GENERAL CONDITION OF HIRE

Payment:

All bookings require payment in advance to secure the space. All bookings are accepted on the basis that they are only provisional until payment has been received.

Definitions:

In these conditions of hire:

“The Hirer” means the person booking the room. Where an organisation is named in the booking that organisation shall also be considered the hirer and shall be jointly liable with the person who made the booking.

A "hot desker" refers to a person who utilises the co-working facilities on a flexible, as-needed basis.

“The Premises” means the building or part of the building booked.

“The period of Hire” means the date(s) and time(s) for hire referred to in the booking form, contract and other correspondence.

General Conditions:

  1. Use of premises - The hirer shall not use the premises for any purpose other than that described in the booking form and shall not sub-hire or use the premises or allow the premises to be used for any unlawful or unsuitable purpose or in any unlawful way nor do anything or bring onto the premises anything which may endanger the same or render invalid any insurance policies.
  2. Hirers are responsible for securing intoBodmin premises upon leaving, preventing unauthorised entry, and for any damage caused. In no circumstances should the building be left unlocked or unattended.
  3. Damage - Any damage to the property, furniture, furnishings, and decoration, is to be assessed by the Director, whose decision shall be final. The cost of making good such damage shall be paid by the Hirer.
  4. Respecting the space - Please leave the space as you found it, including the removal of all rubbish.
  5. Waste -Please note the bins located in the alleyway are for use only by intoBodmin CIC. Please remove your waste. We can arrange for cleaning for an additional charge however we will require payment for waste removal.
  6. Cancellations must be confirmed in writing or by email to the Admin Manager at admin@intobodmin.co.uk. There is a cancellation fee if within a month of the booking:
    1. Cancellations between 30 and 14 days of the room booking date will be subject to a charge of 25% of the total room hire cost.
    2. Cancellations within 14 days of the booking date will be subject to the total room hire cost.
    3. If booking is for a hot desking space a credit can be added to (at intoBodmin’s discretion) for a cancellation up to 48hours before the booking date. The credit can be used at a later date, subject to availability.
    4. In cases of emergency or unforeseen circumstances, such as illness or extreme weather conditions, exceptions may be considered.
    5. No-shows without prior notice will not be eligible for refunds or credits.
  7. intoBodmin CIC may cancel the hire at any time without stating a reason and if so intoBodmin CIC shall refund to the hirer all monies paid. Any monies payable for the period of the hire unpaid at the time of cancellation shall cease to be payable unless the cancellation is due to some act or default of the hirer provided always that intoBodmin CIC shall not be liable to pay any compensation to the hirer in respect of such cancellation.
  8. Insurance: The Hirer is responsible for arranging any necessary public liability insurance to cover their activities and property.
  9. Gaming, betting and lotteries: The Hirer shall ensure that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries.
  10. Music Copyright licensing: intoBodmin CIC holds relevant licences under Performing Right Society (PRS) and the Phonographic Performance Licence (PPL) but, where appropriate, the Hirer must also hold a licence. It is the responsibility of the Hirer to know if such a licence is required for their use of the premises.
  11. Childcare Act 2006: The Hirer shall ensure that any activities for children comply with the provisions of the Childcare Act 2006 and the Safeguarding Vulnerable groups Act 2006 and only fit and proper persons who have been subject to DBS checks should have access to the children. The Hirer shall provide intoBodmin CIC with a copy of DBS checks and Child Protection Policy on request.
  12. Public safety compliance The Hirer shall comply with all conditions and regulations made in respect of the premises by the Local Authority, the Licensing Authority, and The Old Library’s Fire Risk Assessment or otherwise, particularly in connection with any event which constitutes regulated entertainment, at which alcohol is sold or provided or which is attended by children. The Hirer shall also comply with The Old Library’s Health and Safety policy.
    1. Hirers must acquaint themselves with the location of emergency exits and firefighting equipment, ensure that they understand fire procedures and be responsible for advising their attendees accordingly. All means of EXIT from the premises must be kept free from obstruction and immediately available for instant public exit.
    2. Should the fire alarm sound, the premises must be evacuated immediately. All persons should assemble on the opposite pavement to the entrance of The Old Library and the person in charge of the event will be responsible for ensuring that all persons attending the function have vacated the premises.
    3. In the event of a test being undertaken of the fire alarm system, intoBodmin staff will ensure that the organisation using the premises is informed accordingly. In these circumstances there will be no need to vacate the premises.
  13. Smoking - intoBodmin CIC operates a No Smoking policy on the premises.
  14. Electrical appliance safety: The Hirer shall ensure that any electrical appliances brought by them to the premises and used there shall be safe, in good working order, and used in a safe manner in accordance with the Electricity at Work Regulations 1989. The Hirer will ensure that all portable electrical appliances brought into the building for use have a current PAT certificate.
  15. Accidents and dangerous occurrences: Any failure of equipment belonging to intoBodmin CIC or brought in by the Hirer must also be reported as soon as possible. The Hirer must report all accidents involving injury to the public to a member of intoBodmin’s staff as soon as possible and complete the relevant section in the accident book.
  16. Noise: The Hirer shall ensure that the minimum of noise is made on arrival and departure, particularly late at night and early in the morning.
  17. Decoration - No nails, hooks, sticky tape or paste, nor anything else which might mark the decoration, structure, or furnishings of the Premises may be used.
  18. Property- intoBodmin CIC cannot accept liability for any loss of or damage to property brought into or left in the Old Library in connection with any hiring.
  19. intoBodmin CIC reserves the right to amend the charges and these conditions at any time.
  20. SimplyBook.me Ltd- Please be aware that we utilise SimplyBook.me Ltd as our booking system provider, ensuring secure and reliable management of our space hire and co-working membership.

Fire Evacuation Procedure

On discovering a fire (no matter how small), smelling smoke or suspecting a fire:

Raise the alarm by operating the nearest fire alarm call point.  These are located in the first floor landing area, the front and rear exit.

The fire alarm is tested every Thursday afternoon at 4.30pm and sounds for approximately 15 - 20 seconds.

If the fire alarm continues or is sounded at any other time you are required to take the following actions:

On hearing the alarm:

Leave the building via the nearest fire exit.

Do not stop to collect any personal belongings.

If it is safe to do so, close any doors as you make you way out of the building.

Call 999.  The Old Library is located at 10 Lower Bore Street, Bodmin, PL31 2JX.

Go to and remain at the assembly point located in on the other side of the road outside the tattoo shop until otherwise instructed by a Fire Marshall or the Fire Service.

Do not return to the building until a Fire Marshall or the Fire Service has confirmed that it is safe to do so.