Martlesham Heath Pavilion

The Pavilion is available for hire: Mon-Sat: 8am - 11pm, Sundays: 9am - 10.30pm

The Pavilion holds up to 60 people seated, 80 people seated and standing (e.g. at a buffet) or 100 people standing.

There are 60 chairs plus 14 folding tables - 7 large and 7 small tables.

The floor in the main hall is carpeted and the room is temperature controlled. The heating level will be set up in advance according to the type of activity, for example it can be set warmer for sedentary activities such as yoga or cooler for physical activities such as karate. It is not possible for hirers to adjust the temperature or switch the heating/air con off, so please let theThis email address is being protected from spambots. You need JavaScript enabled to view it. know if the temperature is not comfortable for your club's/group's activities.

The kitchen is fine for serving light refreshments, but it isn't suitable for much food preparation. There is a fridge, two kettles, an urn and a microwave; there is no oven. Children under the age of 12 are not allowed in the kitchen. Animals, including assistance dogs are also not allowed in the kitchen.

There are about 30 cups and saucers, some small plates and cutlery. If you would like to use these, please wash them up and put them away before you leave.

We cannot guarantee that the dishcloths and tea towels provided will be clean or available. For hygiene reasons, we recommend hirers bring their own.

Please remove all rubbish from the premises (do not leave it in external bins as crows pick the litter out) and ensure you remove everything you brought with you, including items in the fridge.

The Pavilion now has Broadband with a hot spot, which means users can access the internet via wifi. You don’t need a password.

Please note that the Pavilion does not have a TV licence. This means that you may NOT watch or record live TV programmes on any channel or device or download or watch BBC programmes on iPlayer in the Pavilion.

If you wish to watch TV programmes on your own mobile device, and you are covered by a licence at your home address, this is permitted as long as you are not plugged into the mains and are not using any Pavilion equipment.

There is a sound system to amplify music. Any device that has a 3.5mm stereo jack as an audio output can be used with our system. An induction loop is available for the hard of hearing. There is also a ceiling projector and drop-down wall screen. To connect a laptop to the projector, please bring an HDMI or VGA cable - the sockets are in the glass cabinet. There is a full instruction manual in the cabinet - please study the instructions, especially if using the projector, to avoid accidental damage.

Toys are hired directly from the Martlesham Heath Baby & Toddler Group, not the Pavilion. Please email them at This email address is being protected from spambots. You need JavaScript enabled to view it. for details. Their Facebook page is here.

The Sports Store and Toilet has its own external door and can be hired separately from the main hall. It is used by a youth football club on Saturdays in the winter season, but it is currently available for hire at other times in the winter and is fully available during the summer months for suitable activities, e.g. by a cricket club.

There is a small fenced-in play area with equipment suitable for children up to and including age 12. Older children may only enter this area while accompanying children within this age group. Please don't walk on the coloured safety surfacing in footwear which may damage it (e.g. high heels, football studs).

Please note that the play park has public access and is intended for children up to and including age 12. It is not for the exclusive use of people hiring the Pavilion.

In 2021, new play equipment and surfacing was installed to replace most of the old pieces, which were no longer fit for purpose. It re-opened in October 2021. This refurbishment was generously funded by Martlesham Parish Council, the Pavilion Management Committee, East Suffolk District Councillor Edward Thompson, ex-Suffolk County Councillor Patricia O'Brien as well as individual donations. The new equipment was provided and installed by Wicksteed Leisure.

The Pavilion is suitable for children's parties, adult education, clubs, meetings, exercise classes, etc.

Parties for children of any age must be supervised by responsible adults. Please note that we do not accept bookings for parties for older teenagers, 18th or 21st birthdays.

The Pavilion is not a suitable venue for adult parties, but exceptions may be made e.g. for family get-togethers of mixed ages or a club's social event. Please give as much information as possible to the Booking Secretary about the nature of your event and the age groups of people attending.

Our lease does not permit the storage, sale or supply of alcohol, whether consumed on or off the premises.

Please read the sections below if you are considering watching TV or playing music.

We do not allow bouncy castles inside or out, barbecues or fireworks.

Any activities you may wish to hold on the Green must be agreed with Martlesham Heath Householders Ltd.

The Pavilion does not have a TV licence. This means that you may NOT watch or record live TV programmes on any channel or device or download or watch BBC programmes on iPlayer in the Pavilion.

If you wish to watch TV programmes on your own mobile device, and you are covered by a licence at your home address, this is permitted as long as you are not plugged into the mains and are not using any Pavilion equipment.

Discos are permitted for under-12s only, and must be finished by 9pm.

Any musical events must be low-volume and INDOORS ONLY (we are not licensed for music to be played outside the premises). In warm months, when windows and doors may be open, please be aware of the music volume carried outside in order not to disturb residents living nearby. 

Please provide a full description of the type of music you wish to play and how it will be provided, e.g. live music, disco with DJ, played through the Pavilion's or other sound system, etc.

The storage, sale or supply of alcohol is not permitted due to the terms of our lease, whether consumed on or off the premises.

All hirers are deemed to have read and agreed to abide by the Pavilion's Conditions of Hire (see list of documents at the bottom of the page). Please also read the {accordionlink Hirer's Responsibilities}Hirer's Responsibilities{/accordionlink} below.

Click here to check availability and make an online booking request: BOOK HERE

Please note:

- Please ensure you book enough time to set up and clear away before and after your activity. If you need more time than you have allowed, please contact theThis email address is being protected from spambots. You need JavaScript enabled to view it.to see if it’s possible to extend your booking. You will not be able to set up the hall the day before your event.

- Your booking cannot be confirmed or guaranteed until the This email address is being protected from spambots. You need JavaScript enabled to view it.has received your payment, including the deposit when required, and contacted you to confirm the booking (See {accordionlink Payments}Payments{/accordionlink} ).

- It will save time if you can mention any special requests or information about your activity e.g. if you wish to play music or hold a family party (see {accordionlink Permissible Activities}Permissible Activities{/accordionlink} ).

- We normally only accept casual bookings up to 6 months in advance. If your booking date is further ahead, please email your requirements to the This email address is being protected from spambots. You need JavaScript enabled to view it. before making an online request.

- If you wish to make a regular booking, please contact the This email address is being protected from spambots. You need JavaScript enabled to view it..

- If you are unable to use the online booking system for a casual booking, please contact the This email address is being protected from spambots. You need JavaScript enabled to view it..

The Booking Secretary will contact you a week or so before your booking so that you can collect the key fob. Please return the key fob through the Booking Secretary's letterbox.

The standard hiring rate wef 1st September 2025 is £9/hour. Rates are reviewed annually.

There is no longer any minimum hiring time for children's parties, the same as for any other activity, but please book the TOTAL TIME you need to be in the hall (including set-up and clear-up times) to the nearest quarter hour.

At the Pavilion Management Committee's discretion, a discounted rate may be offered to some regular users, e.g. classes or activities run by people in the local community on a non-commercial basis. The Booking Secretary will advise which rate is applicable.

Casual Users: Once your online booking request has been received, the Booking Secretary will send you a Hiring Agreement with details about how to pay and the amount due. Payment is required within 7 days. Your booking cannot be confirmed until full payment, including any deposit (see below), has been received. Your slot may be released to someone else if payment is delayed without prior agreement. Payment may be made by bank transfer or cheque sent to the Booking Secretary.

Regular Users: You will be invoiced quarterly in arrears. Bank transfers are the preferred method of payment, but cheques are fine too. Cash payments may only be made by prior arrangement with the treasurer. Please pay promptly. Persistent late payers may be charged with a penalty payment to cover admin costs - please see our Payment Policy below.

A deposit of £50 is required for all casual bookings, payable by bank transfer or cheque. This will be used to pay for any damage or extra cleaning required, although please note that liability for these is not limited to £50. The deposit will be refunded in full if there are no extra cleaning costs required and no damage has occurred.

Deposit cheques are not normally returned to hirers. They are shredded after inspection of the premises. If you wish your deposit cheque to be returned to you, please add an extra £1.00 to your hiring fee to cover the cost (please don't add this to the deposit cheque). Please allow up to 3 weeks for return of deposit cheques.

Hirers will normally be notified within 7 days if any part of the deposit is to be retained for extra cleaning or damage.

Your booking fee will be refunded if you give at least one week's notice, but please advise the Booking Secretary as soon as you know, so that the hall can be re-let if possible. In cases of extreme weather or other unforeseen matters outside your control, a refund for a last-minute cancellation may be made at the Management Committee's discretion.

Some of the restrictions, which hirers need to be aware of, include but are not limited to:

1. No car parking on The Green

2. Children and vulnerable adults to be supervised by authorised responsible adults

3. Furniture and other items must not be removed from the premises

4. No animals (except assistance dogs) allowed on the premises without prior permission

5. Do not attach Blu-tack (or similar), sticky tape, drawing pins or anything else to the walls - hooks for balloons/decorations are provided

6. No play sand, glitter products or chewing gum to be used

7. Adequate protection to the furniture and flooring must be provided for messy activities

8. Stiletto heels, cricket spikes and football studs must not be worn inside the main hall or on the coloured safety surfaces in the play park.

9. No barbecues, fireworks or bouncy castles, inside or out.

10. All rubbish must be taken away and hirers are recommended to bring their own refuse bags for this purpose. Rubbish must not be left in outside waste bins as crows pick it out looking for food.

Please ensure people attending your event know where the fire exits are and where the muster point is located. It is in the car park behind the Pavilion, near the playpark railing, furthest away from the building.

At the start of every meeting, note down a list of attendees at that event. Should there ever be a fire, take this list with you as you leave, so that you and the fire service can check whether the building has been fully evacuated and ensure that no one has been left inside e.g. in one of the toilets.

There is a book in the kitchen where you should note any accidents or problems. If the matter requires urgent attention, there is a phone number on the key fob and on the noticeboard that you can call.

Please ensure that the Pavilion is left as you would wish to find it (please use the checklist given to you by the booking secretary). To keep hiring fees low, the Pavilion does not employ a cleaner every day so it is important that hirers clean up themselves at the end of each session. The document below entitled Cleaning and Locking up at End of Hire explains what's needed in more detail.

Please make sure the kitchen and toilets are clean, the fridge has been emptied and that you have removed litter from all the bins, including the toilet bins (please take it home - do not leave in outdoor bins). There is also a vacuum cleaner for your use. You may forfeit some of your deposit if extra cleaning has to be paid for.

You are required to have taken reasonable care. At all times, hirers must take all reasonable steps to:

- prevent or minimise damage or bodily injury

- protect the Pavilion’s premises and property

- exercise and use reasonable care in the selection and supervision of the hirer’s employees and volunteers acting on behalf of the hirer

- comply with all statutory and other obligations and regulations imposed by any authority

- ensure any defects in the Pavilion’s premises or property hired are made safe immediately they are identified or not used, and that such defects are reported as soon as possible to the Pavilion's Booking Secretary and noted in the Incident Book held in the kitchen area.

Please ensure you have read and comply with the Conditions of Hire.

Hirers’ Public Liability Summary of Cover

The Pavilion’s insurance policy (currently provided by Norris and Fisher Insurance Brokers Ltd) includes public liability insurance available to charitable organisations, voluntary organisations, not-for-profit groups and individuals using the Pavilion’s premises when hired or loaned out to them.

In order to benefit from this cover, users of the Pavilion would need to comply with the following:

1. You are a charity or non-commercial organisation

2. You do not carry out any activities at venues other than the Pavilion

3. You do not make any profit from your meetings other than that reinvested back into the club or for charitable purposes

4. You do not have any paid employees

5. You do not carry out any excluded activities (see Extension Endorsement document below)

6. You meet in the Pavilion no more than 12 times per year.

Before deciding if this cover could apply to you, please study the two documents below, especially the requirements listed in the Summary of Cover and the list of what is and is not covered in the Public Liability Extension Endorsement and any special requirements you will need to comply with.

The Hirers’ Summary of Cover

Hirers’ Public Liability Extension Endorsement 

 

IMPORTANT NOTES:  An activity which is permitted for insurance cover may not necessarily be permitted by the Pavilion’s Conditions of Hire e.g. the use of bouncy castles, so please do check these Conditions before arranging your activities. Please note that the Pavilion Management Committee, its members and staff cannot advise you about insurance matters and will not be liable for any decisions you make regarding insurance cover. It is up to you to ensure you have adequate cover for the activities you intend to undertake and that you are eligible for the Hirers’ Liability Insurance offered via the Pavilion’s insurance policy if you choose to rely on this. Acceptance of any payment does not mean we have checked that your group/activity is eligible under the terms of this policy.

 

If you wish to make use of the Pavilion’s Hirers’ Liability Insurance, you must indicate this in writing on your Hiring Agreement. There will be a nominal fee, as shown below:

Casual users – £1 per booking – paid in advance

Regular users - £1 per invoice period – paid in arrears

If you have previously requested insurance cover, but no longer require it, please advise the booking secretary IN WRITING, BEFORE your booking takes place. Regular users, who are invoiced in arrears, must let the booking secretary know before your first meeting in a new invoice period, otherwise you will be charged.

 

If you have any questions about the terms of the Hirers’ Liability Insurance offered by the Pavilion’s insurance policy (not the £1 charge), please contact:

Norris and Fisher (Insurance Brokers) Ltd

34a Hiltingbury Road, Chandlers ford, Eastleigh, Hampshire SO53 5SS

Tel: 023 8026 9009

www.norrisandfisher.com

Please do NOT ask the booking secretary about insurance matters as she is not qualified to give this advice or information.