Making a Booking

CHECK AVAILABILITY

Check availability of the three rooms in the Hall. You may also look at our list of regular bookings.

CHECK FACILITY

Check out our facilities for information about the rooms and equipment.

SEND BOOKING REQUEST

Use our booking request form. You will be contacted by our Booking Manager, Sylvia Lauder (07792 567189) .

REFUND

If the Trustees are obliged to cancel a booking for any reason, they shall only be liable to refund money already paid.

PLEASE NOTE

The shared use of the Hall will limit your use of the Hall for some activities and may mean that you may not have access to all facilities.

PAYMENT

Payment is due within one week of finalising your booking. Regular long-term bookings are invoiced monthly or by arrangement. You may pay on-line with BACS (preferred). Cheques should be made payable to “St Luke’s Church Hall”.

USAGE

The Hall must not be used for any purpose other than that declared to the Hall Bookings Manager when the booking was made, nor by any person or group other than the one that made the booking.

ENSURE RESPONSIBILITY

Users must ensure that there is always a nominated person responsible for the lawful use of the Hall, security, the care of the property and contents, the safety of occupants, the reasonable behaviour of all people using the Hall and the car park.

KEY HANDOVER

Unless instructed to the contrary, the trustees will assume that the person who collects the key is responsible for the above aspects Regular, long-term users holding their own key should make arrangements to meet the above requirement and should notify the Bookings Manager of the name and telephone number of the responsible person
Standard Session Times
9am – 1pm
handover period 1-2pm
    2PM - 6PM
    handover period 6pm – 7pm
      7pm – 11pm
      closedown period 11-11.30pm
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      HIRE CHARGES BY SESSION

      CASUAL

      For casual. one-off and irregular bookings, including children’s daytime parties.  Please note that we do not accept casual evening bookings for parties, etc.

      • Main hall £82
      • Small hall £44
      • Committee £19

      REGULAR

      For regular bookings

      • Main hall £70
      • Small hall £38
      • Committee £17

      CHARITY

      For bookings by registered charities

      • Main hall £56
      • Small hall £32
      • Committee £13
      TERMS & CONDITIONS OF HIRE

      (These apply to the use of the Hall, its exterior and grounds)

      Updated June 2025

      The Hirer is responsible for the care and security of the property and its contents, the safety of the occupants, and the behaviour of all those using the Hall and the car park. In the absence of the Hirer, these responsibilities must be accepted by the Keyholder on duty. The name and contact details of Keyholders must be lodged with the Hall Bookings Manager and kept up to date.

      A Temporary Event Notice (TEN) must be obtained from Cheltenham Borough Council for the sale or supply of alcohol or the provision of regulated entertainment (see Cheltenham Borough Council info on TENs)

      Any activities with children must comply with the provisions of the Children’s Act 2004.  The Hirer is responsible for the supervision and control of children and young or vulnerable people during the hire period and the conduct of all persons present.

      The Hirer must comply with legislation regarding food and hygiene preparation, (serving and selling of food).

      The Hall must only be used for the purpose stated at the time of booking.

      Cars must be parked in designated places without causing an obstruction. Parking spaces 11-28 at the rear of the hall are not to be used by the Hirer Monday-Friday during the working day.

      Care should be taken to avoid noise nuisance reaching neighbouring houses particularly through open doors and windows, or from users behaving inconsiderately outside the Hall.

      Any electrical appliances must be in good working order and used in a safe manner.

      The Hirer shall ensure that the Hall is left clean and tidy with the alarm set.

      The Trustees are not responsible for the loss or damage to any personal property.

      The Hirer agrees to pay for the repair of any damage or loss.

      Insurance – Hirer’s legal liability

      The Hirer shall have adequate insurance for all legal liabilities which could arise, including death or personal injury, to third parties (including employees and volunteers) or damage to the property or the property of others, arising out of their occupation and activities whilst at the Hall.

      Note that in certain cases, for example private hire by individuals, the Trustees provide insurance cover for the hirer’s legal liability but that this does not apply to:

      • any liability which is more specifically insured elsewhere
      • the use of the premises for any political groups/meetings
      • the use of the premises for business activities by commercial organisations

      Note also that this cover excludes liability arising from activities such as:

      • food or drink supplied by a professional caterer
      • the use of bouncy castles or similar activity equipment
      • organised sports activities

      In such cases the Hirer must ensure that their contractor has suitable insurance.

      See the trustees’ insurance cover for further details. It has a limit of indemnity of £2,000,000, with a third party property damage excess of £250.

      Safeguarding of children or vulnerable adults

      The Hirer confirms that where the Church Hall is used for activities (other than private functions) involving children or vulnerable adults the hirer has a protection (safeguarding) policy in force. Written confirmation of this must be provide to the Bookings Manager in advance.

      The Hirer agrees to abide by these Terms and Conditions of Hire and must confirm this by means of the on-line Acceptance Form.