Frequently Asked Questions
We often get asked the same questions, so we have put a selection of the most frequently asked question together.
If you have a query regarding the hiring of the Civic Suite and you have not found the answer here, please do not hesitate to contact us, we will be happy to assist you.
How much does it cost to hire?
Please contact the team on 020 3959 0015 for details on hire charges.
What is included in the booking price?
• Tables and chairs, which are laid out to your preferred floor plan.
• Two changing rooms behind the stage.
• Use of stage, which is fully curtained with adequate lighting.
Also available for weddings: an elegant burgundy and gold carved wooden sofa and two chairs, with a matching aisle runner carpet.
Are there any optional extras offered?
Public address system: The PA system has speakers throughout the building with the facility to isolate sound from certain areas. Low level background music can be played using an MP3 player, iPod, laptop and smartphones via a 35mm jack (headphone connection). We have microphones and stands for speeches or announcements and there are microphone sockets in various areas of the Civic Hall and Banquet Hall.
Projector and 4m Wide Screen
Projector and projector screen: (you are welcome to bring in your own projector). Our projector is ceiling-mounted and is easily accessed by plugging in your laptop to the necessary extension cable on the stage. The screen is four metres wide and can accommodate the latest widescreen formats, which will be determined by your laptop specification.
These are high quality white linen cloths, which would be set out on the tables before your arrival (the furniture will be set out according to your pre-agreed floor plan).
A one-off payment: This is a small lockable room on the ground floor, which hirers find useful during functions. The steward is responsible for the key, who would only give access to people you have approved.
Is a deposit required?
A £1,400 deposit is required within ten days of the date of the provisional booking (i.e. the date you rang the office to make the booking). All methods of payment are accepted, including online, by card over the phone, or you can post us a cheque (deposit cheques must be made out to “Enable Leisure and Culture”) and by BACS*.
*Please note: this deposit is non-refundable before the booked date, but becomes refundable after the event, subject to any damages incurred. This means that, for whatever reason, the full deposit will be retained in the event the booking is cancelled or moved to an alternative date. We recommend you consider taking out insurance cover to protect yourself against any cancellation penalty.
When is full settlement due?
Ten weeks before the date of your event. For the full outstanding amount, please refer to the electronic invoice sent to you at the time you made your booking. Please see the section 5 of the Terms and Conditions for the sliding scale of refunds in the event of cancellations before the booked date. We recommend you consider taking out insurance cover to protect yourself against any cancellation penalty.
Catering and alcohol
Can we bring in our own caterers?
Yes, however, the responsibility for vacating the kitchen on time (that’s the finish time booked for the event) and leaving it in a clean condition rests with the person who made the booking. In either case you would be in breach of the terms and conditions of hire and liable to lose your deposit. We recommend these conditions be taken into account when booking your caterer.
Can outside caterers bring in their own cooking equipment?
Electrical equipment is acceptable (excluding cooking equipment), provided it meets all health and safety standards and is in good condition. Gas equipment is not permitted.
Can we bring in our own alcohol?
Yes, where complimentary (free) alcohol is being served. Please note we do not supply a bar service.
However, the following requirements are necessary for events where alcohol is being sold, or if alcohol is included in the cost of a ticket:
A Personal Licence holder is required to be on the premises for the duration of the period alcohol is sold in the building.
The Personal Licence holder is required to supply written confirmation that s/he will be present on the premises for the duration of the event, and to include confirmation that all staff under his/her control are fully trained. Please email email@example.com with the confirmation. Please include:
- A photocopy of the credit card-sized Personal Licence
- A photocopy of the paper part of the Personal Licence
Does the Civic Suite provide catering services, crockery and cutlery hire, decorations etc?
No, but for bookings made with us we can supply a list of the service suppliers who have used our premises in the past. This is simply a guide and not a recommendation. Enable accepts no responsibility or liability for services provided by these suppliers.
Do we have to clean and put the furniture away?
The kitchen must be left clean and tidy (as you found it) with all refuse bagged and binned, and completely cleared of all your belongings. In addition, refuse from all other areas of the venue must be bagged and binned before leaving, together with all table tops in the halls completely cleared. There is no need to sweep and mop the halls: our staff will do this.
The management is doing all it can to make life as easy as possible for you and your caterers by supplying dedicated recycling bins at the venues. As the venue user, it is your responsibility to make contact with the duty caretaker on arrival at the venue, who will then explain the recycling procedures for your venue. Failure to comply with the duty caretakers specific instructions with regard to recycling procedures could result in the loss of your deposit.
Our staff will remove all the furniture they set out for your event.
Are you licensed to perform Civil Marriage Ceremonies?
Yes, in both the Civic Suite halls and the Robing Room on the ground floor (This is a 30-seater wood panelled ground floor reception room which can be booked in addition to the Civic Suite).
Can we have candles?
Floating Candles or fully enclosed tea lights are the only style of candles we allow in the Halls or surrounding areas.
What parking facilities are available?
There is a free public car park available for all after-hours and weekend bookings for up to 120 cars. (Please note: the parking is shared with the Registry office on Saturdays between 9am and 5pm).
What is the Suite’s capacity?
• Reception (Table Service): 520 guests – excludes top table for 15.
• Reception (Buffet): 490 guests – excludes top table for 15.
• Dinner/Dance (Buffet): 430 guests.
• Theatre Seating (Civic Hall Only): 428 guests.
• Examinations (Both Halls): 240 candidates.
• Exhibition Space: Civic Hall – 3,225 sq ft; Banquet Hall – 2,904 sq ft.
• Conference/Seminar/A.G.M.: up to 428 seated, with 2,904 sq ft of display space.
The venue is licensed to accommodate up to 800 people in the building at any time.
What is the earliest time the Suite is available?
Monday to Sunday from 8am.
What is the latest time the Suite can be hired utill?
• Sunday to Thursday: 12 midnight
• Friday and Saturday: 2am
How do I find out the availability of the Suite?
To find out availability, please email firstname.lastname@example.org or phone the Events Team on 020 3959 0015.