Terms and Condition Room Hire

Bookings

The Hirer must complete a booking form and ensure that they include set up and take down time in their booking. We ask that the Hirer adds 15 minutes at the beginning and 15 minutes at the end of the booking to cover setup and take down as well as allowing time for any socialising needed before and after.

 

If the Hirer runs over the booked time an additional charge will be made. Sequential bookings by the same Hirer will be charged from the start time of first session to the closing time of the last session. The Hirer is expected to keep to their exit and entry times and to come to the office is they need additional time which will then be added to their booking invoice.

 

No other rooms in the Club should be used without permission from the Club Manager and agreement to pay the booking costs for the additional space.

 

Cancellation by Hirer

Please notify the Club Office as soon as possible regarding cancellations. If less than 14 days notice is given for a cancellation, 50% of the original hire charge will be payable. If less than 48 hours’ notice is given, the full hire fee will be payable.

 

Cancellation by North Merchiston club

In exceptional circumstances we reserve the right to cancel, refuse, reschedule or impose further special conditions or charges on any booking. We will do our best to find alternative room in the Club and, if not, we will refund the hire fee.

 

Payment of Invoices

For regular bookings, the invoices will be issued first day of the month after the booking. Payment is due 14 days from the 1st of the month. For one off bookings payment must made at least one week prior to the scheduled event.

 

Other Club Users

Please note that Hirer is a multi-purpose building. We would ask Hirers to respect other meetings and to be aware that we cannot guarantee silence in the building.

 

 

Condition of Premises

The Hirer accepts the premises as being suitable for the purpose for which they intend to use them. We ask the Hirer to leave them in a clean and tidy condition at the end of the period of use and take their belongings with then. An additional charge may be levied if the rooms are left in an unacceptable condition The Hirer also agrees to pay the cost of making good any damage caused to the premises, The Hirer shall not make any alterations to the premises nor affix any item to the walls or furniture.

 

Hours of Business

The Club is open seven days a week Monday to Friday 9am to 9pm and Saturday and Sunday 9-4pm. Please ensure all users have left the club by these times.

 

Catering

Café 48 is available for foods and drinks and can any formal catering in the building should be organised with the Café Manager. No other formal catering is allowed unless previously agreed with the club Manager.

 

Equipment

An additional charge may be made for the use of our equipment. This must be booked in advance and singed for. Equipment must not be removed from the premises.

 

Deliveries to the Club

Please ask for permission from the Club Manager before you arrange for anything to be delivered to our premises. We will not accept deliveries that no prior agreement. The Club must not be used by Hirers as a mailing address, or a business address, or as a registered address of any sort. Any mail addressed to Hirers will be returned to sender.

 

Parking and Bikes

There is no parking at the Club but there is paid parking on the streets surrounding the club. Allow enough time to search as it is a busy area. Adult Bikes are not permitted in the Club. There are railings at the side of the club for secure attachment.

 

Health & Safety and Security

The Hirer agrees to ensure that their attendees abide our Safety Notices. A statutory announcement regarding exiting the building in an emergency must be made at the start of each event using the form of words provided. Evacuation procedures are available in each room. Please familiarise yourself with them. The building is strictly no smoking or vaping and participants must not stand at the front door. Hirers should not allow alcohol to be brought or consumed on our premises.

 

The use of candles, lighters, oil burners, incense burners or any smoke devices is prohibited. The exception is for birthday cakes which a member of staff will oversee. It is the Hirer’s responsibility to welcome people coming to your event. Please contact the office on your arrival and departure. Hirers bringing electrical equipment into the building should ensure it is maintained and in safe working order.

 

Insurance and Indemnity

The Hirer shall be responsible for providing adequate insurance for themselves, those associated with them and their equipment and any property they bring into the premises in connection with their use of them. The Hirer shall also be responsible for providing adequate Public Liability Insurance in respect of their use of the premises and ensure PVG certificates are issued for their staff and volunteers.

 

If required, the Hirer shall produce the relevant policies and premium receipts to the club manager. The Club will not be responsible for any loss, damage or claim by any party of any kind, including claims in respect of any deficiency in respect of the premises themselves arising out of the hire.

 

Children and Young People/Vulnerable Adults

Part of the booking contract that the Hirer has appropriate safeguarding policies and procedures in place for working with children and/or vulnerable adults. Hirers working directly with children and/or vulnerable adults will be asked to provide a copy of their safeguarding policy to the Club Manager.

 

Data Protection

By completing our booking contract, you are consenting to us storing and using the personal information supplied to contact you regarding your room hire and any other information relevant to your booking. We will not pass your details on to any third parties.

 

Environmental responsibility

North Merchiston tries to lessen its carbon footprint as much as possible – we would encourage all Hirers to do the same. Please use the recycling facilities are provided in the building whenever possible and make sure all lights and heaters are switched off when you leave your room.

 

The Equality Act

We welcome and affirms people of all races, genders, sexualities, ages, faiths, and abilities, and works to promote the wellbeing of our community The Hirers shall use the facilities in a way which is compatible with the Equality Act.

 

 

Complaints

Hirer endeavours to provide a satisfactory service to all our Hirers but in the event of a complaint needing to be made, we would ask the Hirer to contact the Club Manager in the first instance with a clear description of the complaint and any appropriate evidence. We will aim to respond within 5 working days and to work with the Hirer to try and come to a satisfactory resolution.

 

Public Entertainment Licences

Hirer does not have a License for Theatre & Public Entertainment, as most Hirers putting on a show in the building do not require one. It is the responsibility of the Hirer to determine if they require a temporary Public Entertainment licence or not. Please refer to the City of Edinburgh Council Licencing webpages. Details of public performances & ticketed events must be discussed with the Centre Staff prior to acceptance.

 

Stewarding

It is the Hirer’s responsibility to ensure that sufficient stewards are provided to allow the safe operation of the event.

 

Copyright & Performance

It is Hirers responsibility to obtain the appropriate permission to use any copyright material and to pay the appropriate Performing Rights licenses and copyright fees. Event organisers must obtain permission from all speakers/performers who will be included in the live stream and ensure that they in turn have the rights to the material they will be sharing.