West Malvern Social Club

function hire

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hiring the hall for functions (ie: with the bar)

Subject to availability and the general arrangements below, the hall can, generally, be hired for functions for £20. This includes the PA system - but see below.

The hirer needs to become a member; life membership costs £5. Join here.

Note: the dispensation whereby for members of long standing (ie: more than 12 months), room hire when the bar is used is free has been withdrawn; everyone pays £20. [8Nov2018]

The above arrangements apply when the club bar will be used. (The turnover from the bar enables us to provide the staff to open and close and supervise the club.) If you don't need the bar, you may still be able to hire the hall, but then the arrangements in the next section apply.

Please contact us to make arrangements or to discuss your needs.

See here if you are a band playing a public event.

a band playing a public event

If you are a band playing a public event, the arrangements between you and WMSC can be of many sorts. However, an event will usually be covered by one of two main cases. In the first case, you will be hiring the hall and making all your own arrangements - including marketing; in the second case, WMSC will be making all the arrangements and doing the marketing. Often, the actual arrangement will sit somewhere between these two extremes. But, it is important that who is responsible for what be agreed at the start. Further, WMSC needs to be assured that adequate marketing will be done; we cannot afford to open the club for an event that has a very small audience.

first case The default position (in which WMSC make the arrangements) is as follows; any variation will be recorded by email.

  1. You receive the income from ticket sales. You set the price.
  2. We run the bar.
  3. We will provide someone to collect tickets.
  4. We will do some marketing for the event:
    1. create a poster;
    2. print posters;
    3. create and print fliers;
    4. post the event on local music lists (printed and on the web);
    5. advertise the event via the WMSC newsletter;
    6. create a Facebook event;
    7. make our members aware of the event via Facebook;
    8. set up an entry on a ticketing site.
  5. You will do all you can (via your web site, Facebook, your mailing lists) to market the event.
  6. We will provide a sound engineer who will manage the sound during the performance.
  7. You may use our PA equipment.

second case The alternative position (in which you make your own arrangements) is as follows; any variation will be recorded by email.

  1. You receive the income from ticket sales. You set the price.
  2. We run the bar.
  3. You will provide someone to collect tickets.
  4. You will do marketing for the event:
    1. create a poster;
    2. print posters;
    3. create and print fliers;
    4. provide WMSC with a 210x297px (or scaled larger) jpg of the poster;
    5. provide WMSC with a 1920x1080px (or scaled similarly) jpg for use on Facebook;
    6. post the event on local music lists (printed and on the web);
    7. use your own mailing list to publicise the event;
    8. create a Facebook event (if you use Facebook).
  5. We will do marketing for the event:
    1. advertise the event via the WMSC newsletter;
    2. advertise the event on the WMSC web site;
    3. create a Facebook event;
    4. make our members aware of the event via Facebook;
    5. set up an entry on a ticketing site.
  6. You will provide a named, competent, sound engineer who will manage the sound during the performance. If you cannot do this, we may be able to assist (generally at no cost to you).
  7. You may use our PA equipment if you have a named, competent, sound engineer.

If you are doing the marketing, you may find this checklist of use.

We shall agree the actual arrangements when a booking is agreed.

If you are producing the posters, we need jpgs from you at least four weeks before the event - desirably more.

If, as the date of an event approaches, we do not believe that enough marketing has been done to obtain an acceptably-sized audience we reserve the right to cancel the event.

other hiring of the hall

This section applies when the hall is hired and the bar is not in use.

Note: the Club room is not available for hire for practices or rehearsals if you propose to make a loud noise. In this context, "loud" means louder than 80dB. If you don't know what this means, please find out before booking rather than after we've had a complaint. We are in a residential area, and do not want to cause nuisance to our neighbours. Please help us in this; the down-side could be closure of the club and that would be a great loss.

There are two cases which may apply:

non-commercial use

If the hall is to be used for non-commercial use, the cost is £20 for a day or part day (up to 8 hours). You need to be a member. The general arrangements below apply.

commercial use

By 'commercial use' we mean when you are carrying out an activity for which you are being paid or which is being done by or on behalf of a commercial organisation. If your organisation is 'charitable' we may be prepared to let the hall at non-commercial rates: contact us to discuss this.

If you want the hall for commercial use, the charge is £7 an hour or part hour. But, please note, if you have an event which lasts for an hour, you are very likely to want to be there some time before and for some time afterwards; in this case, you will almost certainly need to book the hall for an extra hour.

The general arrangements below apply.

general arrangements

These conditions apply to all use of the hall.

  1. Payment is due in advance of the hiring unless other arrangements have been agreed. Payment should be made direct or to West Malvern Social Club's bank account 30-95-41 00212934.
  2. Depending on the nature of the booking we reserve the right to request a refundable deposit of up to £100 in addition to the full hire charge.
  3. The heating should be switched off at the end of the event. Failure to do this will incur extra charges (so that we may recover our costs). In general, you will need to switch on the heating when you arrive; in cold weather this will mean your switching on the heating an hour or more before your event starts.
  4. Any damage will be at the hirer's cost.
  5. The PA system is available for use by the hirer (but see the previous condition and a possible charge).
  6. The normal hours for events are:
    • 8pm - doors open
    • 8:30 - music starts
    • 11:15 - last orders
    • 11:30 - music ends (Music should end by 11:40 at the latest.)
    • 11:30 - bar closes
    • 11:30 - no smokers outside the front door
    • 12:00 - event ends (club clear) and everyone off the premises
  7. Some events will work to different hours to these. Such events will be identified as such and the different hours will be agreed when the event is booked. The hours will be documented in emails.
  8. Drumkits are not to be amped.
  9. If smokers attending an event use the area outside the front door for smoking, they must be quiet at all times, particularly so after 10:30pm. Whoever books the hall is responsible for the good behaviour of smokers outside the front door. Smokers are not to be outside the front door after 11:30.
    (Please note: we rely on our neighbours not to complain about noise; they rely on us to keep it at an acceptable level. Please enable us to do this.)
  10. The cleaning of the hall is included in the price, but only for normal use. Any excessive cleaning or redecoration that is needed will be at the hirer's cost.
  11. All electrical appliances brought to the hall should have been PAT tested.
  12. If the bar is not being hired, the drinks should not be touched or taken. Unauthorised use of the drinks may result in future bookings being turned down.
  13. capacity
    The club can accommodate 67 people seated with a few more standing next to the bar. If you wish to have more than this, please check with us in advance; depending on the nature of the event, we may accept a higher limit. For example: if you have a music gig at which most people are to be standing, we can clear away some of the tables and chairs; the capacity is then 80.
    Notes on capacity: there are 12 bar tables; there are three bar stools; there are 15 chairs with arms and 15 without arms. Also, there are bench seats along the walls. These comprise two corner seats, two single seats, and 10 benches which are six feet long. The benches will each seat three people (3.5 if they are small or close friends). So all-in-all, we can seat: 3 on stools; 30 on chairs; 34 on bench seats. That's 67 all up.
    Note: if you use seats for the band etc, there will be fewer seats for you and your guests.
  14. deposit
    For all function hire, a deposit of £30 is required to book the hall. This is returnable after the event if the bar-takings at the event exceed £140. If you cancel the event within one week of the start of the event, the deposit is forfeited.
  15. sound levels
    At all times, the sound level recorded at the bar should never exceed 85dB and loud sound should be at 80dB at most. With loud sound, the front door must be kept shut. We are concerned not to cause annoyance to our neighbours. If your sound results in a complaint, you are likely to find future bookings rejected as the continued existence of the Club is more important than your booking. If this seems severe, it is because it is intended to be.

Note: if you use Blu-tack or similar to decorate the hall, please remove it all; otherwise, you may be charged.

the heating system

The heating system is switched ON as follows:

  • Find the thermostat which is on the main wall of the club and has windows.
  • In its steady state, the display shows the ambient temperature in the club room.
  • If you turn the outer part of the thermostat, the display changes and shows the temperature which the thermostat is set to achieve.
  • Set the thermostat to 18C to 20C depending on your needs.
  • DON'T press the button in the middle.

The heating system is switched OFF as follows:

  • See above for how to switch the heating system on.
  • Do similarly, except set the target temperature to 8C.

the PA system and piano

The PA system and piano is available for use by the hirer. Any damage will be at the hirer's cost.

The PA system may be used only if there is a competent sound engineer to manage its use. If the hirer cannot provide a competent sound engineer, WMSC will provide one and charge the hirer £20.

The PA system comprises these parts:

Note: there are no microphones, music stands, mic stands, microphone cables, etc.

The piano is a Yamaha Clavinova PF 100 keyboard.

Mackie Thump 15 speakers x3 (third is a monitor)

Mackie Thump 15

See here for details.

Wharfedale Pro EVP-15B 400W speakers x2 - These are not currently available.

Although physically present, they are not to be used as their sound can cause disturbance to neighbours.

front of 400W speakers rear of 400W speakers

Carwin-Vega CV-1800 power amplifier

The picture of the mixing desk in the next section, shows the mixer on top of the power amp.

Yamaha MG16XU, 16 Channel Mixing Desk

Yamaha MG16XU, 16 Channel Mixer

  • Max. 10 Mic / 16 Line Inputs (8 mono + 4 stereo)
  • 4 GROUP Buses + 1 Stereo Bus
  • 4 AUX (incl. FX)
  • D-PRE mic preamps with an inverted Darlington circuit
  • 1-Knob compressors
  • High-grade effects: SPX with 24 programs
  • 24-bit/192kHz 2in/2out USB Audio functions
  • Works with the iPad (2 or later) through the Apple iPad Camera Connection Kit / Lightning to USB Camera Adapter
  • Includes Cubase Al DAW software download version
  • PAD switch on mono inputs
  • +48V phantom power
  • XLR balanced outputs

mixing desk

cabling to speakers

The speakers, power amp, and mixing desk are fully inter-connected.

There is a 32 channel multicore with metal stagebox (24x female XLR inputs and 8x male XLR outputs) which enables the mixer to be operated from the rear of the hall.

QTX-Light SP-64 Par Cans - lamps x4

These are floor standing.

lamp, front view lamp, rear view

Yamaha Clavinova PF 100 keyboard

The user manual is here.

keyboard keyboard back
keyboard label

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last updated on 11 February 2019
© copyright: Gordon Kirk and others 2007-2019. All rights reserved.
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