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EMBSAY WITH EASTBYvillage instituteEmbsay and Eastby's village hall

Booking Frequently Asked Questions

We've gathered together some of the questions that are frequently asked about the booking process and tried to give straightforward answers below.

If you have a question about booking that doesn't appear to be answered on the site or that you think should be listed in this FAQ section, please let us know!

Scroll down the page or use the FAQ Topic links on the right to view the questions and answers.

Booking errors

What if I make a mistake in my booking?

If you get to the end of the online booking process and realise that you have not booked the right rooms or do need to use the kitchen after all, do not worry as all is not lost! What you need to do depends on how far you have proceeded through the booking process:

You have made a successful booking enquiry but want to change the date, times or rooms of the booking

You have completed the online booking form but have not yet agreed to the terms and conditions of hire to confirm the booking

  • If you need to change the date, times or rooms booked, go back to calendar and make another booking enquiry;
  • If you need to change any other details, go back to the online booking form using the link on the 'Check and Confirm Your Booking' page (or use the 'Back' button in your browser) and enter your details correctly before re-submitting.

You have accepted the terms and conditions of hire, your booking has been confirmed

If you have completed your booking, have received the booking documents by email but want to change or cancel the booking, please contact us and we will be pleased to help.

What if I change my mind and no longer need the booking?

If you make a booking and subsequently no longer need it, please contact us to cancel it.

You should be aware, however, that in making the booking, you will have agreed to the Terms and Conditions of booking that includes the following:

"If THE HIRER wishes to cancel the booking before the date of the event, and the Committee is unable to conclude a replacement booking, the question of payment or the repayment of the hiring fee shall be at the discretion of the Committee."

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Terms & conditions of booking the Institute

What terms and conditions must I agree to when making a booking?

When you make a booking, you will be asked to agree to the Institute's terms and conditions of hire that are a key detail of the Contract of Hire that is made between you and the Institute. This Contract consists of:

  • the details of your booking - date, time, rooms booked and what you will be using them for;
  • the cost of the hire;
  • the Institute's Standard Conditions of Hire;
  • some additional notes that relate to several practical aspects of your booking.

The additional notes can be viewed on the Institute's terms and conditions of hire page. When you make a booking, the Contract and Standard Conditions of Hire can be viewed online or downloaded as PDF files. They will also be emailed to you when the booking is completed.

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Miscellaneous booking questions

I want to make a one-off booking for next year - when will I be able to do that?

For most one-off bookings, the calendar opens at the end of October for bookings in the following year. This is to allow bookings of regular, repeat bookings to be finalised before opening it to one-off bookings, as these provide most of our income and allow the Institute to remain open.

We are, however, aware that for large-scale events such as wedding receptions and conferences, you may want to book further in advance. In these cases, please contact us to discuss your event and we should be able to help you with your booking.

I want to make a regular, repeat booking for next year - when will I be able to do that?

We aim to have all regular, repeat bookings for the following year finalised before the end of October each year, but we recognise that this is not always possible. You can therefore contact us at any time of the year to discuss and make your regular, repeat bookings. Furthermore, if you wish to make regular, repeat bookings more than one year in advance, we would be happy to take them, so please do contact us to arrange them.

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Your personal data

How do you use my personal data when I make a booking?

When you make a booking, we ask you to provide several pieces of personal information: your name, phone number and email address. We use this information, along with the details of your booking, to satisfactorily provide you with the facilities belonging to the Village Institute that you have hired.

Of the information you submit, the only publically accessible parts are the date and times of your booking, the rooms you have booked and the 'Activity' to be undertaken as you will enter on the booking form. All other details, including your personal information, are only accessible to the Institute's Chair, Bookings Secretary, Caretaker and Web Developer.

We will not share - give, rent or sell - any personally-identifying information to anyone.

How long do you keep my personal data?

We will keep details of bookings, including personal information, for a maximum of five years. After this time, all personal details relating to a booking that could link a booking to you will be removed from the system. We reserve the right, for historical purposes, to retain non-personal details of bookings after the five year limit.

How is my personal data stored?

All data provided when making a booking is stored in our secure web-based database. We take all measures reasonably necessary to protect against the unauthorised access, use, alteration, or destruction of personally-identifying information.

Do you track my use of the Village Institute's website

We do not track your use of your use of the Village Institute's website in any way. We do not use any analytical and statistical tools that monitor details of your visits to our website and the resources that you access.

Does the website use cookies and can I be identified from them?

An internet cookie is a string of information that a website stores on a visitor's computer. Different cookies contain different kinds and amounts of information. They play a roll in lots of different things including tracking you across sites, loading accessibility preferences, keeping you logged into websites and enabling website functionality. Just like real cookies, some are worth eating and others are so unhealthy and not delicious enough to be part of your life.

The Institute's website does not use cookies to monitor your use of the website in any way. It does, however, use cookies to enable the booking system to function. In the event that you choose to access the Village Institute's website in a web browser with blocked cookies, you will not be able to use the online booking system to book the Institute. You will, however, be able to use the booking calendar to see what bookings have already been made. You would then have to contact us to make your booking.

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