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.

Name
Organisation (if any
Address
Tel no
Email
Event name
Date (s)
Room/s required (see our website for details of the spaces)
NB: Halton Mill is a working community, used for a variety of activities, and we cannot guarantee completely quiet and undisturbed space. The arts and crafts room which is next to the atrium is sometimes used for noisy activities. If you need ensured quiet time for an activity in the Atrium or seminar room, it may be worth your booking the arts and crafts room for the time needed to ensure that it won’t be used for noisy activities.
Event start/finish time
Booking start/finish times (please allow the time you need for setup and takedown). For late night bookings, see notes.
Expected number of participants
Number of chairs needed (see notes)
Layout (theatre/circle/other)
No of tables required (see notes)
Data projector required
y/n
Flip chart required y/n
Public or Private event? (If public, see our ‘online marketing support guide’to find out what help we can give with marketing and other ideas for you – and please fill out the next 3 boxes.)
Title of event for our online calendar and other public calendars (if required)
20 words for additional information for our printed calendars. Include contact details and cost. (if required)
Additional information for our website calendar including links to facebook event or your website if required. You can send this information later by email.
Travel arrangements
Halton Mill is a low carbon venue. We have showers and bike racks for cyclists. Bus times (running Monday to Saturday 7 a.m. to 7 p.m.) can be found here – get off the bus at Halton Memorial – a 12 minute walk to the Mill. We are situated three miles from Lancaster, with a road free level bike track running directly from the railway station/city centre. Please encourage participants to travel by bike or public transport and to share lifts if possible, or arrange pickup at Lancaster Railway Station. We have limited parking spaces on site. For weekend events we can occasionally use the car park of the factory next door.
Next door car park required (if possible?) y/n
If you don’t require catering, bar, staging or other equipment, fill in the payment information below and return the form to Otherwise please complete the second form, below, and return both sections to .
PAYMENT information (prices are at the end of the form. )
External/Mill Tenant/Lancaster Cohousing member? State which.
Invoice required ? y/n – if yes, state contact details if different to above
Total cost
Please pay in advance of your event by BACS transfer (or cash) to get discounted rates. BACS details: account 20304443, Sort Code 086001 using your name and the date of the event as a reference.
(*for repeat bookings, please pay monthly in advance)
Now save the form as a document with your name in the title and return to

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.

COSTS £
Room hire costs carried forward from above:
PA required y/n
Cost £25 for hire / y/n (add £25 in right hand column)
Stage or half stage required at cost of £10? (see notes) / y/n (add £10 in right hand column)
Electrical equipment – if you are bringing electrical equipment please ensure it is pat tested.
I will be bringing elec equipment – y/n and please state what
Licensing and bar information
Halton Mill is licensed for specific activities at specific times, see here for details. Any other activities or any activities taking place outside these times require a temporary event licence, costing £21, which has to be applied for a month in advance of the activity. Please talk to us about this.
We can provide a bar for £10/hour plus £20 setup/takedown fee, to cover bar staff (this fee is not charged for some larger events). If you require a bar, please hire the café meeting space as well as the other rooms you are using.
Do you require a bar? y/n
If yes, please state start/finish times and include cost in right hand column
Catering information
Our non-profit cafe, You Can Flourish, is open Monday to Friday during the daytimes – check for latest times and menus. .
When the café is closed, a range of hot drinks and dairy and non-dairy milks are available for you to make yourselves at a cost of £1.00 per drink. This can be paid in cash on the day by your attendees or added to your invoice. During café opening hours, drinks and snacks can be delivered to your room by the You Can Flourish cafe.
If you require lunch from You Can Flourish café Mon-Fri please contact Linda Smalley in advance, tel 07716 246672 with details of numbers. If your event is in the evening or weekends we have a list of preferred suppliers who can cater for you. Please ask us for details. If you wish to bring in your own food or use a different caterer, please state below as we need to discuss food safety requirements with you prior to the event.
Please ensure that you make arrangements for clearing up after your event and book sufficient take-down time. We can put you in touch with local cleaners if required.
Hot drinks – approx. no.
Hot drinks – pay cash on the day? Or add to total room hire? (if the latter include the cost in right hand column)
Alternative catering arrangements if any
PAYMENT information (see costs at end of form)
External/Mill Tenant/Lancaster Cohousing member? State which
Invoice required ? y/n – if yes, state contact details if not as above
Total cost (include costs for PA, stage, bar, hot drinks if required)
Please pay in advance of your event* by BACS transfer (or cash in order to get discounted rates. BACS details: Green Elephant Coop, Unity Trust Bank; account 20304443, Sort Code 086001 using your name and the date of the event as a reference.
(*for repeat bookings, please pay monthly in advance)
Now please save the form as a document with your name in the title and return to

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]

Halton Mill – Seminar room, Atrium, Café-meeting space and Arts & Craft Room charges
(for the River Room contact Rebecca on 07907374278, for Pura Vida contact 07854844899).
Please note – the fee is the cost in column one: costs in last 3 columns are discounted
COLUMN ONE:
ROOM HIRE CHARGES / Column Two: Discounted rate if paid in advance (external) / Column Three: Discounted rate if paid in advance (Mill tenants). / Column Four:
Discounted rate if paid in advance: (LCH members)
Seminar room only, or Atrium only
1 hour / £15 / £12.00 / £10.00 / £8.00
3 hours / £40 / £30.00 / £25.00 / £20.00
9 am -5 pm or 6pm-midnight / £70 / £50.00 / £40.00 / £35.00
9 am to midnight / £130 / £75.00 / £60.00 / £50.00
Cafe-meeting space only
1 hour / £12 / £10.00 / £8.00 / £6.00
3 hours / £30 / £25.00 / £20.00 / £15.00
9 am -5 pm or 6pm-midnight / £50 / £40.00 / £30.00 / £25.00
9 am to midnight / £80 / £65.00 / £55.00 / £40.00
Seminar room AND atrium
1 hour / £22 / £18.00 / £15.00 / £12.00
3 hours / £60 / £45.00 / £37.50 / £30.00
9 am - 5 pm or 6pm-midnight / £110 / £90.00 / £75.00 / £60.00
9 am to midnight / £165 / £145.00 / £112.50 / £90.00
Seminar room AND cafe-meeting space, or Atrium AND cafe-meeting space
1 hour / £20 / £15.00 / £12.50 / £10.00
3 hours / £45 / £37.50 / £31.25 / £25.00
9 am-6 pm or 6pm-midnight / £90 / £72.50 / £62.50 / £50.00
9 am to midnight / £135 / £112.50 / £93.75 / £75.00
Seminar room AND atrium AND cafe-meeting space
1 hour / £25 / £20.00 / £18.00 / £15.00
3 hours / £60 / £50.00 / £45.00 / £40.00
9 am-5 pm or 6 pm-midnight / £120 / £100.00 / £80.00 / £70.00
9 am to midnight / £180 / £150.00 / £120.00 / £100.00
Whole space for whole weekend, 6 pm Friday to midnight Sunday (does not include unit 1.6)
£350 / £300.00 / £225.00 / £200.00
Arts and Craft room, unit 1.6
Half day minimum hire (up to 4 hours) / £35 / £30 / £25 / £20

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.