Room Booking Conditions

All groups are asked to commit to the following points when using the Meeting House:

Quaker Ethos

We do not hire to Political Parties and we ask – “Are you in sympathy with our values of equality and community; peace; truth and integrity; simplicity and the stewardship of the Earth and its resources?”  We retain the right to cancel a booking if this appears to us not to be the case.

Health & Safety / Security

Both main doors should remain unlocked while the building is in use as they are escape routes. They may be locked if hirers have explained the door opening mechanism to all in their group, and the members of any other groups using the building at the same time, and they agree. The fire doors opening on to the corridor must not be wedged open.

Group leaders should know how many members are present, in order to check that all are safely out in the event of fire.

Matches and lighters must not be stored on the premises. If candles are used, they must be kept well away from combustible material.

Please make yourself familiar with the position of the fire exit, fire extinguishers & first aid kit, in the kitchen, and familiarise yourself with the procedures in the FIRE notices (attached).

Groups are expected to undertake their own health and safety checks, explain health and safety procedures to their members, and report any concerns to the warden. If using the kitchen, please familiarise yourself with current food hygiene regulations

Insurance

Regular User Groups are responsible for their own Public and if necessary Employer Liability Insurance and must provide evidence of this, either with a copy of their insurance policy or by completing and returning the attached “Insurance Declaration Form”. Occasional Users ( three or less times per annum), who do not have their own insurance, should consult with the warden to insure that their activity is covered by our policy.

Please note that items left on the premises are not covered by our insurance policy.

Security

If you have a key, please close all windows and internal doors, and switch off all lights – including those in the toilets and the outside lights – before locking up.

If you do not have a key, please arrange method of locking the outer doors with the warden beforehand or, if necessary, by phone. Please follow the procedures described above.

Hours

Please ensure that group members are off the premises by 10.00pm unless a late finish has been previously agreed, in which case we can forewarn our elderly neighbours.

Please book for the total number of hours that you need, including setting up and clearing up time.

Consideration for other users

Please bear in mind the needs of other users who may be in the Meeting House at the same time as you. Some use the building as a place of worship and some are counsellors: they must not be interrupted or disturbed by undue noise.

If you are unhappy about the behaviour of another group, please do not enter into a dispute with them, but report it to the Warden, who will endeavour to resolve the issue.

Please leave any rooms you are using (including the kitchen) clean and tidy for the next group.

Please do not store anything in the Meeting House without prior agreement.

Alcohol

Please note that alcohol is not allowed in the Meeting House.

Stiletto Heels

Stiletto heels must not be worn in the Meeting Room or Margaret Kemp Room.

Reporting Incidents & Accidents

Please report any breakages, concerns, incidents directly to the warden, or in the Incidents/Accidents Book, which is kept behind the first aid kit in the kitchen. The warden will deal with matters entered in the book. Should your concern relate to the warden, it will be dealt with by the convenor of the Premises Committee (contact number is on notice board in foyer). Accidents must be recorded in the book & reported to the warden.

Cancellations & Holding Charges

Bookings cancelled less than a week before the event will be liable to a charge of £10, as will weekly bookings that are not taken up by regular user groups, except in the case of Bank Holidays.

Payment

Please respect our request for payment by cheque within 30 days of being invoiced. Regular failure to do so will result in groups being asked to pay in advance. Cheques should be made payable to ‘Bury St Edmunds Quakers”

Signature

Before your first booking you will be asked by the warden to sign a copy of these conditions.