Booking Form | Hafan Yr Afon

Welcome to our events space

Thinking of hosting an event at Hafan Yr Afon? You’re in the right place!

We’re more than just a venue—we’re your event’s biggest cheerleaders! Not only do we provide a fantastic space, but we can also help spread the word and connect you with the right audience.

Want to learn more? Download our info pack, grab a cuppa, and get inspired! ☕✨

Ready to book? Our booking form works best on a computer or tablet, but don’t worry—it’s not a binding contract! We love a personal touch, so we’ll be in touch to confirm everything.

If you’re on mobile, click HERE for a mobile-friendly version of the booking form.

T&C's + Room Set up at the bottom of the page

Room styles
1. Theatre Style:
o Chairs are arranged in rows facing the front of the room, similar to
seating in a theatre or cinema.
o There’s no table space, just rows of chairs to maximize the number of
attendees.
2. Classroom Style:
o Chairs are arranged in rows with tables in front of them.
o Each row faces the front, ideal for note-taking and using laptops.
3. U-Shape:
o Tables are arranged in a large U-shape, with chairs around the outer
edge.
o This setup promotes interaction and discussion, as participants can
see each other and the front.
4. Boardroom Style:
o A single, large table (often rectangular or oval) with chairs around all
sides.
o This setup is typically used for smaller meetings, encouraging
conversation and dialogue.
5. Cabaret Style:
o Tables are arranged throughout the room with chairs around them.
o This is commonly used for meals, allowing attendees to easily interact
with those at their table.

Hafan Yr Afon: Terms & Conditions

Booking: The room booking will be confirmed upon completion of the booking form and acknowledgement from our team.

Period of room hire: The period of hire starts and ends at the specified times agreed upon booking, and any extension must be approved in advance.

Payment: Payment must be pre-arranged with us before the start of the hire period, and any additional charges incurred during the hire must be settled promptly.

Additional Staff Working: Any additional staff required during the hire period must be arranged and approved in advance by the venue. This will occur extra cost.

Assignment or Sub-letting: The room cannot be assigned or sublet to any third party without prior written consent from the venue.

General: The hirer is responsible for ensuring all guests comply with venue regulations and local laws during the hire period.

Damage to the Fabric of the Building or Its Fittings: Any damage caused to the building or its fittings during the hire period will be the responsibility of the hirer to cover the cost of repair.

Fire Exits and Equipment: Fire exits must be kept clear at all times, and any fire safety equipment provided must not be tampered with.

Health and Safety: The hirer is responsible for ensuring the health and safety of all guests during the hire period, including adherence to any health and safety regulations.

Limitations on Numbers: The number of guests must not exceed the capacity of the room as specified by the venue.

Maintenance of Good Order: The room must be kept in good order during the hire period, and any equipment or furniture used must be returned to its original position.

Use of Non-Open Newtown Equipment: The use of any equipment not provided by the venue must be approved in advance and comply with safety regulations.

Smoking: Smoking is strictly prohibited inside the building, and designated smoking areas must be used outside the premises.

Variation and Compliance with These Terms: Any variations to these terms must be agreed upon in writing with the venue, and failure to comply may result in termination of the hire.

Removal of Equipment: Any equipment brought in by the hirer must be removed at the end of the hire period, unless otherwise agreed with the venue.

Cleaning: The room must be left clean and tidy at the end of the hire period, with any excessive cleaning required subject to additional charges.

Insurance and Indemnity: The hirer is responsible for arranging appropriate insurance coverage for the hire period and agrees to indemnify the venue against any claims.

Catering Requirements: Any catering requirements must be arranged in advance with the venue no later than a week before the start date.

General Requirements: Any other specific requirements not covered in these terms must be discussed and agreed upon with the venue before the start of the hire period.

Cancellation: Cancellations made between 3 to 6 days before the check-in date will incur a 50% cancellation fee of the total booking amount.

- Cancellations made less than 3 days before the check-in date,

or in the case of a no- show, will incur a 100% cancellation fee of the total booking fee.

-This fee may be wavered if the date can be rearranged with management

These terms and conditions are subject to change at the discretion of the venue and must be agreed upon by both parties before the room booking is confirmed.