East End Healthy Living Centre
Facility Booking, Hire & Conditions of Use (Rev 01/10)
CRITERIA FOR ACCEPTANCE OF BOOKINGS
The facilities are primarily intended for use by non-profit making groups/organisations/registered charities/teams either based in the East End or intending to attract residents of the East End.
FACILITIES AVAILABLE TO HIRE
The following are available for hire within the Centre: Multi-Purpose Studios, Arts Room, Computer Training Room, Training Kitchen, Meeting Rooms, Consultation Rooms, Crèche, Minibus, 400 metre running track with 2x100 metre straights and 2xlong jump pits (no athletic facilities), 1x full size synthetic football pitch (floodlit), 5xfive-a-side football pitches (floodlit) & 2x full size grass pitches (1 floodlit)
COST
Current charges apply at all times and are available from reception or our website.
ALLOCATION OF FACILITIES & BOOKING PROCEDURES
All requests to use the facilities should be made to reception in the first instance. All bookings are subject to meeting organisation/use criteria and availability. Preference will be given to local hirers or those attracting local residents. Block bookings will be considered for a maximum period of three months although application may be made to renew block bookings not more than four weeks prior to the expiry of a current booking. All bookings include the time required to prepare, erect and dismantle equipment. Booked facilities may only be used for the purposes for which they were booked.
PERIOD OF NOTICE
Requests for booking may be made no more than twelve months in advance and normally no less than one week prior to the date required although Centre staff will make every effort to accommodate late bookings wherever possible.
CONFIRMATION OF BOOKINGS
Booking will only be considered confirmed when the signed confirmation has been returned to the Centre. Confirmations must be received no later than 4 days of the booked date(s) otherwise the facilities may be re-allocated. No meeting or event should be publicly announced or advertised to take place until a booking confirmation has been issued.
CATERING
If required, catering may be requested for bookings. All catering is provided by the staff of the Sunshine Cafe. Any catering requirements and costs should be discussed with the Cafe Manager. Only catering provided by the Sunshine Cafe is permitted within the Centre and individuals are not permitted to consume their own food anywhere within the Centre.
PAYMENT
Charges for the use of facilities must be settled at reception before, or on the date of the booking(s). Invoice accounts will be considered for regular users upon request and on receipt & subsequent approval of a credit application form. Payments can be made in cash or by cheque made payable to "East End Healthy Living Centre". Cheques must be supported by a valid cheque guarantee card. Sorry, we do not currently accept "chip and pin" payments. All payments must be received in full before the facilities/accommodation/floodlights will be provided for use. Any catering costs must be settled directly with the Sunshine cafe.
EQUIPMENT HIRE
For a small deposit, footballs (size 4&5), tennis equipment and team changing room and individual shower room door keys are available to hire. A receipt will be provided for all deposits. Deposits will not be returned where hired items are lost or damaged.
CRECHE
Chargeable places within Crèche sessions are allocated on a “first come first serve basis”. Where Crèche is required outwith session times, the Crèche facility may be used on the basis that our partner organisation, East End Mobile Play Team, are contracted to provide this service. In additional to the creche hire room rate, additional costs for play workers for this service will be liable. The minimum age of acceptance is 6 weeks and the maximum is 12 years of age.
AMENDMENT TO BOOKING DETAILS
Booking details can be amended by contacting the Centre not less than four days prior to the booked date.
CUSTOMER CANCELLATION OF BOOKINGS
All cancellations must be made in person or in writing as soon as possible in order that facilities may be re-allocated. Where a request for cancellation is received more than four days prior to the booked date(s), no cancellation fee will be payable. Where cancellation is made less than four days prior to the booked or the hirer fails to use the facility without notification, half the cost of the full hire charge will be chargeable. Irrespective of when a block booking cancellation is notified, any request to cancel any or all dates within a block booking will incur a full price cancellation charge for each date.
FORCED CANCELLATION
Centre staff will make every effort to inform a booking contact if it is not possible to provide facilities, accommodation or equipment due to exceptional circumstances e.g. power failure, equipment breakdown, essential repairs, health & safety issues etc and offer to provide an alternative date as close to the original booked date as possible. In such circumstances, either an alternative date or a full refund will be provided, whichever the hirer prefers. East End Healthy Living Centre cannot be held responsible for any other costs incurred in these circumstances. The decision to close a facility is entirely at the discretion of Centre Management.
MEMBERSHIP
We ask all our individual users and groups to complete a membership registration form at their first visit to the Centre. Although this is not compulsory, no discount for qualifying postcodes can be applied to charges without becoming a member and facilities cannot be pre-booked. Membership is free, there are no monthly charges, minimum membership period or membership expiry period. An initial membership card will be provided free of charge. It is a condition of membership that all members produce their card at Reception upon each visit to the Centre. Please note that failure to produce a membership card will incur a 50p surcharge. Replacement cards can be provided at a cost of £2.00 each.
HEALTH AND SAFETY
The contact for each booking should make themselves familiar with the emergency evacuation procedures made available on arrival and ensure that these are relayed to all attendees of the booking. All attendees must report to reception prior to facility use. The hirer should also check the hired facilities for any health and safety issues and report any issues immediately. The use of naked flames e.g. aromatherapy candles, is strictly prohibited. The East End Healthy Living Centre will ensure that an adequate number of first aid trained staff are available throughout opening times.
INSURANCE
All Clubs, organisations, groups, teams etc must hold a valid Certificate of insurance for the activities they undertake at the Healthy Living Centre. A copy of the insurance policy must be made available by the nominated contact for the booking upon request from Centre staff.
DISABILITY
Disability features have been installed throughout the Centre and all staff have undertaken disability awareness training. Staff will be pleased to provide any assistance required.
DAMAGE COSTS
Please note that the person named on the booking form will be responsible for any equipment damages or vandalism incurred in connection with the booking. No adaptation or re-arrangement of furniture, goalposts or any other equipment shall be permitted without prior staff approval.
DATA PROTECTION
Membership, personal details and details relating to bookings are held on computer for the purpose membership management, facility bookings processing, user analysis and marketing. The information provided may also be used by us to keep you informed of news relating to the Centre. If you would prefer not to receive such information, please advise us and we will remove you from our mailing list. Personal details are never disclosed to any other individuals or organisations. We comply strictly with the terms of the Data Protection Act 1998 (Registration Number Z907107X). Monitored & recorded CCTV is in operation at all times for the purposes of crime prevention and public safety.
COPYRIGHT, PHOTOGRAPHY AND RECORDING
Prior approval must be sought and obtained for the use of any photographic or recording equipment. Upon arrival, appropriate consent forms must be completed in respect of usage and subjects. The use of mobile telephones is not permitted within changing room areas. The hirer will be responsible for ensuring that copyright permission has been obtained and a copy passed to the East End Healthy Living Centre in respect of use of broadcasting and music soundtracks used by the hirer.
CAR PARKING
Car parking within the Centre car park cannot be reserved nor availability of spaces be guaranteed. When the car park is full, free car parking is usually available on Crownpoint Road. The car park is provided for Centre users only and football traffic for the nearby Parkhead Stadium is not permitted to make use of the car park. The car park is locked when the Centre is closed.
LOST PROPERTY
Items found within the Centre will be recorded by Centre staff and a signature will be required for collection of items. Items that are not claimed within one month will be disposed.
DISCLAIMER
East End Healthy Living Centre cannot accept responsibility for loss or damage to personal property. This disclaimer also applies to vehicles, bicycles, mopeds etc and their contents within the Centre car park. The use of lockers for the safe-keeping of personal items whilst in the Centre is strongly recommended.
SALE OF GOODS / PROMOTION OF GOODS OR SERVICES
The sale of goods and/or promotion of goods or services within the Centre are strictly prohibited. Requests for bookings with commercial sponsorship should be discussed with Centre Management before making a booking.
ADMISSION/BEHAVIOUR
East End Healthy Living Centre reserves the right to refuse admission or expel anyone who is, or appears to be, under the influence of alcohol or drugs and any persons behaving in a disorderly, indecent, violent or unmannerly way. Alcohol may not be consumed within the premises at any time nor any type of betting permitted. Organisations, groups, clubs etc will be held responsible for the good conduct of those attending the Centre in respect of their booking.
SMOKING
Smoking is not permitted within the Centre. Anyone wishing to smoke must smoke outhwith the building and grounds of the Centre.
PROVISION OF INFORMATION FOLLOWING BOOKINGS
It is a condition of hire that the hirer must agree to provide general information, if requested, in respect of numbers of participants, success of events and any comments or feedback in respect of the venue.