Annual Fixtures

Annual Fixtures are events that are part of the constitution. We are committed to these events. Any changes to the constitution are typically raised at the AGM.

Hall Booking Process for Annual Fixtures

Booking Requests

Advance Request: Initial block booking dates must be submitted at the Annual General Meeting (AGM) to secure your desired time slots. Please include specific details such as the setup start date, event date(s), and takedown completion date are in the notes.

Holding Fee: A daily holding fee will be applied from the start of the setup period until the takedown is complete.

Booking Approval

Initial Approval: Once a booking request is added by the bookings officer role via Hallmaster, it will be reviewed to ensure no scheduling conflicts. Upon approval, the group will be informed of the daily holding fee and the estimated total cost.

Calendar and Payment Tracking

Centralised Calendar: We maintain a shared online calendar within Hallmaster to track all hall bookings. This calendar is accessible to East Linton Hall committee members and User Group contact to ensure transparency and prevent scheduling conflicts.

Post-Event Reporting

Actual Hours Submission: After the event, groups are required to submit the actual hours used within 2 weeks to EastLintonHall@gmail.com

Fee Reconciliation: We will reconcile the actual usage with the initial booking, applying any additional charges if the hall was used longer than planned

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Invoicing and Payment Collection

Invoice Generation: After reconciling the hours used, an invoice will be generated detailing the holding fees* and any other applicable charges. Payments can be made through the options provided in the Hallmaster system.

* Holding fees apply for every day that the venue is not bookable by anyone else in the community, for instance, tables, chairs, stage or cabling are set up.