Room Hire Terms and Conditions

Terms & Conditions:

General information

• 15 minutes to set up and 15 mins clear down will be available to you at the start and end of your session unless pre-agreed.  Please arrive no more than15 minutes before the start of your session, unless an earlier entry time has been agreed in advance. 

• The booker is responsible for their own room set up and clear down unless set up has been pre agreed with us for a fee. Should your session set up/clear down take longer than the 15 minutes allocated, the extra time will be chargeable.

• Rooms should be left in the condition they were found with chairs, tables and equipment being cleared, cleaned and returned to its original place. Additional charges will be added for cleaning/rubbish clearing so please make sure the space is clean and rubbish is taken away. 

• WBBL shall not be liable to the Booker, volunteer or employee of the booker or to any third party for any loss, cost, expense, penalty or damage incurred or suffered, including but not limited to any personal injury or death or damage to property, arising directly out of or in consequence of the Booker’s use of the Centre and/or breaches of our Terms & Conditions.

• WBBL does not accept liability for loss or damage to personal effects belonging to the booker or its delegates, staff or visitors.

• In booking with us:
  - If you have booked online – it is assumed, you have read and acknowledge our Terms & Conditions and Fire Safety Advice by ticking the applicable box
  - If you have booked via Booking Form – it is assumed by returning this you have read and acknowledge our Terms and Conditions and Fire Safety Advice

• WBBL reserves the right to refuse or to terminate future booking if meetings/activities taking place in the centre are likely to cause a breach of the peace or affray or are causing a disturbance/disruption to the main function of the building in which the meeting is being held. 

• The Booker will be liable for all and any damage caused to any room, facility, furniture or equipment caused by acts or omissions of their delegates, staff or visitors.  Where equipment is damaged or broken the client will be invoiced for the replacement value. 

 

Invoicing and Payment

• For regular bookings, invoices will be raised at the end of each month. Payment is requested within 7 days. Payments can be made in advance if preferred.  For one off bookings, payment is requested at least 48 hours in advance. 

• Payment can be made via cash, bank transfer or paid at the café till.

• If your account is in arrears you will not be permitted to make another room booking until it is brought up to date.

 

​Cancellation policy

• If you need to cancel a booking, you will be required to provide at least 7 days prior notice. If satisfactory notice is not given then you will be charged the full amount for the booking. 

• Whilst we will make every attempt to accommodate your booking in the room requested, we cannot guarantee this. We reserve the right to move a booking to another appropriate room, on the same payment terms. Should the change be unacceptable, then a cancellation or refund can be requested. 

• WBBL will not be liable in failing to provide facilities previously agreed, in the event that it is prevented from doing so by causes beyond its control. This includes but is not limited to fire, flood, storm, civil disturbance or industrial action. 

 

General Health and Safety

• Delegates, staff and visitors of the Booker may request a copy of our building risk management guide

•  It is the Booker’s own responsibility to complete their own risk assessment and have public liability insurance in place (if necessary for the activity).

• If you are booking this activity on behalf of an organisation, then public liability insurance should be in place, which you must be able to present to us on request. If you are not an organisation and do not have public liability insurance then you will need to contact us to ensure your activity is covered under Whitley Bay Big Local’s insurance. 

• All electrical items brought onto the premises must be in good condition and be self-assessed as safe to use in a public building. We cannot be held responsible for accident or injury caused by malfunctioning electrical equipment brought onto the premises by a third party.

• We ask that all clients ensure that an adult supervises any children/young people (under 18) attending their bookings at all times.

• If you are hiring this room for an activity that has a potential safeguarding risk (children or vulnerable adults) our Safeguarding Policy requires the room user to hold a valid DBS certificate and you will be required to declare this on the Booking Form

• Public liability and risk assessments are available to inspect on request but the Booker is responsible for ensuring that both themselves and their delegates are safe during their activity.  You can do this by:

• Keeping the room free from hazards

• Reporting any hazards to a staff member

• being aware of basic safety while running the activity

• Understanding where our first aid boxes are located and who are first aiders are

• The Booker should also make themselves and their delegates aware of emergency evacuation procedures identifying their nearest safe emergency exit while running your activity

• In the event of a Fire the Booker and their delegates should comply with the instructions of any designated person (fire warden or other designated staff member). If a delegated person is not on site (fire warden or other designated staff member), the Booker and their delegates should refer to the Fire Safety Guidance supplied with their Booking Form.

 

Fire Safety Advice for Bookers

Discovering a fire

• If you discover a fire, do not attempt to tackle it. Raise the alarm by breaking the glass and pressing the button, or alerting another person to do so.

• In the event of a fire alarm, leave the building quickly and calmly.

• If the fire alarm sounds you must leave the building quickly and calmly by the nearest safe exit, which are clearly signposted. Do not stop to collect personal possessions.

Escape route

Fire exits are clearly marked around the building. Follow the signs to the nearest exit. From the upper floors, proceed down the main stairs to the rear fire exit. From the café, exit via the garden door or main entrance, whichever is safest.

Contacting emergency services

The fire alarm is not connected to emergency services. Following evacuation of the building, the emergency services should be contacted as relevant.

Cancelling fire alarm

In the event that the cause of the fire alarm is known and is not thought to be an emergency, you should contact one of the named people (below) to attend site, check and cancel the alarm.

Do not use the lift

If you are upstairs and are unable to descend stairs, please wait for help to arrive at the refuge areas on the first and second floor landings

Refuge point

If you are unable to escape the floor via the stairs, make your way to the refuge point on the stairwell of floor 1 or floor 2. Report to your group leader and await assistance. Group leader must report to fire services to ensure a safe evacuation.

Once you have left the building you must make your way to the muster point (right), which is outside the Health Centre, until you are told it is safe to return to the building by a member of staff.
 

Incidents and identified fire risks must be reported to the building fire warden on site (David Carnaffan, Jemima Taylor or Kev Laidler) as soon as possible after they occur. On site health and safety officer is David Carnaffan.

Please contact Whitley Bay Big Local  if you have any queries:
Hello@ntbiglocal.org
Tel: 0191 2523570  

Whitley Bay Big Local 
158 Whitley Road
Whitley Bay
NE26 2LY