Room Hire Terms and Conditions

General

The nature of the Hire group and the content of the meeting/s must be acceptable to the Religious Society of Friends. Cardiff Quaker Meeting House reserve the right to refuse or cancel any booking.

New users may be asked to submit a brief statement about their organisation’s work and aims.

Two contact names with addresses/email addresses and phone numbers must be provided for use in emergencies. At least one contact name must be on the premises during room hire.

The contact name present during hire must undertake to admit only those people who are attending their own meeting, to keep the Front Door securely closed at all times, to restrict the use of the door code and must ensure that all of their group leave the building on time. The contact is responsible for conducting their own risk assessment and for ensuring their group leave the building in an emergency. Room users should not be admitting people into the building, but if they do, they must tell the contact person that they have let them in.

Room users are asked to show respect for other room users and to staff. In particular, offensive behaviour and excessive noise are not allowed and room users violating this may be asked to leave. If this should arise, full payment for room hire must still be made. Groups must take full responsibility for the behaviour of all people they admit to their meetings, including the public.

Room users must only make use of the room(s) and the communal facilities during the times booked. Bookings should be made to include the time needed for preparation and clearing up. In particular, meeting rooms should not be entered before the start time, and must be vacated completely by the stated finishing time, otherwise extra charges may be levied.

Room users are responsible for seeing that the rooms are left in a tidy, clean condition. We reserve the right to charge users for cleaning if rooms they have used require more cleaning than would reasonably be expected after normal use.

Any damage or breakages caused by room users to the fabric or furniture of the building must be paid in full. Groups should not use nails, tacks, sellotape or any substances which may cause damage to walls, furniture etc.

No connection should be made to electricity supply without prior arrangement.

Smoking is not allowed anywhere in the building or its grounds. No illegal substances may be brought into the building or on its grounds. Alcohol must not be sold or consumed anywhere in the building or its grounds.

Groups are free to use the fair-trade tea, coffee and sugar on the tray. However, please bring your own milk. There are some cartons of UHT milk in the back of the fridge for emergency use. If you use one of these, please put a donation in the box on the hall side of the hatch. Other cartons of milk that may be in the fridge belong to tenants or Quakers, and should not be used without their expression permission.

Groups using the kitchen for the preparation of hot drinks, etc. must ensure that the kitchen is left in a tidy condition, with all appliances switched off.

Cardiff Quaker Meeting House does not accept any responsibility for accidents to room users caused by failure to use equipment properly, or arising from the use of equipment, utensils etc by inappropriate people (e.g. unsupervised children).

We accept no responsibility for the personal security of room users or for any loss or damage to room users’ personal possessions, including items stored in our store room.

Publicity issued by groups for meetings held at Cardiff Quaker Meeting House must make clear that the meeting is not held under the auspices of the Religious Society of Friends (Quakers). Groups may only display notices with the agreement of Cardiff Quaker Meeting or their appointed contractor.

Occupation of a room does not convey the right to use the premises as an accommodation address. Cardiff Quaker Meeting House cannot accept responsibility for mail and it will normally be returned to sender.

Cardiff Quaker Meeting House reserves the right to alter any of these Terms & Conditions.

Parking

From 8am-6pm on Monday – Friday, the car park is reserved for resigstered users only, who must park in their allocated spaces. No one else is permitted to use the car park during this time.

On evenings and Saturdays, tenants and organisers of groups hiring a room that day, may use the car park on a first-come first-served basis. Note that only one organiser per group is permitted to use the car park; other attendees should use one of the nearby carparks. (Cardiff Rapports NCP and St Davids Shopping Centre car park are both within 5 minutes’ walk from the meeting house.)

On Sundays, Quakers, Unitarians, tenants, and group organisers hiring a room that day, may use the car park on a first-come first-served basis.

We also have a disabled space available, which must be booked in advance.

Insurance

We cannot accept responsibility for any loss or damage to the property of those using the premises. Property should not be left behind in the meeting house, unless by prior arrangement.

We would advise any hirer to ensure that they have their own public liability cover to safeguard themselves against any claims resulting from the hirer’s negligence that could be brought by a participant. The Hirer is responsible for obtaining Public Liability Insurance and any other relevant insurance.

The hirer agrees to bear the cost of any damage caused by their group to the premises or its contents. The hirer agrees to accept full responsibility for and to indemnify Cardiff Quaker Meeting against all claims in respect of any accident, loss or damage (including personal injuries) either to property, or to the building, or to any person approaching, leaving or in the building (with or without the consent or knowledge of the hirer) in connection with the hirer’s activity.

Right of entry

Cardiff Quaker Meeting and its appointed Lettings Officer, GSI, reserves the right to enter any part of the building, and the right to refuse entry or continued admission to anyone. However, we will make every attempt not to disturb the hirer during booked events.

Cancellations

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 hirers of rooms 1 and 4. Tenants are required to give 3 months’ written notice when ending their tenancy.

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.

Payment

For irregular and one-off room hires, full payment is required on or before the booking date.

For regular room bookings, invoices are sent monthly in arrears, and payment is required on receipt of invoice.