Here are some answers to Frequently Answered Questions (FAQs) about the hall and booking process. Just click on the question to show the answer to each question.
What size are the rooms to hire?
The Main hall (excluding stage) is 15.2m x 10.65m with a ceiling height of 3.5m.
The Stage is 6m x 3m
The Committee room is 7.18m x 4.96m
The Chiltern room is 7.45m x 6.68m
The Enclosed garden is 25m x 9m on average, however it is not a perfect rectangle so it will be slightly wider at one end and slightly narrower at the other end.
Can I visit the hall before booking?
Yes of course, please contact the Booking Officer to arrange this. We typically arrange show rounds on a Monday morning and allow 1 show round per hirer. Please note we don’t hold provisional bookings so we can’t guarantee the date you require will remain available.
How much does it cost to hire and can you offer any discounts or special rate for residents?
Please visit our Hire Charges page to see how much it will cost you to hire the venue. We have different rates for events and regular hirers which are outlined on that page. As we are a charity unfortunately we are unable to offer any discounts or special rates for residents.
Who do I contact if I am interested in becoming a regular hirer?
If you are interested in becoming a regular hirer, please contact the booking officer via email bartonleclayvillagehall@gmail.com
How do I book the hall?
We operate an online booking system for all event bookings through our website, please visit Book the Hall to make a booking.
How many people can the hall hold?
The maximum number of people the Main hall can accommodate is 180 standing, 160 seated in rows or 100 in a formal dining layout.
The Committee room and the Chiltern room can accommodate a maximum of 50 people.
If you hire the entire building for a private event the maximum number of people we can accommodate is 200 standing.
What is the latest time I can book the hall till?
Our opening hours for events are :
Monday – Thursday 8am – 10pm
Friday – Saturday 8am – Midnight
Sunday 8am – 10pm
All music and entertainment must stop at 11.00pm and the hall/surrounding area vacated by 12 midnight.
What happens after I submit my booking request?
Your request is emailed to our Booking Officer and the booking will show up as “provisional” on the calendar (so no-one else can book that time). The Booking Officer will then review your booking, adjust times if necessary, and may email you back to clarify the details of your booking.
After that, our Booking Officer will email you an invoice for the nonrefundable deposit to secure your booking. Paying that deposit will enable us to confirm your booking. This is due within 7 days of your invoice. If the nonrefundable deposit isn’t paid within 7 days and the booking officer hasn’t heard from you, your booking will be removed from the online booking system.
Do I need to pay a deposit for my booking?
Yes, all bookings required a non-refundable deposit of £50 to secure the booking, which is due 7 days after the invoice has been sent.
Effective 1st October 2025, all one off events finishing after 9pm will be required to pay a compliance waiver of £200 which will be invoiced 14 days before your event to cover potential damages, breakages, or extra cleaning required after an event. This will be returned within 30 days of the event following a daylight inspection of the premises and facilities for damage or failure to leave the premises in a clean and tidy state.
You are responsible for emailing your bank details to the booking officer within 7 days after your event to be refunded your compliance waiver if the terms and conditions of hire have not been breached.
When do I need to pay the compliance waiver and do I get my money back?
All one off events finishing after 9pm will be required to pay a compliance waiver of £200 which will be invoiced alongside your final balance, due 14 days before your event to cover potential damages, breakages, or extra cleaning required after an event.
This will be returned within 30 days of the event following a daylight inspection of the premises and facilities for damage or failure to leave the premises in a clean and tidy state. You are responsible for emailing your bank details to the booking officer within 7 days after your event to be refunded your compliance waiver if the terms and conditions of hire have not been breached.
What time can I get into the hall to set up?
You will be let into the building at the start of your booking time, we do not give you additional time to set up and pack away at the end of your event so you must ensure you book enough to time for setting up and cleaning after your event.
Do I have to clean the hall after my event?
We ask that users leave the hall in the condition they find it. Access is given to the cleaning equipment in the cleaning cupboard. After your event the floor requires sweeping, any spillages require mopping up and tables and surfaces must be wiped down before you put them away. All chairs and tables must be stored in the chair store, ensuring they are stacked correctly. There are visual reminders for the chair store and the table trolleys so that they are stored safely.
Where do I put my rubbish after my event?
All bins need to be emptied and put into the large silver bin at the front of the building. Please do not use the bins in the garden as these aren’t collected. If you need additional bin bags, there are some in the cleaning cupboard for you to use. If there isn’t room in the silver bin, then please take home your rubbish.
Will I be given a key for my event?
No, we don’t hand out keys to hirers. The site agent will be there to unlock at the start of your event and will return to lock up at the end of your event. Please ensure the hirer is there at both the start and finish time to do the hand over.
Will I have sole usage of the building?
If you book a private event you will have sole usage of the building, which means that you will be able to use all the rooms and garden without another hirer in the building.
If you book one room such as the committee room or the main hall, other hirers will be able to book the other available rooms. In this instance the kitchen and foyer will be a shared area.
How many tables and chairs have you got available?
We have 200 upholstered chairs and around 30 black plastic chairs available for use.
We have 16 square tables (2ft 8″), 24 large rectangular tables (6ft x 2.5ft) 12 smaller rectangular tables (5ft x 2.5ft) and 5 small circular tables in the foyer area available for use.
Is the Kitchen included in the booking and what crockery do you have?
For private events you will have sole use of the kitchen, however if you have only booked one space the kitchen will be a shared area so please ensure you clean up anything you use.
The kitchen is stocked with a large supply of mugs which are available to use. We have a mixture of different style plates, glasses and a supply of cutlery but unfortunately these often go missing so if you require a specific amount for your event, I would recommend you provide your own.
Do you have tea/coffee making facilities?
The kitchen has a kettle and an instant hot water heater – ideal for making hot drinks quickly. We also have a large supply or mugs available to use. You will need to provide your own tea/coffee, sugar and milk.
Do you have a fridge or a freezer that I can use?
The kitchen is fitted with an American style fridge freezer which is available for hirers to use. Please ensure anything you put into the fridge freezer is removed at the end of your booking.
The unstocked bar area has a large fridge and 2 small fridges that are available to use.
Do you have a stocked bar we can hire?
No, we don’t have a stocked bar available to hire but we do have an unstocked bar area which you can use for your booking but you need to provide your own drinks. If you would like to serve alcohol at your event, please ensure you request an alcohol license at the time of booking.
Do I need an alcohol license?
You will need to request an alcohol license if you sell alcohol or provide it as part of your event which costs an additional £10. You do not need an alcohol license if your guests bring their own alcohol for personal consumption. Please note that alcohol is not to be served to anyone under the age of 18, even if it is a private party.
Do you allow bouncy castles?
Yes, we allow bouncy castles both in the main hall and in the enclosed garden but you are responsible for ensuring that it is properly insured and operated correctly. Our hall’s own insurance policy does not cover use of these.
The ceiling height in the main hall is 3.5m. The enclosed garden is around 25m x 9m on average, however it is not a perfect rectangle so it will be slightly wider at one end and slightly narrower at the other end.
Does the hall have a sound system or a projector?
The main hall has a sound system available to all hirers. You can access the speakers through an Audio 3.5mm jack input. A wired microphone is also linked to the hall speakers that hirers can use on request. There is no sound system in the committee room or the chiltern room.
We don’t have a projector at the village hall, however there is a projector screen available in the main hall and in the chiltern room which hirers can use on request. The chiltern room also has a screen that is available to use for presentations on request.
Can the speakers be connected via Bluetooth?
No, the speakers in the main hall don’t have Bluetooth connectivity. You will need to bring a 3.5mm audio jack to plug into the audio box which you can then connect your phone or laptop to.
Can we play drums or music outside in the car park?
No, we do not allow any drums or music to be played outside of the venue at any time, due to our surrounding neighbours.
What lighting is available to use for my event?
The main hall has the option of large LED panels, LED dimmable spotlights or colour changing uplighters which are available to use. The stage lighting is owned by Barton Players and is not available for hirers to use as part of their booking. Please contact them direct if you would like to hire their lights.
Can we use an BBQ/Hog roast or a gas burner?
Yes, you can use the outside space for your BBQ/Hog roast or gas burner. Please note that you are responsible for any damage that may occur and you need to remove your cooking appliance at the end of your booking. You are not allowed any naked flames or gas inside the building under any circumstance.
Does the hall have WIFI?
Yes, we have WIFI in all rooms which can be accessed via the QR code on the notice board.
Does the hall have a landline?
No, we don’t. Hirers should bring their own (fully charged) mobile phone to use in the unlikely event of an emergency.
Where is the first aid box and the nearest defibrillator?
The first aid box is located in the kitchen on the left as you walk in. Please ensure that all accidents are recorded in the accident book provided. The nearest defibrillator is located outside the building next to the main door, please follow the instructions on it to use it if needed.
Where are the emergency exits?
The emergency exits, fire alarm points and fire extinguishers are shown on the image below. This is displayed in all the rooms within the building to please ensure you familiarise yourself with it and ensure all fire exits are kept clear.
Do I need public liability insurance?
If you are hiring as a private individual, then the hall already has Public Liability Insurance that will cover you. There are some restrictions, please see our Terms and Conditions for details. Hires by organisations (including sole traders) are not covered by the hall’s policy and alternative insurance must be arranged by the organisation.