate 60 people in the Large Hall.

• Are there facilities for the disabled?

  • The hall is fully accessible for those in wheelchairs, and there is a large lavatory especially equipped for the disabled.

  • There are no significant floor level changes inside.

• Do you have cutlery, wine glasses, beer glasses, cups, saucers, plates? tables, chairs?

  • We have a large amount of basic cutlery and a small number of half pint beer glasses.

  • We suggest you bring your own or hire them (usually free of charge) from one of the supermarkets.

  • There is a crockery set for about 60 comprising a large plate, small plate, bowl, cup and saucer.

  • We have 12 large wooden tables and 10 small round tables that can be used together to form tables of any size.

• What appliances are available in the kitchen?

  • There is an electric cooker (please refer to the instructions for use);

  • There is also a large fridge/freezer, microwave, a plumbed in water heater, and industrial dishwasher.

  • NB You must bring your own bin bags and tea towels, as these are not provided.

• Is there any free time allowed for setting up and/or clearing up?

  • We ask that you book and pay for all the time you will be in occupation; this will include any time necessary for setting-up and clearing down.

• Can I provide alcohol at my event?

  • If you intend to provide alcohol at an event for which money changes hands at any point, you will need a licence. You can hire a private licensee to run the bar for you or apply for a Temporary Event Notice (TEN) from Wychavon District Council: https://www.wychavon.gov.uk/business/licensing/alcohol-and-entertainment?view=article&id=494&catid=15

  • If alcohol is provided at the event completely free of charge, no licence is required. However, you must seek the approval of the Management Committee for all events at which alcohol is to be provided.

• When do I pay for my hire?

  • We are unable to issue reminders, so please ensure that you make your final payment no later than seven days before your event.

  • If full payment has not been received, you may forfeit the period booked and we may accept bookings from other hirers.

• Do you offer any discounts?

  • We offer discounts to the residents of the three Parishes of Flyford Flavell, North Piddle and Grafton Flyford. Please see the 'Bookings' page.

• Do you have any restrictions as to who can hire the Hall?

  • We do not hire the Hall to anyone aged less than 18 years, nor to anyone who may still owe money to the Hall for any reason.

  • There may be some activities or events for which we would choose not to hire out the Hall; please ask if you need to.

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On the Day

• Do I collect a key?

  • Please contact us using theflyfordshall@gmail.com during the week before the event.

  • We will confirm the opening arrangements and you will be met at the hall at the designated time agreed by one of the village hall volunteers, who will return to close the Hall at the agreed time.

• My guests want to arrive earlier than the time booked; what should I do?

  • The Hall will be available from the time you booked, and unless you have made an alteration (with the agreement of the Bookings Secretary), that is the time you and your guests may enter.

  • If the Hall is already open owing to an earlier event being in progress, we ask that you respect their tenancy of the Hall and don’t enter prematurely.

• There is another event occurring in one of the other rooms; what should I do?

  • Please confine your use of the Hall to the room(s) you have booked and respect others’ rights to the room they are in.

• Can I attach decorations to the wall and ceiling?

  • Yes, but only using approved materials.

  • Do not use clear tape as it leaves a residue on surfaces which is difficult or impossible to remove.

  • You must not attach anything to lighting appliances or to other electrical equipment – doing so is not only a safety hazard but can also cause damage.

  • We strongly recommend the use of 3M Command hooks – these are inexpensive (about £4 for 20), strong, non-permanent hooks which can be purchased in supermarkets, stationers and DIY stores, as well as online through Amazon and eBay etc. Search for 'command decorating clips'.

During Hire

• What should I do in the event of a fire?

  • Please refer to and familiarise yourself with the Fire Procedures prior to the event. As the hirer you are the designated responsible person and the safety of all users is of primary importance.

• There is some faulty equipment at the Hall; what should I do?

  • We’d be pleased if you would report it to the Bookings Secretary.

  • If a malfunction is interfering with the proper running of your event, you may report it immediately to any of the people whose numbers appear on the Hiring Information Sheet.

• I’ve broken something belonging to the Hall; where should I report this?

  • Again, to the Bookings Secretary. We have an understanding view of accidental breakage, but if we feel an item has been broken through misbehaviour or similar, we would expect it to be paid for.

  • We would far rather discuss a breakage with a hirer than have to pursue them later and would hope to come to a reasonable arrangement.

• How do I operate the cooker / heaters / lights / other equipment?

  • There is a comprehensive guide to the operation of the Hall’s equipment in the Hiring Information Sheet you will be given when your booking is confirmed.

At the Close of my Event

• How much cleaning-up do you expect me to do?

  • We expect that all tables will be clean, and floors swept, food and rubbish to have been removed.

  • Please note that our Hiring Terms state that should the Hall be left in such a state that cleaning by our local volunteers is unnecessary.

• What time must we leave?

  • The Hall must be vacated by the end of your specified booking period.

• What should I do with my rubbish?

  • Although there are Green and Black bins outside the hall, please arrange to bag up your rubbish and take it with you.

  • There are frequently several events at the hall during the course of a week, each generating amounts of refuse. Wychavon District Council empties the bins on a two-weekly cycle, so if hirers leave their rubbish behind the bins can overflow, creating unpleasantness for all our users.

  • Remember to bring black bags with you – they are not provided.

After the Event

• I think I’ve left some property at the Hall; what can I do about it?

  • We understand that it’s easy to leave behind some item of property and we have a policy of keeping lost property for up to three months.

  • Please contact the Bookings Secretary if you think you’ve left something with us.

• ​I’d like to leave some feedback on my experience of the Hall. How do I do this?

• • We should be very grateful if you wish to share any opinion of the Hall and/or the volunteers you have dealt with during the hire process.

  • Please use the feedback form, e-mail the Bookings Secretary, or leave a written message in the Kitchen addressed to the Committee.