Beaufort House Meeting Room Hire Beaufort House, 51 New North Road, Exeter EX4 4EP

Transcription

1 Beaufort House Meeting Room Hire Beaufort House, 51 New North Road, Exeter EX4 4EP Thank you for your interest in booking a room at Beaufort House in Exeter city centre. It is close to Exeter Central train station, Exeter bus station, and Howell Road pay & display car park. In this pack: Meeting room information including room hire rates and resources available Terms and conditions of room hire Booking form to be signed and returned to complete your booking Room bookings are offered on a fair rate inclusive of free-of-charge tea/coffee, and free-to-use Wi-Fi and equipment (where available). In exchange for the all-inclusive price of hire, all we ask is that you set up the room in your preferred layout, make your own catering arrangements and leave the meeting room as you found it. 1

2 Beaufort House meeting room rates Per day Per hour Reduced rate per hour* Boardroom Theatre Networking Small meeting Suitable for 1-1 meetings Small meeting 3 rd Floor Happy Place YES 2 nd Floor South Wing Meeting Room YES 3 rd Floor Van Zutphen Room YES Medium meeting 2 nd Floor South Wing Meeting Room max YES 3 rd Floor - Daisy Room max YES Please enquire as Larger meeting / tables will need to be training rooms removed Ground Floor Training Room nd Floor North Wing Training Room Office space *reduced rates are applicable to public and charitable organisations as well as to tenants of Beaufort House 2

3 3 rd Floor Happy Place (2 people) Rates: 40 per day 8 per hour 5 per hour reduced rate for charities/ tenants Suitable for 1-1 meetings and counselling sessions. Furniture/equipment: 4 soft chairs Drink-making facilities are available in the 3 rd floor kitchen. 3

4 2 nd Floor South Wing - Meeting Room 1 (4 people) Rates: 40 per day 8 per hour 5 per hour reduced rate for charities/ tenants Suitable for small meetings (4 people max). Furniture/equipment: 4 chairs with a small round table. Drink-making facilities are available in the 2 nd Floor South Wing kitchen. 4

5 3 rd Floor Van Zutphen Room (4 people) Rates: 40 per day 8 per hour 5 per hour reduced rate for charities/ tenants Suitable for small meetings (4 people max). Furniture/equipment: 4 chairs with a small round table. Cupboard, white board and phone. Drink-making facilities are available in the 2 nd Floor kitchen. 5

6 2 nd Floor South Wing Meeting Room 2 (6 people) Rates: 45 per day 9 per hour 6 per hour reduced rate for charities/ tenants Suitable for small meetings (6 people max). Furniture/equipment: 7 chairs with 2 desks and 1 small round table. Drink-making facilities are available in the 2 nd Floor South Wing kitchen. 6

7 3 rd Floor Daisy Room (6-8 people) Rates: 50 per day 10 per hour 7.50 per hour reduced rate for charities/ tenants Suitable for small meetings ideally for 6 people (but 2 extra chairs can be provided for 8 people max). Furniture/equipment: 8 chairs with a rectangle meeting table, small cupboard, whiteboard and conference phone. Drink-making facilities are available in the 3 rd Floor kitchen. 7

8 Ground Floor Training Room (18 people Boardroom style) Rates: 125 per day 15 per hour 12 per hour reduced rate for charities/ tenants We require two weeks notice for booking this room. Fully furnished training room. Currently set up for 17 people boardroom style (18 max). With notice the furniture can be re-arranged for networking events (20 people) or theatre style (25 people). Please enquire if you wish to use this room for networking or theatre layout. Furniture/equipment: Desktop projector & laptop, wall mounted whiteboards and flipchart stand. Refreshment facilities: Kettle, tea/coffee, mugs and spoons are set up in the room. Please enquire if you require access to a kitchen. 8

9 2 nd Floor North Wing Training Room (16+ people) Rates: 150 per day per hour per hour reduced rate for charities/ tenants Fully furnished large training room currently set up for 16 people Boardroom style but there is plenty of space to accommodate more table and chairs. Please enquire if you wish to use this room for Networking or Theatre layout or add tables/chairs. Furniture/equipment: Large TV screen for presentations and flipchart stand. Refreshment facilities: Urns, tea/coffee, mugs & spoons are set up in the room; please enquire if you require access to a kitchen. 9

10 Beaufort House Meeting Room Hire Terms and conditions 1. Opening hours Monday to Friday: 7:00am-5:30pm Saturday and Sunday: Closed 2. Access and security Access will be given by a staff member of St Loyes or the Beaufort House concierge (the Booking Coordinator ). Please note there is no loading bay outside the building but there is a car park entrance for this purpose. 3. Parking Nearest public car park is on Howell Road, a 2 minute walk away.howell Road, Exeter, EX4 4EY (pay and display charges apply). A map for Exeter City Council car parks can be found here: 4. bookings Following your request to make a booking you (the Client) will return a booking form to us; upon receipt of the completed form you will be sent a booking confirmation. Please note all charges are inclusive of VAT. Charges will be payable within 30 days of receipt of the account due. Provisional bookings can only be confirmed upon receipt of a booking form. Provisional bookings will be kept for 7 days, after this period your booking will be removed from our system. The Client may cancel a booking up to 48 hours prior to the booking date. Any cancellations that have less than 48 hours notice will be charged for the full cost of the room hire. Whilst we will make every effort to not cancel bookings, we reserve the right to do so. 5. Free-of-charge refreshments Standard caffeinated tea, coffee and milk, and a loan of a kettle or urn with cups and spoons are included in the price of the booking. Please note: The Client will be required to set up their own refreshments in the room (e.g. fill their own water, lay out cups and take milk from the nearest kitchen/fridge). In return for the free tea and coffee all we ask is that you wash and return all cups and spoons borrowed. Any unreturned or unwashed items could affect your right to future bookings. 6. Catering We do not provide catering or biscuits. Please bring your own biscuits or order catering from thirdparty caterers. We recommend local catering companies Taste or Fresha should you choose to use external caterers. 10

11 7. Damage The Client accepts full responsibility for any damage caused to property by you or your group during the booked session and will be required to pay for any necessary repairs or replacements. Please arrange your own insurance as necessary. 8. Free-to-use equipment If you require a certain piece of equipment please request this on the booking form. If you have not reserved any items you need then they may not be available on the day of your hire. 9. Free-to-use Wi-Fi Free Wi-Fi is available throughout Beaufort House. If you have requested Wi-Fi you automatically enter into an agreement which confirms that you will only use the Wi-Fi for normal business purposes. No high-data usage or accessing of illegal, discriminatory or offensive content is permitted. Full terms and conditions of Wi-Fi usage will be issued with your Wi-Fi code on arrival. 10. Emergency evacuations Details of the building s emergency evacuation procedures are displayed in each meeting room (on the back of each door). The procedure will also be explained by your Booking Coordinator on arrival. The Client is responsible for explaining these to all attendees at the beginning of their session. 11. Noise Please note that our rooms are only available for business meetings and training sessions. They are not available for use for physical activities or musical events. All Clients are expected to keep noise to an acceptable office working level whilst using the rooms. 12. Public Liability All Clients will need to ensure that they have their own Public Liability cover where necessary. 13. Room layout Please see the Room Information for a breakdown of how the room is normally laid out. All larger rooms are normally laid out in Boardroom style. If you require either Theatre or Networking style (which require the removal of tables) then you will be required to assist with rearranging the room. All rooms should be reorganised back into their original layout at the end of your session. It is the responsibility of you (the Client) to return the room to us in the state in which you found it, and failure to do so may affect your eligibility for future bookings. 14. Set up time Please note the opening hours for the building listed above. Access to the building cannot be given outside of these times. Please note that if you require Theatre or Networking layouts please allow sufficient time in your booking to allow for room set up, refreshment set up and equipment set up. 11

12 15. Payments Cheques should be made payable to Step One Charity and sent to: Room Bookings Step One Beaufort House 51 New North Road Exeter EX4 4EP For payment by BACS please use the following details: Bank sort code: Account number: Please quote Book Room and the date of your booking e.g. Book Room For further information please contact us: / bookings@steponecharity.co.uk 12

13 Beaufort House Meeting Room Hire Booking form Name of group / agency Are you a charitable or public organisation or a tenant of Beaufort House? Please specify. Contact name and address Telephone Name of room required Start & End Time of booking required Date of booking required Expected Rate total hire cost Please see the meeting room information booklet and note what rate you are expecting to pay. Day rate Hourly rate Reduced rate Purpose /name of meeting (for signage purposes) Name of facilitator (in charge on the meeting day) Expected number of attendees Name & delivery time of external catering order Please note we do not provide catering or biscuits. Please let us know if you have ordered food to arrive for your meeting so that our concierge can direct the caterers to your room. Equipment required Wi-Fi access required Invoice address (if different from above) Purchase order number 13

14 Please sign the declaration below (unsigned forms will not be accepted) Declaration: I have read and understood the Terms & Conditions of Hire for Beaufort House meeting rooms. I agree that those conditions govern the legal relationship between Step One and myself, and all persons for whom I assume full responsibility who use the facilities under this application. Fee on the date specified by the invoice. I am over 18 years of age: Signed: Print Name: Position: Date: FOR OFFICE USE ONLY: Name of person taking the booking: Confirmed room hire costs: (inclusive of VAT) Confirmed booking with client: Date: Invoice number: Date sent: 14