Room Hire Terms and Conditions
1. Bookings
All bookings are accepted as ‘provisional’ until a completed booking form is received by Manchester Mind. By confirming a booking, the group acknowledges and accepts these terms and conditions. New customers will be required to pay a deposit equal to 50% of the room hire only to confirm their booking. The room/s will be set-up in accordance with agreed layouts, timings, resources, refreshments and delegate numbers on the booking form. We cannot accommodate changes on the day. On occasion, we may move your booking to another room within our venue should this be required to maximise utilisation of the building, this will always be a similar room with the capacity to comfortably accommodate your requirements. The room/s must be vacated by the finish time stated on the booking form. We reserve the right to charge a fee for bookings that overrun.
2. Cancellation by us, suspension of use and refusal of future bookings
Manchester Mind at Victoria House is not a suitable venue for celebration events or parties. We reserve the right to cancel bookings, suspend use and/or refuse future bookings should this intended use become apparent.
We reserve the right to cancel bookings, suspend use and/or refuse future bookings from groups if:
- They have aims and practices that are not consistent with our policies and organisational values.
- In their stated beliefs, or by reputation, appear to contravene the Equality Act 2010, or support or uphold other power imbalances that leave some people at risk of harm.
- They are behaving in or have previously behaved in an abusive or disruptive way.
- It is reasonably anticipated or can be evidenced that contravention of health and safety or fire regulations will occur.
- They are found to have provided inaccurate or incomplete information about themselves or their intended use of room hire at Victoria House
- Previous invoices have not been paid in full and/or have been paid late.
- They do not agree to these terms and conditions or have previously breached these terms and conditions.
- We do not receive confirmation of bookings within 14 days of us requesting confirmation.
- Reasons beyond our control mean we are unable to provide the agreed service; in this circumstance a refund will be processed if any payment has been made.
- Unlawful activity, such as libellous, infringing or discriminatory activity, or any involvement in crime becomes evident before or during an event.
- Activity which we otherwise deem to be inappropriate, cult-like, unseemly or offensive becomes evident before or during an event.
3. Cancellations by you (from and including day of cancellation)
- 7 working days and less (inclusive) prior to, but not including the booking date. Full charge
- 8 to 14 working days (inclusive) prior to, but not including the booking date. 75% charge
- 15 to 28 working days (inclusive) prior to, but not including the booking date. 50% charge
- 29 to 48 working days (inclusive) prior to, but not including the booking date. 25% charge
Cancellation charges are applied to the room hire cost only except if cancellation is given at less than three working days’ notice and catering is on the booking. In this case, the full cost of the agreed catering will be applied.
4. Invoices
All invoices must be paid within 30 days of the booking taking place.
5. Smoking
In line with Government legislation Victoria House is a no smoking building which also includes e-cigarettes. There is a designated smoking area, and all building users are requested not to smoke immediately outside the front doors.
6. Personal belongings
We are unable to accept any responsibility for personal belongings brought into or left on our premises.
7. Public liability insurance
All groups using Victoria House are required to have their own public liability insurance.
8. Bringing your own food and/or refreshments
Any group wishing to bring their own food or refreshments on site must inform Manchester Mind Rooms via email ([email protected]) in advance of the booking date of their intention to bring their own food or refreshments.
The below terms apply to any group bringing their own food or refreshments on site:
- No equipment used for cooking is permitted on the premises, this includes portable gas/electric hobs, fryers, BBQ’s or chafing dishes with ignitable fuel.
- Manchester Mind’s kitchen is for Manchester Mind staff only and cannot be used to store or heat food and refreshments or clean equipment brought into Victoria House.
- No crockery, cutlery or napkins will be provided for use with external catering unless prior arrangement has been made to hire this from Manchester Mind.
- Groups are responsible for clearing away all food, plates and any debris after food service. If crockery and cutlery has been hired from Manchester Mind this will be cleared and cleaned by Manchester Mind staff.
- We reserve the right to halt the service of food or refreshments if it presents an obvious contravention to health and safety or fire regulations or presents a risk of damage to the building or staff.
- We reserve the right to charge a fee if additional cleaning is required following the service of food or refreshments. This fee will be the cost to return the facilities to at least the same condition as prior to the event.
- Written permission is required prior to bringing alcohol into Victoria House.
9. Cleaning and damage
Reasonable clearing up and expected wear and tear after events is included in room hire. However, in the event of additional cleaning or unreasonable damage (particularly deliberate acts such as graffiti or vandalism) we reserve the right to charge a fee. This fee will be the cost to return the facilities to at least the same condition as prior to the event. Manchester Mind does not allow groups to use its vacuum cleaner or cleaning products to conduct their own cleaning after their event.
10. Children on the premises
Any group bringing children into Manchester Mind or its grounds must inform a member of Manchester Mind staff in advance of the booking date. Children at Manchester Mind must be supervised by a responsible adult at all times.
11. Excessive noise or disturbance
Any group planning to play music or conduct an activity that has the potential to cause excessive noise or disturbance must inform a member of Manchester Mind staff in advance of the booking date. Manchester Mind staff will then assess if this activity can go ahead without causing disturbance to other building users. We reserve the right to cancel bookings or suspend use should excessive noise or disturbance become reasonably foreseeable or apparent.
12. Abuse
Manchester Mind will not accept any form of abuse towards its staff or other building users. We reserve the right to ask offending persons to leave the building in this situation.
