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Martlesham Heath Pavilion
The Pavilion aims to provide affordable, good quality and well-managed community meeting facilities.
The main hall is air-conditioned with audio-visual facilities, tables and chairs and a small kitchen area. You can view the interior here. Attached to the main hall are sports changing facilities, which may be hired separately. A small public play area is adjacent.
We accept bookings from Regular Users for clubs and other community-based activities, and Casual bookings for private children's parties, meetings and similar one-off events.
For one-off casual bookings please read the information below and request a booking via the online diary (see Booking Online).
Just click on each category below to see the relevant information.
How to Find UsThe Pavilion is located on the village green in the centre of Martlesham Heath, next to St Michael and All Angels church. The address is:
(Please note that there is no postal delivery to this address.)
Access to Martlesham Heath is from one of two roundabouts on the A12 which lead to the village ring road, Eagle Way. Look for Valiant Road on your left, if coming from the northern roundabout (near Tesco), or on the right if approaching from the southern end - see MAP.
Turn right off Valiant Road in to The Drift. At the end of this road, there is a large car park on your left and the church on your right. Walk past the church to find the Pavilion just beyond it; the entrance is facing the village green.
There is also a small car park behind the church and the Pavilion for people with mobility difficulties or things to carry. Access to this is between the church and the Scout hut. (View on Google Streetview). For further information on accessibility, please see our below.
General information and Facilities
Pavilion hiring timesThe Pavilion is available for hire from 9am until 11pm, 7 days a week.
CapacityThe Pavilion holds up to 60 people seated, 80 people seated and standing (e.g. at a buffet) or 100 people standing.
There are 64 chairs plus 13 folding tables of various sizes.
KitchenThe kitchen is fine for serving light refreshments, but it isn't suitable for much food preparation. There is a fridge (with a small freezer compartment), two kettles, an urn and a microwave; there is no oven.
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.
Please remove all rubbish from the premises (do not leave it in external bins as crows pick the litter out).
Multi-media equipment and induction loopThere is a sound system to amplify music (with full instructions). Any device that has a 3.5mm stereo jack as an audio output can be used with our system. There is also a projector and drop-down screen. An induction loop is available for the hard of hearing. Please request a key to the sound system/projector if you wish to use it.
Changing facilitiesThe changing room has a large communal shower and a toilet and is suitable only as a single sex facility for people playing sport on the Green. It has a separate 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.
Play areaThere 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 supervising children within this age group.
Please note that the play area has public access so is not for the exclusive use of people hiring the Pavilion.
Introduction – Venue situationThe Pavilion (a black weather boarded, single storey building) is situated overlooking the Village Green in an area called The Drift - post code IP5 3PL and is approached by road by exiting Eagle Way (the main ring road for Martlesham Heath) onto Valiant Road and then further turning off this road into a ‘free of charge’ car parking area providing very close vehicular access.
This carpark is situated directly behind the Pavilion building, to one side of St Michael’s Church and adjacent to the play area at the rear of the Pavilion. Once parked, users can proceed from the carpark via a dropped kerb and short paved pathway running between the Pavilion and the Church towards the front of the Pavilion. A permanent ramp (with a gradual incline and green handrails on either side) runs along the front of the Pavilion towards its front door.
- Outside Access as described above – there is a dropped kerb between the parking area and the paved path leading to the entrance (overlooking the Green) which connects with the permanent concrete ramp with handrails on either side leading up to the exterior door (width 900mm) of the Pavilion.
- Inside Access there is level access to all areas within the Pavilion and lighting levels are bright.
Accessible Unisex ToiletThis is immediately to the right of the main entrance door as you enter the Pavilion.
Features and Dimensions
- No key is required; the dimensions of the room are 2200mm x 1500mm
- Baby Change facilities are also available within this room
- No disposal facilities – soiled nappies, wipes, etc. must be removed at the end of each hiring.
- A number of seats with arm rests are available within the Main Hall.
- A loop Hearing Aid system is available.
- Guide or Assistance Dogs are welcome.
- A wall mounted First Aid Kit is situated within the kitchen area to the left of the door.
Fire Alarms and Exits
- Emergency Lighting is activated in all areas in the event of a power cut.
- All 3 fire exits are clearly marked and lit and there is one in the main hall and one in the entrance hall that can be used by a wheelchair user to exit the building.
Permissible Activities in the Pavilion
What type of activities may be held in the Pavilion?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 older teenagers, 18th and 21st birthday parties.
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.
Playing musicDiscos are permitted for under-12s only, and must be finished by 9pm. Any other musical events must be low-volume in order not to disturb nearby residents. Please provide a 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 sound system, etc.
Serving alcoholA small amount of alcohol may be served at the Pavilion e.g. with food, but a licence must be acquired by the organisers if it is to be sold. Please make the Booking Secretary aware if you are planning on serving alcohol, whether for sale or provided free of charge.
How to bookAll hirers are deemed to have read and agreed to abide by the Pavilion's Hiring Conditions. Please also read the below.
Click here to check availability and make an online booking request: BOOK HERE
- 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 serve alcohol (see Permissible Activities).
Collecting the keysThe Booking Secretary will contact you a week or so before your booking so that you can collect the keys. Please return the keys through the Booking Secretary's letterbox.
Hiring ratesThe standard hiring rate is £8.00/hour.
The minimum hiring time for children's parties is 4 hours. Thus a children's party booking will cost £32. There is no minimum hiring time for other activities, so 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.
When to payCasual 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 payment has been received and your slot may be released to someone else if payment is delayed without prior agreement. Payment by cheque is preferred - please send this to the Booking Secretary with the deposit cheque (see below).
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.
A £50 deposit is payableA deposit of £50 is required for all casual bookings and for new regular bookings. This will be used to pay for any damage or extra cleaning required or unpaid invoices, although please note that liability for these is not limited to £50.
Deposit cheques are not normally returned to hirers. They are shredded after inspection of the premises or, in the case of regular bookings, after two invoices have been paid. 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. Regular hirers will receive reminders about any unpaid invoices and given a reasonable opportunity to pay before a deposit cheque is used to cover some or all of the amount due.
CancellationYour 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.
Hiring responsibilities and restrictionsFull details concerning hirings are set out in the Conditions of Hire. 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 guide 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 are provided
6. No play sand, glitter products, fireworks 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 buildings.
9. 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.
Recording accidents or other problems during hireThere 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.
Cleaning up at the end of each hirePlease ensure that the Pavilion is left as you would wish to find it! 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.
Please make sure the kitchen and toilets are clean, 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.
Insurance IssuesYou 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.
Our Hiring Conditions include this statement:
The Hirer shall indemnify and keep indemnified each member of the Pavilion Management Committee (hereinafter referred to as the Committee) and the Pavilion’s employees, volunteers, agents and invitees against
a. The cost of repair of any damage done to any part of the premises including the curtilage thereof or the contents of the premises.
b. All claims in respect of damage or loss of property or injury to persons arising as a result of the use of the premises (including the storage of equipment) by the Hirer.
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.
An activity which is permitted for insurance cover may not necessarily be permitted by the Pavilion’s Hiring Conditions 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
Please do NOT ask the booking secretary about insurance matters as she is not qualified to give this advice or information.
Ownership and Management of Martlesham Heath Pavilion
The Pavilion was built during 1979 using volunteer labour from the Village. The idea for The Pavilion came from the Heath Social Club which organised the fund raising. Paul Firman (since awarded an MBE for his many contributions to the community) was the project manager. The outdoor play equipment for the adjoining Harry Higgins play area was added a short time later after fund raising. Martlesham Parish Council inspect the equipment regularly for health and safety. The land on which the Pavilion and play area stand is owned by Martlesham Heath Householders Ltd.
The Pavilion Management Committee comprises:
- members of the local community
- representatives of some of the groups who regularly hire the Pavilion
- representatives of Martlesham Parish Council and Martlesham Heath Householders Ltd.
All of the above are unpaid volunteers. Apart from those acting as representatives, members of the Committee are either elected at an AGM (usually held Nov/Dec time) or co-opted.
The Committee is ably assisted by our Booking Secretary, who is employed for a few hours a month to take bookings and hand out keys to hirers. Contact details for key members of the Committee and the Booking Secretary are below.
In order to keep costs down, the Pavilion is only cleaned twice a week, so hirers are expected to leave the premises clean and tidy, as they would wish to find it.
Martlesham Heath Pavilion is a registered charity (registered number 1069469) and some of the Management Committee members are its trustees. Here is a copy of the Pavilion's Constitution . Further details, including the charity's financial history, can be found on the Charity Commission website.
Please note that the play area has public access so is not for the exclusive use of people hiring the Pavilion.