The Horfield Community Association 48 Wordsworth Road Horfield, Bristol, BS7 0DZ Tel: 0117 9319776 Email: wordsworth.bookings@bchf.co.

uk www.wordsworthcentre.org.uk

Hire Charges 2013-14 The Wordsworth Centre

Statutory/business rate (per hour) 14.00 Community/resident rate (per hour) 9.00 Regular Community Hirer* 8

Hire Cost

Caretaking Surcharge This rate is applicable for both Statutory & Community rates and is a one-off fee per for sessions booked during the times shown below. Please contact us if you wish to make multiple bookings as a discount may be available. Monday to Friday before 8am and after 6pm 5.00 (3 if regular) Weekends 8.00 (6 if regular)

Caretaker Fee

*A regular hirer rate applies to any group or individual who is based in the community and hires the centre for more than six consecutive weeks in a single booking.

Other Charges (optional) Fee 5.00 (per block of paper used) 8.00 (per booking) 75p per person (unlimited servings)

Flipchart Easel and Paper Projector Hire Tea and Coffee

Horfield CA Annual Booking Form 2013-14

Page 2 of 8

BOOKING FORM
1. Event Details Name of Hirer: Details of the Event: Hire start time: Hire finish time:

Date: Expected Attendance: 2.

Sessional Hire costs (if hiring the centre regularly, please complete details per session) Number of Cost to be Total Hours Caretaker fee sessions per Cost per hour Additional Invoiced (per session if (per session week (if regular (see page 1) Charges (per week if regular hirer) see page 1) hirer) regular hirer)

3.

Layout/Equipment Required (If required. Please tick how you would like the room laid out and any equipment you require) Self-set-up: Cabaret/cafe: Projector:* Classroom: Horseshoe: Flipchart Paper:* Theatre: No chairs required: No of tables required Boardroom:

Other arrangements, please give details below:

4.

Refreshments* No. of People Tea and coffee available for selfservice (cost is 75p per person) Unlimited access to hot water is included in above cost. Total Cost = 75p x no. of people

*Additional charges apply to starred items as shown on page one.

Horfield CA Annual Booking Form 2013-14

Page 3 of 8

EVENT BOOKING FORM (Contd) __________________________________________________________

5. Organisers Details

Name of organiser: Address:

Town/City: County: Telephone Number: Email address: Position: Post Code:

6.

Acknowledgement of Terms & Conditions I hereby apply for the use of the rooms/facilities of the Wordsworth Centre as detailed above and agree to be responsible to Horfield Community Association for same in accordance with fees and Terms & Conditions applicable at the time of the event. Signature: Date:

7.

Payment/Purchase Order Payment now due: (Weekly cost for regular hirers) Payment type: Please tick

Cash*

Payable to:

Horfield Community Association

Cheque

Please invoice**

*please note, payment can be made in cash by presenting payment at the time of use to the centre administrator and ensuring a receipt is provided. **If you wish to be invoiced, please make sure you provide a PO Number (if used). If a Regular Hirer, please state the frequency of invoicing you would prefer.

8.

Receipt of payment/purchase order (Signed on behalf of Horfield Community Association) Signature: Date: Administrator

9.

Office Use Only Payment received: Booking Reference: Refreshments Costs: Amount: Details updated in diary (initials): Total Room Hire Fees agreed (delete as appropriate): Standard/Community

Please send this form with any additional information and payment to: Wordsworth Centre Bookings, c/o Bristol Community Housing Foundation 400 Filton Avenue, Horfield, BRISTOL. BS7 0LJ

Horfield CA Annual Booking Form 2013-14

Page 4 of 8

Terms & Conditions

1.0 Conditions
1.1 Horfield Community Association reserves the right at all times to refuse or restrict entry of any hirer and/or guest to the Centre or any part of it. It also reserves the right to specify on what days and at what times entry to the centre and the use of its facilities and equipment will be available, to declare facilities or equipment unfit for use and to decide opening and closing times for the centre and each facility in it. Horfield Community Association further reserves the right to evict from the centre any hirer and/or guest refusing to comply with the conditions or misconducting themselves or in any way causing danger or annoyance to other persons and, in such circumstances, to withdraw (without refund of fees) the use of that person.

1.2

2.0

Use
2.1 Persons wishing to hire the centre shall complete the appropriate application forms. Each application must be accompanied by the relevant documentation which is in force at the time. Absolute discretion is granted to Horfield Community Association and/or the site operational staff to reject any hirer without ascribing any reason for so doing. Permission to use the facilities is non-transferable from person to person. The use year of the centre shall run for such a period as Horfield Community Association or use secretary may determine. Horfield Community Association may introduce new timetable that may vary at its discretion. Use of the centre shall commence from the day of acceptance following receipt of the appropriate documentation. Use is not a means of admission to special events to which the public are admitted. Admission tickets for these events must be bought in advance or payment made at reception.

2.2

2.3 2.4

2.5

2.6

3.0

Termination of Use
3.1 Horfield Community Association, at their absolute discretion and without giving any reason, may at any time terminate the use of any hirer. It shall be at the sole discretion of Horfield Community Association whether a hirers use of all or part of the facilities may be re-introduced

4.0

Centre Admissions
4.1 On entering the centre all hirers and guest must report to reception - if applicable invitations or tickets must be shown. Hirers will confine the numbers and types of persons present during the hirings to those specified in the agreement. In particular hirers will neither use not move and equipment or furniture not specified in the agreement. Except with the prior consent of the Manager, no hirer shall introduce any guest who has been rejected as a customer or had use terminated or suspended. A hirer introducing a guest shall be responsible for the good conduct of such guest whilst on centre premises and shall ensure that such guest complies with the terms and conditions of the centre. It is a condition of the centre that a responsible adult must accompany children under the age of 8 years old. In general, children under 12 years also require more supervision. For safety reasons and for the benefit and enjoyment of other hirers, parents and guardians are requested to respect this condition.

4.2

4.3

4.4

4.5

Horfield CA Annual Booking Form 2013-14

Page 5 of 8

5.0

Opening Times
5.1 The times at which any or all of the facilities shall be available to hirers and guest shall be at the discretion of Horfield Community Association. Any or all of the facilities may be closed at any time for the purpose of cleaning, decorating, repairs, and events or for special occasions/functions. Any hiring which requires opening up or locking up after the usual business hours of the centre i.e. 8:00am 6:00pm Monday Friday will incur a Caretakers charge as detailed within the hire document.

5.2

6.0

Use of the centre

6.1 Horfield Community Association, through the Manager and other staff, reserve the right to alter charges, availability of facilities and to cancel classes after due and appropriate notice. The centre is a no smoking area. Those participating in an activity should be appropriately/suitably dressed for the activity for which they are engaged. These must be removed when entering all areas of the building except to gain access to changing facilities. All spectators must remain in spectator areas provided. The centre management will operate an advance booking system where appropriate but cannot guarantee use of facilities or equipment. Long term bookings may be made in advance by telephone but the letting will only be confirmed on receipt of a completed official booking form. Hirers failing to take up bookings made up in advance will have to re-register their wish to use the facilities unless nine days written notice of cancellation is given. In the case of individual hirers, the period of notice required for cancellation is forty eight hours. All prices shown are exclusive of VAT. Horfield Community Association is currently exempt from VAT but reserves the right to charge VAT at the prevailing rate should it be required to do so. Session times are inclusive of access to and egress from the facility hired, no extra time is allowed for this. The hirer is responsible for ensuring the room is returned to its original state following any meeting or event. Any rooms that are not returned back to their original state will be charged an additional fee of at least 10. No cameras or other photographic apparatus may be brought into the centre for commercial purposes without permission from the Manager. Cameras may be brought into the Centre for private use provided that the management's permission has been obtained in advance. All prices are subject to review.

6.2 6.3

6.4

6.5

6.6

6.7

6.8

6.9

6.10

6.11

7.0

Closure of the centre

7.1 Horfield Community Association shall have the power and right at any time upon one months notice to hirers to discontinue use of the centre.

Horfield CA Annual Booking Form 2013-14

Page 6 of 8

8.0

Owner Liability
8.1 Horfield Community Association cannot be held liable for any accident or injury to persons using the Centres premises or third parties involved, in accordance with this policy. Insurance is the responsibility of the hirer making a room booking. Hirers are required to make their own insurance arrangements and must keep in place the necessary insurances and upon request of the centre manager provide proof of these insurances. Hirers shall indemnify and keep indemnified Horfield Community Association from and against all loss and damage, actions, proceedings, suits, claims, demands, costs, damages and expenses in respect of injury to or the death of any person/damage to any property (moveable or immovable) or otherwise out of the use of the accommodation or the conditions relating thereto. And to pay Horfield Community Association on demand, such sums as may be payable by reason of this indemnity. No responsibility can be accepted for the loss or damage to property

8.2

8.3

9.0

Compliance with the rules

9.1 9.2 By their use, hirers accept and agree to be bound by the terms and conditions of the centre. Horfield Community Association in its sole discretion may at any time vary the terms and conditions or any entry for the use of any or all the facilities. Notice of such variations shall be given to hirers by exhibition thereof on the centre's notice boards. Hirers will further comply with any directions which the Manager may give to ensure the smooth operation of the centre and the convenience of all other users. The Manager's or the Horfield Community Association Board of Trustees representatives decision on admission, use, allocation or closure of the facilities is final. Any Dispute or difference which may arise in regard to the interpretation of the terms and conditions shall be determined by Horfield Community Association, whose decision shall be final and binding on all hirers.

9.3

9.4

9.5

10
10.1

Data Protection Act

Your details will be held by the Horfield Community Association and Bristol Community Housing Foundation on their computer databases for use by their Administrative Departments for maintaining proper records and for marketing purposes. They will not be passed to any third parties.

11
11.1

Child Protection Act

It is the responsibility of any outside hirer to ensure they comply with the Childrens Act. Details of this are available on request.

12
12.1

Alcohol
Bookings on the Horfield Community Centre site preclude the sale of Alcohol for any purposes.

Horfield CA Annual Booking Form 2013-14

Page 7 of 8

13

Cancellations
13.1 The Horfield Community Association reserves the right to charge the following sums for any loss of income due to cancellation, or non-arrival, unless a booking is obtained for the same dates, from a third party, on no less favourable terms. Cancellation (less than seven days): 100% of total cost. Cancellation (seven days or more): 25% of total cost. In all instances, notification of cancellation must be received in writing to The Bookings Secretary, BCHF, 400 Filton Avenue, Horfield, BRISTOL. BS7 0LJ or by email to: wordsworth.bookings@bchf.co.uk

Notwithstanding anything contained in these Terms and Conditions the Horfield Community Association will not be liable for any failure to perform its obligations to the Client in whole or in part as a result of any of the following circumstances: strike, fire at or near the Horfield Community Association, flood at or near Horfield Community Association, act of God, legal action against Horfield Community Association, not resulting from its negligence, preventing the supply of service and War.

Horfield CA Annual Booking Form 2013-14

Page 8 of 8