TERMS & CONDITIONS

EVENT MANAGEMENT

The reception staff located at the front desk in the lobby are responsible for safe and efficient operation of the building.  The instructions of reception staff are to be followed at all times and without exception.

A Client’s representative in charge of an event, designated in the Space Use Agreement, is responsible for communication and coordination with The Settlement in advance of the event and will be the prime Client contact with reception staff during the event.

When Client’s representative-in-charge arrives, s/he must check in with reception and continue to be available to staff should any issues arise that need to be addressed.  Any questions/concerns that come up during the event are to be addressed by the Client’s representative to reception, including any requests of The Settlement’s Building Services (maintenance) staff.  At the end of the event, the Client’s representative is responsible for notifying reception that the event space has been cleared, and our staff will concur with that assessment or direct additional actions as they deem necessary.

SECURITY

The Settlement’s Code of Conduct is posted in the lobby and throughout the building, and is attached at the end of this document.  All visitors to The Settlement are expected to abide by these rules, and will be asked to leave the building if they do not.  If anyone witnesses something that seems inappropriate in any way, s/he is expected to report it  immediately.

Clients are responsible for maintaining order and control of members and guests before, during and after their events.  If anyone associated with a Client’s event becomes disruptive to the event or potentially disruptive to other people or events in the building and the Client is unable to get the person(s) to leave the event, the Client must con­tact reception staff immediately; recption staff will address the situation, determine its severity, and call the police if necessary.

Our staff are responsible for monitoring the security of the building.  Their instructions are to be followed at all times.  If at any time a situation arises where the building must be evacuated, for a drill or in an emergency, Clients’ representatives are responsible for assisting our staff to ensure that all persons attending events leave the building immediately.

HOUSEKEEPING

It is the Client’s responsibility to make sure its event concludes and the room is restored to its pre-event condition by the end of the time booked. It is important to book break down time. Clients are responsible for the following:

• Place all waste and recyclables in designated receptacles.   Do not overload receptacles. If extra waste or recycling receptacles or bags are needed, inform reception and they will alert the Building Services staff.
• Remove all literature, decorations, signs, etc. and discard unwanted items in the appropriate receptacles at the end of the event.
• The Settlement cannot be held responsible for personal be­longings  Do not leave belongings unattended at any time and remove all of them at the end of the event.
• Give any unclaimed personal belongings to reception for lost-and-found.  Found items are kept for seven days and then discarded.
• Alert reception when rented equipment is ready to be returned.
• Do not tamper with the building safety equipment, such as fire extinguishers, smoke detectors, light fix­tures, and fuse boxes. Report any problems with such equipment to reception immediately.
• If your room needs a temperature adjustment, alert reception and they will make an adjustment if possible. Do not tamper with thermostats, and do not open windows.

FURNITURE AND EQUIPMENT

Almost every room at The Settlement comes equipped with  chairs and rectangular tables.  Additional chairs and tables are available for no charge. Other equipment is available for a fee. Requests for furniture and equipment must be made at least five business days before an event. No furniture or equipment booking is definite until confirmation has been received from Settlement staff.

A/V equipment that has been booked in advance will be set up in the room by the beginning of the scheduled set up time. Furniture will be placed in the room, but it will not be set up. Arrangements can be made in advance for tables and chairs to be set up in advance of an event, for a negotiated price depending on the extent of the set up.

Clients shall always exercise care in their use of The Settlement and its equipment. The Settlement reserves the right to charge a Client for repair or replacement of any equipment or furniture that is damaged or lost during the period it was rented to the Client.

Under no circumstances shall Clients remove or move furniture from or between meeting and event spaces and rooms.

DECORATIONS

All decorations must be approved by Settlement staff in advance. No decorations may be attached to sprinkler pipes or light fixtures. Only painters tape (masking tape) may be used to affix decorations. At the end of the event, any balloons must be popped by the client within the room rented for the event, and disposed of in the appropriate manner. Smoke/fog machines and confetti are prohibited. Open flames are prohibited.

TOBACCO FREE ENVIRONMENT

Smoking and tobacco-chewing are not allowed within The Settlement’s facility or on Settlement grounds including the garden and the pavement directly in front of the building.

FOOD AND BEVERAGES

The Settlement can provide catering services.  Advance written permission is required for client-provided food and beverage service within meetings and events and may be subject to additional fees. Clients and are responsible for providing everything necessary for serving food and beverages, disposing of all unconsumed food and beverages at the end of their events and removing all related supplies, including any coffee urns or other equipment and materials. See Housekeeping.

ALCOHOL

The Settlement requires all Clients who intend to serve alcohol on The Settlement’s premises to obtain the relevant permissions. A valid permit along with the Alcohol Service Plan must be provided to The Settlement no fewer than seven (7) business days prior to the event date. The Settlement will accept or reject the permit and Alcohol Service Plan within two (2) business days of receipt. It is advised that Clients plan ahead to avoid last minute surprises.

Only the amounts and types of alcoholic beverages approved for your event may be served. Alcohol must be served, one drink at a time, only to persons who have been checked for proof of age, and must not be served to anyone who is intoxicated or disorderly. Clients must never provide alcohol to minors. Unused alcohol must be disposed of completely at the close of the event. All bartenders must be 21 years of age or older and must display ID to a Settlement staff member before the start of the event.

The Settlement reserves the right to restrict or prohibit alcohol service at any time, with or without notice, and at The Settlement’s sole discretion. This includes in the usual course of an event should Settlement staff determine The Settlement’s alcohol policies have been violated, the provision of alcoholic beverages is improperly managed, or the presence or service of alcohol represents a safety concern. Alcoholic beverages must be consumed within the space where the event is being held and it is Client’s responsibility to see that alcoholic beverages are not carried out of the room booked for Client’s event.

DELIVERIES

Clients must inform The Settlement in advance of the names of all persons or vendors making deliveries for events.  Clients must make their own arrangements for paying for deliveries.  The Settlement will not take responsibility for deliveries.  Deliveries for which prior arrangements have not been made will not be accepted and The Settlement will not be liable in any way for the fact or subsequent consequences of a delivery not being accepted. The Settlement is not liable for early deliveries that are accepted and put in the meeting room assigned to the client before the client arrives. It is preferred that the client arrange for deliveries to arrive after they themselves have arrived.

CHANGES IN ROOM ASSIGNMENTS

It is part of The Settlement’s mission to provide space to as many community groups and organisations as possible.  To make best use of The Settlement’s space, it is necessary on occasion to re-assign spaces and The Settlement reserves the right to make such re-assignments at any time and without notice.  If possible, notice of re-assignments will be given in advance, but advance notice may not be possible.  It is every Client’s responsibility to check with Reception to confirm room assignments.

ACCESS TO PREMISES

Clients will have access to the space(s) designated for their events at the times established in the Space Use Agreements.  If Clients require time before or after the event for preparations and clean-up, the prep/clean time must be booked in advance and will be included in calculating space-use fees.  If, for its own convenience, The Settlement allows additional prep/clean time, Clients will not be charged for such time. Regardless of any extra prep/clean time The Settlement sets, Clients’ access will be as established in their Space Use Agreements.

FEES AND DEPOSITS FOR USE OF SPACE AND EQUIPMENT

The Settlement charges fees for use of space and equipment.  Fees for space include time for preparations and clean-up (prep/clean time).  The Settlement reserves the right to adjust fees at any time, including within and outside of an existing Space Use Agreement. Fees are published on our website and agreed at time of booking. The Settlement requires fee deposits and payments as follows:

• For one-time events under £100, payment is required in full at the time of contract execution to confirm the reservation.
• For one-time events over £100, a 50% deposit payment is required at the time of contract execution to confirm the reservation. The balance is due no later than seven (7) days prior to the event date.
• For recurring events, full payment is due on or before the day of the meeting or event, or as determined within the Space Use Agreement.

All payments and deposits will be detailed in the Space Use Agreement. Any client obligation for payment of fees extends beyond the term of its Space Use Agreement until such time as all fees owed are paid. If any payment exceeds thirty (30) days past due, all future bookings by the subject Client will be suspended until all outstanding payments are received.

PAYMENT PROCESSING

Payments may be made in cash, by cheque or digital banking payable to ‘Barton Hill Settlement’, or by credit/debit card.

Payments are accepted by mail and in-person pursuant to The Settlement’s payment processing protocols. Speak with a Settlement representative for additional payment processing information.

CANCELLATION POLICY

For one-time events cancelled by the Client:

• All reservations are subject to a non-refundable 25% administrative fee.
• A 75% refund will be provided for a cancellation made 30 or more days in advance of the scheduled event date.
• A 50% refund will be provided for a cancellation made 15-29 days in advance of the scheduled event date.
• No refund will be provided for a cancellation made 14 or less days prior to the event date.

For recurring meetings and events, a minimum of 72 hours’ notice prior to the event start time is required; anything less than 72 hours’ notice (or no notice) and the Client will be responsible for the regular, full rate.

PERSONNEL CHANGES

If a Client experiences significant personnel changes, especially in the prime contacts that have been provided to The Settlement in an active Space Use Agreement, the Client is responsible for notifying The Settlement of such changes immediately.

LISTING IN SETTLEMENT PUBLICATIONS

All activities scheduled at The Settlement are eligible for listing in Settlement Listings, on The Settlement’s website, and in The Settlement’s email newsletter, provided that information is received by the appropriate deadlines.

Listings must be provided in written form to the Settlement Reception by email to admin@bartonhillsettlement.org.uk, or by hand or post if necessary. The Settlement, in its sole discretion, will select which listings to use in which media, if at all, and reserves the right to edit any listing.

GRIEVANCE PROCESS AND APPEAL

Complaints

Complaints regarding any aspect of the Meeting & Conference Services reservation and/or space use experience should be addressed with the Events Manager. All attempts should be made to resolve grievances at that level. If the problem cannot be resolved, a written complaint may be submitted to the Director of Operations. The Director will acknowledge receipt of the complaint, will investigate and make every effort to issue a verbal determination within two (2) weeks.

Appeals

Appeals may be submitted in writing to the CEO not more than seven (7) days following the initial complaint determination. Written appeals must state the reasons why complainant believes the complaint procedure has not reached an appropriate resolution. The CEO will acknowledge receipt of the appeal, will investigate and make every effort to issue a written determination within two (2) weeks. That decision will be final.

LIABILITY

Clients entering into Space Use Agreements with The Settlement indemnify and hold harmless The Settlement and its agents and employees from any and all claims for damages or injuries to persons or property arising during the period covered in the Client’s Space Use Agreement. In certain circumstances, and at the sole discretion of The Settlement, a Certificate of Insurance naming The Settlement as additional insured may be required as a condition of space provision.

MISCELLANEOUS PROVISIONS

Clients will not permit any activity that will injure or deface The Settlement in any manner. This includes but is not limited to putting up nails, tacks, or screws with­out receiving permission from Settlement staff.  Placement of all decorations shall be with the approval and supervision of  Settlement staff.

Clients agree that no portion of the pavements, walkways, entries, vestibules, halls, or ways of access to public utilities shall be obstructed by the Clients, their guests or used for any purpose other than for entering and exiting a room or the building.

Settlement employees (e.g. management, reception or maintenance staff) have the right to enter any event at any time.

Clients that fail to comply with a Space Use Agreement or the instructions of Settlement staff will be penalised by being required to remit additional deposit monies for their next event, and/or not being permitted to book additional space, and/or forfeiting future uses of space which have already been booked.

The Settlement will not allow space to be used by any group which will undertake illegal activities within The Settlement.  Clients agree to abide by, conform to, and comply with all of the applicable laws, rules, and regulations of the United Kingdom.

When an event effects The Settlement’s regular hours of operation or requires additional staffing from The Settlement, the Client will be charged an appropriate fee, to be determined in advance of the event.

The Settlement cannot be responsible for equipment or property that is left or stored on its premises.  Clients may not leave anything in The Settlement unless prior arrangements have been made in writing, and even when arrangements have been made, The Settlement assumes no responsibility of any kind for the subject items.  The Settlement reserves the right to dispose of any property left on the premises after an event is concluded.

Clients may use space only for the purposes indi­cated in the Space Use Agreement.  Any change must be approved in advance.

Clients agree that The Settlement shall not be liable for fail­ure to provide physical properties and services in the event that such failure is caused by acts or regulations of public authorities, extreme weather, labor difficulties, strike, epidemic, inter­ruption or delay of transportation services, delays in con­struction schedules or any other cause beyond the control of The Settlement.

The Settlement retains the right to terminate any Space Use Agreement without prior notice if The Settlement determines that the Client in any way failed to ad­here to the rules outlined in this document or any of its attachments.  Furthermore, The Settlement reserves the right to cancel any future meetings or events already booked by or later requested by the same Client.

Use of The Settlement’s name as a meeting site in publicity materials does not constitute an endorsement by The Settlement of the Client or the event.

Clients may not use The Settlement’s logo in any promotional materials without permission from, and review and approval of the material by, The Settlement’s Communications Officer or their written designate.

The Settlement will be held harmless for any and all dam­ages and penalties arising from the improper use of copy­righted materials by any Client using space at The Settlement.

CODE OF CONDUCT

GENERAL STATEMENT

Everyone at The Settlement has the right to be treated with courtesy and respect, and the obligation to behave in a manner that is respectful and courteous and does not disrupt the operation of The Settlement and our staff offices in any way. Organisations that host events at The Settlement are responsible for monitoring and controlling the behaviour of those attending their events.

PROHIBITED BEHAVIOUR

Anyone engaging in any of the following behaviours will be asked to leave The Settlement for the day, and possibly be banned from the building.

• Possession, sale, or use of illegal substances
• Possession or use of weapons
• Sexual activity
• Public nudity
• Theft
• Vandalism
• Physical violence or threat of physical violence
• Intimidation or bullying
• Any behaviour that endangers the safety of any individual or group
• Distribution of alcohol to minors

UNACCEPTABLE BEHAVIOUR

The following activities are against the rules of The Settlement. Engaging in them, particularly after being warned about them, could lead to being asked to leave for the day or potentially being banned from the building.

• Rude, discourteous, or raucous behaviour
• Excessive loitering when not attending a Settlement, any other user group meeting or event
• Sexual harassment or inappropriate touching
• Use of CB radios, walkie-talkies, radios without headphones, or musical instruments
• Smoking
• Sleeping
• Leaving personal property unattended
• Sitting on the floor or staircases
• Use of electrical outlets without permission from the Settlement staff
• Removing furniture from meeting rooms
• Sexual or financial solicitation
• Use of inappropriate, discriminatory language
• Handing out non-Settlement literature inside the building
• Photographing or filming for other than personal purposes without permission
• Possession or consumption of alcoholic beverages unless served at an event and consumed in the space designated for the event
• Not following the direction of Information & Referral Staff

ENFORCEMENT

The Settlement’s  staff  are responsible for the safe and proper operation of the building; their directions and instructions are to be followed at all times, and the police will be called to remove any person who does not obey these instructions. Anyone who feels they have been treated unreasonably by the event staff, or other Settlement staff, may make an appointment at a later time to speak with the CEO.