Carers’ Centre BathMeeting Room Booking Form
For any queries relating to hire of our meeting rooms:
Tel: 01761 431388 Email:
Name of Hirer/Organisation
Name of Nominated Person in Charge of booking
Address (in full)
Tel. no: Email ______
Date of Booking(s) please include date & circle session time required. If booking more than 1 session, please include full details on an additional sheet
______Morning Afternoon Evening All Day
I require Woodlands Board Room (capacity 10 – 15) (£35 per 3 hr session)
Young Carers’ Room (capacity 10 – 15) (£35 per 3 hr session)
Woodlands Counselling Room 1 (capacity 2-4) (£20 per 3 hr session – discounts for block booking)
Woodlands Counselling Room 2 (capacity 2-4) (£20 per 3 hr session – discounts for block booking)
Lodge (capacity 4-6) (£15 per 3 hour session – discounts for block booking)
Cost of Booking:______
Do you require access to the kitchen for making refreshments? Yes No
Are there any other requirements for your booking?
______
I agree to comply with the Booking Conditions Yes No
Signed Date
PLEASE RETURN THE FORM TO:
Email:
Post: Gill Evans, The Carers’ Centre 1 Riverside Cottages, Radstock, BA3 3PS
Meeting Rooms: Conditions of Use
1. These conditions apply to the Hirer named on the booking form and any persons given access to Woodlands by the Hirer or the Hirer’s organisation during the booked session. The Hirer is responsible for ensuring that these conditions are complied with.
2. The Hirer (or the person who is named on the booking form as being responsible for the session) must remain on the premises throughout the session.
3. For health and safety purposes, the maximum capacities of the meeting rooms must not be exceeded at any time. These are:
· Woodlands Board Room: 25
· Young Carers Room: 25
· Counselling Rooms: 10
4. The Hirer is responsible for familiarising themselves with the health and safety procedures for the building. These can be found in the Building Manual, located in the Lounge.
5. The Hirer is responsible for obtaining Public Liability Insurance and other relevant insurances.
6. The Hirer is responsible for obtaining any licences which may be needed from the Performing Rights Society, the local authority or any other such body, and for compliance with the terms of those licences.
7. If the Hirer is preparing or serving food & drink during the session, they must comply with any relevant health and hygiene legislation. No food or drink is to be sold during a hire session.
8. The Hirer must indemnify the Carers’ Centre for damage or loss caused to the premises by their users.
9. The Hirer must ensure that any electrical appliances brought onto the premises and used there are safe and in good working order and used in a safe manner.
10. Any personal injury or loss or damage to property must be reported to the Senior Business Support Officer at the end of the session (or immediately if serious).
11. Smoking is not permitted inside the building.
12. The booking times must be strictly adhered to, and the premises must be cleared and vacated promptly at the end of the session. Furniture must be replaced in the positions shown on the room plan (visible on the door). Failure to do so may result in a penalty charge.
13. All keys must be returned to the Senior Business Support Officer immediately at the end of the session.
14. Any rubbish or recycling produced during the session must be removed from the room and put in the appropriate rubbish bin or recycling containers in the kitchen.
15. Any washing up created during the session must either be deposited in the dishwasher or, if the dishwasher is full, washed up by hand, before you leave.
16. Out of Hours Deposit: If you are using the space out of normal working hours, you will be required to provide a deposit of £50. This will be returned to you after your booking, provided that: (a) you have returned the keys provided, and; (b) there were no additional charges incurred by the Carers’ Centre as a result of your booking (i.e alarm activation charge), and; (c) the Senior Business Support Officer is satisfied you have returned the furniture to the appropriate positions and; (d) the Senior Business Support Officer is satisfied that you and any persons authorised by you to use the space during your session have not caused any loss or damage to the premises or any equipment. If the space is not left in the same state as you find it, or there is any loss or damage, the Property Manager will keep the full deposit until the cost of cleaning/replacement/repair has been ascertained and will deduct that cost from the deposit. If you do not return the keys within 48 hours of the end of your booking (unless previously agreed with the Senior Business Support Officer) you will also forfeit your deposit.
17. Cancellation policy: If you have to cancel your booking for any reason, please give as much notice as possible. The following charges apply on cancellation:
· More than 4 weeks’ notice: No charge
· 2-4 weeks’ notice: £15 administration fee
· Less than 2 weeks’ notice: Full hire charge
18. We reserve the right to cancel or move your booking if necessary for operational reasons (e.g. building works). In the very unlikely event that this happens, we will give you as much notice as possible and try to offer you a suitable alternative booking date / venue. If you choose not to make an alternative booking, we will refund your hire charge and booking fee in full but will not be liable to make any other compensation.
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