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Conditions of hire

SESSION TIMES:

Monday to Friday: Morning: 9 am to 12 noon. Afternoon: 1 pm to 4 pm, evening 7pm to 10 pm. Saturdays, Sundays and bank holidays may also be available, by special arrangement.

Each session is for 3 hours which includes setting up and clearing down time.

Extension of a booking time is by arrangement and will incur an increase in fee.

The building is open from 9 am until 10 pm when the Meeting house closes for the night. Users are to vacate the premises by 10pm. THESE TIMES MUST BE ADHERED TO.


PAYMENT: must be made in advance or at the time of your booking. If an invoice is needed, before payment can be made, this must be stated when booking, and noted on the booking form. Cheques should be made payable to Ipswich Quakers. (If cheques are returned by the bank any charges incurred will be payable by the hirer).  Our bank details for online payment are: 65563618, 08-92-99, Ipswich Quakers.  Please quote invoice no. or date of room hire in the reference.

CANCELLATION BY HIRER:  If the hirer cancels the booking giving the warden at least 7 days’ notice, no charge will be made, or a full refund will be given, in the case of an advance payment. If the hirer cancels the booking without giving the Warden 7 days’ notice a cancellation fee of 50% of the hire fee will apply, whether the vacant slot is re-booked or not, will be charged.


Hot water urn

An urn can be hired at a cost of £5. this includes cups and saucers, but NOT tea, coffee etc which must be supplied by the hirer. The urn holds enough water for approximately 45 cups.


Piano hire

Our piano may be hired at the rate of £5 per hour. Please contact the Warden if you require this as to availability.


HEATING AND LIGHTING are included in the booking fee.


Responsibilities

THE HIRERS are responsible for leaving the room in a clean and tidy condition.

Furniture must be put back into its original position. The cost of any damage or breakage must be paid for if this occurs during the time of your room hire. We may occasionally have to ask you to change to a different room from the one booked.  In the event of this happening you will be charged at the rate for the room you are using.


CHILDREN, YOUNG PEOPLE AND VULNERABLE ADULTS:

The Quaker Meeting cannot be held responsible for unaccompanied children and vulnerable adults whilst on our premises. (This includes the garden.) Hirers are reminded that the Meeting house is in constant use by many groups with the doors open at all times. Hirers shall further ensure that activities for children, young people and vulnerable adults comply with the current child protection and vulnerable adults safeguarding requirements and legislation. It is the responsibility of the hirer to ensure, before the hire commences, that the required checks have been carried out.

Ipswich Quaker Meeting cannot be held responsible for hirers failure to comply with the required legislation.


Food and drink

NO ALCOHOLIC BEVERAGES ARE ALLOWED ON THE PREMISES.

FOOD AND DRINK: Must be prepared only in the kitchen. It is the responsibility of the hirer to ensure that food is prepared and stored in accordance with current food safety standards. Care MUST be taken to prevent damage to furniture and floors. Preparing of drinks in other rooms is by arrangement only.


Car parking

There is limited space at the front of the building, and cars must be parked in a tidy fashion with consideration of others using the meeting house.  Cars can only be parked for the duration of the time of hire and may not be left after that time. Please refrain from blocking the exit. You may be asked to move your car (for example to accommodate blue badge parking). There is on street parking in Fonnereau Road (pay and display), and local council car parks in Charles Street and William Street, with access to the Meeting house via the back gate. (marked).


Wheelchair / disabled access

There is ramped access at the side of the Meeting house, with access to toilets and kitchen. Disabled facilities are on this floor. Access to the Meeting hall is by portable ramp. There is a hearing loop system in the Meeting hall.


Posters and advertising

Posters may be displayed after permission is gained. If meetings are advertised, the name and address of the sponsor should be given. NO CORRESPONDENCE SHOULD BE SENT TO THE MEETING HOUSE. Do not use sticky tape, pins or blue tack on our walls.


Accidents and first aid

Please report accidents to the warden for inclusion in the accident book (for insurance purposes). For minor injuries first aid boxes are located in the quiet room, library and the Kitchen. In the event of serious accident dial the emergency services on 999 and inform the warden.

FIRE: Please be aware of fire arrangements for the evacuation of the building.

You are responsible for the welfare of your group and accounting for those present. Assembly points are the rear garden, and the front car park.


Disturbances

Activities that disturb other users of the building are not permitted. If, after being informed this is the case and the disturbance continues, you will be asked to leave and any future bookings cancelled. Any pre-paid bookings will be refunded.


Cancellation by Quaker meeting

The Premises Committee: retains the right to cancel a booking to accommodate any unforeseen needs of the Meeting, (Funerals etc.) also to alter the conditions of hire, fees or terminate a booking, or refuse a booking not deemed in the interest of the Quaker Meeting.

Cancellation: The premises committee reserve the right to cancel or refuse bookings.


THE TRUSTEES: Shall not be responsible for any injury to any person or item or vehicle parked in our car park. No responsibility is taken for any items stored by groups on our premises, these are stored at the risk of the group concerned.


Conditions of room hire 4.2022