Newsletter Archives
Newsletter no. 7 - 26th November 2016
Despite reduced funds following the Clock Tower project, quite a bit has happened since the last newsletter in August and I would like to thank those of you who have supported our fundraising efforts and continue to use the halls for your own events.
The following improvements have been made since August:
We thank the Goring & District Twinning Association for financing the PA and Floodlight projects.
There are a number of laminated notices kept next to the Belleme Room entrance for anyone to make use of. If there are any others that you might like please let me know and they will be produced and included in the rack.
Following an incident requiring an ambulance the GVH Contacts notices in each room have been updated to include the postcode in larger lettering so that it is easy to find.
Please can I remind you all that the T&C's (yes I know they are long and painful) are there for your protection as well as ours. They have just been fully updated. Please make sure that you are familiar with the revised contents and please make use of the one page Hirers Checklist that you can download from our website.
Our Fundraising continues with the Christmas Food and Local Produce Fair on Saturday 3rd December. In the New Year we are planning a Barn Dance (11th February) and a Murder Mystery (tbc).
If you have any questions or suggestions on how we can make the Halls even better please email goringvillagehall@gmail.com and I will respond as quickly as possible.
The following improvements have been made since August:
- Side path and patio pressure cleaned following the pollarding of the adjacent lime trees.
- Paving outside the side Fire Exit altered. All three rooms now have level access for standard wheelchairs.
- Roman Blinds fitted to the Belleme Room.
- Infinity Broadband issues resolved (we hope).
- Public Address system extended to cover the Belleme & Garden Rooms. All rooms can now be controlled independently but there is only one input source at present. We see this as being useful for large events such as the Craft and Food Fairs.
- Projection Screen replacement. We now have a much larger electrically operated screen above the stage and a new soft retract screen in the Belleme Room. We thank GADFAS, U3A and GGLHS for financially supporting this project.
- An external floodlight has been added to the front to the building controlled using a timed and light sensitive device to minimise any effect on our neighbours. The switch and timer are to the left of the main doors.
We thank the Goring & District Twinning Association for financing the PA and Floodlight projects.
There are a number of laminated notices kept next to the Belleme Room entrance for anyone to make use of. If there are any others that you might like please let me know and they will be produced and included in the rack.
Following an incident requiring an ambulance the GVH Contacts notices in each room have been updated to include the postcode in larger lettering so that it is easy to find.
Please can I remind you all that the T&C's (yes I know they are long and painful) are there for your protection as well as ours. They have just been fully updated. Please make sure that you are familiar with the revised contents and please make use of the one page Hirers Checklist that you can download from our website.
Our Fundraising continues with the Christmas Food and Local Produce Fair on Saturday 3rd December. In the New Year we are planning a Barn Dance (11th February) and a Murder Mystery (tbc).
If you have any questions or suggestions on how we can make the Halls even better please email goringvillagehall@gmail.com and I will respond as quickly as possible.
Newsletter no. 6 - 25th August 2016
It's been over seven months since I sent out a newsletter and a lot has happened during that period. This and previous Newsletters can be found on our website under News
The Redecoration Project was completed successfully and the new picture rails seem to be working well for hanging notices and posters etc.
You can request hooks from the Caretaker (no on the notice board)
The Trustees have deliberately kept wall adornments to a minimum to try and ensure that the rooms are all fresh and uncluttered.
The Energy Project is also complete so all rooms now use LED or low energy bulbs and most of the lamps are controlled by press & hold or rotating dimmer switches. If anyone would like a teach-in on how to get the best out of the lighting systems to suit their event please let us know.
The Clock Tower Refurbishment, which took over eight months to complete is now finished. The final cost was in excess of £39k so we have a long way to go to replenish our reserves. There will be several fundraising events over the next few months. See below and our Fundraising Page for more details.
Hall Access
While the clock tower was shrouded in scaffolding entry to the Garden Room was moved to the other access doors. Now that the scaffolding is gone the access is back to normal, via the path to the right of the main entrance. Additional lighting has been installed to make this safer. The door from the Garden Room to the Toilet Corridor will be kept locked when the room is not in use.
Following a request from MIGGS the paving to the Main Hall fire exit close to the stage will be altered to allow level access for normal sized wheelchairs and buggies. I will let you know when this has been done.
Our neighbour at Grahamsfield are planning to have the trees that run along the boundary pollarded in the next few weeks. It may be necessary to close the pathway for the duration of the work. If this is so, I will let Garden Room and Main Hall users know if they will be effected and make alternative access arrangements with them.
Wi-Fi
BT Infinity Broadband was installed in January. Since then we have been battling with BT who seem unable to accept a Direct Debit mandate from our Treasurer so we have been cut of several times, the latest being last week. Hopefully this will be resolved shortly but please bear this in mind if you are planning an event that relies on the internet and make sure that you have a plan B.
Future Projects
Although it will not be possible to embark on any major projects before the reserves have been replenished (don't worry, we are not planning to increase charges at the moment) the next area for attention is the Stage and it's surrounds. This will include, among other things) curtains, projection screens, new ring main, lighting (both ambient and for productions), scenery flats, decoration, storage. If any of you have a view on ways that the stage area should be improved, please do let me know so that we can consider everything in one go.
If there is anything else that you feel is lacking, or needs fixing, please do get in touch.
It is best to email to goringvillagehall@gmail.com so that I get the mail direct.
Fundraising
The following Fundraising Events are planned:
Inside Story of the Clock Tower - Illustrated Talk - Thursday 8th September - 19:30 for 20:00 Entry £5 (to include drink). Bar & snacks available. Exhibition of photos taken during the project.
Coffee, Cake & Chocolates - Thursday 13th October - 10:30 to 12:00
Quiz Night - Saturday 22nd October
Fashion Show with Ruby Pepper - Thursday 27th October
Food & Festive Produce Fair - Saturday 3rd December
Barn Dance - Saturday 11th February 2017
Please let members of your friends, organisations and groups know about these events.
The Redecoration Project was completed successfully and the new picture rails seem to be working well for hanging notices and posters etc.
You can request hooks from the Caretaker (no on the notice board)
The Trustees have deliberately kept wall adornments to a minimum to try and ensure that the rooms are all fresh and uncluttered.
The Energy Project is also complete so all rooms now use LED or low energy bulbs and most of the lamps are controlled by press & hold or rotating dimmer switches. If anyone would like a teach-in on how to get the best out of the lighting systems to suit their event please let us know.
The Clock Tower Refurbishment, which took over eight months to complete is now finished. The final cost was in excess of £39k so we have a long way to go to replenish our reserves. There will be several fundraising events over the next few months. See below and our Fundraising Page for more details.
Hall Access
While the clock tower was shrouded in scaffolding entry to the Garden Room was moved to the other access doors. Now that the scaffolding is gone the access is back to normal, via the path to the right of the main entrance. Additional lighting has been installed to make this safer. The door from the Garden Room to the Toilet Corridor will be kept locked when the room is not in use.
Following a request from MIGGS the paving to the Main Hall fire exit close to the stage will be altered to allow level access for normal sized wheelchairs and buggies. I will let you know when this has been done.
Our neighbour at Grahamsfield are planning to have the trees that run along the boundary pollarded in the next few weeks. It may be necessary to close the pathway for the duration of the work. If this is so, I will let Garden Room and Main Hall users know if they will be effected and make alternative access arrangements with them.
Wi-Fi
BT Infinity Broadband was installed in January. Since then we have been battling with BT who seem unable to accept a Direct Debit mandate from our Treasurer so we have been cut of several times, the latest being last week. Hopefully this will be resolved shortly but please bear this in mind if you are planning an event that relies on the internet and make sure that you have a plan B.
Future Projects
Although it will not be possible to embark on any major projects before the reserves have been replenished (don't worry, we are not planning to increase charges at the moment) the next area for attention is the Stage and it's surrounds. This will include, among other things) curtains, projection screens, new ring main, lighting (both ambient and for productions), scenery flats, decoration, storage. If any of you have a view on ways that the stage area should be improved, please do let me know so that we can consider everything in one go.
If there is anything else that you feel is lacking, or needs fixing, please do get in touch.
It is best to email to goringvillagehall@gmail.com so that I get the mail direct.
Fundraising
The following Fundraising Events are planned:
Inside Story of the Clock Tower - Illustrated Talk - Thursday 8th September - 19:30 for 20:00 Entry £5 (to include drink). Bar & snacks available. Exhibition of photos taken during the project.
Coffee, Cake & Chocolates - Thursday 13th October - 10:30 to 12:00
Quiz Night - Saturday 22nd October
Fashion Show with Ruby Pepper - Thursday 27th October
Food & Festive Produce Fair - Saturday 3rd December
Barn Dance - Saturday 11th February 2017
Please let members of your friends, organisations and groups know about these events.
Newsletter no. 5 - 5th January 2016
This is our fifth Newsletter which I hope you will find useful.
This and previous Newsletters can be found on our website under News
Redecoration Project
The decorators are very busy and the halls are beginning to look very nice indeed!
There are some photographs of the progress on our website here
After 7th January users will not be allowed to attach anything to the walls using sellotape, blue-tac or other sticky substance. They will ONLY be allowed to use the new picture rail. Hooks are available from the caretaker on request. These are FREE for you to keep so that they can be attached to any regularly hung boards and notices on a permanent basis. The hooks will also work to hang items from the cross bars. Our Terms and Conditions will be updated to include this and the penalties for offenders.
Makeshift hooks will not be permitted.
The halls will be inspected after any major events and parties to ensure that hirers comply with the above conditions.
WiFi
BT Infinity WiFi has now been installed.
A maximum of 12 devices can be accommodated at any one time.
A permanent electrical supply for the router still needs to be installed therefore, for the time being, this will only be available on request.
Clock Tower Refurbishment
You will by now have noticed the scaffolding surrounding the clock tower. This is keeping the weather out and has allowed several local tradesmen to inspect the structure and provide us with quotes.
The scope of works will include:
Fundraising Appeal
The Christmas Food Fair raised over £1000.
Goring Gap Local History Society have generously donated £150 from their funds, for which we thank them.
Clock Tower Notelets are still available from Jacks, The Miller and Inspiration. 10 cards for £4.00. Please do buy a pack if you haven't already.
The Committee are now embarking on a major fundraising programme. To start things off here are two events for your diaries and we would be grateful if you could share the details with family, friends and club members.
Look out for more details and other events in the GGN and on our website under Fundraising
Please do let us have any feedback on anything, good or bad.
Happy New Year to you all.
This and previous Newsletters can be found on our website under News
Redecoration Project
The decorators are very busy and the halls are beginning to look very nice indeed!
There are some photographs of the progress on our website here
After 7th January users will not be allowed to attach anything to the walls using sellotape, blue-tac or other sticky substance. They will ONLY be allowed to use the new picture rail. Hooks are available from the caretaker on request. These are FREE for you to keep so that they can be attached to any regularly hung boards and notices on a permanent basis. The hooks will also work to hang items from the cross bars. Our Terms and Conditions will be updated to include this and the penalties for offenders.
Makeshift hooks will not be permitted.
The halls will be inspected after any major events and parties to ensure that hirers comply with the above conditions.
WiFi
BT Infinity WiFi has now been installed.
A maximum of 12 devices can be accommodated at any one time.
A permanent electrical supply for the router still needs to be installed therefore, for the time being, this will only be available on request.
Clock Tower Refurbishment
You will by now have noticed the scaffolding surrounding the clock tower. This is keeping the weather out and has allowed several local tradesmen to inspect the structure and provide us with quotes.
The scope of works will include:
- Removal of the existing lead to allow carpenters to assess any work to be done to the wooden structure - Programmed for February
- Removal and refurbishment of the clock faces, hands and lettering
- Repairs to the wood including new finials
- Removal and rehanging of some vertical tiling
- Complete new lead covering using traditional methods
- Re-guilding of the Weather Vanes
- Remedial work to the roof
Fundraising Appeal
The Christmas Food Fair raised over £1000.
Goring Gap Local History Society have generously donated £150 from their funds, for which we thank them.
Clock Tower Notelets are still available from Jacks, The Miller and Inspiration. 10 cards for £4.00. Please do buy a pack if you haven't already.
The Committee are now embarking on a major fundraising programme. To start things off here are two events for your diaries and we would be grateful if you could share the details with family, friends and club members.
- A Barn Dance to The Aldbrickham Band on Saturday 13th February - includes a hot supper and licensed bar. Proceeds will be shared with the Sierra Leone appeal. More information can be found here
- The Mysteries and special guests will entertain on Saturday 19th March. Details to follow on the website.
Look out for more details and other events in the GGN and on our website under Fundraising
Please do let us have any feedback on anything, good or bad.
Happy New Year to you all.
Newsletter no. 4 - 24th November 2015
Dear Hall User
This is our fourth newsletter since we adopted the Hallmaster booking system and I am pleased to report that Bill Norman has slotted into the role of Bookings Secretary very well from both ours and his points of view.
Booking System
I'm not going to mention the Hallmaster upgrade except to say that they have asked us what features we would like. Fingers crossed for a nice Christmas present from them!
Hall Improvements
I promised to keep you all informed about improvements to the Hall facilities so this is a general update, some of which may have been said before, but I think it worth including for the benefit of any new users.
The Committee have applied for grants to enable us to complete all the items on the Energy Audit Report carried out in 2013. This includes the replacement of the remaining metal or wooden windows, the upgrading of all remaining lighting to LED, updating the external lighting, installing water saving devices and insulation of the loft spaces. Unfortunately we will not have a decision on whether this is successful, though we are confident that it will be granted, until mid December. Therefore we will not be able to put the work in hand until sometime in late January or very soon after.
Redecoration Project
This is now underway.
The vine eyes all around the Main Hall have been removed, as have the redundant window pulley boxes, in readiness for plastering / hole filling. Some other 'adornments' may be taken down over the next month as will many nails and 'unauthorised fixings'.
A picture rail has been installed in the Main Hall today and the Belleme Room will receive similar in the next week or so. This will allow users to hook banners, notices, bunting, decorations etc. pretty much anywhere around the rooms without damaging the walls or paintwork.
After 11th January users will not be allowed to attach anything to the walls using sellotape, blue-tac or other sticky substance. They will ONLY be allowed to use the picture rail. Hooks will be available from the caretaker on request, for return after use, OR users may use their own hooks which are available at Goring Hardware and on-line. Makeshift hooks will not be permitted.
There are a few other minor things to be made good around the halls so that the decorators can start work on 30th December. As I said in my previous newsletter the halls will be closed from Christmas Day until Monday 11th January, save for Jazz on Friday 8th and Wine Society on Saturday 9th.
WiFi
Phil Robson has secured a good deal with BT to install a new phone line and hitch the hall up to the new Ultra Fast Broad Band. The expenditure has been approved by the Committee. Initially the router will be located in the Main Hall while we test its range. If necessary we will extend the network to individual rooms but we are hopeful that this will not be necessary. The capacity will be for up to 15 devices at any one time. The Committee will require one or two of these for heating controls, so the reality is 13 for public use during meetings. The hall will also have a TV license in case someone wants to stream live TV or inadvertently watches a programme on a laptop.
We will let you know when the WiFi has been installed.
Clock Tower Refurbishment Appeal
Most of you will be aware from the recent GGN article that the Committee have launched a Clock Tower Refurbishment Appeal. We have discovered a serious leak which appears to result from the lead covering failing after 90 years service. It probably needs to be replaced.
We are pleased to report that Goring Parish Council have 'agreed to endorse the Village Hall's request for application for S.106 monies for two projects' If successful this will enable the tower to be assessed and protected but we will need a lot more money to carry out the work.
On 2nd December scaffolders will begin erecting a platform and protective structure around the tower. This will bridge the pathway to the right of the main hall. Additional automatic lighting and protective measures will be put in place. The scaffolding is initially to prevent further water ingress and to allow leadworkers and carpenters to get close to the structure in order assess what work needs to be done to refurbish it. We will also take the opportunity to refurbish the clock faces and align the hands.
The access to the scaffolding for workers will be via the path to the Garden Room so there will be times when this access route will be closed. We are investigating whether it is possible to put a temporary gate in the fence beside the patio and access the Garden Room via the other path. We will be in direct contact with any Garden Room hirer regarding alternative access arrangements during working hours.
If anyone would like to assist with the appeal in any way, albeit helping at a fundraising event or a direct donation, please let me know.
You can find more information about the appeal on our website under Fundraising.
This is our fourth newsletter since we adopted the Hallmaster booking system and I am pleased to report that Bill Norman has slotted into the role of Bookings Secretary very well from both ours and his points of view.
Booking System
I'm not going to mention the Hallmaster upgrade except to say that they have asked us what features we would like. Fingers crossed for a nice Christmas present from them!
Hall Improvements
I promised to keep you all informed about improvements to the Hall facilities so this is a general update, some of which may have been said before, but I think it worth including for the benefit of any new users.
The Committee have applied for grants to enable us to complete all the items on the Energy Audit Report carried out in 2013. This includes the replacement of the remaining metal or wooden windows, the upgrading of all remaining lighting to LED, updating the external lighting, installing water saving devices and insulation of the loft spaces. Unfortunately we will not have a decision on whether this is successful, though we are confident that it will be granted, until mid December. Therefore we will not be able to put the work in hand until sometime in late January or very soon after.
Redecoration Project
This is now underway.
The vine eyes all around the Main Hall have been removed, as have the redundant window pulley boxes, in readiness for plastering / hole filling. Some other 'adornments' may be taken down over the next month as will many nails and 'unauthorised fixings'.
A picture rail has been installed in the Main Hall today and the Belleme Room will receive similar in the next week or so. This will allow users to hook banners, notices, bunting, decorations etc. pretty much anywhere around the rooms without damaging the walls or paintwork.
After 11th January users will not be allowed to attach anything to the walls using sellotape, blue-tac or other sticky substance. They will ONLY be allowed to use the picture rail. Hooks will be available from the caretaker on request, for return after use, OR users may use their own hooks which are available at Goring Hardware and on-line. Makeshift hooks will not be permitted.
There are a few other minor things to be made good around the halls so that the decorators can start work on 30th December. As I said in my previous newsletter the halls will be closed from Christmas Day until Monday 11th January, save for Jazz on Friday 8th and Wine Society on Saturday 9th.
WiFi
Phil Robson has secured a good deal with BT to install a new phone line and hitch the hall up to the new Ultra Fast Broad Band. The expenditure has been approved by the Committee. Initially the router will be located in the Main Hall while we test its range. If necessary we will extend the network to individual rooms but we are hopeful that this will not be necessary. The capacity will be for up to 15 devices at any one time. The Committee will require one or two of these for heating controls, so the reality is 13 for public use during meetings. The hall will also have a TV license in case someone wants to stream live TV or inadvertently watches a programme on a laptop.
We will let you know when the WiFi has been installed.
Clock Tower Refurbishment Appeal
Most of you will be aware from the recent GGN article that the Committee have launched a Clock Tower Refurbishment Appeal. We have discovered a serious leak which appears to result from the lead covering failing after 90 years service. It probably needs to be replaced.
We are pleased to report that Goring Parish Council have 'agreed to endorse the Village Hall's request for application for S.106 monies for two projects' If successful this will enable the tower to be assessed and protected but we will need a lot more money to carry out the work.
On 2nd December scaffolders will begin erecting a platform and protective structure around the tower. This will bridge the pathway to the right of the main hall. Additional automatic lighting and protective measures will be put in place. The scaffolding is initially to prevent further water ingress and to allow leadworkers and carpenters to get close to the structure in order assess what work needs to be done to refurbish it. We will also take the opportunity to refurbish the clock faces and align the hands.
The access to the scaffolding for workers will be via the path to the Garden Room so there will be times when this access route will be closed. We are investigating whether it is possible to put a temporary gate in the fence beside the patio and access the Garden Room via the other path. We will be in direct contact with any Garden Room hirer regarding alternative access arrangements during working hours.
If anyone would like to assist with the appeal in any way, albeit helping at a fundraising event or a direct donation, please let me know.
You can find more information about the appeal on our website under Fundraising.
Newsletter no. 3 - 29th September 2015
Dear Village Hall Users and Treasurers
My apologies for the length of this newsletter.
It has been some time since I sent you news of the halls and progress on our improvement plans in fact looking back the last one was sent in May and a lot has happened since then with more planned.
This newsletter contains some important information, so please do take the time to read it through.
Firstly the Trustees appointed me as their Chairman at the Committee Meeting on 9th September.
Booking System
Booking Secretary
The Trustees have appointed Bill Norman, a recent retiree, as Booking Secretary to manage bookings, invoices and hall viewings.
Bill started training on Monday 28th September and I am confident that he will quickly get to know you and will give you all the information and help that you need.
Bill will be using the email address below, so you can continue with any correspondence unhindered.
I will be looking after bookings when Bill is away and will be typing the regular newsletters, so you haven't heard the last from me yet!
Bill's contact details are:
T: 01491 872827
M: 07867 330974
E: gvhallbookings@gmail.com
Hallmaster upgrade
Hallmaster are right at the end of testing their new system, so we will be launching it shortly.
For the time being, for various reasons, we have decided NOT to allow hirers to input bookings themselves but you will be able to view the diary in real time to check availability before sending in your booking. You will receive an email when we are about to switch over.
Booking Information
When you make a new booking it is essential that you send us ALL the information requested on the Booking page of the website. We can't view an old booking and make a new one at the same time so spend far too much time trying to work out what times and rooms you booked last time, and what your address and phone numbers are. This is when mistakes are made, so please help us to get it right first time.
In future if we don't have all the information in the first place we will be returning your mail and asking you to provide what we need which might delay things. It may even result in someone else getting their booking processed first and you might miss out.
When you receive your Confirmation and Invoice please check both thoroughly and let us know if anything is not quite right so that we can correct it quickly.
Changing a booking
If you email about changing a booking it is essential that you say what your original booking was for. With over 1100 bookings in the system we can't remember everyone and who booked what. Please note that we now charge for making changes to a confirmed booking. This is because changes nearly always take longer than setting up a new booking from scratch. Full details of the charges are on the Booking Fees & Terms page
Terms & Conditions
It is an implied condition of your contract that you have read the latest T&C's on the website. There have been a few changes made recently that you may not be aware of. Please can I ask you all to read the T&C's now by clicking the link above.
Invoices
The system seems to be working well, but it is manually managed this end.
Some of you forget to include the invoice number with your payment, both on cheques and BACS, which makes matching them up tedious. Please try and pay promptly.
Licensing
Alcohol
We no longer need to collect License forms from hirers but we must know whether you are selling and consuming, or just consuming alcohol so that the details are collected within Hallmaster.
Music
The Performing Rights Society collect their fees by charging us 2% of our annual turnover because we don't know precisely which events have music played and which do not.
It is now a question on the booking form and must be filled in please. Then we can challenge the charge and only pay the fee for the events that have actually used the license. There is no cost to you, but there is to us.
I also remind those of you who organised paid events that the ticked price must be less than £20.00
If you charge £20.00 or above the PRS may bill you for additional license charges.
Any additional amount is payable by you and is not the responsibility of the GVH Trustees.
Copies of the Licenses are on the notice board in the Belleme Room
Hall Improvements
Lighting
Most of you know about the Main Hall lighting by now, but if you don't it is all LED and dimmable. The switches are in a more useful position next to the Belleme Room doors. There are additional main switches on the Stage and beside the Main Hall Doors, also with dimming functionality. They are clearly labelled with what each one does, but I do suggest that whoever controls lighting at your events familiarises themselves with what each switch does before your class or event begins.
The Stage and it's surround have also been fitted with new LED lights that are much brighter than the old strip lights. Switching has also been improved to give better control and individual zones.
Can I remind you that some of the external lighting needs to be switched on and off by the hirer. This applies to the lights on the front of the Hall facing the road. During the dark evenings it is essential that the lights are used to ensure the safety people attending your events.
The Belleme Room, Kitchen, Toilets and exterior lights will be upgraded to LED's before Christmas to include more sensors.
Main Hall Windows
These high level windows replaced last year have opening sashes that are solar powered controlled by the zappers fixed to the walls on both sides of the hall. Clear instructions are beside each zapper. Please ensure that you close the windows at the end of your event.
Insulation
The remaining metal and wooden windows in the Belleme Room and Kitchen will all be replaced before Christmas and all the loft spaces will have 300mm of additional insulation added early in the New Year.
Decoration
All rooms will be redecorated immediately after Christmas and the Hall is completely closed for bookings between Christmas Day and Monday 11th January, except for The Gap Gig Jazz on Friday 8th.
We will be doing some preparatory works in the next few months, so please bear with us if the rooms are not quite up to scratch. I assure you that they will be fab-u-lous when the painters have finished.
New curtains will be put up during January.
Faults Book
There is a new book hanging beside the Belleme Room door. Please report any faults or maintenance issues here, or email goringvillagehall@gmail.com so that we can rectify the issue as soon as possible.
Baby Changing
We have installed a baby changing unit in the disabled toilet. It is essential that parents bring their own disposables AND take all used items away. Obviously nappers and other items must not be put down the toilets.
Lost Property
There is a box of lost property on the rear of the stage. If you have left anything in the hall recently it may well be in the box. We will shortly be disposing of anything that has been there for over a month.
Feedback
Please do let us have your feedback, good or not so good, so that we can take the appropriate action.
Many thanks
Regards
Bernard Novell
Chairman
On behalf of the Goring Village Hall Management Committee
My apologies for the length of this newsletter.
It has been some time since I sent you news of the halls and progress on our improvement plans in fact looking back the last one was sent in May and a lot has happened since then with more planned.
This newsletter contains some important information, so please do take the time to read it through.
Firstly the Trustees appointed me as their Chairman at the Committee Meeting on 9th September.
Booking System
Booking Secretary
The Trustees have appointed Bill Norman, a recent retiree, as Booking Secretary to manage bookings, invoices and hall viewings.
Bill started training on Monday 28th September and I am confident that he will quickly get to know you and will give you all the information and help that you need.
Bill will be using the email address below, so you can continue with any correspondence unhindered.
I will be looking after bookings when Bill is away and will be typing the regular newsletters, so you haven't heard the last from me yet!
Bill's contact details are:
T: 01491 872827
M: 07867 330974
E: gvhallbookings@gmail.com
Hallmaster upgrade
Hallmaster are right at the end of testing their new system, so we will be launching it shortly.
For the time being, for various reasons, we have decided NOT to allow hirers to input bookings themselves but you will be able to view the diary in real time to check availability before sending in your booking. You will receive an email when we are about to switch over.
Booking Information
When you make a new booking it is essential that you send us ALL the information requested on the Booking page of the website. We can't view an old booking and make a new one at the same time so spend far too much time trying to work out what times and rooms you booked last time, and what your address and phone numbers are. This is when mistakes are made, so please help us to get it right first time.
In future if we don't have all the information in the first place we will be returning your mail and asking you to provide what we need which might delay things. It may even result in someone else getting their booking processed first and you might miss out.
When you receive your Confirmation and Invoice please check both thoroughly and let us know if anything is not quite right so that we can correct it quickly.
Changing a booking
If you email about changing a booking it is essential that you say what your original booking was for. With over 1100 bookings in the system we can't remember everyone and who booked what. Please note that we now charge for making changes to a confirmed booking. This is because changes nearly always take longer than setting up a new booking from scratch. Full details of the charges are on the Booking Fees & Terms page
Terms & Conditions
It is an implied condition of your contract that you have read the latest T&C's on the website. There have been a few changes made recently that you may not be aware of. Please can I ask you all to read the T&C's now by clicking the link above.
Invoices
The system seems to be working well, but it is manually managed this end.
Some of you forget to include the invoice number with your payment, both on cheques and BACS, which makes matching them up tedious. Please try and pay promptly.
Licensing
Alcohol
We no longer need to collect License forms from hirers but we must know whether you are selling and consuming, or just consuming alcohol so that the details are collected within Hallmaster.
Music
The Performing Rights Society collect their fees by charging us 2% of our annual turnover because we don't know precisely which events have music played and which do not.
It is now a question on the booking form and must be filled in please. Then we can challenge the charge and only pay the fee for the events that have actually used the license. There is no cost to you, but there is to us.
I also remind those of you who organised paid events that the ticked price must be less than £20.00
If you charge £20.00 or above the PRS may bill you for additional license charges.
Any additional amount is payable by you and is not the responsibility of the GVH Trustees.
Copies of the Licenses are on the notice board in the Belleme Room
Hall Improvements
Lighting
Most of you know about the Main Hall lighting by now, but if you don't it is all LED and dimmable. The switches are in a more useful position next to the Belleme Room doors. There are additional main switches on the Stage and beside the Main Hall Doors, also with dimming functionality. They are clearly labelled with what each one does, but I do suggest that whoever controls lighting at your events familiarises themselves with what each switch does before your class or event begins.
The Stage and it's surround have also been fitted with new LED lights that are much brighter than the old strip lights. Switching has also been improved to give better control and individual zones.
Can I remind you that some of the external lighting needs to be switched on and off by the hirer. This applies to the lights on the front of the Hall facing the road. During the dark evenings it is essential that the lights are used to ensure the safety people attending your events.
The Belleme Room, Kitchen, Toilets and exterior lights will be upgraded to LED's before Christmas to include more sensors.
Main Hall Windows
These high level windows replaced last year have opening sashes that are solar powered controlled by the zappers fixed to the walls on both sides of the hall. Clear instructions are beside each zapper. Please ensure that you close the windows at the end of your event.
Insulation
The remaining metal and wooden windows in the Belleme Room and Kitchen will all be replaced before Christmas and all the loft spaces will have 300mm of additional insulation added early in the New Year.
Decoration
All rooms will be redecorated immediately after Christmas and the Hall is completely closed for bookings between Christmas Day and Monday 11th January, except for The Gap Gig Jazz on Friday 8th.
We will be doing some preparatory works in the next few months, so please bear with us if the rooms are not quite up to scratch. I assure you that they will be fab-u-lous when the painters have finished.
New curtains will be put up during January.
Faults Book
There is a new book hanging beside the Belleme Room door. Please report any faults or maintenance issues here, or email goringvillagehall@gmail.com so that we can rectify the issue as soon as possible.
Baby Changing
We have installed a baby changing unit in the disabled toilet. It is essential that parents bring their own disposables AND take all used items away. Obviously nappers and other items must not be put down the toilets.
Lost Property
There is a box of lost property on the rear of the stage. If you have left anything in the hall recently it may well be in the box. We will shortly be disposing of anything that has been there for over a month.
Feedback
Please do let us have your feedback, good or not so good, so that we can take the appropriate action.
Many thanks
Regards
Bernard Novell
Chairman
On behalf of the Goring Village Hall Management Committee
Newsletter no. 2 - 21st May 2015
On line system
I was hoping that by now we could switch to the new booking system proper, but they are still finalising the upgrade with no predicted launch detain the offing. So we carry on as normal.
Booking Office Closed
I am going on holiday from 23rd May to 7th June (inclusive) so the full interim booking arrangements will be suspended during that time. The email system will carry an 'Out of Office' message telling you who to call for URGENT enquiries (definition below).
If you have an urgent need to book AND USE a hall between the dates that I am away you can call Linda Palmer on 01491 01491 873689 who has access to the diary and can authorise you to use the hall. I will add the booking and invoice you upon my return. Please DO NOT call Linda if you want to make a booking to use a hall after 8th June.
If you want to enquire about availability later in June or later in the year, and don't need an immediate response, please send an email to this address and I will deal with it in strict date order on my return. Do call Linda if you want to check a date in June so that you can send in your booking (see Booking Page for instructions) for urgent processing. Please mark it URGENT if need be.
Invoices
Some of you will have received invoices recently for interim payments. I apologise that some were a little later than planned. I have now sent all the invoices for the next period so we are up to date.
I will be asking some monthly payers to move to quarterly payments shortly as I am discovering that monthly invoicing for small amounts is very time consuming and not cost effective.
Please make sure that you include a copy of the invoice with your cheque OR simply write the full invoice number on the back so that I can find and process your payment quickly. BACS payers please ensure that you include the number in your reference.
Licensing
I am pleased to report that our Alcohol and Performing Rights Licences have both been renewed and that there will be no increase in charges required. It is important that you fill in the License Application Form if you are booking an event with an Alcohol sale or consumption requirement. The form can be dropped into Inspiration for my attention or you can sign, scan and email it to me.
Feedback
We welcome feedback, both negative and positive. Please send to the main email address
Please do fill in the faults book in the Belleme Room if you find something not working or have a suggestion.
I was hoping that by now we could switch to the new booking system proper, but they are still finalising the upgrade with no predicted launch detain the offing. So we carry on as normal.
Booking Office Closed
I am going on holiday from 23rd May to 7th June (inclusive) so the full interim booking arrangements will be suspended during that time. The email system will carry an 'Out of Office' message telling you who to call for URGENT enquiries (definition below).
If you have an urgent need to book AND USE a hall between the dates that I am away you can call Linda Palmer on 01491 01491 873689 who has access to the diary and can authorise you to use the hall. I will add the booking and invoice you upon my return. Please DO NOT call Linda if you want to make a booking to use a hall after 8th June.
If you want to enquire about availability later in June or later in the year, and don't need an immediate response, please send an email to this address and I will deal with it in strict date order on my return. Do call Linda if you want to check a date in June so that you can send in your booking (see Booking Page for instructions) for urgent processing. Please mark it URGENT if need be.
Invoices
Some of you will have received invoices recently for interim payments. I apologise that some were a little later than planned. I have now sent all the invoices for the next period so we are up to date.
I will be asking some monthly payers to move to quarterly payments shortly as I am discovering that monthly invoicing for small amounts is very time consuming and not cost effective.
Please make sure that you include a copy of the invoice with your cheque OR simply write the full invoice number on the back so that I can find and process your payment quickly. BACS payers please ensure that you include the number in your reference.
Licensing
I am pleased to report that our Alcohol and Performing Rights Licences have both been renewed and that there will be no increase in charges required. It is important that you fill in the License Application Form if you are booking an event with an Alcohol sale or consumption requirement. The form can be dropped into Inspiration for my attention or you can sign, scan and email it to me.
Feedback
We welcome feedback, both negative and positive. Please send to the main email address
Please do fill in the faults book in the Belleme Room if you find something not working or have a suggestion.
Thanks to TOE2 and ORHP
The Goring Village Hall Trustees wish to thank the Trust for Oxfordshire's Environment (TOE2) and the ORHP Community Fund for their generous donations towards the LED Lighting Project.
Newsletter no. 1 - 4th March 2015
Bookings
As many of you will already know from recent activity that we will move to an online booking system, provided by Hallmaster, later this month. We believe that this will give a much more efficient way of booking and invoicing for both you and us.
The likely launch date is Monday 23rd March after which you will be able to view the Bookings Diary and book from your computer or tablet. There will be more information and instructions sent to you after Hallmaster have launched a major update planned for 9th March.
In the interim you should visit our Booking page and follow the instructions thereon.
Please note that flights from this tab also contains revised pages for Terms and Conditions, Booking Fees and Terms, Licensing information (including a downloadable form to apply for an alcohol license), a Hirer's Checklist and Plans of the Halls
I strongly urge you to look at the Terms & Conditions as some have changed recently
What's On?
The What's On? pages on our website, that some may have found useful to check availability and to see what is coming up, are no longer available.
After 23rd March there will be a Future Events diary, linked from the booking details in Hallmaster, allowing public events to be advertised through the system. This will only show events that are marked as Public on the booking page, so will not show any events that are marked Private. You should seriously consider which is best to mark your bookings.
Invoicing
All invoicing will now be by email using the Hallmaster system. Many of you will already have been sent invoices and I thank those who have already paid theirs. Those sent so far have needed to be produced manually by me. After 9th March they will be produced automatically based on the information you provide.
I still have some manual invoices to raise during the next week or so.
When the system goes fully live you will be able to pay by Bank Transfer, Credit Card, Debit Card or Cheque. You will also be able to choose whether you pay for multiple bookings in instalments Monthly, Bi-monthly or Quarterly.
Tables and Chairs
For those of you who require tables and chair placement our new Caretaker, Paul Carter, is getting to grips with your requirements but I am conscious that we don't necessarily have a record of your detailed needs. I would like to set up a file of your preferred plans. Some of you have already provided some information, but I would like to request that you all make an A4 sketch, clearly labelled with your organisation or name, and drop it into Inspiration for my attention. Then I can pass this to Paul so that we get it right.
Hall Improvements
We have an ongoing programme to improve and maintain the halls to the highest standard that budgets allow.
New, controllable, LED lighting has just installed in the Main Hall using a local electrician.
The switches are no longer 'hidden' on the stage, but in the hall beside the double door to the Belleme Room. Each is labelled with what it does. To the right of the main entry doors there are two switches that operate all the lights. Again they are labelled. The outside light switch has not moved and is on the left of the main doors.
We are now looking to install more LED lighting in the Belleme Room. The wall lights will be converted shortly. The fluorescent lights here, on the stage and it's surrounds, in the Kitchen and Toilets are being costed, as are improvements to the exterior lights. All will use LED lamps.
WiFi will be installed in the next few weeks with access points in all three halls. This will enable us to install remote controls for the heating system hopefully before next winter.
You can keep up to date with details of Improvements by visiting our website
Redecoration
In late August we will be redecorating the Main Hall, Belleme Room, stage surrounds and possibly the Kitchen. The halls will not be available between 24th August and 2nd September unless you have already got a firm booking. This will not affect the Garden Room, which will be available throughout this period.
Fault Reporting
Please do use the book hanging beside the Belleme Room door to report any faults or issues. We are also happy to receive feedback via the website. We take faults and maintenance issues seriously and act as quickly as possible to rectify them. Please do give us your name so that we can let you know that things are fixed or request more information. Although we do regular checks, sometimes things you find are not obvious when we are checking ourselves.
Hall Security
We have found the Hall doors unlocked on numerous occasions over the last few months.
It is a condition of hire that the Halls are left locked and secure at the end of a hire session. The break out locks are not necessarily as logical as those in your homes so please do remember to check the handle does not turn after operating the key. If someone vandalises the halls after they are left unlocked there may be serious consequences.
AGM - 11th March
Our AGM was held on Wednesday 11th March in the Garden Room at Goring Village Hall commencing at 19:00.
Kind regards
Bernard Novell
Bookings Manager
On behalf of the Goring Village Hall Management Committee
www.goringvillagehall.co.uk
As many of you will already know from recent activity that we will move to an online booking system, provided by Hallmaster, later this month. We believe that this will give a much more efficient way of booking and invoicing for both you and us.
The likely launch date is Monday 23rd March after which you will be able to view the Bookings Diary and book from your computer or tablet. There will be more information and instructions sent to you after Hallmaster have launched a major update planned for 9th March.
In the interim you should visit our Booking page and follow the instructions thereon.
Please note that flights from this tab also contains revised pages for Terms and Conditions, Booking Fees and Terms, Licensing information (including a downloadable form to apply for an alcohol license), a Hirer's Checklist and Plans of the Halls
I strongly urge you to look at the Terms & Conditions as some have changed recently
What's On?
The What's On? pages on our website, that some may have found useful to check availability and to see what is coming up, are no longer available.
After 23rd March there will be a Future Events diary, linked from the booking details in Hallmaster, allowing public events to be advertised through the system. This will only show events that are marked as Public on the booking page, so will not show any events that are marked Private. You should seriously consider which is best to mark your bookings.
Invoicing
All invoicing will now be by email using the Hallmaster system. Many of you will already have been sent invoices and I thank those who have already paid theirs. Those sent so far have needed to be produced manually by me. After 9th March they will be produced automatically based on the information you provide.
I still have some manual invoices to raise during the next week or so.
When the system goes fully live you will be able to pay by Bank Transfer, Credit Card, Debit Card or Cheque. You will also be able to choose whether you pay for multiple bookings in instalments Monthly, Bi-monthly or Quarterly.
Tables and Chairs
For those of you who require tables and chair placement our new Caretaker, Paul Carter, is getting to grips with your requirements but I am conscious that we don't necessarily have a record of your detailed needs. I would like to set up a file of your preferred plans. Some of you have already provided some information, but I would like to request that you all make an A4 sketch, clearly labelled with your organisation or name, and drop it into Inspiration for my attention. Then I can pass this to Paul so that we get it right.
Hall Improvements
We have an ongoing programme to improve and maintain the halls to the highest standard that budgets allow.
New, controllable, LED lighting has just installed in the Main Hall using a local electrician.
The switches are no longer 'hidden' on the stage, but in the hall beside the double door to the Belleme Room. Each is labelled with what it does. To the right of the main entry doors there are two switches that operate all the lights. Again they are labelled. The outside light switch has not moved and is on the left of the main doors.
We are now looking to install more LED lighting in the Belleme Room. The wall lights will be converted shortly. The fluorescent lights here, on the stage and it's surrounds, in the Kitchen and Toilets are being costed, as are improvements to the exterior lights. All will use LED lamps.
WiFi will be installed in the next few weeks with access points in all three halls. This will enable us to install remote controls for the heating system hopefully before next winter.
You can keep up to date with details of Improvements by visiting our website
Redecoration
In late August we will be redecorating the Main Hall, Belleme Room, stage surrounds and possibly the Kitchen. The halls will not be available between 24th August and 2nd September unless you have already got a firm booking. This will not affect the Garden Room, which will be available throughout this period.
Fault Reporting
Please do use the book hanging beside the Belleme Room door to report any faults or issues. We are also happy to receive feedback via the website. We take faults and maintenance issues seriously and act as quickly as possible to rectify them. Please do give us your name so that we can let you know that things are fixed or request more information. Although we do regular checks, sometimes things you find are not obvious when we are checking ourselves.
Hall Security
We have found the Hall doors unlocked on numerous occasions over the last few months.
It is a condition of hire that the Halls are left locked and secure at the end of a hire session. The break out locks are not necessarily as logical as those in your homes so please do remember to check the handle does not turn after operating the key. If someone vandalises the halls after they are left unlocked there may be serious consequences.
AGM - 11th March
Our AGM was held on Wednesday 11th March in the Garden Room at Goring Village Hall commencing at 19:00.
Kind regards
Bernard Novell
Bookings Manager
On behalf of the Goring Village Hall Management Committee
www.goringvillagehall.co.uk