Room Booking Terms and Conditions
1. The ‘Centre’ shall mean the selected venue where the room is located. Therefore, the contract is made with North Tyneside Council.
2. All bookings are considered provisional until the Centre has received a completed space booking form submitted either digitally or on paper and accepted by the Centre.
3. All bookings with prior agreed credit facilities will be invoiced.
4. All clients must inform the Centre upon completing a space booking form – the number of people attending, along with final arrangements and details for the booking. Final arrangements will include start and finish times, room set-ups and equipment required.
5. All invoices will be calculated within the scale of charges found in the pricing policy. All bookings must start and end at the agreed time. Any request for additional time at the beginning of a booking or any bookings running over the time stated on the booking form will result in additional charges.
6. In the event of a non-arrival or cancellation within 4 working days of the event the full cost for room hire will be charged.
7. A refundable deposit of £30.00 will be taken for all party bookings. This deposit will be taken on the day of the booking if booked offline or at the time of booking if booking online and returned to the Client once the room has been inspected and passed by a member of the Centre’s staff.
8. The Council shall not be liable to the client, volunteer or employee of the Client or to any third party for any loss, cost, expense, penalty or damage incurred or suffered, including but not limited to any personal injury or death or damage to property, arising directly out of or in consequence of the User’s use of the centre and/or the User’s breaches of any Use Conditions.
9. North Tyneside Council does not accept liability for loss or damage to personal effects belonging to the Client or their delegates, staff, or visitors.
10. The Client will be liable for all, and any damage caused to any room, facility, furniture, or equipment caused by acts or omissions of their delegates, staff, or visitors. Where multimedia projectors are used the understanding that if the projector is damaged or broken then the hirer will be responsible for the repair or replacement.
11. North Tyneside Council will not be liable in failing to provide facilities previously agreed, in the event that it is prevented from doing so by causes beyond its control. This will include but will not be limited to fire, flood, storm, civil disturbance, or industrial action.
12. Clients should report to the Centre’s reception where they will be given access to the room and information regarding Health and Safety for their booking.
13. Public liability, fire safety and risk assessments are available for the building to inspect on request, but the hirer is responsible for ensuring that they complete their own risk assessments for the activity they are undertaking, have relevant insurance in place if appropriate and ensure emergency evacuation procedures are communicated and followed by those using the facilities. We may ask to see relevant documents.
14. It is the responsibility of the hirer to inform the Centre if anyone using the room requires specific help in vacating the building in an emergency.
15. Smoking and vaping are forbidden in all rooms in our buildings in line with North Tyneside Council’s No Smoking policy.
16. No alcohol is allowed on the premises without the prior consent of the Centre Manager. It is the responsibility of the hirer hosting any event for entertainment or the consumption of alcohol to check with the facility if the appropriate licences are held and if they do not, the hirer must provide any appropriate licences i.e. a ‘Temporary Event Notice’, failure to meet any licensing requirements for the booking will lead to a cancelation of the hire of the facilities. If any special licence is required for entertainment or the consumption of alcohol the hirer shall be responsible for the full costs.
17. For evening bookings outside of the normal opening hours there may be an additional charge to provide staffing access to the building (see price list)
18. By law, the authority is not permitted to allow use of its rooms for party political reasons, therefore no bookings will be taken for this purpose. Elected Ward Councillors are able to use rooms to conduct their role as Elected Members, e.g., for ward surgeries. Further guidance can be found here: Restrictions on hiring for political purposes.
19. Any individuals or organisations that hold extremist or discriminatory views of any nature will not be able to use North Tyneside Council’s facilities.
20. If you are hiring the room for an activity that has a possible safeguarding risk (children or vulnerable adults) our safeguarding policy and procedures require the room user to hold a valid DBS certificate. If this is applicable you will be required to declare this on the booking form. By completing the form, you are confirming that this information is correct.
21. The Council reserves the right to refuse or to terminate future bookings if meetings/activities taking place in Council buildings are likely to cause a breach of the peace or affray or are causing a disturbance/disruption to the main function of the building in which the meeting is being held.
22. If a client wishes to bring electrical equipment into the Centre, it will require a safety check. This must be by prior arrangement. A charge may be made for electricity consumed by equipment utilising heavy loads. This equipment will also require safety checks which will be undertaken by the Caretakers.
23. You should not stick any items to the walls.
24. Where clients hire ICT equipment they must accept North Tyneside Council’s ICT policy, particularly where it states that memory sticks and other devices cannot be used with the Council’s equipment.
25. Any additions or variations to these standard terms and conditions must be made in writing. No verbal agreements or arrangements will be binding.
26. We encourage all clients to use the catering facilities in our premises where available.
27. All clients must ensure that an adult supervises any children/young people attending the bookings at all times.
28. We have no storage facilities for any equipment used during the continuous uses of our rooms nor do we take responsibility for any equipment used on our premises.
For booking a space in the Rising Sun Country Park
29. For events where there is excessive debris on the floor, you are required to sweep the floor at the end of your booking.
30. The level of noise, especially that produced by sound equipment must be kept to a reasonable volume, which shall be exclusively determined by The Rising Sun. The engagement of persons and/or equipment to perform recorded music for functions must be approved by The Rising Sun in advance of the function.
31. Participants must park in the Car Park outside the main gates. Only organisers who require offloading should park in the staff car park and once offloaded park in the main car park. Group leaders must inform participants in advance to drive slowly (10mph) along the access road and to follow the one-way system coming in via Whitley Road by Asda overflow car park and leaving by turning right out of the car park to the Holystone bypass. Disabled parking is available at the side of the centre, and cycle lock up facilities are available at the front of the centre. Please note that there is no parking available at the rear of the building at any time as this space is for deliveries only.
32. Regular Group Session Leaders must follow their own governing body guidance and supply the Rising Sun Country Park with your Risk Assessment, Public Liability Insurance, Teaching Certificate/Franchise Certificate.