Hiring Policy and Terms & Conditions of Hire

 

Hiring Policy

Milton Keynes Quaker Meeting is part of the Religious Society of Friends (Quakers) in Britain. The Quaker Centre is our place of worship and fellowship. Rooms are hired to outside bodies when this does not interfere with this primary function of the building.

Why do we hire rooms at the Quaker Centre? We hire rooms to other organisations for a number of reasons:

• We recognise the need for places where people can meet to share ideas, learn and give support. The Quaker Centre offers a peaceful meeting place in Milton Keynes for many groups. We especially want our building to be used to benefit groups whose work is in line with Quaker values.
• Through hiring rooms we offer everyone who comes to use our building the opportunity to find out about Quaker values, beliefs and work.
• Hiring rooms raises income which helps to pay the costs of maintaining the Centre. We keep our rates low and, in some years, we do not make a profit from hiring rooms. In years when we do, the money raised contributes to Quaker work nationally and internationally.

Who can hire rooms?
We welcome bookings from all organisations (commercial, voluntary or statutory) whose activities do not seriously conflict with recognised Quaker principles. Acceptance of a booking from an organisation or individual does not imply that Milton Keynes Quakers concur with their views.

All bookings are subject to our standard conditions of hire which are sent to every hirer. Please note we do not accept bookings for parties.

A booking may be refused if:
• The aims and policies of the organisation or individual are in conflict with Quaker values.
• The proposed meeting would necessarily breach the Quaker Centre Conditions of Hire (eg it would involve levels of noise that would disturb others using the building or participants of user-groups have previously parked in a dangerous position or caused unnecessary obstruction of the road).
• A hirer persistently breaches the Quaker Centre Conditions of Hire.

We reserve the right to refuse bookings for any other reason which need not necessarily be specified.

 

MK Quaker Centre Terms and Conditions of Room Hire

Religious Society of Friends (Quakers)

The Quaker Centre

1 Oakley Gardens

Downhead Park

Milton Keynes  MK15 9BH.

Offer of TERMS AND CONDITIONS Agreement for Room Hire with effect from 1st September 2018

Rates of Hire

Main Meeting Room
2 Hours

Evenings only

3 Hours 4 Hours All Day

9am-5pm

Band A £53.00 £63.00 £73.00 £124.00
Band B £34.50 £44.50 £54.50 £89.00
The Garden Room, Library and Committee Room
2 Hours 3 Hours 4 Hours All Day

9am-5pm

Band A £34.50 £39.50 £44.50 £73.00
Band B £25.50 £30.50 £35.50 £58.00
Equipment (Subject to availability)
Flip Chart Stand Free
Flip Chart Paper and Pens £5
Digital Projector and Screen £10 per single session, £20 per day, £60 per week.
  • Band A: Polling Station, commercial organisations, large organisations
  • Band B: Charities, providers of health or social care, voluntary organisations, self-funded groups charging for membership or admission, small community businesses (e.g. yoga teacher, tutor).
  • A 10% discount is given to those who book 10 or more weekly sessions at once.
  • The minimum period chargeable for any hire in the Main Meeting Room is 3 hours during the day and 2 hours in the evening.
  • The minimum period chargeable for any hire in the Garden Room, Library or Committee Room is 2 hours.
  • The hours booked must include time needed to set-up the room as you would like it and return it to the state in which you found it.
  • Sessions of over 4 hours duration will be charged at the full day rate. A full day runs from 9.00 am – 5.00 pm.
  • Sessions of between 2 and 4 hours duration will normally be expected to fit into a morning, afternoon or evening and not overlap morning to afternoon or afternoon to evening.
  • There is no charge to use the kitchen for light refreshments on the basis that hirers bring their own tea/coffee etc. and leave the kitchen clean and tidy.

CONDITIONS OF HIRE

General

  • The Nominated Responsible Adult is the person whose signature is on the “Application to hire” form (or the person responsible for the booking).
  • Guests are reminded that the building is in a residential area and are expected to respect the needs and privacy of neighbours and other users by parking responsibly, avoiding noisy activities and by leaving quietly. Smoking is only allowed in the outside designated area.
  • Alcohol, illegal drugs and gambling are not allowed on the premises or within the grounds.
  • Milton Keynes Quaker Centre reserves the right to cancel bookings made by any hire group that fails to adhere to these terms and conditions.

Bookings, Confirmation of Bookings and Payment

  • Applications are made to the Warden via telephone, post or email. Hirers new to the Quaker Centre must complete a booking request form and sign this to indicate that they have read and agree with our Terms and Conditions of Hire.
  • Prices are reviewed annually and hire charges will be determined in line with the price lists effective at time of Hire Period.
  • Provisional bookings are held for up to two weeks. Within this period we require written (or email) confirmation of the booking. If written confirmation is not received within these two weeks then we reserve the right to let the rooms to other interested parties.
  • Payment is expected from hirers who book the Quaker Centre for a single event on or before the day of the event. Regular hirers will be invoiced monthly in arrears. Payment is expected within two weeks of the date of the invoice.

Cancellations by the Hirer

  • Please give as much notice as possible of cancellation of any confirmed booking.
  • Cancellations of any confirmed booking made with notice of less than one week will result in the full charge being payable.

Cancellations by Milton Keynes Quakers

  • While every effort will be made to honour bookings, on rare occasions it is sometimes necessary for us to cancel them (for example, when the Centre is needed for a Quaker funeral or the building is required by MK Council as an Emergency Rest Centre). In the event of an accepted booking being cancelled, as much notice as possible will be given.

Nominated Responsible Adult

  • All organisations hiring rooms at the Centre must nominate one or more responsible adults who must be thoroughly familiar with the terms and conditions of hire, and the procedures to be followed in the event of a fire or other emergency. This responsibility cannot be delegated.
  • No meeting can take place on the premises unless the nominated responsible adult is present.

Care of the Meeting House

  • Each group may arrange the room to suit their own needs. Please leave the room as you found it.
  • Please do not fix anything to the walls with drawing pins, paste, blutak or other means; please ask for advice.
  • If you adjust the heating using the radiator controls, please reset the controls to 2 when you leave.
  • Before you leave, please lock all windows, close doors and turn off the lights in all the rooms you have used.
  • Please tell the Warden if your group has caused any damage. We may ask you to pay for any necessary cleaning or repairs beyond normal wear and tear.

Use of Kitchen

  • Crockery and cutlery are provided. A dish washer is also provided.
  • Hirers are expected to clear up after themselves, do their own washing up and leave the kitchen clean and tidy. All left-over food and drink should be taken away at the end of the event.
  • There may be more than one group in the building at the same time. Please consider this when planning refreshment breaks. To reduce congestion, large groups are requested to use the trolley to transport food and drinks to the meeting room hired and not send participants individually to make their own drinks.

Shared Use of the Quaker Centre

  • Please be considerate of others who use the building and keep noise levels down in the foyer, corridors and when using the kitchen. Counselling, Yoga and Meditation are regular pursuits at the Quaker Centre.
  • If you require specific furniture for your event please contact the Warden with at least one week’s notice. Please do not remove furniture from one room to another in the Quaker Centre.

Health, Safety and Security

  • The Nominated Responsible Adult must accept full responsibility for safety procedures for the group in the event of fire or accident. This responsibility cannot be delegated.
  • A first aid box and accident record book is kept in the kitchen.
  • Personal electrical equipment used by hirers must be safe and conform to PAT regulations.
  • Inflammable and other dangerous substances should not be brought into the building.
  • Extreme care must be exercised when burning incense or candles. Please use appropriate incense holders and candlesticks that will prevent burns or other damage caused by ash or candle wax. We do not consider our potted plants suitable for this purpose. Charcoal, incense burners and matches must not be stored within the Quaker Centre.
  • Should visitors to the Quaker Centre encounter potential hazards including defects in the fabric of building or defective services, they are asked to warn others if it is safe to do so, and notify the Warden directly or by telephone or email. If the potential hazard requires urgent attention, please contact any of the emergency numbers displayed on the main entrance door.
  • If relevant, hirers are expected to have children and vulnerable adult safeguarding policies and procedures in place.

Fire

  • Safety is paramount. If you become aware of smoke or fire GET PEOPLE OUT of the building and immediately use a ‘Break Glass’ panel to activate  the alarm to warn other occupants about the danger in the building.
  • The Nominated Responsible Adult for each group must know the position of the ‘Break Glass’ panels, Fire Alarms and Fire Exits.
  • The Nominated Responsible Adult is required to account for the complete evacuation of their group to the Assembly Point (Front of the building).
  • Call the Fire Service ASAP on 999 and notify the Warden or the Clerk as when possible.
  • The location of the cut-off Valve for Mains Gas is next to the meter in the external brick store cupboard in the car park. (Access is gained using a loft key that is kept in the centre drawer of the sideboard in the foyer).
  • All exit doors can be used as escape routes although it is preferable to use the doors that open onto the front of the building rather than the exit doors from the garden room, office and the main meeting room which open onto enclosed garden areas.
  • Fire Extinguishers are intended for use by those trained to use them. They are labelled as to their use for electrical or other types of fire. Fire extinguishers are located near the fire exit doors in the following areas: the hallway – next to the Garden Room and the kitchen; the kitchen; the Main Meeting Room, and the office / WBTC counselling room. A fire blanket is available in the kitchen.
  • The Warden will show you the location of the first aid box and accident book (both in the kitchen), the fire exits, fire extinguishers, and the assembly area outside.
  • Please ensure that fire exits and corridors are not blocked. Please inform your participants at your first meeting, and periodically thereafter, of these procedures.

Parking

  • The Centre’s car park has space for 16 cars and some bicycles. It is important that free passage in both directions along Oakley Gardens is assured for neighbouring residents and for any emergency vehicles.
  • When the car park is full, additional parking can be found in the public car park, adjoining the Cross and Stable Church. This is just across V9 Overstreet in Downs Barn. (There is a pedestrian underpass). If you are a large group please advise participants of these constraints prior to the event and appoint someone on the day to direct and enable parking.
  • We request that participants are encouraged to car share.
  • If participants do park on the street, we ask they do not to park in the areas indicated on the attached map (Appendix 1); and we ask that the map is circulated to participants. In any case they must not leave their vehicles in a dangerous position or where it causes any unnecessary obstruction of the road. Complaints from our neighbours about parking in these circumstances may result in the driver being asked to move their car. If the driver cannot readily be identified the matter may be referred to the police.

Hirers’ Publicity and Advertising Material

  • Please ensure the hirer’s own contact details are given on any publicity for your meetings. Mail sent to the hirer at the Quaker Centre will not be distributed.
  • By using the Quaker Centre, you agree not to present the Religious Society of Friends as endorsing your organisation, actions or beliefs in your publicity material.
  • Hirer’s publicity should also be clear that your meeting is not held under the auspices of Milton Keynes Quakers.
  • Hirer’s publicity should not be attached to notice boards or otherwise left out in the Quaker Centre.

Legal Responsibility

  • Use of the premises is at your own risk. The trustees do not accept any responsibility or liability for any loss, including loss of earnings and loss by theft or damage to personal effects, property or equipment brought into the Quaker Centre by your group. In addition, you are responsible for any liability that may arise from any of your activities in the Centre.
  • Milton Keynes Quakers holds Public Liability Insurance but this only covers liability for claims against the Meeting or its members.
  • As no TV Licence is in place for these premises we do not provide any device for visitors to watch or record live TV; nor do we permit visitors to use their own devices to watch or record live TV using the Quaker Centre mains electricity. (Visitors will only be covered by their own TV Licence if their device is being powered solely by its internal batteries).

 Queries and Complaints

  • Booking queries should be addressed to the Warden.
  • Queries about the Terms and Conditions of Hire, compliments, comments and complaints should be addressed to The Convenor of Finance and Property Committee, The Quaker Centre,1 Oakley Gardens, Downhead Park, Milton Keynes, MK15 9BH.

Agreement

I have read the Terms and Conditions of Hire for rooms at Milton Keynes Quaker Centre. By signing this form, I accept all of these Terms and Conditions of hire; and confirm, where appropriate, children and vulnerable adult safeguarding policies and procedures are in place.

If this form is sent via email as an attachment, it will be considered to have been signed by the person named here.

 

Signature             ……………………………………….

 

Print name          ………………………………………..

 

Date sent             ………………………………………..

Please email to… quakercentre@miltonkeynesquakers.org.uk

or post this form to… The Quaker Centre,1 Oakley Gardens, Downhead Park, Milton Keynes,  MK15 9BH.

Appendix 1

Please download Appendix 1 by pressing Parking Map.

Please do not park in any of the marked red areas, or resident’s only areas. Many thanks.

 

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