Terms and Conditions of Hire 2023

Terms and Conditions of Room Hire  

Ladybrook Enterprises Ltd : Corporate Bookings

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 declaration at the bottom the document. Please make yourself familiar with the items contained within it and ensure the person facilitating your booking on the day is aware of their responsibilities.

Fire safety procedures as displayed on the notice board 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 main hall, 35 in conference room, 12 in small meeting room for fire regulations.
  • For customer comfort and safety these will be limited to 50 in the main hall for seated event or 100 for marketplace events only , 24 in the conference room, 10 in the small meeting room and 3 in the counselling room to maintain adequate air quality and space.    
  • Electrical appliances should be authorised and up to date portable appliance tests certificates will be required.
  • No highly flammable substances.
  • Leave the building immediately if the fire alarm sounds or if asked to do so by a member of staff.
  • Facilitator or leader of meeting/event should sign in and report numbers in attendance.

COVID-19 Specific Terms and Conditions

  • Facilitators should track carefully who is in their sessions and record their details in a way that allows contact if track and trace legislation is in place  
  • 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
  • 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.
  • You must arrive and leave the centre within your allocated booked time – please ensure delegates leave promptly at the end of your booked timeslot.
  • Furniture has been placed in the safest way possible – please do not move this if it is in breach of the regulations.

Other legislation, policies and procedures:   

  • Smoking is only permitted in the outside designated area which is located at the entrance to Ladybrook Lane.
  • The person in charge of the event must be 18 years or above. ID 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.
  • Only food and drink purchased on the premises can be consumed, in special circumstances exceptions may be made but only with the express permission from management in writing and in advance of the event.
  • 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 outside the building, 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 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.

Conduct the event as described on the booking form in an orderly manner:

  • 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.
  • Obtain approval from Ladybrook Enterprises Ltd for any advertising or publicity material (including entrance tickets) before publication.
  • Vacate the premises by the agreed time. Booking should include sufficient time to set up and clear away.

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 the LEL’S 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 booking when the premises are rendered unfit for use and cannot be held responsible for loses in such cases of cancellation. 

Payment and cancellation terms: One off Booking

  • The full cost of your booking must be paid no later than 14 days before the first date 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.
  • Payment can be made in cash at the centre, via Cheque made payable to Ladybrook Enterprises Ltd or via BACS to Virgin Money account number 29257630 sort code 05-05-75.
  • 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 with less that 2 full weeks’ notice will still be charged at the full cost of booking

Payment and cancellation terms: Ongoing Bookings

  • A non returnable deposit equivalent to 2 weeks of bookings is due at time of booking followed by weekly or monthly payment as agreed.
  • 2 weeks notice is required for permanent cancellation of your ongoing booking – the 2 week deposit will be used to pay for this notice period if your payments are up to date.
  • If arrears are outstanding at the date of your last session these must be cleared before the end date of your booking
  • Where payment is not received as the above policy 8% interest charge will apply for each week the balance is outstanding.

Valid for bookings made between 01/01/2023 – 31/12/2023

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