Shropshire Council

Room hire terms and conditions

For all bookings a booking form must be completed.  Upon receipt of a completed booking form the room will be reserved.  All fees must be paid prior to the event - cash or via invoice (monthly in arrears).

Please note Shropshire Council reserves the right to only invoice for £15.00 or above.  Please allow setting up/clearing up time in your booking request.  All rooms should be left in a clean and tidy manner.

Please see the Lantern leaflet for the charges.  A minimum of one hour will be charged for room hire.  If hire continues past 30 minutes a second session fee is charged.

Definitions:

Community Bookings – a community booking is an event which is held by a Shropshire based group who hold activities for the benefit of the local community.  The event is open to the local community and is either free or a nominal charge is made for the activities and the events it organises.

Charity Bookings – groups which are a registered charity who do not charge or who make a nominal charge for activities/events/training it organises.

Commercial Bookings – any organisation or person that operates as a business and any other organisation which makes a charge based on market or commercial rates for the events/activities/training it organises.

Private Party – a party organised by a member of the public to celebrate a special event such as a birthday or anniversary.  Entry should be by invitation only.

Health & Safety:

The relevant procedure in the Event of Fire and applicable instructions will be provided to the facilitator at the time of arrival.  It will remain the responsibility of the facilitator to ensure all delegates sign in/out.  The facilitator will be responsible for taking their sign in/out sheets to the fire assembly points in the event of an evacuation.  They are also responsible for ensuring all attendees know the locations of the fire exits and fire assembly points.

First Aider:

If a community or charity group making a reservation require a qualified First Aider on site during a function they should make their own arrangements for this.  First Aid kits are located around the building.

Personal Emergency Evacuation Plan {PEEP}:

It is the facilitator’s responsibility for an event taking place on the 1st floor to complete a Personal Emergency Evacuation Plan {PEEP}.  This should be completed for any delegate requiring assisted emergency evacuation via the stairs.  The completed form should be with the reception team one week prior to the event.

Electrical Equipment:

Any electrical equipment being brought into the building for use at a function or event must be PAT tested by a qualified electrician.  The responsibility for this remains with the room hirer.  All electrical equipment being brought into the building must be identified to reception at the time of booking.

Risk Assessment:

It is the responsibility for the hirer to complete a Risk Assessment for any activities or events.  Shropshire Council reserves the right to request a copy at time of booking.

Public Liability Insurance:

It is a condition of booking that all groups have adequate public liability insurance.  A minimum of £5 million is recommended.  Shropshire Council reserves the right to request a copy of the Insurance certificate at time of booking.

Children Under 16:

All children under the age of 16 attending an event or function must be adequately supervised at all times.  A ratio of 1 adult to 10 children is recommended.

Permitted use of The Lantern:

  • The use of smoke machines is prohibited within The Lantern.
  • The consumption of alcohol on these premises is prohibited

Leaving the Building:

All building users are requested to leave quietly and respect the rights of neighbours in the residential area.

Vehicles:

All building users are requested to park their vehicles safely and courteously and not to block access to any neighbouring properties.

Cancellations:

All cancellations must be done within 5 working days of the event.  For all cancellations after this time or any no shows the full booking price will be charged.

Catering/Refreshments:

The café based in the Lantern should be the first point of contact for catering/refreshment arrangements.  If they are unable to provide the catering service required then an external catering company may be used.

Shropshire Council:

Any booking for Shropshire Council staff will be charged at the Charity/Community rate.  Please note cancellations are as above.