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This document contains the Terms and Conditions for room hire at the Coach House Hub
1. DEFINITIONS
The Coach House Hub or its agents or employees; “Hirer” – the person or organisation taking responsibility for renting a room or rooms on the premises of the Coach House Hub
2. ROOMS AT THE COACH HOUSE HUB
The Coach House Hub has a range of rooms for hire, available from 8.00am to 9.30pm – Monday to Friday, and at the weekends from 8.30am to 5.30pm.
There is a limited amount of free parking on site; please note that Management will not accept responsibility for any damage, accident or loss.
Please note that fire risk assessments are carried out on a regular basis including yearly checks of fire extinguishers.
2.1 Access and Facilities
If you or your clients are disabled please contact us via email prior to the event.
2.2 First Floor: The first floor has 2 training rooms. With kitchen facilities such as microwave, kettle, refrigerator and sink.
2.3 Ground Floor: The ground floor has 3 counselling rooms and large a reception area that can be used for an informal training and casual soft seat meetings. The area has a kitchen facilities including kettle, refrigerator, sink and first aid box and tea and coffee facilities. Toilets are located in this area.
For more details refer to facilities and prices on the website.
3. TERMS AND CONDITIONS FOR ROOM HIRE
All hirers are bound by the conditions of hire and, by booking a room, agree to these conditions and certify that they have met all the conditions of hire including Professional Regulation.
3.1 PROFESSIONAL REGULATION
A. Counselling and non-counselling.
All practitioners applying to practise from the Coach House Hub premises must provide documented evidence that:
- they hold current and adequate professional indemnity insurance
- completion of a recognised training in their profession.
- current membership of an appropriate professional body.
3.2 PAYMENT
We accept payment via BACs or by credit card. If paying by BACS, please make sure the invoice number is quoted as a reference.
Non-payment of invoice may result in the booking being cancelled and will result in the Hirer being unable to make further room bookings until all outstanding fees are paid. Non-payment beyond 30 days may result in formal recovery action.
3.3 CONDUCT
a. General: The room hirer is responsible for their own conduct, as well as the conduct of their client(s) at all times. This includes the area outside the front door of the building including garden and driveway.
The conduct should be of a professional nature, which is conducive to the nature of the service that the Coach House Hub provides, incorporating a high level of respect for all other users of the building.
This includes, but is not exclusive to, the following specific areas:
b. Noise: In order to preserve the quiet environment for counselling and training, Hirers and their clients must speak softly in the areas immediately outside the counselling and training rooms. The use of mobile phones is only permitted in the reception area. Whilst in all other areas of the building, please switch your mobile phone off.
c. Room Care: The Coach House Hub aims to maintain rooms in a pleasant and comfortable condition. If you break or discover broken furniture, fixtures and fittings, please report it as soon as possible to a member of staff.
Food is only permitted in the reception area and are not permitted at any time in any training or counselling room. If drinks are taken into other areas any spillage should be cleaned up immediately failure to do this will result in a cleaning charge. Lighting naked flames or candles is not allowed in any room.
d. Room Use: A room booking is for a specific room. You cannot switch rooms or extend your time, without receiving prior approval from reception. Using a room without booking will result in the occupiers being asked to leave immediately.
Please ensure you allow enough time to leave the room you have booked in good time and in good order. Users must respect the bookings made by others and should time their sessions so that subsequent users have free access at the start of their booked slot. It is not reasonable for bookers to have to ask the previous occupant to vacate the room. Where this is not observed we may have to withdraw booking rights.
e. Personal Possessions: You are responsible for your personal possessions. The Coach House Hub does not accept any responsibility for lost equipment or personal possessions. You are advised to keep all personal belongings with you at all times.
f. Non Violence: Physical violence will not be tolerated on Coach House Hub premises. Violent and or abusive behaviour will result in those involved being asked to leave immediately. Violence against a member of staff will always result in prosecution.
g. Alcohol and Drugs: Alcohol or illegal drugs may not be consumed on the Coach House Hub premises; nor may a Hirer or client enter the premises under the influence of alcohol or illegal drugs.
h. Messages: The Coach House Hub does not provide a service to take messages for clients or room users. You must contact your client directly, if there is a change in circumstances, or you should have a plan with each client outlining what they should do if you are late or do not attend a session.
i. No Smoking Policy. In accordance with the law, the entire building is a no smoking area.
4. ROOM BOOKING PROCESS
4.1 Initial Booking
You will need to initially contact the Coach House Hub via mobile or email. Outline the use of the room with relevant details of your background and experience for the proposed use of the room in accordance with the section 3.1 as above.
No-one will be permitted to rent rooms at the Coach House Hub until they have signed and returned the form, accepting these terms and conditions, and provided the necessary documentation. It is the responsibility of the Hirer to be aware of and to comply with all aspects of the document.
4.2 Booking Rooms
Renting hours are 8.00am – 9.30pm inclusive;
Workshop, Training or Meeting Room Rental: All rooms required for groups or to accommodate large numbers must be booked via email. These include Supervision, Workshops, Training, Conferences, Meetings and Group Counselling sessions. Bookings will be invoiced in advance and invoices are for immediate settlement.
4.3 Restrictions
Booking is for a specific time and specific activity agreed with the Coach House Hub. Any variations will be regarded as a new booking and must have our prior agreement. The Coach House hub reserves the right to move a booking to a different room of similar size.
4.54 Cancellations
Up to 14 days’ notice No charge
7 – 13 days’ notice 25% charge
3 – 6 days’ notice 50% charge
0 – 2 days’ notice 100% charge
4.6 Amendments
Whilst every effort will be made to manage amendments to a booking, we cannot guarantee to be able to accommodate changes. Any changes within 48 hours of the original booking will be counted as a cancellation and require rebooking.
4.7 Training Rooms Rental Charges
For a list of current room charges please contact us via the website or refer to your booking confirmation email.
5. SANCTIONS FOR BREACH OF THIS AGREEMENT
The Coach House Hub reserves the right to remove for the remainder of the day any person who does not observe these policies, without refund for that day.
Failure to observe these policies may also lead to permanent termination of the Hirer’s use of the Coach House Hub facilities.