Room Hire Booking Procedure
Step 1: Complete the online booking form
You will notice that we ask for information about the aims of your organisation and the purpose of the letting. This is because we do not accept bookings from any group or individual whose words or actions diminish the dignity of any person or group of people. If in doubt, please get in touch before making a booking.
Note that the length of time a room is booked for should take into account any time you require for setting up and clearing away.
Use of the premises or the relevant part thereof and entry thereto is limited to the purposes and times stated on the application form and no sub-letting is permitted.
Step 2: Confirmation and Payment
We will contact you to confirm acceptance of the booking, and invoice you for the amount due. Payment can be made by cheque, cash, Paypal or credit card. If you choose to pay by credit card, we do not see or have access to your credit card details at any stage in the process.
At this point your booking will be added to our calendar, and the room reserved for your use.
Please ensure payment is either made in advance, or brought with you on the day of the booking.
If you wish your organisation’s booking to be anonymous, please specify this when making your booking, and we will not include your name on the calendar.
Step 3: Access on the Day
A few days before your booking, please get in touch so that we can let you have the current door access code.
You can either use our website form to book a room, or simply email us with the details of the booking. You will be invoiced for the hire at the end of the month. Payment will not be required in advance, but can be either made on the day, or on receipt of the invoice.
By the Hirer
If you wish to cancel for any reason, please contact us in writing (either by email or by post) as soon as possible.
- If you cancel with more than one month’s notice, a full refund will be given if payment has been made.
- If you cancel with less than one month’s notice, we reserve the right to only give a 50% refund if payment has been made, or request 50% payment.
- If you cancel with less than one week’s notice, we reserve the right to not refund your payment if payment has been made, or request full payment.
Note that the above is for both one-off and regular hirers of rooms 1, 4 and 5. Tenants are required to give 3 months’ written notice, as detailed in your contract.
By Cardiff Quakers
While every effort will be made to honour accepted bookings, we reserve the right to cancel any booking at any time. In such cases, a full refund will be given.
The Cardiff Quaker Meeting House is managed on behalf of the Quakers by GSI. Please contact us if you have any queries.