Hiring our Halls

The Memorial Hall has changed the way rooms are booked. This enables better online visibility of availability, greater flexibility when booking and, for customers holding events open to the public, visibility of classes and events running at the Hall.

Heckfield Memorial Hall is run by a group of volunteers and committee members and this change will help run the hall more efficiently. 

This document explains how to reserve either of our two halls for one-off and regular bookings and, for customers with regular bookings, how to ensure your monthly invoices are accurate.

If you have additional questions or concerns please email us at heckfieldmemorialhall@gmail.com

Hall Availability

The availability for each of our two halls can be seen on the ‘room calendars’ page on our website.

The Millenium Room and the Main Hall both have their own calendars showing their availability. The calendars show a mixture of private bookings (where the time just shows as ‘unavailable’) and public events (with event details visible).

We use Google Calendar to manage our hall availability.

Regular Bookings (Recurring classes, workshops etc)

If you would like to book either or both of our halls to run a regular class or to hold a workshop or event where you would like details available publicly then please email our Hall Admin at heckfieldmemorialhall@gmail.com.

Your booking, once approved, will be set up in the online calendar by the Hall Admin (as a recurring event if appropriate). You will receive an emailed ‘Calendar Invite’ which you can use to cancel a booking or move it (assuming the new date/time is available)

The title of your event will be visible to the public via the website (you can request for it to be private).

Invoicing of Regular Bookings

The Hall uses Stripe for invoicing and payment processing.

When setting up your regular booking we will also register you as a customer within the Stripe system and add a payment method. On a monthly basis the Stripe system will create an invoice based on your planned bookings for the following month; this invoice will be emailed to you and will be due seven days after the end of the invoice period. The emailed invoice enables a payment method to be changed for ongoing payments.

IMPORTANT NOTE: It is your responsibility to ensure that your bookings for each month are correct BEFORE the 1st of that month, so that your invoice and corresponding payment are both correct.

If you need to make a major change to your regular bookings please contact the Hall Admin via heckfieldmemorialhall@gmail.com 

One-off Private Bookings (Ad-Hoc events)

To request one of our spaces for a private event use the online booking tool on the ‘facilities and booking’ page. Payment is due at time of reservation, if we are unable to approve your request for any reason you will receive a full refund.

Once approved and booked, no details of your booking are visible on our website, the time booked is marked as ‘busy’ on the online availability calendar.

For occasional customers and for one off bookings by regular customers we are using an online booking tool (koalander).  

To book using the Tool select the correct room via the buttons on the 'facilities and booking' page, the button takes you to an externally hosted solution, instructions follow.