Simplified terms and conditions

This page gives a simple version of how to book, pay, and cancel, as well as your responsibilities when you hire a room at St Philip’s Church Centre. We want things to be easy to understand and quick to read. The full version is available by clicking the “Full T & C” button on the right – and that is the version you agree to when you make a booking.

How to make a booking

  1. Contact us to ask if we have a room available at the time and price you would like
  2. Fill in our booking form and check you have the appropriate insurance and risk assessment
  3. We will send you a hire contract which you should read, agree to, sign and return. You should also read the full terms and conditions of hire – signing the hire contract includes agreeing to this document.

How to pay

One-off bookings such as a wedding reception or seminar should be paid for in full and in advance. An invoice will be sent when the booking is finalised.

Regular bookings such as educational or exercise classes may be paid monthly in arrears and a deposit will be payable for new hirers as a guarantee. This deposit should be paid before the first session.

A deposit may also be required if keys are issued for opening or locking up the building outside of cafe hours.

Payment should be made within 2 weeks of receiving our invoice.

We prefer payments by bank transfer, but also accept cash or cheques. We are not able to process payments by credit or debit card.

Cancellations

Should you need to cancel your booking please contact us as soon as you can. Cancellations 14 days or less before the event must still be paid for in full. For cancellations 15-28 days before the event we split the costs evenly with you so you need to pay 50%. For cancellations more than 28 days before the event we charge a 10% administration fee.

If you would prefer to move your booking to a new date then we would normally reduce the charges listed above.

In very exceptional circumstances we might need to cancel your booking if there is a problem with the building (e.g. flood or fire), if another event has to take priority (e.g. government electrions or a funeral), or if the Church decides your booking is unsuitable. In these cases we will refund any money already paid for your booking and not invoice you further. We cannot be held responsible for any other costs you might incur as a result of our cancellation and you should take out insurance if this is a concern.

Your responsibilities

We trust you to look after our facilities and treat them with care. The person named in the hire agreement will be present throughout and take responsibility for the behaviour of each member of the group. You will only use the rooms and equipment agreed, for the purposes agreed and only at the times specified. Should you move anything (such as tables and chairs) you will return them afterwards to leave things as you found them. All belongings and rubbish should be taken home with you at the end.

You will not carry out any activities which are illegal or which cause harm to people, our property or the local environment. You must agree to our safeguarding policy to protect young and vulnerable people from harm. You will follow our fire safety rules to prevent a fire starting or spreading (such as no naked flames, safety-testing your electrical equipment and keeping fire doors closed) and you will be ready and capable to evacuate your group from the building if necessary and phone the fire brigade.

If you are issued with keys to open or lock the building you will take this task seriously and not allow people other than your group to enter the building. You will turn off all lights, lock all doors and windows and set the alarm when you leave.

Should there be any problems, breakages or damage you are to report this immediately and you might need to pay for repairs so should ensure that you have suitable insurance cover.

Last updated

December 2020