Conditions of Hiring at Friends Meeting House, Ship Street, Brighton.
1. We request that written details of the aims and policies of new groups wishing to hold meetings at the Friends Meeting House be submitted at the time of booking.
2. The name of the building is Friends’ Meeting House; please use this on any publicity relating to your event here.
3. When completing the booking form please include adequate time to set up and clear away after your event here. An additional charge will be made for bookings that over-run the booked time.
4. The hirer shall check in advance that the parts of the premises to be hired and the conditions of hire are suitable for their requirements.
5. Rooms are charged for on an hourly basis. The Quaker Meeting reserves the right to ask for charges to be paid in advance or to ask for a reasonable deposit. Invoices payable on receipt.
6. Cancellation of a confirmed booking by the hirer must be made in writing and will be charged accordingly.
- With less than 2 weeks notice: Full Cost.
- With 2 – 4 weeks notice: Half Cost.
7. The Quaker Meeting reserves the right to cancel any event at any time especially if :-
- The aims and policies of the organisation or individual are in serious conflict with our Quaker values.
- Violence or the encouragement of vioelnce at the meeting may reasonably be anticipated.
- Contravention of fire or health and safety regulations may reasonably be anticipated.
- Misbehaviour has occurred at a previous meeting on the premises organised by the hirer.
- A hirer persistently breaches Friends Meeting House Room Hire & Conditions.
The Friends Meeting House will make a decision on a case by case basis with regard to all circumstances at the time of application. Doubtful cases will be referred to the Finance and Property Comittee of Brighton Quaker Meeting. Any money paid beforehand will be refunded.
8. The use of any part of the premises by the hirer must not interfere with the use of the remainder by Quakers or other users.
9. The hirer, in consultation with a member of staff or other representative of Quakers is responsible for ensuring proper supervision of entry/exit of the building during their event. Mindful for the safety of people coming into the building and their security, The Quaker Meeting requires the hirer to provide adequate stewarding for large events in the Meeting and Lecture Rooms and be responsible for safeguarding at all their events. The meeting House reserves the right to require a hirer to have an extra member of staff on duty as a condition of the booking proceeding. Any costs incurred by the Meeting in providing extra staffing will be discussed in advance with, and charged to, the hirer.
10. The Quaker Meeting shall not be responsible for any injury to, loss or damage to persons or their property during the use of the premises other than injuries caused by the negligence of the Quaker Meeting or its staff. It is recommended that hirers should ensure that they are properly covered with third party insurance in respect of such liability and any specific cover they may need in respect of their own property or cash during the use of the premises.
11. Any activities for children or vulnerable adults should comply with current safeguarding legislation. It is the responsibility of the hirer to ensure that all necessary criminal record checks have been ubdertaken. The Quaker Meeting cannot accept any responsibility for the hirers failure to comply with these requirements.
12. We will not tolerate violent or abusive behaviour in the building.
13. No nails, screws, drawing pins, tape or staples shall be used on the walls, woodwork, doors or furniture. Posters or placards may only be put up with the agreement of a member of staff or other representative of Quakers in the manner agreed. No sellotape or blutack may be used on painted surfaces.
14. Raffles and other games of chance are not permitted. Auctions for registered charities only are at the Wardens' discretion and must be agreed in advance.
15. No alcohol may be brought into the premises, including the garden.
16. No smoking is allowed in any part of the building. This includes e-cigarettes.
17. No food or drink may be taken into the main Meeting Room except with the agreement of a member of staff or other representative of the Quaker Meeting.
18. No dogs are on the premises except guide/assistance dogs.
19. The hirer shall keep the premises, fabric, furniture, fittings, chattels and equipment in good condition and free from damage and shall take reasonable steps to ensure that damage shall not occur. Great care must be taken to ensure safety in the use of candles or other naked flames. The hirer shall be responsible for any damage occurring and report it without delay.
20. The staff will endeavour to set out the rooms as requested. Please note this is done as a courtesy.
21. The use of the Meeting House includes toilet facilities.
22. Use of the garden is by agreement and may incur a charge.
23. The hirer is responsible for leaving the rooms used clean, tidy and fully vacated. Any electrical equipment used to be fully turned off.
24. Hirers are asked to take away all recyclable materials they use and correctly dispose of.
25. All publicity material must be exhibited in approved legal circumstances. It is not part of our contract with hirers that we advertise your event. Reasonable requests to display A4 posters and A5 flyers at the Meeting House will be considered. Fly posting is illegal and must not take place.
26. Any publications can be sold in the room booked by the hirer unless special permission is given.
Finance and Property Committee of Brighton Quaker Meeting.
Brighton Quaker Meeting is within Sussex West Area Quaker Meeting.
Registered Charity number 1147831