Hire Terms and Conditions

Meeting House Room Hire Terms and Conditions
 
1. Users wishing to advertise events publicly are asked to use the address: The Meeting House, 120 Heath Street, Hampstead, NW3 1DR.
2. Users MUST NOT use the Meeting House address as their registered business address.
3. SECURITY: The security of the building is of paramount importance. Hirers may be the only people on the premises and are thus responsible for security. The main door should be locked after your meeting starts. There is a bell for latecomers.
4. On departure, please make sure that the doors are firmly closed. All lights must be switched off (including toilets), the water-heater must be switched off and the heating thermostats should be turned to zero.
5. The Religious Society of Friends has public liability insurance to cover its own responsibilities to users of the premises. Our Meeting House insurance does not cover any incidents or accidents that might arise from activities conducted or supervised by hirers of the premises. Hirers are strongly advised to arrange their own insurance.
6. The Religious Society of Friends is not insured against loss or theft. All property is left on the premises at the hirer’s or owner’s risk. Lost property will be retained for four weeks and then disposed of.
7. Rooms should be left as found. Furniture should be returned to its original place. (Chairs need to be stacked in piles of a maximum of thirteen)
8. Any damage or spillage must be reported to the Resident Quaker. Users may be required to pay the cost of necessary repairs, replacement or cleaning.
9. Users must remove articles brought to the premises and do not attach banners or posters to any part of the building without the Resident Quaker’s permission. Users must not use blue tac or drawing pins on the walls or wood paneling.
10. Details of the aims and principles of an organisation wishing to hire a room will be requested. Hampstead Meeting reserved the right to refuse use of the building to any person or group, in accordance with the Letting Policy.
11. For repeat bookings, payment will be invoiced quarterly and must be paid within 30 days of invoicing. Individual bookings will be invoiced for at the time of booking and must be paid before the booking occurs.  
12. Cancellations made less than four weeks before the booking may be charged for. Less than four weeks notice of cancellation may incur a charge of 50% of the full rate. Less than two weeks notice of cancellation may be required to pay the full rate.
13. Charges are for specific times and specific parts of the building. Access to the building   begins 15 minutes before the booking for setting up and 15 minutes after the booking for       clearing up. Hampstead Meeting reserves the right to make additional charges for the use of rooms, facilities and/or times not agreed in advance.
14. Users must not use, or allow any of their attending groups to use, any part of the building other than that specified in their booking. 
15. Hirers should familiarise themselves with the fire evacuation procedure and routes which are displayed in each room. Fire exits must not be obstructed. A gap of a least two metres should be maintained between any objects and the fire exit door in the Main Meeting room at all times.
16. A First Aid Box suitable for dealing with minor injuries only is available in the tea area. Hirers should bring their own first aid kits and equipment in relation to the activities they supervise. An Accident Book is next to the First Aid box. Please record all accidents and report them to the Resident Quaker by email to rqs@hampsteadquakers.org.uk.
17. No alcohol is permitted on the premises. Gambling (including raffles) and smoking (including the use of electronic vaporisers) are not permitted; this applies to both the building and the outside area. Users are asked to ensure that no one attending their groups smokes on the premises.
18. The use of naked flames, including the use of candles, is strictly prohibited by our insurance policy.
19. Bicycles should be secured to the racks at the front of the building and must not be brought inside the building. Motorbikes and motor scooters must not be brought onto the front paved area.
20. The person responsible for hiring is responsible for the care and use of the Meeting House. If another individual sets up or conducts the group, he or she must be familiar with the conditions of hire.
21. Any equipment left by repeat users must be officially agreed with the Resident Quakers and stored in the area provided within clearly labeled and sealed storage containers (either sealed bags or boxes). Any equipment is stored entirely at the owner’s own risk. We do not take responsibility for any equipment left within the Meeting House.
22. Quaker Meeting for Worship, other Quaker meetings and religious services take precedence over all other bookings and Hampstead Meeting reserves the right to cancel bookings in order to accommodate religious services.

Important Information about Room Hire and Booking Charges
 
 - Users are allowed 15 minutes either side of their official booking times to set up and clear away
 - Hampstead Meeting House does not accept bookings for parties.
 - For regular bookings, invoices are sent quarterly.
 - Cancellations made less than four weeks before the booking may be charged for. Less than four weeks notice             of cancellation will incur a charge of 50% of the full rate. Less than two weeks notice of cancellation will be required to pay the full rate.
 - For individual bookings, payment must be made before the booking date.
 
Payment
By Cheque made payable to Hampstead Quaker Meeting
By Bank Transfer:
Co-op Bank
Name: Hampstead Quaker Meeting
           Sort Code: 08-92-99 Account Number: 65863567

  MEETING HOUSE USERS – CLOSING DOWN MEETING HOUSE
 
Before you leave after using our space, please ensure the following:
 
·      Carpets in Meeting Room and Lobby are clear of rubbish and any mess hoovered.
·      Chairs returned to their position in piles of no more than 13.
·      Tables returned to their original positions.
·      Any rubbish cleared away.
·      Heating Thermostats turned off.
·      Lights turned off.
·      All windows closed.
·      Front door fully closed.
·      USER CLOSE DOWN FORM SIGNED.