Kitchen Booking Request

Information For Event Hosts at Hamilton House


Below is all the information you'll need to run a successful event at Hamilton House. You'll find all the required forms, deadlines for copy and information on how to help market your event. Before we get started you might want to know about our PRICELIST or perhaps want to find out about our CATERING.


CLICK HERE FOR VENUE & ROOM HIRE


CLICK HERE FOR GALLERY HIRE



Firstly read through our FAQs. Nine times out of 10 you'll find the answers to your questions here...
Booking Information & FAQs


How do I get to Hamilton House?

  • For directions by bike, foot and car visit our Getting Here page

Are there parking spaces for event organisers & participants?

  • Unfortunately there is no parking at Hamilton House.
  • On street pay and display car parking can be found throughout Stokes Croft and St Pauls. Additionally there are two car parks within 10 minutes walk; NCP on Bond Street and Cabot Circus on Newfoundland Circus BS2 9AB

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What types of layout can I have my room set up?

There are 7 different ways we can set up the room:

  • Board room
  • Theatre style
  • Cabaret style
  • U shape with tables
  • Class room
  • Circle of chairs
  • Horse shoe

Please note the Kitchen, Reading Room, Cloud Room, Dining Room have a fixed set up and cannot be changed.
(Set up for each space as shown in the images on the related room hire page).

Is there a charge for room set up?

  • Room set up is a FREE and part of our service

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Can we have refreshments brought to the room?

  • Yes, we serve a range of teas, coffees and herbal infusions for £1 per person per serving. Please note our minimum serving is £10. Glasses and jugs of water are available free of charge upon request

Do you serve biscuits with your refreshments?

  • Yes, we offer a range of biscuits for £0.65 per person per serving

I would like lunch as part of my booking, can you provide a catering service?

  • We work with different catering services who provide delicious locally sourced food. Our catering service requires a minimum of 10 people for each event. Click here for a sample menu. If you require catering please make sure you fill out the catering section of the booking form.

How much do you charge for catering?

  • If you would like catering we need to know your budget per head, any dietary requirements and hot or cold preference. From there we can create a menu to best suit your needs.

What dietary requirements can you cater to?

  • Please inform us of any allergies or intolerances along with your catering inquiry. Our caterers are flexible and can cater to most needs.

I filled out and sent you my booking form, what happens next?

  • After we receive your request we aim to respond within 3 working days. We will quote you for your booking and when you are happy we will confirm your booking by sending you a booking agreement. Once you have signed and returned the agreement our finance department will invoice you for the booking.

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How can I pay?

  • The quickest way to make a payment is by BACs transfer using the following bank details:
  • Account Number: 65321274
  • Sort Code: 08 92 99
  • Alternatively you could make a payment at reception by card, cash, Bristol Pound or cheque made out to Coexist CIC. You can also make a payment online by following this link. When making a payment please ensure you state your invoice number, or if you don’t have this yet, please state your company name and the date of your event.

Do you need a deposit?

  • Yes, for booking over £50 we will need a deposit.

How much is the deposit?

  • The deposit required is 50% of the booking.

What happens if I want to cancel my booking?

Up to £50

  • All cancellations are subject to a £15 charge regardless of notice period given.
  • If you notify us of your cancellation 7 days in advance of your booking, the remaining value of your booking will be fully refunded.
  • Any less than 7 days notice and you will be liable to pay the full cost of the room.

£51 – £199

  • All cancellations are subject to a £15 charge regardless of notice period given.
  • If you notify us of your cancellation 14 days in advance of your booking, the remaining value of your booking will be fully refunded.
  • Any less than 14 days notice and you will be liable to pay the full cost of the room.

£200 and above

  • All cancellations are subject to a £15 charge regardless of notice period given.
  • If you notify us of your cancellation 28 days in advance of your booking, the remaining value of your booking will be fully refunded.
  • If you notify us of your cancellation 14 days in advance of your booking you will be returned 25% of the full value of the booking.
  • Any less than 14 days notice and you will be liable to pay the full cost of the room.

How much do you charge for catering?

  • If you would like catering we need to know your budget per head, any dietary requirements and hot or cold preference. From there we can create a menu to best suit your needs.

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My booking requires quiet, are there any restrictions or specific time slots or rooms I should request to guarantee a quiet space?

  • Please note we have African drumming from 6-8pm weekly Mon-Wed. The only rooms the drumming doesn’t affect are the Cloud room or Think Tank. Make sure you fill in the noise section of the booking form

Is there a bar / Is Hamilton House a licensed venue?

  • We are not a licensed venue. If you would like to sell alcohol we can accept temporary events notices. unfortunately we are only eligible for 12 licenses per year so we will need to consider each request carefully.

Do you have wifi in all your hire spaces?

  • Yes we offer free wifi throughout the building. You will find the wifi code on posters in all spaces.

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Will you help me market my event?

  • Upon return of your booking agreement we will send you a link to fill in our marketing form. As long as you have the information to us by the deadline (the 8th of the month @ 5pm) we will be able to list your event in our printed programme, website, social media, outside poster and e-newsletter.

What is the deadline for marketing?

  • The deadline for marketing material is the 8th of the month @ 5pm, so if your event is in April we need to receive your marketing material on the 8th of March @ 5pm

What happens if I want to send my marketing material early

  • We welcome marketing material any time after you have confirmed your booking and returned your booking form. As soon as we receive your marketing material we will put it on our website and through our social media channels

Is there a charge for marketing?

  • No currently there is no charge for marketing

Do you have guidelines for marketing?

What is your pricing structure?

  • Coexist aims to be as accessible and inclusive as we can be: to support event hosts and guests to have affordable events of their choosing. We have a price structure that has not increased since it was first introduced in 2009. We provide a 25% discount where we can; charities, non-profit organisations & licensees, (This includes: community groups and voluntary organisations. This does not include: private functions, sole traders, business partnerships, limited companies) and we nurture partnerships with organisations who might struggle with costs otherwise.

    We value our hire spaces and the wide range of events and opportunities they permit. We work in the knowledge that to maintain the spaces well and to provide a good service, the booking fee must be reflective of the true costs, therefore allowing us to extend their use to a greater range of users within the community.

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I want to start a regular dance class in the dance studios, what is the process?

  • You will need to fill out a booking form for our dance studios. Once we have your details we can see if there is any availability for your class. Please be aware that our studios are very busy on weekdays after 6pm.

What if there is no space for my class?

  • If there is no space for your class we will add you to our waiting list, and contact you as soon as a slot becomes available.

What is DMAC?

  • DMAC UK stands for Dance Music and Arts Collective, they are our partners and collaborators. For more information see this link

How do I become a DMAC member?

    By beginning a regular class here you automatically become a member of DMAC UK (Dance Music and Arts Collective) our partners and collaborators. The aim of DMAC is to create a sense of community and of reciprocal benefits, so rather than a simple studio hire relationship, we engender something more powerful and exciting.

What benefits do DMAC members receive?

  • Support with marketing and class promotion, as well as a 20% discount on studio hire.

I would like to book a practice session in the dance studios. What is the process?

  • Practice or rehearsal rates for AD HOC users in our studios are £3 per person, per hour. Before you use the studios you’ll need an induction to the space. You can arrange an induction by calling the Coexist office on 0117 9154831. In your induction you will need to sign a practice agreement and then you can book in your first session.

What are the terms and conditions for AD HOC practice users?

  • AD HOC users can book up to seven days in advance and cancel with 24 hours notice. Coexist must also give a minimum of 24 hours to cancel a practice session.

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...and make sure your read our T&Cs


Once you have clued yourself up and are ready to book, use the form below.
Kitchen Hire Booking Form

If you’re ready to book and have read our terms & conditions use the Venue Hire booking form below.

If you have questions you can’t find the answer to on our FAQs please use this email address food@coexistuk.org (please note due to the amount of enquiries we aim to respond within 3 working days)

Problems viewing the form? CLICK HERE

So you've booked your room and read our terms and conditions. The next step is to market your event. To get the best results read through our Marketing Guidelines and once done fill in the marketing form.


Please note: if you have any changes to your event please email: bookings@coexistuk.org and Cc in marketing@coexistuk.org Bookings will confirm if the changes are possible or not and Marketing will update the marketing information.

Marketing Guidelines

Please thoroughly read all the following information regarding the ins and outs of event marketing at Hamilton House

We do our best to help spread the word of all the fantastic events run at Hamilton House, but please remember this is YOUR event, so it is YOUR responsibility to get bums on seats. Having said that below is a list of FREE marketing avenues we employ. Please use the marketing form in the drop down below to submit marketing material for all avenues.

Hamilton House Printed Programme:

We create a monthly 16 page A5 programme which is distributed in and around Bristol. Print runs are usually 2,000 copies. As there is limited space in the printed programme we cannot guarantee to feature your event and advise you to get your marketing material as early as possible.

The deadline for copy of the printed programme is 1st of each month at 5pm and we WILL NOT be able to include your event if you send information after this date. We’d appreciate it if you could send us your marketing materials earlier than the 1st so we have time to upload it to the website and get you to double check the information is correct. We only have a couple of days to create each edition so rely on you to check your listing information is correct before we start designing the programme. If there are any mistakes in your copy and you haven’t checked, they will be carried over to the printed programme which is no good for anyone!

We also create an online version of the programme on Issuu an online digital magazine website.

Hamiltonhouse.org Website:

We list all events on our website www.hamiltonhouse.org and currently receive around 500+ views per day. Your listing will get a full page under the appropriate category. You are welcome to use more than one category if your event has different elements in it such as a Film Screening With Q&A would fall under categories MUSIC, THEATRE, FILM & COMEDY and TALKS & LECTURERS.

Proofreading

Once we’ve uploaded your listing to the website we will send you a confirmation email. At this point please check all the information in your listing: time & date of the event, contact details and copy. Once you’ve confirmed the copy is good we will directly copy and paste the information to be used in our printed programme. Because of this if there are any mistakes they will be copied across, so please make sure you thoroughly check everything is correct.

Here’s an example of what a listing looks like

E-Newsletter

We have a monthly e-newsletter going out at the beginning of each month to 2,000+ readers. Within it we include a link to the online version of the monthly programme and what’s coming up next month. This is a really good reason to get your marketing material to us as soon as possible so we can shout about it the month before and give your event more exposure!

Social Media

We use Facebook and Twitter, our username for both is @coexistcic and our hashtag is #ItGoesOnHere. Everyone in the team gets involved in our social media and we’re pretty quick at reposting and responding. Best thing to do is share your event on your Facebook or Twitter accounts and include @coexistcic and #ItGoesOnHere and there’s a good chance we’ll repost it.

Posters & Flyers

If you’ve been to our venue you’ll know we have a foyer overrun with fly posters and flyers. You are welcome to put up posters and flyers as long as you can find a space.

Images

For use with our various channels we require high resolution images. Please submit 300dpi images of at least 1000px X 1000px. (We will crop the images to size). If you have no idea what we’re talking about with dpi, pixels etc… click this link to find out more: vsellis.com/understanding-dpi-resolution-and-print-vs-web-images/

Please don’t send us your finished flyer with dates, times and venue because the chances are it won’t fit in with our layout and we’ll have to chop part of it off. Unfortunately we generally can’t use these type of images and will have to list your event without an image which will significantly impact the adverts potential. Please send us a high quality image that represents what your event is about. E.G. If you’re running a ballet class, a picture of a ballerina or a ballet class would work.

Please don’t simply grab an image from a Google search as it will be under copyright and unfortunately we won’t be able to use it. Why not try searching Flickr instead. There are hundreds of images free to use commercially, and they generally only ask you to give appropriate credit to be given to the photographer.

Once we've received your marketing form we'll add your event to our website listings page. When this is done we'll send you an email asking you to proof read the information.


Make sure you check for typos and confirm the dates and start times are correct. It's really important to make sure these details are correct because this information will be used for our printed programme and our e-newsletter.

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