Stapleford Cambridge Jubilee Pavilion

Stapleford Jubilee Pavilion

The Stapleford Cambridge Jubilee Pavilion

The Stapleford Jubilee Pavilion is situated on the Stapleford park, the recreation ground, off Haverhill Road/Gog Magog Way. There is a main hall, small hall, kitchen, disabled toilet, officials’ changing room, two team changing rooms and separate toilets.

For sport, there is a cricket table, football pitches and tennis courts. Use of the pitches is through arrangements with the centre manager. The tennis club leases the land from the Council and maintains the courts and organizes its membership.

The small hall holds 20 people for meetings and the main hall holds up to 120 people for a general ‘standing’ function and 100 for seated functions with locking chairs. It can be booked for a wide range of functions including conferences, weddings, adult and children’s parties and general meetings.

There is parking adjacent to the hall for 20 cars and on the edge of the field for another 20 cars. Evening functions should end by 11pm.

How to book the Stapleford Cambridge Jubilee Pavilion

Please find at the bottom of the page the booking forms you require to book events in the Pavilion. They are:

  • Booking form
  • Application for hire of facilities form 
  • Organisers briefing

All booking must be accompanied with all returnable forms signed and correct payment in the form of 2 separate cheques, 1 for £100 damage deposit and one for the booking fee. Failure to provide either at time of enquire will result in an unsecured booking. 

Please note we do not accept provisional bookings. Please make sure you read the T’s & C’s before signing. If you have any queries please do contact us and we will do our best to accommodate. For further information please contact staplefordpavilionbookings@gmail.com

APPLICATION FOR HIRE OF FACILITIES

TERMS & CONDITIONS IN RESPECT OF THE HIRE OF THE JUBILEE PAVILION, GOG MAGOG WAY STAPLEFORD, CAMBRIDGE, CB22 5BQ

1.     Venue Bookings

The bookings of the venue are dealt with on a first -come first-serve basis. A booking form and price list are attached at the end of this form.

Inquiries regarding bookings may be made Monday – Friday 9.ooam – 5.00pm, excluding bank holidays, or by calling the Parish Clerk/ Assistant on   07972 398428  or emailing staplefordparishclerk@gmail.com.

All correspondence by mail should be sent to:

Louise Morgan

Stapleford Parish Council Pavilion Bookings

1 Rowley Mile Stands

Newmarket

CB8 0TF

 

2.     Booking Information

 

The Small Hall Holds 20 people for meeting and the Main Hall holds up to 120 people for a general ‘Standing’ function and 100 for seated functions with locking chairs. It can be booked for a wide range of functions including conferences, adult & children’s parties and for general meetings. There is a car park adjacent to the hall for some 20 cars and on the edge of the field for another 20. Evening functions should be finished by 11.30pm

                  Day rate is charged at 10 hours

                  Payments can be made via, cash, cheque or BACS. Sort:                  Account:

 

General Use

Stapleford             £25 admin charge, which includes 1st Hour            £10 ph/ £150 per day

Residents               of hire

Non- residents    £30 admin charge, which includes 1st Hour            £15 ph/ £200 per day

Commercial Use

All Categories      £50 admin charge, which includes 1st hour             £40 ph/ £400 per day     

Sports Club

Cricket is organised through Stapleford & Shelford CC

Football is organised through Stapleford Club

External Clubs                                                                                                                £75 per session

 

3.     Terms and Conditions of Hire

Booking requirements and Charges:

1.     Affiliated Stapleford organisations will have priority use as long as the booking is made          well in advance.

2.    All hirers must act with courtesy to the Stapleford Community.

3.    All bookings must be made through the Parish Council and accompanied with all the    correct supporting documents (risk assessment and insurance) and deposit. Failure to do so will result in no booking.

4.    Discounts for block bookings or regular bookings may be available upon use of the venues for a period of six months, subject to the discretion for the Parish Council. 

5.    The hirer is responsible for all the conditions of hire.

6.    Stapleford Parish Council reserve the right to refuse hire, or may cancel with or without any agreed hire, if in their opinion, such use could be detrimental to the fabric of the building or its fixtures, fitting, contents of be contrary to the principles of use which the premises is intended.

7.   Under no circumstances is the booking or Pavilion to be sub-letted to a 3rd party.

8.   Applications for hire of the hall shall not be accepted from persons under the age of 18 years.

9.    A separate booking form shall be completed and submitted for each booking.

10.  ALL cancellations made less than 7 working days prior to the booking date are liable for a cancellation charge.

11.  Applications submitted which includes the selling of alcohol must conform with the following terms & conditions of hire:

 

a.     Applicants selling alcohol at the function are required to obtain a TENS Licence

b.     The Original and a copy must be submitted with the application form.

c.     The hirer must display the original TENS Licence prior to the function taking place.

d.     Applicants shall be aware that at the functions serving alcohol is at no charge and must be served from the Kitchen area ONLY.

e.     Subjects to these conditions, hirers shall be aware that spot checks will be carried out by Stapleford Parish Council.

12.   Hirers will be held liable for any damages to the building, furniture or other property that is caused due to this hiring. A claim for repair or replacement of such buildings, furniture or other property will be made. Please report all damages in writing to the Council.


13.   No signage or posters are to be erected internally or externally to the building. Notices and decorations may only be affixed to designated notice boards. Any damaged caused by unapproved signage or notices will be deducted from the damage deposit. Only approved internal decorations by prior consent of the Council may be used in conjunction with non-damaging fixing e.g “White Tac”.

14.   The Pavilion and immediate surrounding area are to be left in the condition in which they were found. All rubbish is to be removed and equipment tidied away. The kitchen area is to be cleaned including all cutlery and china. Any food brought on site is to be removed by the end of the event. Failure to do so will result in extra charges.  

15.   In the case that the venue is left in an untidy/unclean state or if any damage has been caused. Any costs incurred by Stapleford Parish Council for repair of cleaning, shall be charged to the customer and shall be deducted from the damage deposit.

16.   All events will end by 11.30pm

17.   The use of smoke cans / machines is strictly forbidden.

18.   Strictly NO SMOKING in or immediately outside the building

19.   Groups involving children and vulnerable adults must submit their DBS and Child Protection Policy at time of booking. Stapleford Parish Council reserves the right to see these documents at any time.

20.   It is the responsibility of the hirer to ensure that all lights and electrical appliances are switched off, taps are turned off in the kitchen and toilet areas and kitchen facilities are properly cleaned prior to vacating the premises.

21.   No external door keys will be given to the hirers and access will be arranged with the Caretaker and or Clerk. For regular hirers, a nominated member will be given a key and will take responsibility for all activities under the name of the group. A second person should be named in case of illness. The key holder will be responsible for the all external doors being locked and securely fastened.

22.   Hirers and organisers of events are responsible for ensuring that the noise level of their function is such that it does not interfere with other activities within the building nor cause inconvenience for the occupiers or nearby houses and property. In all cases hirers should avoid undue noise on arrive and departure. Amplified music is strictly forbidden.

23.   Ensure the curtains are not drawn across the fire doors. Please note that the curtains on the 2 outer windows sections are ONE curtain and can only be pulled one way. Opening and closing of the curtains are to be done by hand. BE GENTLE. Please leave the blinds in place, tilt or close as required. If the small windows are opened please retract the blinds (they divide in the centre) to allow airflow.

 

 

Stapleford parish Council reserves that right to cancel bookings at any time before the proposed event and reserved the right to close, prohibit or limit the use for the facilities, entirely at its discretion, at any time. Stapleford Parish Council will not be liable for any loss or expenditure incurred by or on behalf of the hirer or on behalf of any other person arising from the exercise of this discretion, or for the cancellation of any booking, for any reason. 

 

 

 


 

I confirm that I have received and understood the Fire and Health & Safety briefing given to me and I adhere to the points raised under my responsibility.

 

Event Title:                                                                                                                                                                            

 

Company or Organiser’s Name:                                                                                                                                

 

Signature:                                                                                                       Date:                                                           

 

Stapleford Parish Clerk/Assistant:                                                                                                                           

 

 

 

 


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