Rates and Conditions of Hire

Below are the terms and conditions under which you agree to hire the meeting room.  By accepting the room hire, you are accepting these terms and conditions. Please read these fully before accepting the booking.

Redwood is a progressive establishment, and as such we operate a ‘safe space’ policy. We will not tolerate any form of abuse towards others, and hold the right to instantly terminate your booking should this occur. Redwood is a residential building, so please respect this when entering and leaving.

All hires must be paid in full no later than 7 days prior to hire date. In addition, a £50 returnable security deposit is payable at the time of booking. This deposit is refundable on condition that the premises and contents are left in a satisfactory condition, to the approval of our managing person and that all refuse is removed from the premises by the hirer.

Any breakages/damage should be reported immediately.

You are responsible for your own setting up of the room. You are also responsible for ensuring the room  is returned to the lay out as originally found. We will make a charge if this is not satisfactory.

Alcohol is only permitted on the premises during specified event hours.

Licences – any performance or late licence/s must be obtained in advance.

CONDITIONS OF HIRE

CAPACITY

The maximum number of persons on the premises at any one time are as follows:

Boardroom: 25

Theatre:         20

Standing:       40

 

AVAILABILITY

The room can be hired between the following hours:

Monday to Friday 8am – 10pm

Saturday and Sunday 10am – 11pm.

The minimum hire duration is generally 4 hours. If you wish to use the room for a shorter period, please contact us to discuss if this is possible. 

Cost of Hire

The cost of the room is dependent on whether it is for commercial or community use. Community use is defined as charities and not-for-profit organisations.  If you believe you would qualify for the community rate, please complete the details on the booking form and provide as much detail as possible to allow us to make an informed decision.  The offer of community rate must be approved in advance by the Redwood Management Committee.

Bookings of four or more can qualify for a discount.  For any organisation wishing to make regular bookings, please contact us as we would be happy to discuss this.

The standard cost of hire is as follows:

ROOM TARIFFS (All prices detailed are exclusive of VAT)

  Monday to Friday Weekend
  Daytime

(8am to 6pm)

Evening

(6pm to 10pm)

Daytime

(10am to 6pm)

Evening

(6pm to 11pm)

Commercial
Full day £700 £390 £1040 £780
Hourly rate £70 (min £280) n/a £130 (min £520) n/a
 
Community
Full period £350 £195 £520 £390
Hourly £35 (min £140) n/a £65 (min £260) n/a

The room will normally be arranged in boardroom style, but you may move chairs and tables to meet your requirements.  We ask that at the end of use, the room is returned to the same lay out as found on arrival.  Please ensure you allow adequate time in your booking to set up and tidy up the room as required.

LICENCES – PUBLIC LIABILITY

Redwood Meeting room has Public Liability insurance covering any awards of damages given to a member of the public because of an injury or damage to their property caused by our staff and our business.

The Hirer is responsible  for ensuring they have their own adequate Public Liability insurance or Events Insurance to cover any awards of damages given to a member of the public because of an injury or damage to their property caused by their staff and their business.

LICENSES – EVENTS

We do not have an Alcohol and Entertainment license. Therefore:

  1. Redwood Meeting Room is not licensed for the sale of alcohol, however we have a ‘Bring Your Own’ policy
  2. alcohol is not permitted for persons under 18 years old;
  3. all hot food, drinks and alcohol must be consumed by 10pm;
  4. no amplified live performances, music or dancing is permitted, however acoustic or low level recorded music is permitte

Equipment

We are responsible for all fixtures and fittings within the meeting room. Any damage to the. property or equipment will be chargeable to the hirer. Evidence of adequate Public Liability/Events insurance must be provided at least 1 week prior to the event date.

The Hirer is responsible for all items, equipment, etc. brought into the room and for any damage caused to property or equipment.  Up to date PAT testing must have taken place on any electrical equipment to be used.

STORAGE

Redwood Meeting Room has a very limited amount of storage space available. Deliveries can be received with prior arrangement between 8am and 4pm.

WASTE & RECYCLING

All waste and recycling must be disposed of in accordance with our existing Council contracts.

These are:

  • General Waste: To be emptied into the designated large bin.
  • Recycling: To be emptied into the smaller wheelie bins.

HEALTH & SAFETY

The Hirer shall be responsible for ensuring that all fire exits and fire doors are kept clear at all times and that attendees are briefed as to evacuation procedures. Redwood operates a “stay” policy in the event of fire, meaning you should remain in the room with the door closed. You will then be instructed by the fire brigade on further evacuation as necessary.

SMOKING

From July 1st 2007 it has been against the law to smoke inside all public premises. However smoking is permitted on the balcony. Ashtrays MUST be provided and smokers are asked not to flick butts over the balcony.  All users use the balcony at their own risk.

CANCELLATION OF BOOKINGS

Any cancellation or amendment to bookings must be made by email via our website and  booking  form.

We will charge for cancellations as follows:

  • Notified less than 7 days prior to booking: No refund
  • Notified between one week and one month prior: 50% refund
  • Notified over one month prior to booking: Full refund

ACCESS

We reserve the right to gain admission (with no charge) during any hire period for the purpose of inspection of the premises for emergency maintenance, repairs, security, etc

AFTER THE EVENT

The premises are expected to be left in a clean and tidy condition. Please ensure all refuse etc is removed and disposed of in keeping with local regulations. Hirers will be charged for the removal of any refuse left on the premises.

The Hirer is responsible for the security of the premises and should ensure all lights, etc. are turned off and both main doors are securely locked when leaving the building if outside of normal working hours.

Parking is not permitted outside our premises, although unloading may take place in designated bays for 20 minutes.

Data protection: you are giving your consent for Co-op Homes (South) to store and process your data. Date will be used solely for the purpose of the hiring of the room. No data will be shared with third parties.

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