Terms and Conditions for Room Hire

Definitions

‘You’, ‘your’ or ‘hirer’ means the organizer or main contact to which all information will be sent and where responsibility for the booking is held.

‘We’ or ‘us’ means St. Anne’s Church.

‘Scheduling platform’ means our online scheduling software which is hosted by Skedda (https://www.skedda.com) and can be accessed at http://stannes-soho.org.uk/room-schedule.

Booking Procedure

On receiving a completed ‘Getting to know you’ form, an account will be created for you on our scheduling platform which is hosted by Skedda.

Once your account has been created, bookings can be made online at your convenience. Unless agreed in advance, you will be required to enter card payment details at the time of booking. Card details will be securely stored by our payment processor, Stripe (https://stripe.com), and used to take payment for the booking, see ‘Payments’.

Payments

Please note that prices are given exclusive of VAT which is not charged by St Anne’s, Soho. Payment must be in pounds sterling and any bank charges must be pre paid.

Payment will be taken seven days before the date of your booking using the card details provided at the time that you booked. Alternatively, payment by BACS or cheque can be made upto ten days before the date of the booking – please send a remittance advice to info@stannes-soho.org.uk to prevent the card payment being taken.

In the case of invoiced customers, payment by BACS or cheque must reach us by the due date on the invoice and a remittance sent to info@stannes-soho.org.uk.

Cancellation and amendment of bookings

If you cancel or amend the booking more than 30 days before the event, there will be no charge.

If you cancel or amend the booking more than 7 days before the event but less than 30 days, a sum of 20% of the full amount of the booking will be charged to the card provided at the time of booking.

If you cancel or amend the booking 7 days or less before the event, you will automatically lose the full payment.

All cancellations or amendments anytime upto 7 days before the booking can be processed on the online scheduling platform.

Any cancellations or amendments within 7 days of the booking must be notified by e-mail to St Anne’s, Soho – info@stannes-soho.org.uk.

Cancellation Received Payment Due How to Cancel
30+ days from event None Online
8-29 days from event 20% of booking value Online
7 or less days from event Full value of booking E-mail

In the unfortunate circumstance that St. Anne’s has to cancel your booking, you will receive a full refund.

 

St. Anne’s may cancel the booking:

  • If the event is deemed unsuitable
  • If we require the room for previously unforeseen Church purposes.
  • In the case of a series of regular bookings, if we do not receive payment before the due date.

Arrivals and Departures

Time for set-up and clearing away, which is your responsibility, must be incorporated into your booked time. Any alterations to these times will incur extra charges but may not be possible due to other bookings, staff availability or Church engagements. We reserve the right to refuse entry to event participants that turn up before the event is due to start.

Damages

We reserve the right to charge you for any breakages or damage to any equipment, furniture, fixtures or fittings in the room you have booked. You will be informed of the nature and extent of the damage caused by your delegates and will be deemed responsible. The payment details provided at the time of booking may be used to collect payment for damages.

Health and Safety

You are required to ensure that all stairs, passageways and entrances remain unblocked, and that the maximum capacity is not exceeded.

In the event of an emergency evacuation of the building all delegates must assemble at the designated assembly point.

St. Anne’s does not allow smoking in any of its rooms.

You must ensure that noise levels are kept to a minimum and that all music shall cease at 10:00pm.

Use of the garden shall finish at 9:00pm.

Insurance

You must ensure that you are covered by suitable and adequate insurance to include third party and other liabilities appropriate to your activities.

Licenses & Consent

The hirer is also responsible for obtaining any necessary Licenses for the sale of alcohol, playing of music or other licensable activity at the event.

Children & Vulnerable People

If the room hire booking involves work with children or vulnerable people, the PCC of St. Anne’s, Soho, must be given a copy of protection guidelines relevant to the activities to be undertaken along with a copy of appropriate CRB checks for each of the organizers. Children and vulnerable people must be well supervised by adults at all times.

Personal Property

No responsibility can be accepted by St. Anne’s for any loss of property or for accidental damage to personal property by persons using the premises. All personal property is left at your own risk. Lost property will be kept for one month before being donated to charity.

Summary Closure

The Church Council reserves the right to close down a function should numbers attending be in excess of the maximum capacity of the room hired or if noise levels exceed normal volumes or for any reason where the health and safety of users is at risk

 

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