Cancellation Policy (excluding weddings)

 

General

Terms & Conditions

Cancellation policy for all events and basic hire except weddings, (see separate policy for weddings).

Any request to cancel shall be notified to The Hall immediately by email to hello@thehallexeter.org.

i) From the date of deposit taken, there is a 7 day cooling off period during which the event can be canceled and the whole deposit can be refunded at the request of either party.

ii) From 7 days after deposit is taken, the 25% deposit paid on booking is non-refundable under any circumstances. There can be no exceptions. All cancellations must be made via email to hello@thehallexeter.org

iii) From 2 months before the scheduled event, the full balance will be taken automatically.

iv) If the event is canceled before more than one month of the scheduled event, 50% of the balance can be refunded.

v) If the event is canceled less than 1 month before the event, no refund will be given except for tea and coffee add ons, which will be refunded in full.

 

  1. All completed bookings are subject to review. If we feel the booking would risk any licence we hold or the terms of our own insurance, we reserve the right to cancel the booking and refund your money immediately.

  2. No more than a MAXIMUM of 40 people are currently allowed in the Hall during dry hire without informing us. More than 40 people may require staff or risk assessments. With permission, The Hall’s capacity is 120 subject to table and chair layout.

  3. At no time should Fire Exits be blocked or obstructed. The Hirer is responsible for familiarising and understanding the Fire Safety Notices.  Note: The fire assembly point is in front of Georgie Glow / Bike racks on Western Way.

  4. It is extremely important that all users respect local residents with regard to noise levels from both the users of the Hall and any hired music. Strictly no loud music after 22.00. The Hall is fitted with a remote noise monitor. (Failure to keep noise levels down may jeopardise our Licence and future bookings of the Hall).

  5. No drinks to be consumed outside the premises after 22:00.

  6. Our business depends on the cooperation of our neighbours. Stepcotehill is primarily a residential street. We ask that all our customers and their guests be respectful on the street which includes language, litter, and general noise levels. We also ask that customers and their guests stay on the venue side of the street at all times and refrain from sitting on peoples doorsteps and / or standing outside people’s downstairs windows.

  7. Fireworks are not allowed. Sparklers are not allowed inside the hall; they are permitted on the street with prior arrangement.

  8. No paper/ plastic / foil confetti or glitter is to be used inside or outside the hall. Undyed dried flower confetti and undyed rice is permitted.

  9. Under all circumstances any damages or breakages should be reported immediately to the hello@thehallexeter.org.  These will be paid for by the hirer.

  10. No Sellotape, Blue Tac, Gaffa tape or duct tape or fixings of any kind to be applied to the walls, floors or ceilings without permission. Tape of any kind damages the varnish.

  11. Equipment tripods, C-stands, and dolly tracks must have felt or rubber feet to prevent floor damage. We are happy to supply temporary felt feet for equipment that presents a risk to our floor. Please ask ahead of your event.

  12. Nothing shall be fixed, taped to the floor, walls or ceilings, or the floor pierced in any way. The Hall has underfloor heating and nails, screws will burst the pipes. 

  13. If you are using your own caterer, we will need to see their copy of environmental health, food hygiene and insurance paperwork. This must emailed to hello@thehallexeter.org at least 4 weeks prior to your event.

  14. If you are hiring for commercial purposes, we will need a copy of your public liability and / or indemnity insurance. This can be uploaded as part of your booking, or provided later if it is not to hand. You will not be able to take the key without this paperwork in place. 

  15. It is the Hirers responsibility that all electrical equipment brought onto the premises complies with current safety standards, i.e. P.A.T. tested.

  16. The Hall is a non-smoking building, this includes e-ciggarettes. There is to be no smoking on the metal fire escape outside the church, The only smoking area is at the foot of Stepcote Hill so as not to disturb residents living opposite The Hall.

  17. Kids are very welcome in The Hall. After 8pm, you must supply a registered childminder. This person will be responsible for any children between the ages of 0 - 14 years old.

  18. Children are not allowed on the mezzanine or outside without a responsible adult at all times. Children are not allowed on the fire escape unless there is an emergency.

After the Event

Basic / Unstaffed Hire

  1. The Hall should be thoroughly tidied and left as found.

  2. All rubbish must be removed from the premises and dealt with by he hirer.

  3. All tables should be wiped, chairs and equipment returned to their original position.

  4. All party decorations to be removed at the end of the hire.

  5. All lighting and any electrical appliances used to be switched off.

  6. Secure all windows and doors at the end of the hire.

  7. Let us know that the building has been vacated, and the key returned. Please email us at hello@thehallexeter.org

Staffed Events, Packages and Events Catered by Bels Kitchen

  1. Any rubbish and cleaning associated with Bels Kitchen catering or The Hall Exeter bar will be dealt with by The Hall.

  2. All party decorations and possesions brought in to be removed either at the end of the hire or at an arranged time the following morning with a prior discussion - please email hello@thehallexeter.org to arrange.

Fire

Responsibility

The named person hiring the hall is also responsible for fire safety and evacuation procedures for the period of the hiring. It is their responsibility to ensure all of the occupants are aware of the procedure for evacuating the hall if the need arises. We suggest this is done at the commencement of the event when guests have arrived. In the event of a need to evacuate The Hall, the fire marshal will:

  • Ensure the building has been evacuated, provided it is safe to do so

  • Complete a roll call to ensure everyone is accounted for and to call and liaise with the emergency services.

Fire evacuation procedure

In the event of a fire or the alarm sounding during your hiring of the hall the occupants must follow the evacuation procedure below:

Identify the safest point of exit, either via the front door or the fire doors at the rear of the building. If you choose the rear exits turn left and follow escape route through exit, turning right on stepcote hill and left Western Way, ensuring that everyone has left the building. The assembly point is outside Georgie Glow / at the bike racks on Western Way.

DO NOT ATTEMPT TO COLLECT PERSONAL EFFECTS AND BELONGINGS, LEAVE THE BUILDING IN A SAFE AND SENSIBLE MANNER

Ensure that someone has called the emergency services 999

The fire assembly point is in front of Georgie Glow / Bike racks on Western Way.

Complete a roll call to ensure that everyone is accounted for.

Wait for the fire service to arrive do not attempt the go back into the building until you are told it is safe to do so.