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Room Hire Booking Form

Your Name(*)
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Organisation
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Your Email(*)
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Address including Postcode(*)
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RISC is required to monitor the types of organisation which use our facilities. Please indicate which of the following best describes your organisation (you may check more than one)

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Telephone(*)
Must be a valid telephone number (eg "(0118) 9586692", "+441189586692" etc, with no hyphens)

Invoice Address
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If the invoice needs to be made out to something different than your own contact details, please enter these details above

This booking is for...(*)

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If this is a regular meeting please give details
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Eg. "first friday of the month"

When is the meeting for?(*)

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Time (including setting up and tidying up)

from
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Until
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Preferred Rooms

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Number of People attending
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Brief outline of your event
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For example please tell us the audience, theme, purpose of the event etc.

Room Setup

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Does your event include
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Do you require tea and coffee for your event?

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Equipment

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(Subject to availability, please refer to our list for charges)

Extras

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Do you require use of an induction loop?
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How did you hear about us?(*)

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Please tell us how you heard about the rooms at RISC.

Please read the terms and conditions below and then tick the boxes before submitting your form:
RISC Terms and Conditions of Hire
  • These conditions apply to any organisation or individual wishing to hire any part of RISC.
  • A booking form must be filled in for each event. In the case of regular bookings where details are identical for each date (eg The fourth Thursday of every month) one booking form will be adequate for the whole year.
  • A booking will not be considered confirmed until a completed booking form is received.
  • The person signing the booking form should be at least 18 years of age. This person is liable for the booking. If the person is signing on behalf of an organisation then the organisation is jointly liable for the booking.
  • There should always be at least one person over the age of 18 present throughout the hire period.
  • RISC is available for hire between 08.00 and 23.00 Monday to Thursday, between 08.00 and 02.00 Friday and Saturday, and 09.00 to 23.00 Sunday. Any variation on these times is at the discretion of the Facilities Co-ordinator in accordance with our Premises Licence.
  • There is a minimum booking period of 2 hours.
Charges
  • The hirer agrees to pay RISC all charges as quoted by the Facilities Co-ordinator at the time of booking. Payment can be made by cash or by cheque with a valid cheque guarantee card. (Please make cheques payable to ‘WEB RISC'.) Alternatively payment can be made by bank transfer. Please ask for our bank details.
  • Full payment for room hire must be received no later than 14 days before the event, unless the hirer is an organisation which has previously arranged an account with us. In the event of payment not being made before this date, RISC reserves the right to cancel the booking. Any booking made within the 14 day period must be accompanied by full payment of the hire charge. A booking is considered confirmed once the booking form has been received.
  • For account customers, our terms are strictly 30 days from the date of the invoice unless otherwise stated on the invoice. Failure to keep to these terms may result in the account being stopped and future bookings may be jeopardised.
Cancellation and Changes
  • Cancellation fees are charged if the event is cancelled without adequate notice. The hirer must give notice of cancellation in person to the Facilities Co-ordinator, or in writing (letter or email).
  • The following cancellation charges apply:
    • Cancellation up to 28 days prior to the booking: no charge.
    • Cancellation between 28 and 14 days before the event :12.5% of the room hire charge.
    • Cancellation between 14 and 7 days before the event : 25% of the room hire charge.
    • Cancellation with less than 7 days notice : 50% of the room hire charge.
  • Any changes to the booking must be agreed with the Facilities Co-ordinator and confirmed in writing (letter or email).
Availability
  • At all times during the hire period, the buiding, grounds and equipment remain under the full control of RISC and its representatives. Any instructions given by our representatives must be complied with.
  • The hirer is not entitled to use or enter the premises at any other time other than the specified hire period unless by prior arrangement with the Facilities Co-ordinator.
  • The hirer must allow for setting up and packing up time in their booking request. If the event overruns the hirer will be charged for the excess.
  • The hirer is not entitled to store any equipment or other items on the premises outside of the hire period unless by prior arrangement with the Facilities Co-ordinator. RISC bears no responsibility for items kept on the premises before, during and after the hire period.
  • RISC reserves the right to cancel any booking if it needs to use the venue for its own purposes. RISC will give the hirer a minimum of 28 days notice if this is necessary and will attempt to relocate the event to an appropriate venue on your behalf. Any payments received will be reimbursed.
  • It is our policy not to accept bookings for evening birthday parties where the person is 21 years of age or below.
Health and Safety
  • Please ensure that you have read the fire notices in the function room and that you are aware of emergency procedures.
  • The hirer is responsible for keeping a register of the number, and where possible the names of people attending their event which can be used in the event of an emergency or fire drill.
  • All fire exits/ doors are to be left unobstructed and emergency lights should remain uncovered.
  • The hirer should ensure the capacity for the function rooms is not exceded. The Facilities Co-ordinator will advise on this at the time of booking.
  • Only equipment that has a valid PAT test can be brought in and used on the premises.
  • Children should be supervised at all times by a responsible adult.
Insurance
  • Hirers are expected to have their own Public Liability Insurance and may be asked to produce evidence of this insurance prior to the event.
  • The hirer will reimburse RISC for any loss or damage caused to the building or property belonging to RISC as a result of the hiring.
Security
  • For music events and social functions open to the public whether ticketed or free, trained security will be required at extra cost to the hirer. Security staff are provided by RISC and are fully S.I.A. registered. For some private events RISC may also insist that security staff are employed at extra cost to the hirer. Security staff are paid in cash on the night by the hirer.
  • For your safety CCTV cameras are located inside the building and around the outside of the premises and are recording images 24 hours a day.
Alcohol
  • As holders of the alcohol licence RISC reserves the right to be the sole provider of any alcohol consumed on the premises, including its grounds. Staff will confiscate any other alcohol brought on to the premises.
  • RISC will provide a bar for your event if it is deemed necessary. A deposit of £50 is required for this service, to be paid at the time of booking. Please make this cheque payable to 'Global Cafe'. This cheque will be kept on file until the event has taken place. If bar takings exceed £300 or more then the cheque will be returned to you or destroyed. If it takes under £300 then the cheque will be cashed to cover staff and setting up costs.
  • On Sunday to Thursday last orders are called at 22.50, time is at 23.00 and then there is 20 minutes drinking up time. On Friday and Saturday nights last orders at the bar are called at 00.50, time is called at 01.00 and then guests have 20 minutes drinking up time. This is in line with our alcohol license.
  • At both public and private events staff will ask anyone who looks under 25 to show ID before serving alcohol.
Drugs
  • For both public and private events we have a responsibility as premises license holders to ensure that no illegal drugs are used or sold on our premises so please be aware that staff take these responsibilities seriously and will act accordingly. Door staff are trained in drugs awareness and may carry out searches if deemed necessary. Anyone caught using illegal drugs on the premises will be asked to leave and will be banned.
Parking
  • For weekday daytime: from 06.00 to 18.00 there is no parking available. RISC has a small car park which is only available to staff and tenants during this time. Please do not park in our neighbours’ car parks (numbered spaces and lower level car parks) as you will receive a parking fine. There are some metered parking spaces on London Street and South Street. The nearest public car parks are at Queens Road or The Oracle.
  • For weekday evenings (18.00 to 06.00) and all day on weekends: Centre users may park in any of the numbered or un-numbered spaces in the upper level of the car park directly behind RISC. Do not park in any of the lower level car parks.
  • Spaces can be reserved in advance in our car park for the registered disabled.
  • Users park in our car park at their own risk. We take no responsibility for loss or damage to cars whilst parked on our premises.
Publicity
  • RISC does not accept responsibility for fines incurred by flyposting. Any fines received at RISC will be redirected to the hirers responsible whose contact details will be forwarded to the relevant authorities.
Noise
  • Please be aware that our meeting rooms are close together and keep unnecessary noise to a minimum to avoid disturbing other room users. Please let us know if your event is likely to be noisy when making initial enquiries about room bookings.
  • Please bear in mind that there are flats and a hotel in neighbouring buildings and keep noise to a minimum when entering and leaving the premises, especially late at night.
Equal Opportunities
  • Equal opportunities policy and practice is central to RISC’s work and as such it seeks to provide services, employment, management and decision making processes that are accessible to everyone. Members of the Board of Trustees, members of staff (paid and unpaid), volunteers, member organisations and individuals and groups using RISC services and facilities are all included in this equal opportunities policy and its implementation. RISC seeks to ensure that no one is discriminated against on the grounds of age, class, employment status, HIV status, physical or mental disability, political or religious belief, race, colour, nationality, ethnic or national origins, sex, marital status, parental or caring responsibilities, sexuality, and unrelated criminal conviction.
  • Nor is anyone to be disadvantaged by conditions or requirements which cannot be shown to be justifiable.
  • Where discrimination does occur RISC’s Board of Trustees, staff, volunteers and user groups commit themselves to taking positive action against discrimination.
The following behaviour is not allowed in this community centre
  • Attacks on individuals or groups on the grounds of their race, colour, sex, disability, sexuality etc.
  • Discriminatory name calling, insulting remarks, jokes or threats.
  • Writing such remarks on walls and other places.
  • Encouraging other people to harass or discriminate against other individuals or groups.
  • Provocative behaviour such as wearing racist or fascist insignia.
  • Bringing on to the premises materials such as leaflets and magazines which in any way support racist, sexist, homophobic or disability discrimination.
We welcome your comments and suggestions about the facilities and services we provide. Please address any comments to the Facilities Co-ordinator at RISC (admin@risc.org.uk)

I have read and understood the tems and conditions of hire and agree to abide by them(*)
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I am over 18 years of age(*)
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Security check(*)
Security check
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