Room booking Terms & Conditions

This policy should be read and understood by all enquirers at the time of booking.

Use of conference facilities
Our building is dedicated to the glory of God and the extension of His Kingdom and we welcome individuals and groups from both within the church and community who are sympathetic to these purposes.

We offer low cost room hire and conference facilities for Christian organizations, voluntary groups, community organizations, charities and a limited amount to organisations which fall outside our charitable purpose. Each application is processed by Ballynahinch Baptist Church Business Committee for approval under our church’s core values.

It is a requirement that all users of our facilities should;

• Abide by requirements set out by Ballynahinch Baptist Church Child Protection Policy & Practise
• Abide by the general health and safety rules and procedures;
• Emphasise, and encourage, an acceptable level of behaviour and conduct of individuals and organisations for the benefit of all members of the congregation other facility users and employees.

Possession or consumption of alcohol or drugs is not permitted either in the building or on church grounds. Smoking is not permitted in the building. No food or drinks, except bottled water, are permitted in the auditorium without prior agreement of Facility Manager or the Business Committee. After use, the facilities, including stores, must be left in a clean, tidy and safe condition. Litter must be collected and put in the waste bins provided.

Use of Car Park
Anyone using the car park does so at his or her own risk. The Committee will not accept any responsibility for any loss of, or damage to, any vehicle or its contents while it is parked in the Church car park.

Vehicles must be parked in the marked parking bays and must not obstruct the main entrance to the car park.

VEHICLES MUST NOT BE DRIVEN IN THE CAR PARK AT MORE THAN 5 MILES PER HOUR. DRIVERS MUST WATCH OUT FOR CHILDREN.

Loss or Damage
All breakages, damage or loss must be reported to Facilities Manager or office staff immediately. The person, group or organisation using the equipment may, at the discretion of the Committee, be charged for all or part of the cost of repairing or replacing the lost or damaged items.

Availability
Daytime and evening bookings are subject to Ballynahinch Baptist Church internal organisations. Weekend bookings are available subject to staff availability.

Booking confirmation by facility user
Each application form is processed by Ballynahinch Baptist Church Business
Committee for approval and appropriate costs calculated and advised. All bookings are considered as provisional until approved by Ballynahinch Baptist Church Business Committee. The completed and approved booking form will act as a contract between Ballynahinch Baptist Church and the client. Final set up, times, numbers, menus and special requirements must be confirmed at least seven days prior to the event. A refundable deposit may be requested to cover loss, damages etc.

Amendments or cancellation by facility user
In the unfortunate circumstance that you have to cancel, postpone or amend your confirmed booking please ensure you give at least one week’s notice. If less than one week’s notice is given for cancellation or postponement then the full charge of the booking will be incurred. This may also include any food ordered.
Should the facility user make significant changes to the programme or the expected number of guests, this may result in amendments in the applicable rates and/or facilities offered by Ballynahinch Baptist Church.

Amendments or cancellation by Ballynahinch Baptist Church
Should Ballynahinch Baptist Church for reasons beyond its control need to make any amendments to your booking (e.g. funeral) we reserve the right to offer an alternative choice of facilities.

Ballynahinch Baptist Church may cancel the booking:

1. If the organisation booking does not fall within the criteria described under ‘Use of Conference Facilities’.
2. If the client is in arrears of previous payments.
3. If the client has failed to adhere to the terms and conditions outlined in this document.

Required information
In order for your event to run smoothly, we need as much information as possible.
Please tell us about all your requirements prior to the event so that we can ensure that we have the staff and resources to meet all your needs.

In order to book a room you will have to provide the following information:

1. The email/contact details of the person responsible at Ballynahinch Baptist Church on the day of the event (speaker/trainer/facilitator).
2. Date and time of event.
3. Number of attendees.
4. Equipment requirements (equipment needs to be pre-booked in order to ensure availability).
5. Catering requirements.
6. Set up of room (theatre, classroom, etc).

The capacity of rooms may vary according to room set up, therefore this should be agreed at time of booking. Prior to the event, trainers and facilitators are welcome to call to the premises to familiarise themselves with room layout or discuss this with the Facilities Manager.

Staff may not always be available on the day of event to rearrange room setup. Therefore it is best to agree room set up prior to the event to ensure that Ballynahinch Baptist Church staff is able to meet all your requirements.

Arrive early to the event to ensure the room is just how you want it. Staff will be happy to help with any last minute adjustments.

Please note: blu-tack and sellotape should not be used on walls. Flipcharts, notice boards and “Magic Whiteboard” Sheets are available which enable you to display on the walls around the room. Costs of any damage or repairs to Ballynahinch Baptist Church property will be incurred by the user.

Health and Safety
In the interests of health and safety users are asked not to move furniture.
All trainers or facilitators are asked to familiarise themselves with the Fire and Evacuation procedures which will be supplied on arrival. This should be addressed at the beginning of any session or conference and attendees should be informed of the procedure. If in doubt Ballynahinch Baptist Church staff are available to help or explain the Health and Safety procedures, please contact reception.
Please be aware that all programmes must be complete and all persons must be off site by 11pm unless otherwise arranged and the building and all areas used must be left clean, tidy and as they were found.