Terms & Conditions of Room Hire

Application for Hire

1.1. The Hirer must honestly declare and fully represent at the outset the purpose for hiring the Meeting Space. Any actual or apparent misrepresentation may result in cancellation of the booking by CCBN without notice.

1.2. All bookings require a completed booking form for each hire period

1.3. Booking start and end times must be on the on or half past the hour, e.g. 9am or 9:30am.            

Hirer’s Use of Hired Space

2.1. Once the booking has been confirmed by a member of the CCBN Room Hire Team, your booking forms along with these Terms & Conditions, form your contractual agreement between CCBN and yourself. The dates and times on your booking form will be used to generate your invoice.

2.2. The Hirer, its staff, team and guests must only use the parts of the building which are specified for use on your form or notified to the hirer at the commencement of the hire period.

2.3. The Hirer shall not make any alterations to the layout or appearance of the Hired Space or move/remove CCBN’s property without prior consent.

2.4. The time stated on your booking form must include your setup time. Access to your hire space will not be allowed anymore that 15 minutes before this time.

2.5. The Hirer must ensure that the number of guests at their event does not exceed the total number of guests stated on the booking form. Any changes on site must be reported to the team at your venue.

2.6. The Hirer shall report any loss, theft or damage of CCBN equipment or property to a member of staff. The hirer will be liable for any damage to the premises caused by themselves or their guests.

2.7. At the end of the Hire Period the Hirer must remove all their equipment, furniture, personal possessions and anything brought and placed therein by the Hirer and/or its guests. If the Hirer fails to do this, CCBN shall be entitled to remove the same and shall be at liberty to make an additional charge to the Hirer for removing the items left behind.

2.8. The condition of the space post event must be as it was provided. Any furniture moves, or any extra cleaning that is required beyond the standard clean will be charged for. Any furniture staining that requires extra cleaning will be charged for and if not capable of being cleaned, will be replaced for new and fully charged for.

Payment terms & Cancellation Policy

3.1. You will receive an invoice for your room hire with a full breakdown of charges. Payment for your event should be made by BACS transfer.

3.2.  Room hire must be paid no later than the terms stipulated on your booking form.

3.3. Cancellation fees apply as follows:

·         Cancellation within 7 days up to day prior to booking 50% of balance will be charged

·         Cancellation between 7 and 14 days prior to booking date 25% of balance will be charged

·         There is no charge if you cancel at least 14 days before your booking date

3.4. Cancellations will be accepted via email and will take effect from the date of receipt, cancellations to be sent to officeadmin@ccbn.org.uk

3.5. Any changes to cost relating to booking will need to be confirmed via email to officeadmin@ccbn.org.uk . We reserve the right to cancel or move the booking should it no longer be suited to the space booked.

Health, Safety and Security

4.1. The hirer will be responsible to ensure all bookings conform to our Health, Safety and Security procedures as detailed in the Health, Safety and Security Policy given at time of booking, including, where appropriate, evacuation procedures if necessary.

4.2. Smoking is strictly prohibited in all areas apart from the designated smoking area. Please speak to the onsite team who will inform you where the designated smoking area is located.

4.3. The Hirer shall be responsible for maintaining the proper order and conduct of all guests attending the meeting and shall ensure such persons comply with any instructions they may receive from any CCBN Member of Staff and generally behave in an appropriate manner. CCBN reserves the right to ask any person attending the meeting to leave the premises if in its opinion they break CCBN’s terms and conditions.

Insurance and Safeguarding

5.1. The Hirer shall at the request of CCBN provide evidence that valid and suitable insurance policies are in place. This must be provided to CCBN prior to commencement of the event. CCBN reserves the right to terminate the contract If not received.

5.2. Any Hirer working with children, young people under the age of 18 years and vulnerable adults is required to have an up to date safeguarding policy in place. A copy of this must be provided to CCBN prior to commencement of the event, CCBN reserves the right to terminate the contract If not received.

5.3. It is the responsibility of the Hirer to ensure that all people working with children, young people under the age of 18 years and vulnerable adults at their events have received relevant safeguarding training and where appropriate have been DBS checked.

Liability

6.1. CCBN shall not accept any liability (whatsoever or howsoever caused) for the loss of or damage to any property or items placed or left in any part of the premises by the Hirer or any person attending the meeting, or any damage to the premises during the Hire Period unless the loss or damage is caused by or arises out of the negligence of CCBN.

Variations

7.1. No variation to this Agreement or any of its terms shall be effective unless it is made in writing and signed by or on behalf of each party. See each term for reference