This document sets out the terms and conditions of hire as agreed between Ladybrook Enterprises Ltd, Ladybrook Community Centre, Ladybrook Lane, Mansfield, Nottinghamshire, NG18 5JJ and the hirer as detailed in the completed electronic booking form that accompanies them. Please make yourself familiar with the items contained within it and ensure the person facilitating your booking on the day is also aware of their responsibilities.
Fire safety procedures:
- You must follow Action plans and Procedures as displayed in each room beside the door and in line with health and safety legislation.
- Do not obstruct corridors or exits. Vehicles should not obstruct the entrance/exit to the car park or building.
- Maximum capacity of 100 in the main hall, 35 in the conference room, 12 in small meeting rooms for fire regulations. Please note these numbers may exceed our own maximum number of people in each space, please refer to the booking form for room capacity.
- Electrical appliances should be authorised and up to date portable appliance tests (PAT Test) certificates or stickers on items will be required. Please ensure all facilitators and customers are aware if using mains powered electrical equipment.
- No highly flammable substances are permitted on the premises.
- You must leave the building immediately if the fire alarm sounds or if asked to do so by a member of staff.
- The facilitator or leader of all meetings/events should ensure they support their attendees to leave and keep records of who is in their session at all times.
Other legislation, policies and procedures:
- Smoking and vaping are only permitted in the outside designated area which is located at the entrance to Ladybrook Lane adjacent to the bench and fire assembly point. This is a requirement of our premises license and is strictly the only place this is allowed.
- The person in charge of the event must be 18 years or above. ID may be required at the time of booking.
- It is the responsibility of the hirer to ensure there is adequate first aid cover within their session. Evidence of this may be requested.
- We are a registered and inspected food and licensed premises and only food and drink (including alcohol) purchased on the premises can be provided by the organisation or individual booking. In special circumstances exceptions may be made but only with express permission from management in writing and in advance of the event. Individual attendees are welcome to bring drinks or food for their own consumption only and these should not be shared amongst the group.
- All children and vulnerable adults must be cared for at all times by fit and proper adults, this includes when they go to the toilet or in the grounds, children are not permitted to leave the room of the booking without adult supervision under any circumstances. Supervision levels must be at least 1 adult to every 5 people under the age of 18 years.
- Entertainment and activities within the building should comply with the terms and conditions of the premises license.
- It is the responsibility of the hirer to obtain licenses as appropriate for their activities.
- The hirer should ensure adequate insurance to cover the damage, loss or theft of their equipment and for public/professional indemnity/liability where Ladybrook Community Centre’s own insurance is not applicable. Nothing should be done to invalidate the policies of insurance.
- Animals on the premises are restricted to trained dogs for the blind or other support animals.
- People under the influence of drugs or alcohol are not permitted to enter the building under any circumstances with the exception of those drinking alcohol served at licensed events held at the centre.
- You must Leave the premises in good order, returning any furniture and equipment to its original position.
- Excessive mess or litter may result in the hirer being charged extra caretaking/cleaning costs.
- You should obtain approval from Ladybrook Enterprises Ltd for any advertising or publicity material (including entrance tickets) before publication.
- You must vacate the premises by the agreed time and ensure your attendees have also left. Booking should include sufficient time to set up and clear away, remembering that you may need to move furniture to suit your needs.
- Entry will only be permitted into the building for specific activities, attendees should be informed that they are not permitted to turn up more than ten minutes earlier than the start of their session. We have planned the timetable carefully to allow adequate cleaning between activities and early entry is therefore not possible.
- The centre does not have a manned reception. We will ensure people have access to the centre and buzz them into the building but you may need to ensure they are greeted in reception and directed as appropriate on arrival.
COVID-19 Specific Terms and Conditions:
- At times where track and trace is a mandatory requirement facilitators should track carefully who is in their sessions and record their details on paperwork provided when asked to do so.
- Hands must be sanitised on arrival and before leaving the centre.
- In communal areas our policy is to maintain a 1m space between all people using the centre wherever possible. We recommend that this is maintained within your sessions, however you are responsible for your session meeting current legal requirements. Should you wish to reduce this distance you are free to as long as it is within the current law in place at the time. If the law changes and social distancing becomes mandatory again you will be required to adhere to this.
- Windows must be opened in each space to allow adequate ventilation.
- Furniture has been placed in the safest way possible – please do not move this if it is in breach of the current regulations.
Ladybrook Enterprises Ltd will:
- Provide policies and procedures in line with legislation in respect of health and safety, equal opportunities, data protection and environmental guidelines.
- Ensure the premises, equipment and facilities are subject to appropriate maintenance checks.
- Keep up to date risk assessments of the premises and its activities.
- Ensure licenses are in place in compliance with legislation, i.e. The Licensing Act 2003.
- Ensure food and drink supplied is subject to appropriate licenses and food management systems.
Disclaimer, Ladybrook Enterprises Ltd:
- Cannot accept responsibility for damage, loss or theft of property of users of the premises. Cars are left at owner’s risk.
- Reserve the right to refuse an application for the use of The Ladybrook Community Centre if a particular organisation or individual presents a risk of public disorder or of alienating our beneficiaries or supporters.
- Cannot be held liable for cases of cancellation due to unforeseen circumstances out of our control, i.e. Road closure, extreme weather and full hire costs will be charged.
- Reserve the right to cancel bookings when the premises are rendered unfit for use and cannot be held responsible for losses in such cases of cancellation.
Payment and cancellation terms: One off/Short Term Bookings
- The full cost of your booking must be paid no later than 14 days before the start of your event.
- In the event that your booking is less than 14 days away at time of booking, payment will be required upon booking unless permission to pay on arrival is given in advance by management.
- Returned payments will incur an administration fee of £20 to cover the costs incurred by our charity.
- Where payment remains outstanding 4 weeks after the date of your booking we reserve the right to charge 8% interest for each week the balance is outstanding
- Cancellations must be made in writing and can be emailed to the centre. Cancellations made with more than 14 days notice will not be charged. Cancellations made with less than 2 full weeks notice will be charged the cost of booking.
Payment and cancellation terms: Ongoing Bookings
- Ongoing bookings taking place in the same day and time slot, lasting a minimum of 6 consecutive weeks are eligible to receive a discounted room hire rate.
- Invoices for payment will be raised within the last week of the previous month for all the following calendar month’s sessions and payment should be made within 30 days of receipt of invoice.
- Bookings that fall on a bank holiday or within our two closure periods (2 weeks in Summer and 2 weeks over Christmas) will not be facilitated. This will not affect your ongoing booking discount and you will not be charged.
- In addition to our closure periods you will be entitled to up to 4 weeks of additional holidays per calendar year per session without forfeiting your ongoing booking discount. 2 weeks’ cancellation in writing for these sessions will be required as normal. Where more than 4 weeks per year are cancelled you will be moved to our one off/short term booking rate.
- Sessions cancelled with less than 2 weeks notice in writing will still be charged.
- 2 weeks’ written notice is required for permanent cancellation of your ongoing booking.
- Where payment is not received as the above policy 8% interest charge will apply for each week the balance is outstanding.
Submission of a booking form constitutes acceptance of these terms and conditions of hire.
Valid for bookings made between 01/01/2024 – 31/12/2024
