Room Hire FAQ's

Welcome to our Room Hire Q&A section, designed to guide prospective clients through the process of room hire at Harrow Arts Centre. Here, you'll find answers to common questions covering booking, payment, catering, and more. This resource aims to simplify planning and ensure a seamless experience at our venue. For any additional inquiries, our box office staff is ready to assist at

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How do I book a room at Harrow Arts Centre?

To book a room, you'll need to complete the Booking Enquiry Form available from the Arts Centre, either electronically or in printed paper form, and confirm acceptance of our Terms and Conditions of Hire.

What identification is required for new hirers?

Individuals hiring a room for the first time are required to present a valid photo ID and proof of address. Additionally, If you are making a recurring booking of more than 6 sessions, payment for the initial 6-10 sessions must be made upfront.

Is it possible to arrange a viewing of a room?

We warmly invite you to view our rooms and highly recommend scheduling a visit if you are new to the centre. To arrange this, simply contact us by phone or email, and our box office team will identify available times for a tour. While we strive to accommodate viewings during box office hours, we understand this may not always fit your schedule. Therefore, evening and weekend viewings can be organised upon request, though they are subject to availability. Please note, without a pre-arranged appointment, we cannot guarantee room viewing availability.

When is payment for room hire due?

The full balance of the Hire Fee must be paid no later than 14 days in advance of the hire period unless you have an Approved Account, in which case payment is due within 30 days of invoice receipt. Hirers can arrange payment terms with the box office team, which are pay as you go; weekly; monthly or termly.

What happens if I need to cancel my booking?

To cancel a booking, notification must be provided in writing, preferably via email. The cancellation fees vary based on the amount of notice given prior to the scheduled booking:

  • 61 days or more before the booking: No charge.
  • 30 to 60 days before the booking: 25% of the hire fee.
  • 29 to 15 days before the booking: 50% of the hire fee.
  • Within 14 days of the booking: The full hire fee plus any additional costs incurred by the Arts Centre.

This structured cancellation policy is designed to accommodate changes with minimal disruption, whilst also considering the planning and resources allocated by the Arts Centre for each booking.

Can I make changes to my booking?

Changes to bookings are subject to authorisation and an admin charge of £25 for every 5 bookings affected. All changes must be requested in writing via email.

Are there any restrictions on the use of rooms outside of the hired period?

Using the venue outside of the agreed booking period incurs additional charges. If your event or setup extends beyond the booked times, the following fees apply:

  • Occupation beyond the booked period but within normal operating hours: You will be charged the standard rate for each hour or part thereof, in addition to any other sums due under the agreement.
  • Elliott Hall Bookings Occupation of the venue after 12 midnight: A flat rate fee of £200 is incurred.
Can I advertise my event at the Arts Centre?

You are welcome to advertise your event at Harrow Arts Centre. We offer a selection of marketing support packages tailored to various needs and budgets. Additionally, there are designated areas within the venue where hirers can display their marketing materials. However, to ensure consistency and appropriateness of content, all publicity materials must first be approved by the HAC marketing team before they can be displayed. This process helps maintain the quality and relevance of information shared within our community spaces.

What insurance is required?

Hirers must insure against equipment damage or loss and public liability with a minimum cover of £2,000,000 per claim. If you cannot provide evidence of your Public Liability Insurance, an insurance charge of 7% of the hourly rate will apply.

What steps should I take if there's an issue with my room upon arrival?

Should you find any discrepancies in your room setup or facilities, please immediately reach out to our on-site team at 07736 778458. They are available to provide assistance. To minimise such occurrences, we encourage you to provide detailed specifications on your booking form. This will help us prepare your room accurately and fulfil your needs effectively.

What are the rules on smoking and the use of naked flames?

Smoking is prohibited within the venue, and the use of naked flames, candles, or incense requires written permission from HAC Management.

What is the policy on abusive behaviour towards staff?

Harrow Arts Centre has a zero-tolerance policy towards abusive behaviour and violence. Offenders may be asked to leave and could be banned from future bookings.

What are the consequences of failing to comply with health and safety regulations?

Non-compliance with health and safety regulations may lead to termination of the agreement and immediate cessation of the event or activity.

What is the maximum capacity for room hire at Harrow Arts Centre?

Each room at Harrow Arts Centre has a fixed maximum capacity, which is agreed upon at the time of booking and is in compliance with the limits stated in relevant licenses. Adhering to the agreed room layout and capacity limits is crucial for ensuring the safety and compliance of your event. These capacity guidelines are established to meet safety regulations and to provide a comfortable experience for all guests.

What catering options are available for my event at Harrow Arts Centre?

Harrow Arts Centre offers a selection of room service catering options to suit your event's needs. These can be arranged directly with the Box Office staff, who can provide you with the menu options and assist with planning your catering requirements. Please note that while you are welcome to arrange your own catering, specific rules apply regarding the use of equipment and sources of heat within the venue.

Is it possible to hire an external caterer and use their equipment for my event?

Yes, you can opt for an external catering provider for your event at Harrow Arts Centre. It’s important to remember, though, that bottled gas for cooking or heating is not allowed within the venue. Only electric-powered heating devices can be used, subject to prior approval from HAC Management and in designated areas only. The external caterer will need to provide relevant food and hygiene documentation for approval. Additionally, all electrical equipment brought by the caterer must be accompanied by valid PAT certificates to ensure both safety and compliance.

How do I book a screen or projector?

There is an 'additional services' section on the booking form. Just tick the box and it will be added to your statement. The cost of using the projector or screen is £12 incl. VAT. You will need to bring your own laptop to use with our projector and screen.

What connection does my device need to use your screen or projector?

Most of our screens and projectors are using a VGA connection. Your device will need to have a VGA output or will need to supply your own HDMI to VGA adaptor to connect to use our screen or projector. Please note that we are unable to provide these adaptors if you forget to bring one.

Are speakers available in the rooms?

Our Dance Studio and Greenhill rooms are equipped with Bluetooth speakers. If your device doesn't support Bluetooth, we recommend bringing your own cables to connect. Additionally, the Roxeth Dance Studio and any room that includes a projector is outfitted with general speakers. For other rooms not mentioned, you'll need to provide your own speaker for audio needs. To ensure we meet your audio requirements, please indicate your need for speakers on your booking form.