Room Hire – Terms and Conditions

It is the wish of Harpenden Friends that their meeting house should be used as much as possible for the benefit of the local community. We welcome hirers whose activities do not conflict with recognised Quaker principles and values. We accept bookings for commercial purposes but give preference to non-profit organisations. We reserve the right to refuse any booking without explanation.

Arrangements for the Hire of Rooms

Bookings
All bookings are to be made on the official application form with the resident caretaker at 12 Southdown Road, Harpenden (Telephone: 01582 764593 email: kbxtn@hotmail.co.uk).

Availability
Except when they are required for the purposes of the Meeting the premises are available for hire from Monday to Friday between 9am and 10.30pm and on Saturday between 9am and 3pm.

Charges
The current charges are available from the caretaker and are posted on this website at room charges. They are subject to alteration with a minimum of one month’s notice.

Rooms
There are 3 rooms and a kitchen available and these may be hired separately or in any required combination. Room 1 (Main Meeting Room 70 persons), Room 2 (Library 18 persons) and Room 3 (Children’s Room 60 persons).

Kitchen
The kitchen includes a microwave, a cooker, water heater, utensils, crockery and cutlery. There may be more than one group using the kitchen at any one time and this should be borne in mind when planning breaks for refreshments.

Toilets
Cloakroom and toilet facilities (including a toilet for the disabled) are available for use by all hirers.

Special Needs
The building is fully accessible to wheelchair users and includes a specially equipped toilet. The Main Meeting Room (Room 1) has an induction loop for the hard of hearing.

Parking
There is parking for up to 9 cars on the premises and this is available on a first come first served basis. There is also street parking and off street parking in the vicinity.

Music
The Meeting does not hold a Public Indoor Entertainments Licence.

Garden
The garden may be used by hirers on a shared basis. Please note the safety conditions.

Furniture
The requirements for tables and chairs should be specified at the time of booking. The caretaker is responsible for arranging the furniture.

Complaints
Any complaints by hirers should be sent in writing to: The Clerk, Harpenden Quaker Meeting, 12 Southdown Rd, Harpenden, Herts AL5 1PD.

Conditions of Hire

Cancellation
When the meeting house is required for a funeral or other special purpose all bookings for that time will be cancelled. Hirers will be given as much notice as is practicable and booking fees will be refunded if necessary. If the hirers cancel less than 7 days prior to their booking they will be charged.

Payment
Payment of charges is due on or before the date of hire and should be made to the caretaker.

Keyholder
Each hirer must nominate a person to be issued with the key code to the front door. This person will be responsible for unlocking and locking the premises and ensuring that all doors and windows are secure and the lights and appliances turned off when the last person leaves.

Furniture
The caretaker must be advised of all requirements for the provision and layout of the furniture. Hirers must not move furniture between rooms (except by prior arrangement with the caretaker). Some notice board space may be available to display materials during the hire but under no circumstances should anything be stuck or pinned to the walls.

Advertising
If hirers advertise their events, they must use the following wording for the venue, as shown here:

12 Southdown Road, Harpenden (Quaker Meeting House)

Storage
A cupboard with plastic boxes is provided and one box will normally be available for each hirer. Any property brought into the meeting house is at the hirer’s sole risk and should be insured by the hirer. All electrical equipment must be ‘portable appliance tested’ (click here PAT for details).

Smoking
Smoking is not permitted in the building or in the grounds.

Alcohol
Alcohol is not permitted in the building or in the grounds.

Gambling
Gambling, lotteries and raffles are not permitted.

Care
The hirer is responsible for the good behaviour of those attending their activity with due consideration for others using the premises at the same time. They should ensure that the premises are vacated promptly at the end of the period of hire. The premises are to be left in the same condition as on arrival.

Damage
Any damage to the premises, furniture, fittings, crockery etc. is to be paid for by the hirer. Please inform the caretaker if damage occurs.

Safety
A nominated responsible adult who is familiar with the procedures in the event of fire or accident must be in attendance at all times and in possession of a mobile phone for use in an emergency. Children must be supervised by a responsible adult at all times and the Meeting is not responsible for any injuries sustained whilst using the premises, including the garden and the play equipment. Any injury occurring to any person using the premises must be recorded in the Accident Book which is located next to the First Aid box in the kitchen.

Fire
The premises are fitted with an automatic detection and alarm system. In the event of the alarm sounding all occupants must evacuate and assemble in the car park. If a fire is evident the emergency services should be called by the responsible person. If no fire is evident the responsible person should check the fire alarm panel by the front door and, if appropriate, silence the alarm. When the source of a false alarm has been established the alarm system should be reset.

Insurance
The hirer is responsible for arranging any necessary public liability insurance to cover their activities.

May 2016