BOOKING FORM for SEMINAR ROOM, ATRIUM, CAFÉ/MEETING SPACE and ARTS and CRAFT ROOM

BOOKING FORM FOR SEMINAR ROOM, ATRIUM, CAFÉ/MEETING SPACE and ARTS AND CRAFT ROOM

(Rev Dec 2016)

To book the Mill seminar room, atrium, café-meeting space and/or arts & craft room please call 07582 789406 or email to check availability. Please read the Mill Users Agreementand in particular please note the following points from the Users Agreement:

• keep our carbon footprint down by using bikes, public transport, or sharing lifts wherever possible and encourage visitors, and event/course participants to do so.
• ensure that visitors and event/course participants park only in the correct designated spaces.

if you’re happy with its terms fill in the form below and return it – you will get an e-mail to confirm the booking.

Please note booking charges, which are listed at the end of this form.

Discounts:

There is a 50 per cent discount for bookings made less than 2 weeks before your event. Discounted rates apply if you pay in advance. Mill tenants, Hive users and Lancaster Cohousing (LCH)members qualify for discounted rates.

NB for Mill tenants and LCH members: “Same day bookings”. As part of our ‘Right to Roam” policy, if a space is available, Mill tenants and LCH members can use it for a contribution of £2.50/hour into the pot provided to cover service charges.For room availability see the ‘what’s on’ guide outside each bookable space. Please leave the space exactly as you found it or set up for the next event – cleaning materials are in the caretaker’s storeroom.

Booking forms

We need a copy of this form for all bookings. If your event involves catering (even Jacobs Join or shared food!), a stage, PA, or a bar, please also complete the second form overleaf.

PTO FOR ADDITIONAL BOOKING FORM for events requiring catering, PA, Stage etc.

ADDITIONAL BOOKING FORM for events at Halton Mill requiring catering, PA, Stage etc.

NOTES FOR BOOKING FORM

Layout/chairs:The Meeting Room can take 45 and the Atrium 100.The Mill can supply 80 chairs and ten tables taking around 4 people each. If you need more tables or chairs you will have to supply them yourself - we can advise you where to go to hire some locally. If you wish to set the chairs out yourself please remember to allow the time to do this, otherwise please specify theatre or circle or specify other layout. [return to form]

PA: we have a small PA with two channels which includes a static or remote mike and can support a laptop or Ipad being run through it.

Marketing. If the event is public, we have prepared an information sheet about ways in which it can be marketed

(which can be found here). We can help with this for a small fee:

Linking to your event on our online calendar, our facebook and twitter pages – no fee

Entry in our own bimonthly “Run of the Mill!” poster: £5 (voluntary contribution)

Distribution of posters in 20 places in Halton and Lancaster £10

Distribution of fliers to c.200 houses in the vicinity of the Mill, £15

Full social media service (adding your event to a list of relevant local online pages) £10

Basic poster design by Adele at £15

NB If you require us to put up posters for you in Halton and Lancaster we need these a month in advance. [return to form]

Stage.We have a 6 stage pods available, each are 4 ft square, and 2 ft high: so we can provide a half stage at 4 ft x 12 ft, or a full stage at 8 ft x 12 ft. Additional charge £10 for use of stage or half stage. [return to form]

Costs:see rental costs here.and also at the end of this form. Includes cleaning prior to the event, heating, and use of data projector and flip chart stand if required.

Cancellation fees:Bookings cancelled more than a month in advance: no fee.Bookings cancelled between 7 days and 1 month in advance: 20% of booking fee. Bookings cancelled less than a week in advance: the full fee is payable.

Payment:By BACS to a/c Green Elephant Coop Ltd, Account 20304443, Sort Code 086001 using your name and the date of the event as a reference. Cash payments can be accepted. We can invoice an individual or an organisation if required. From 1 Jan 2017, discounted fees are only applicable for bookings where you pay in advance. If you require an invoice, please state clearly who is to be invoiced and the address.

Directions:Halton Mill isn’t the easiest place to find.There are directions and a link to Google maps and a PDF map on our website here.

Please give your visitors our tel no 07582 789406 and our website address.

Toilets: there is a double door between the meeting room and the toilets which is locked at weekends and occasionally during the week. Please ensure that you ask for the code for this door on the day of your meeting, or check that it is left open.Call the Mill phone 07582 789406if you haven’t been given the code.

To check availability before booking, and for any queries please r call us on 07582 789406.

*late bookings can be extended to 1 a.m. for no extra charge but all bookings must have a responsible person who will take responsibility for locking up at the end of the booking.[return to form]

To book or check availability email or call 07582 789406. 50 per cent discount for last minute bookings made with 2 weeks or less to go. Same day bookings under the “Right to Roam” scheme – if a space is available, Mill tenants and cohousing members can use it for a cash contribution of £2.50/hour into the pot provided (in the café) to cover service charges.For room availability see the ‘what’s on’ guide outside the Seminar Room. Please leave the space exactly as you found it or set up for the next event – cleaning materials are in the janitor’s store.