Booking Terms and Conditions
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BOOKING TERMS AND CONDITIONS AND CANCELLATION POLICY
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The below booking terms and conditions will apply to all bookings made between Forge Wood Management Company thereafter referred to as we/us and you the hirer.
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CANCELLATION POLICY
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Refunds are provided if:
1) The venue has been double booked
2) The booking is cancelled by us due to emergency maintenance work.
3) We maintain the right to cancel the booking for other reasons not listed if it is deemed necessary by us.
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We hope you understand that once a booking is confirmed we cannot offer it to the public, ultimately turning business away. We therefore do ask all customers to honour all bookings or provide one month's notice to cancel.
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TERM AND CONDITIONS FOR THE HIRE OF THE COMMUNITY CENTRE AND PAVILION
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1. Individuals and Co-ordinators
Any group or individual wishing to hire all or part of the Community Centre, Pavilion or Sports pitches must provide details of the name, address, telephone number or e mail address of the individual person or coordinator responsible for the booking on the booking form.
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2. Bookings, charges and payments
For commercial bookings a booking form must be completed by the Hirer and submitted to forgewoodfacilities@outlook.com for approval
For party hires a booking must be made via our website www.forgewoodfacilities.com
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Payments: -
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Regular Hirers: Payment will be required following invoices which are sent out via email monthly. Please note reminders will not be sent. Non- payment could lead to immediate cancellation of future booking(s).
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Party Hirers: Payment will be required following receipt of the invoice, which will be sent out via email prior to the booking date. Non- payment by the week prior to the booking date could lead to immediate cancellation of the booking.
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Set up and clear down time must be included in the hall hire time
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3. Code of conduct
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Hirers are reminded that the facilities are situated in a residential area. All individuals must conform to any regulations in force, with respect to the site and comply with any instructions they may receive from staff appointed.
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Please ensure that facilities are used correctly. Please respect the neighbours and keep noise levels down to a minimum.
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Persistent offenders will have their booking cancelled with no refunds given.
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4. Health and safety
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(a) No alcohol shall be brought or consumed in any part of the Community Centre.
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(b) In event of an accident or injury the Hirer or coordinator should contact the emergency services. You must contact the Preim helpdesk to notify them of the accident /injury so they may supply an accident report for you to complete and return.
t +44 (0)1778 382210
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(c) Hirers are responsible for ensuring that they complete a check of the venue space prior to their event to ensure it is free of hazards. Any damage or maintenance issues should be reported to forgewoodfacilities@outlook.com and helpdesk@preim.co.uk as a matter of urgency.
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(d) Hirers are responsible for completing an appropriate risk assessment for their activities and complying with all terms of their public liability insurance. Public liability insurance must be valid and in date prior to hire of the facilities.
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(e) Hirers are responsible for keeping a register of attendees to ensure they can account for anyone present and missing in the event of a fire.
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5. Cancellation and refunds
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The Hirer may relinquish the right to use the room at any time on presentation of one month's written notice.
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6. Renewal policy
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If you wish to renew your booking, we will endeavour to offer the same room if possible.
7. Liability
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The Hirer or Coordinator is responsible for all loss, damage and claims arising out of this agreement. For business hirer’s, public liability insurance is a condition of hire, proof of cover must be submitted along with the booking form.
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(a) We accept no responsibility for any personal injury, accidents, damage to or loss of property or belongings sustained by individuals or members of the hiring organisation or any other person arising because of hiring or use of the Community Centre.
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(b) The Hirer will be responsible for any damage caused to Community Centre by their own customers or guests. Details of any damage and the cost will be emailed to the coordinator. You, the coordinator, will be charged and agree to pay for the damage in full.
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(c) Community Centre and Pavilion access: -
Regular hirers will be provided with access to a key via the key box and required to sign a key log.
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Party Hirers will be provided with the access code to the key box in the week prior to their booking.
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Please ensure that the Community Centre/Pavilion is left in a clean and tidy state. You will be liable to pay for any damage caused.
Under no circumstances are additional keys to be cut. The sub-let of the facilities is not permitted.
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9. Car Parking
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Park your cars in the designated car park provided. Do not double park or block others. We do not take any responsibility for damage to vehicles or loss and theft of valuables from the vehicles.
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Parking for the Community Centre is at the rear of the building. Parking for the Pavilion is at the front of the building. Under no circumstances should residents parking be used or blocked. The roads must be clear of obstruction.
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10. Party Hire Equipment / Entertainer
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You are responsible for all aspects of the health and safety and any liability insurance for party equipment on the day of your event. Forge wood Management Company must receive a copy of the public liability insurance for the hire of party hire equipment e.g. Bouncy Castle or for a children’s entertainer prior to the party date.
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By making a booking via our website or by submitting a booking form you agree to all the terms and conditions stated herein.