a. BOOKING, PAYMENT AND CANCELLATION
- Once you have booked your meeting / event, and been provided a tour of the space, your event will be
provisionally confirmed on our booking system. The Community Manager of the requested site will liaise
with the Wimbletech CIC accounts team (The ATeam), who in turn will be in contact to arrange payment.
Please note (The ATeam) will be in contact within 48hrs after accepting the Terms of Booking on the
relevant form. Your booking will be cancelled if payment is not received in full within the required timeframe
as per the invoice. - If you cancel your booking with less than 48 hrs notice, you will be charged the full amount of your hire.
- All hire prices are exclusive of VAT. However should the rate of VAT change between the time of
booking and the Event, we reserve the right to adjust the prices in line with such change. - If you have been provided a free booking, the above payment terms do not apply to you.
b. ACCESS PASS COLLECTION AND DROP-OFF
Room Booking / Events T’s & C’s – WImbletech CIC [2019]
If you are hiring the space without Wimbletech staff present during your hire, the Community Manager of
the site will be in contact nearer the time of your booking to arrange for you to collect the access
pass/key/fob to the premises. NB: By signing this agreement you are confirming full responsibility of this
access pass and agree to pay a surcharge of £20.00 if this pass is either returned damaged or it is lost.
The Community Manager will also arrange a suitable time / method of returning the access pass, either by
hand or in a sealed envelope clearly marked with your name and the date of your booking in a safe place.
c. LIABILITY - Please be aware that, in line with the Licensing Act 2003, we are unable to allow any of your guests who
are under the age of 18, to consume any alcohol. We reserve the right to remove any alcohol from guests
who are unable to prove that they are over 18, regardless of how they obtained the alcohol in the first
instance. - We accept no liability for loss of, or damage to, property brought onto the premises and which is owned
by or in custody of you, your employees, guests, customers, clients, or invitees. - You are responsible for any damage caused by you, your employees, guests, customers, clients or any
and or all invitees on site, to any furnishing, utensils, equipment and / or other during your Event or Meeting
or as a result of the Event, and shall indemnify us against the cost of repair or replacement thereof. - Notwithstanding any permission which may be given by us we accept no liability for loss, damage, or
breakout of disease caused to you, your employees, guests, customers, clients or invitees. - We accept no liability for any breach of these terms and conditions caused by events beyond our control,
which shall include, but not to be limited to accidents, fire or local authority closures. If any such event/s
should occur, we shall use our reasonable endeavours to make suitable alternative and timely
arrangements, failing which we shall terminate the booking and refund your charge of use within 5 working
days. - We are unable to guarantee exclusive use of the site for any event and reserve the right to take
additional bookings in either remaining room/s available at the time of your hire. NB: This will NOT include
your hire room.
d. INSURANCE / LICENSE - You are advised to secure your own insurance policies for your hire. Upon completion of your event
assessment and risk assessment carried out by Wimbletech CIC, these policies can include, but are not
limited to:
Room Booking / Events T’s & C’s – WImbletech CIC [2019]
- PLI (Public Liability Insurance) Please note this is mandatory – Required up to at least the value of £2
million. Please ensure you provide a copy of your PLI certificate when requested. NB: The value of your PLI
is dependent upon the content of your activity. - Food and Hygiene certification – if relevant to your hire. Please ask the site Community Manager for
further information and where to acquire the certificate. - TENS (Temporary Event Licence) may be required and is available to obtain from your local authority, cost
apprx: £22. You will be notified if this is required during your tour of thereafter. NB: TENS licence covers
your event day only and usually required for large number of attendees and / or any other special
arrangements such as distribution / sale of alcohol. Please speak to the Community Manager if you are
unsure whether you require a TENS licence. - First Aid: You or someone from your organisation may be required to acquire a first aid certificate and
ensure to be on duty for the whole time of event. You will be liable for the cost of this certificate. Please ask
the site Community Manager for further information and where to acquire the certificate. - DBS: If it is deemed that you or your event staff have responsibilities that bring them into private/one to
one contact with children / vulnerable adults or if they have supervisory responsibilities in relation to
children’s / vulnerable adults activities a DBS certificate is required. DBS checks, or other vetting
procedures such as written and authenticated references, may also be required for individuals if, for
example, you are involved in the provision of children’s tuition, sport activities, or children’s entertainment,
or in compliance with the Operating Licence Agreements issued by a Council.
- If you require the provision of sale and or distribution of alcohol for your hire, please check with your
Community Manager before making any further arrangements.
You shall obtain any local authority or other licences necessary in connection with your use of the room.
Wimbletech CIC is not licensed for public entertainment. In the event that you intend to use live or
recorded music for your hire, you shall notify us of this seven days in advance so that we may ensure we
remain within the terms of our performing rights licence. Under no circumstances may music be played
outside the Hall.
(ii) You shall, if selling goods in the room, comply with all relevant laws and any local codes of practice
in connection with such sales.
(iii) You shall observe all regulations affecting the room, imposed by the Licensing Justices, the Fire
Authority, the Local Authority or otherwise.
You shall pay any commercial rates, business tax and similar, should any be payable by reference to
your use of the room, and shall indemnify us against any such liability.
Wimbletech CIC’s shall have the right of entry to all parts of the room/s at any time.
Room Booking / Events T’s & C’s – WImbletech CIC [2019] - Depending on the scope, variety and content of your booking you may be advised to secure further
insurances / licences if deemed relevant. The site Community Manager will notify you if this is the case.
e. CONDITIONS OF HIRER - Conduct of your event:
1a. You agree to begin and end the Event at the times agreed with us (booked on behalf of hirer by
site Community Manager) and that such times. Should you overrun the ‘end time’ of the Event with
or without prior agreement, you will reimburse us for any expenses incurred as a result of the
overrun, including, but not limited to, additional wage costs for staff allocated to the Event / if any.
2a. You agree to be the sole and nominated key holder of the access pass to enter the site, to
retrieve the key with instructions prior your booking, to ensure it is safe at all times during your
booking, and to ensure it is returned undamaged to the site Community Manager on a day / time
convenient to you and the site Community Manager after your booking is complete – or – to return
the access pass in a sealed envelope and left at a suitable designated area (as agreed and
confirmed prior to your booking with the Community Manager).
3a. All events which take place are subject to many statutory controls, in particular, but without
limitation, those relating to food and health and hygiene, fire protection, liquor licensing, and
entertainment. You, your employees, guests, customers, clients, and invitees must comply with
reasonable requests, directions and instructions from Wimbletech personnel in relation to any such
matters.
4a. If, in relation to the Event, you wish to have, provide or install: Any outside entertainment or
services, any outside food or beverage, or any outside equipment (including without limitation,
electrical equipment and display stands), you must discuss this with the Community Manager prior
to booking your hire with at least 7 days notice. We reserve the right to refuse permission for any of
the items specified above.
5a. Please be aware that the space is located within a residential area and we need to
ensure our neighbours are not disturbed therefore please ensure that when arriving and leaving the
space that this is done with consideration. - Health and Safety
2a. Notwithstanding any permission which may be given by us under the above paragraph we
reserve the right, at the time of the Event, not to admit outside entertainment or services to the
premises, not to permit outside food or beverages to be brought to the premises and not to have
outside equipment installed on the premises if, in our reasonable opinion to do so would risk:
Room Booking / Events T’s & C’s – WImbletech CIC [2019]
- Causing danger to the health and safety of members / members guests, Wimbletech CIC
employees and general public - causing offence to members / members guests, Wimbletech CIC employees and general public
- committing an offence or breaching any legislation applicable to the site.
2b. Any incident (being any event which has or may have caused injury or risk of injury to
a person, or damage to the building or its contents) shall be recorded by you in the
Incident Book (Community Manager will show you where this is located during your induction of
the space) and shall be notified by you to the Community Manager immediately following the Hire.
2c. You agree not to bring any inflammable chemical, explosive or other hazardous substances on
site.
2d. You shall ensure that the policy for safeguarding children and adults who may be vulnerable, a
copy of which you acknowledge having received. NB: The Community Manager will provide you
with a PDF attachment of the sites safeguarding policy. You are responsible for children, and adults
who may be vulnerable, in your care and you must ensure that they are protected at all times by
taking all reasonable steps to prevent injury, loss or damage occurring. You must carry full liability
insurance for this. In particular, you must ensure that: - children do not wander out of the room unsupervised
- children are supervised by at least two adults at all times, no matter how small the group. (No
person under the age of eighteen may thus be left in charge of any child of any age.) - hot drinks or any other object which might cause injury to children are kept out of their reach
- children are not allowed to climb on furniture or windowsills
- children are not allowed into the kitchen
- the use of play and electrical equipment is supervised at all times and all such equipment is
well maintained and suitable for use in the room.
Please note the building incorporates but is not limited to: Library, Museum or Wimbletech
staff and/or members that may not hold or asked to hold a current DBS check due to the nature of
their work. It is the responsibility of the hirer and that of the hirer’s guests and staff to be mindful of
sharing a this space.
2e. You agree to return the space hired to a reasonable and acceptable standard of cleanliness and
discard any rubbish left after your event. Please note you will be required to provide your own black
bin bags and discard of all rubbish on site and agree to remove all rubbish, taking them away from
the venue with you.
2f. Smoking is not permitted in the space, the building nor around the grounds at any time. In the
interests of fire safety, the use of hot oil, portable heaters and hazardous materials are prohibited in
the room.
Room Booking / Events T’s & C’s – WImbletech CIC [2019]
2g. EMERGENCY: In case of emergency, contact the Community Manager of the site in the
first instance. If for whatever reason you cannot get in contact with the Community Manager, please
contact Wimbletech on: 02081231193.
- On-Site Facilities:
3a. Kitchen – please wash up and put away any cups/glasses that you use during your hire. Any
damage / breakage may result in replacement costs of the item/s.
3b. Toilets – The location of toilet facilities will be provided to you on the day of your tour.
3c. Electrical: No temporary additions to lighting or electrical circuits are permitted without the
approval of the Community Manager. Equally, no electrical devices or other equipment may be
installed or used without the permission of the Community Manager accept those that have been
made with prior arrangement
3d. Room specifics: If available, you may have full use of the individual facilities housed within the
room, ie – Projector, Screen, Sound System, White Board, Easel, Markers. This is on the basis that
these items are booked during your initial booking.
3e. Parking/Loading: Please check with the Community Manager for any parking provisions, which
will depend greatly on the time of your hire. Any loading of equipment requires prior arrangement
with the Community Manager.
3f. IT – This Acceptable Use of ICT Policy (AUP) relates to all members of the Wimbletech
community (including and not limited to: staff, volunteers, visitors, contractors and hirer’s of event
space) who have access to, and are users of the Wimbletech Network & Internet. Whereby,
members understand how to use it responsibly, safely and legally. Only people who have been
authorised to use the Internet at a Wimbletech site may do so. Hirer’s are required to agree to the
following terms of our AUP and their e-safety responsibilities:
Hirer’s of the space are expected to:
❖ Behave in a safe and responsible manner
❖ Have appropriate firewall/s enabled on their device/s
❖ Advised to have adequate passwords set on their device/s
❖ Have sufficient virus software installed on their machine/s
❖ Be aware of the folders and files they are sharing on their device/s
Hirers of the space are expected not to:
❖ Abuse Internet bandwidth
Room Booking / Events T’s & C’s – WImbletech CIC [2019]
❖ Visit websites that are offensive in any way
❖ Knowingly introduce any form of computer virus, Trojan, spyware or other malware into the
company
❖ Attempt to circumvent or “hack” any systems, Wimbletech or another member
❖ View, download, create or distribute any inappropriate content or material. Inappropriate content
includes pornography, racial or religious slurs, gender-specific comments, information encouraging
criminal skills or terrorism, or materials relating to cults, gambling and illegal drugs. This definition of
inappropriate content or material also covers any text, images or other media that could reasonably
offend someone by race, age, sex, religious or political beliefs, national origin, disability, sexual
orientation, or any other characteristic protected by law.
❖ Download or pass inappropriate files (e.g. copyrighted or indecent material) over the network
❖ Participate in activities on the Internet that could bring the company into disrepute - Security
4a. During the Hire, you shall be responsible for the supervision and security of the space,
protection of the contents and fabric of the space from loss or damage, and for the conduct of all
persons using the space.
4b. You are responsible for the safety of yourself, your agents, employees, invitees and any other
lawful visitors during your hire and must ensure that they are aware of the emergency procedures.
You must have a mobile phone with you during the Hire for use in case of emergency and in such
circumstance you must use this to call 999 for the emergency services, providing them with the full
postal address of the site (found above, page 1). In case of emergency, you must shout ‘Fire’ or
‘Emergency’ and ask all occupants to leave the space by the main door of the building, or if access
is blocked, to use the nearest fire exit route. A First Aid box is located within the room which will be
shown to you during your induction of the space (no later than 3 days prior your event hire).
4c. You shall not sub-let the space nor use the space for any purpose other than that agreed in
writing between us. You shall not use the space for any unlawful purpose or in any unlawful way nor
do anything or bring anything in to the space which may endanger the space or its users; nor shall
you use the space in such a way as to constitute a nuisance or annoyance to any occupier of
adjoining or neighbouring premises.
4d. All tables and chairs must be moved by lifting and not by dragging across the floor.
f. DATA PROTECTION
You consent to the processing of any data necessary for the performance of our Agreement and to enable
Wimbletech to comply with its legal obligations. Any such processing shall be fair and lawful within the
meaning under guidelines of GDPR (May 2018).
Room Booking / Events T’s & C’s – WImbletech CIC [2019]
Room Booking / Events T’s & C’s – WImbletech CIC [2019]
