Whatever activity is taking part at the
​'Secret Meeting Rooms',
whether in public or private, the hirer must ensure that they comply with the following conditions of hire.

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Alcohol, drugs and smoking.

• The venue is drug and alcohol free. TVN is not licensed for the sale of alcohol or consumption on its premises.
• Smoking is not permitted in the building.

Behaviour of attendees.

• The behaviour of those attending any event is the responsibility of the hirer and TVN hold the right to stop the event and remove all participants without refund, should their behaviour cause a nuisance.

Cancellations.

• Four weeks’ notice = full refund. 
• Between four weeks and 72 hours’ notice = a full refund less deposit.
• Less than 72 hours’ notice = no refund.

Catering:

• Special dietary needs can be catered for, please enquire when you make your booking.
• Provisional number can initially booked but then final numbers need to be confirmed one week in advance of the booked event.
• All catering needs to be paid for in advance of the booking.

Children.

• Children (under 18’s) are not allowed on the premises unless accompanied and supervised by an adult at all times.

Contact.

• General enquiries to Suea@somersetyouth.org.uk.  Tel 01458 836130 x 208

Damages.

• Any damage, however slight, to the building and the contents, during the period of hire must be reported to the building manager.
• The hirer is responsible for paying the cost of making good any damage done to the building or its contents during the period of hire, including replacement of broken items.

Deposits

• A 30% deposit is required at time of booking or in full if booking is less than four weeks prior to hire date.
• Outstanding balances must be paid four weeks prior to the hire date. Failure to pay the outstanding balance at the due date could result in the booking being cancelled and the space being offered to someone else.

Disabled access.

• There is currently only disabled access to the ground floor. There is one disabled toilet.
• Disabled ramps and an alternative entrance and an exit are available upon request.

Duty Manager.

• The booking co-ordinator will make arrangements to ensure the building and space is open and a member of staff will be available throughout in case of First Aid, Accidents or Emergencies.
• The hirer or an agent of the hirer must supervise the function and remain on the premises at all times.
• The Volunteer Network is entitled to enter the hall at any time during a booking and may direct the hirer to ensure proper care of the premises and the comfort and safety of the persons using any part of the premises.
• In the event of an emergency please call Scott McMillan on 078 373 16007, or Sue Adams on 077 542 14070.

Electrical equipment.

• Any electrical equipment/appliances brought on to the premises must have an up to date Portable Appliance Tested certificate. 

Evacuation points

• The use of any fire extinguisher during the period of hire must be reported to the building manager.

• The Secret Meeting room evacuation point is out through the fire doors to the right of the projector screen wall, into the alleyway (turn left) onto the main road and congregate in the car park on the other side of the street.
• The other evacuation point is back through the main entrance to the building.  Delegates should then proceed across the road to the Local Authority car park.

First aid.

• The First Aid box is located in the kitchen area of the ‘Secret Meeting Rooms’. Please inform the duty member of staff of any items you use before you leave.
• Any accidents or safety incidents must be recorded in the accident book located in the first aid box.

Hire times:

• If you require time to set up and close down your event with us, please factor this into the time of your hire and make sure you start and finish promptly.
• If you run over your allotted time of hire, we will charge to the nearest ½ hour of your extra time taken.

Loss, damage or theft.

• The Volunteer Network accepts no responsibility for any damage, theft or loss of property brought on to any part of the premises.

On leaving the building.

• Users leaving the premises at night must do so quietly to avoid disturbing the neighbours.
• Hirers are required to leave the premises in a clean and tidy condition – litter must be disposed of and all equipment either removed or stored safely and tidily in the agreed place.
• Please notify the staff that you are leaving the building.

Prevent duties.

• The Secret Meeting Rooms and the Volunteer Network work under the guidance of the 'Prevent Strategy and the 2010 Equality and Diversity Act'.

Under these guidance’s, we also hold the right to carry out (prior to the booking being carried out) any necessary checks and see evidence of what may be presented or run in our hire rooms, at our discretion.
Further information about Prevent can be found at www.gov.uk/.../2010-to-2015-goverment-policy.