Community Hall's Booking - Frequently Asked Questions (FAQ)

How do I make a booking? 

We encourage you to make the booking online. You can do this on a desktop, laptop, or mobile device.

How is the price calculated if my booking starts at a regular price but ends at a peak price?

The price is charged per hour. This means you will pay the regular price for the hours that fall under regular pricing and the peak price for the hours that fall under peak pricing. The total cost depends on the exact hours of your booking.

What is peak price and regular price?

• Regular price applies to bookings made Monday to Friday from 9 AM to 5 PM. 
• Peak price applies to bookings made after 5 PM on weekdays and all day on Saturdays and Sundays.

Can I book multiple rooms at the same time?

Yes, you can book multiple rooms at once. 
 
However, each room will be treated as a separate booking, meaning you will be charged two separate deposits and the hourly rate for each room. If any of our terms and conditions are breached, you may lose your deposit or face additional charges as outlined in our terms and conditions.

When will my deposit refund arrive in my account? 

You will get your refund within 3 to 5 working days after it's approved, and you should receive an email to confirm it's been processed. 

A refund will be processed within 3-5 working days from the date of approval. 

How do I make changes or cancel my booking? 

Cancellation is free with a 14-day notice. A charge will apply if you cancel less than 14 days before your booking date. Changes to the time or location of your booking are subject to availability. 

How do I get a refund for a cancelled booking (Cancellation policy)? 

Provided you give 14 days' notice, you will receive a full refund, which will be issued to the same card used for the booking. Late cancellations will incur charges please see the hire agreement.

Rescheduling policy:

Any change of booking date must be provided at least 14 days prior to the event; otherwise, cancellation fees will apply. In the event of an emergency, temporary closure of the venue, or if we determine that the hall cannot be used, no compensation will be provided for loss of profits, lost opportunities, or cancellation of the planned event. However, Westminster City Council will make every effort to arrange an alternative hall if possible. Please see the hire agreement. 

Are there any additional fees for damages? 

Damages are the responsibility of the person who made the booking. A charge will be deducted from the deposit to cover the cost of any damages. However, an extra charge would be applicable if the damages is extensive, and your card maybe recharged for cover the costs.

How would I know if I have an event coming up?

The system will send reminders to the email address on the booking as the event date gets closer and on the event date.

How far in advance can I make a booking? 

All bookings require a minimum of 3 days' notice. You can reserve any hall/room 3 days in advance, subject to availability, for any time listed on the website. 

What happens if my event exceeds the booked time? 

We offer a 15-minute grace period, during which our on-site Duty Officer will request that you conclude the event. Exceeding this grace period will result in a charge to your deposit. 

Can I book recurring events? 

We do accept recurring events, subject to availability of the desired times. Payment will be on a monthly basis or invoiced, depending on the frequency of the events 

What payment methods are accepted? 

We only accept card payments, as we operate a cashless system. Payment cards are the only accepted form of payment, with invoices considered a last resort. 

What if I encounter issues with my booking? 

We encourage customers to provide photo or video evidence of any issues encountered. Additionally, you can contact the emergency phone line (07767222859) listed in the booking form. If there are issues with the location, we offer the option to reschedule or refund the booking.

Do you offer discounts for charity events/ charity organisations? 

We offer a special rate for charities, which is displayed during the booking process.

Can I do a payment a plan?

Yes, you can. However, the deposit and the payment for the first event must be made right away. Payment plans are only available if you book more than one event, and the event date is more than 20 days away from the day you make the booking. For example, if you make the booking on 01/01/2025, the second and other events in the series must be after 21/01/2025 to be eligible for a payment plan.

How do I/we contact someone in an emergency? 

In case of an emergency, you can reach us at the following number: 07767 222859. 

How do I request a in-person viewing? 

You can request a viewing by emailing the team at spaceforhire@westminster.gov.uk or by calling us on 0207 245 2861(Mon – Fri 9am to 5pm).

General Enquiries

For general enquiries, please email us directly at spaceforhire@westminster.gov.uk