Terms & Conditions

2008 Edition

1. GENERAL CONDITIONS:

Hirers must comply fully with the terms of hire, and in default, we reserve the right to terminate hire or make supplementary charges. We reserve the right not to accept bookings where the activities are, in our understanding, incompatible with Christ Church values.
The organiser must be aged 18 years or over, and will be responsible for ensuring the terms of hire are met.
Any events involving people under 18 must be supervised at all times by an appropriate number of adults over 18. The hirer / group leader will be responsible for ensuring all appropriate children’s statutes and child protection guidelines are met.
The hirer is liable to make good the costs of any damage to premises, furniture, crockery or any other equipment used during time of hire.
The hirer is responsible for leaving their room clean and tidy, with any refuse and litter cleared to the rubbish bins provided. Extra free black rubbish sacks can be provided on request.
Hirers are responsible for ascertaining and fulfilling any statutory requirements relating to their use of the building, and must adhere to any relevant local or borough council and legal regulations.
Hirers must maintain clear access to all emergency exits at all times.
Group leaders / facilitators must brief their attendees at the start of their meeting on fire procedures & exits and toilet locations.
Market Research Hirers should also note the special conditions in clause 14 below.
Public Concert or Performance hirers should note clause 12 below.
All our meeting rooms (except the Nave) are on upper floors and easily accessible by lift or stairs. Please note that in an emergency evacuation, the lift cannot be used and it is the hirer’s responsibility to ensure there are personnel within their group to assist any disabled members of their party to safety via the stairs.
Hearing Loop: We can supply a portable hearing loop on request in some rooms – this must be booked in good time as it requires technical staff to set it up in advance.

2. PAYMENT:

You will be invoiced after your hire, and payment should be made by cheque payable to “Christ Church Woking PCC” within 28 days of invoice date.

3. BOOKING PROCEDURE:

Initially, a “provisional” booking can be discussed and made by telephone or in person. We prepare and fax a booking form confirming details to you. Once you have signed the agreement and faxed or posted back, the booking becomes “confirmed”. Provisional bookings will be held in the diary for a calendar week, but may be hired elsewhere if a booking is not confirmed as above after that time.

4. CANCELLATION PROCEDURE / CHARGES:

Cancellations must be notified by phone or fax or writing to the Conference Administrator.

All cancellations of confirmed bookings received less than 7 calendar days before the due hire date will be subject to a cancellation charge equal to 100% of the hire rate (i.e. excluding any equipment / refreshment charges).
Cancellations of confirmed bookings with less than 3 months to due date will be subject to a cancellation charge of 30% of the hire rate.
If the cancelled event is re-booked for similar value at cancellation, no cancellation charge will be made.

5 . AREA HIRED:

Hirers and their members or clients must confine their activities to the rooms hired, and must not set up stands or displays of any kind elsewhere. Hirers are asked to kindly respect other users of the building, and shared areas such as toilets, kitchens and passageways at all times.

6 . HIRE PERIOD:

Rooms may be booked between the hours published in the “Room Hire” leaflet. The room must not be entered before the start of your hire time. Setting up and clearing away must be carried out in the period of hire. You must ensure you leave promptly at the end of your period, as the room may be required immediately after.

7. REFRESHMENT SERVICES:

Urn & Refreshments: These must be pre-booked, detailing size of group and number of breaks. We will provide an urn, water, and heating facility, with polystyrene-cups, tea, coffee, milk & biscuits, set out for you at the start of your hire, for you to self serve your delegates at your convenience. The specified charge is for each person in group multiplied by number of breaks.
China cups and plates: If you prefer to use china cups/saucers or plates, you must book these in advance (to check availability) and you are responsible for washing and drying them up after use. In this case there will be no extra charge, however if they are not washed and dried, a service charge of £0.50 per cup will be added to your invoice.
Servery Only Hire: For clients wishing to supply and prepare their own refreshments and / or lunch, a servery adjoining the Upper Room or Woodham Hall can be hired, and the following apply:
- The servery must be pre-booked by the hirer.
- The servery will be available to the hirer throughout the hire period, but may also be used by Christ Church staff for other purposes during period of hire.
- Servery Hire includes water heating, washing up facilities and use of the limited amount of crockery and cutlery, but excludes any food or beverage which may be stored there.
- Hirers are responsible for washing up and returning crockery and cutlery to correct location by the end of the hire period. In the event that china cups or plates are not washed after use, a service charge of £0.50 per cup will be added to your invoice.
- Hirers using the Upper Room (1st floor) servery do not have use of the area marked “For Beacon Use Only”.

8. VEHICLE ACCESS AND PARKING:

Due to limited space, parking facilities are not part of the hire arrangement. Hirers may use the loading bay by the back door temporarily for loading and unloading only at the start and end of hire period, but cars must be removed to public parking during hire period. Parking is available at the nearby Peacocks or Victoria Way car parks; maps are available on request.

9. EQUIPMENT:

Additional equipment must be pre-booked, and will be supplied for the start of the hire period. Hirers must not use or move other equipment without prior agreement.

10. STORAGE:

We are unable to provide storage for Hirer’s property, which must therefore be removed at the end of the hire period. If, occasionally, prior agreement is made to store the property of a hirer (for example overnight) this is carried out at the hirers own risk, and whilst Christ Church would endeavour to secure the property as best as possible, we will not be liable for any loss or damage to the property.

11. MUSIC:

Hirers wishing to use copyright music over which they do not hold the rights must inform us in advance. We hold limited licences for the performance of such music in the building. If supplementary licences are required, at least 60 days notice will be required and a supplementary charge will be made. If this is not complied with, Hirers will be invoiced for the cost of any penalties levied on us.

12. CONCERTS:

Hirers putting on a concert or performance to the public will be subject to additional fees levied on us by the Performing Rights Society (PRS). There is a separate and additional PRS tariff to the venue hire charge, details of which can be given at booking.

Where The Hirer charges admittance of over £5 to their event, PRS levy a % fee on your net ticket sales, and you must advise us of your net ticket sales within 48 hours of your event for our return to the PRS, as they levy % fee on this. Failure to advise ticket sales may result in PRS charging the maximum fee, for which you would be invoiced. Where tickets are less than £5, the PRS levy is covered by a fixed fee based on attendance, and the hirer can book for up to 175 seats or 300 seats.

13. GENERAL PROHIBITIONS:

For the safety, security and comfort of all users of the building, Hirers are asked to strictly observe the following:

No smoking in any part of the building, including the toilets.
No open flames or cooking in the serveries or building.
No process which will generate smoke or fine dust.
No consumption of alcohol, except by prior agreement. We do not have a licence for the sale of alcohol.
No pets with the exception of Guide Dogs accompanying their charge.
No supermarket shopping trolleys except by prior arrangement.
No fastenings of any sort, in particular sellotape or similar adhesive to walls, ceilings, woodwork without prior permission from Conferencing Staff.
No alterations to lighting, wiring or other fittings or equipment supplied by us.
Hirers must not prop open any of the Fire Doors marked “Fire Door - Keep Shut”.

14. MARKET RESEARCH BOOKINGS – SPECIAL CONDITIONS:

All market research firms hiring our facilities MUST be members of the Market Research Society and follow their code of conduct at all times.
Please note that canvassing (recruiting clients) is not permitted in any part of our building, or within 8 meters of any entrance.
Wolsey Place Shopping Centre (immediately outside our main entrance) is privately owned and does not allow canvassing either inside the centre or under any part of their canopy.
The Borough Council regulate market research canvassing in the town, and allow up to 6 canvassers at permitted locations at any one time. The permitted locations are the Town Square (in front of our building) and Commercial Way.
Your clients must be interviewed in your hired room, not in the entrance, corridors or other parts of the building.
Researchers must accompany their clients through the building to your hired room, and not allow them access to other parts of the building. It may be necessary for researchers to gain entry to hired areas via security code at certain times of the day – your group leader will be given the code on the day if necessary.
If you require equipment to be brought in for your research, such as fridges or microwaves, these must be cleared with the Centre Manager at booking, to ensure there is space and power load available.

Essential Information For All Hirers

Please brief your leaders and attendees with the following:

1. FIRE EXITS:

On the ground floor:

South Door (Back Door – left at the bottom of the main stairs, at the end of corridor)
North Doors (turn right at bottom of the main stairs – through the Beacon Café)
Main Entrance (not a fire exit) is also usually open between 9am and 5.30pm

From the 2nd floor:

There is a spiral staircase from the Woodham Hall directly to the coffee shop doors. On hearing the Fire Alarm (a continuous shrill bell), follow the green “running man” signs, and congregate in the Town Square, at the base of Barclays steps. Never use the lift when hearing the fire alarm.

2. TOILETS:

Toilets are located on the ground and 1st floors. There is a toilet for the disabled on the ground floor corridor – turn left out of lift.

3. ACCESS:

Please note: The main front doors are usually open during our Bookshop opening hours of 9am to 5.30pm. Outside these hours and for all evening hire, access is via the South (back) door by ringing the bell, unless special arrangement has been made in advance for staff to open the front entrance for disabled access for a specified period. The internal doors in the ground floor corridor are usually locked for security after 2.30pm daily – exit is then gained by pressing the green button on the door.

4. CAR PARKING:

We have no parking facilities, and the nearest public car parks (within 5 minutes walk) are either the Peacocks or Victoria Way car parks. Organisers may use our loading bays at the back door for unloading and loading only.

Last updated April 2008