Hall Hire T&Cs

Coalporters ARC

Hall Hire Terms & Conditions

Hires are taken by members of the Bar Management committee. All bookings are accepted as provisional upon completion of a signed hall hire form and cash deposit of £100. The deposit holds the booking and is also a breakages and damages deposit. An additional breakage deposit for bookings for 19th, 20th or 21st birthday parties is required of £150, cash only. We do not accept bookings for 18th birthday parties.

The full hire fee is due 4 weeks before hire date. The fee is £140 for a 7pm to 11pm function hire to include a licensed bar and staff. (There is also extra setting up time and clearing up time allocated.) Cheque, cash or BACS accepted. Receipts will be issued for all monies received. Deposits will be returned upon presentation of the receipt within 48 hours of the end of the hire. Any deposits withheld will be done so with a letter of explanation from the bar management. Cancellations less than 2 weeks before the event forfeit the deposit. In the unlikely event that Coalporters ARC cancels a booking an alternative and mutually convenient date will be offered. If this cannot be agreed the hirer will be entitled to a full refund of all money paid thus far. In hiring the hall the hirer agrees that the club will have no further liability.

Evening hire starts at 7.00pm. Last orders will be called at 10.50pm and time will be called at 11.00 pm. Drinks to be consumed and the hall to be vacated by 11.30pm. Buffet, disco are at the hirer’s discretion and responsibility. The hall will be made available prior to the event on the day for setting up by arrangement with management. Key collection is usually on the morning of the event from the bar manager and keys should be returned at the end of the evening to bar staff. All drinks are to be supplied by Coalporters ARC bar. Hirers are reminded that they cannot bring their own alcohol onto the premises.

Coalporters is licenced to sell alcohol to 11pm only. All public entertainment must cease by 11pm in line with the conditions of the public music and dancing license granted by Southampton City Council. Hirers are honorary temporary members of Coalporters ARC for the period of the hire and are responsible for their own guests. Guests should be signed in on the form provided by Coalporters ARC and the form lodged with bar staff. No alcohol will sold or served to anyone under the age 18 and ID is required for anyone under the age 21. Clients are asked not to take offence at this, and vouching for or purchasing alcohol for someone who cannot produce identification will not be allowed.

A maximum of 120 people is permitted (100 for a sit down event) for fire safety. Decorations may be used in the hall. We ask that blue tack and low tack temporary adhesive are used to avoid damage to the walls. Hooks are available on the wall to hang lightweight banners or balloons. However nothing maybe used on the ceiling. Please do not use silly string or party poppers – damage caused by these will be charged for.

The hall must be left in a reasonable condition, cleared of rubbish and tidied. Excess mess inside or outside the hall will result in a loss of deposit. We request that all participants leave the premises in a quiet and orderly fashion at the end of the event. We are in a residential area and we aim to respect the needs of our neighbours.