Booking enquiry Form

General

1. These are the terms and conditions that apply when you hire a room at The Wellspring Church Centre (hereafter referred to as Wellspring). You will be asked to confirm your acceptance of these terms and conditions when you make a booking by signing our Wellspring Room Booking Request Form.

2. We reserve the right to amend these terms and conditions at any time and you should therefore check them each time that you make a booking. The terms and conditions applying to your booking will be those in place on the date that you make your booking.

3. Wellspring aim to ensure that you will receive excellent service in a safe, clean and friendly environment. Our dedicated centre team will be on hand to assist you from the initial enquiry until finalisation of the event.

4. If you are not completely satisfied with your overall experience, please contact the Centre Manager as soon as possible so that any issues can be discussed and resolved if it is within our control.

5. We expect all customers of Wellspring to share our commitment to be good neighbours to local residents and members of the general public.

6. The rooms are available Monday to Saturday between the hours of 8.00am and 9.30pm. This includes time for set up and pack down.

7. Any changes to a booking agreement via email must be acknowledged by Wellspring to signify our acceptance.

8. Wellspring reserves the right to refuse, cancel or impose any conditions considered necessary upon any booking.

9. Wellspring reserves the right to restrict, decline, or impose changes on any bookings which are illegal, contrary to our objectives as a registered charity, hinder our obligations to our community use agreement with Watford Borough Council or that can be construed as promoting or leaning towards any side in topics of community, national or worldwide friction. Wellspring operates an Equality Diversity and Inclusion Policy and will only accept bookings from groups on this basis.

10. We operate CCTV cameras inside and outside the centre. We will never share your data or images unless lawfully requested by the police as part of an investigation in which Wellspring centre is implicated.

Costs, Deposit and Cancellations

11. Once confirmation is received by the return of the signed Wellspring Room Booking Request Form, where possible, an invoice will be submitted to you at the beginning of the calendar month of your booking. All invoices are payable within 28 days from the date of the invoice.

12. Bookings with a duration of more than 2 hours may be subject to a prepaid £100 Deposit. The Deposit covers damages caused during your booking, going beyond the pre-agreed parameters of your booking and extra consumption of sold or hired goods. The Deposit will be returned within 7 days at the end of the period of hire, or discounted off your invoice, unless there has been any damage to the building, fixtures, fittings, furnishings or equipment for which the Hirer is responsible, if the booking was extended beyond the pre-agreed hours (either by arriving early or staying late), or if you used or consumed more sold or hired goods than anticipated during the booking process. In such instances, Wellspring shall be entitled to retain the whole or part of the deposit as required. Any costs for repairing damage that arise above the deposit will be charged for by invoice payable within 15 days from the date of our invoice.

13. Cancellation notices must be submitted in writing and will be charged on the following basis:

a) Events with a duration of more than 1 day require longer notice periods for cancellation before incurring cancellation charges, as follows:

Confirmed receipt of cancellation notice of 1 month: No cancellation charges to apply

Less than 1 months notice: 10% of Room Hire

Less than 15 days notice: 30% of Room Hire and Catering

Less than 7 days notice: 60% of Room Hire and Catering

Less than 3 days notice: 100% of Room Hire and Catering

b) Prompt bookings, i.e. event occurs within 5 working days of booking confirmation and the event is of a shorter duration than that described in 13a) require shorter notice periods for cancellation before incurring cancellation charges as follows:

Confirmed receipt of cancellation notice over 24 hours from start of the event: No cancellation charges to apply

Less than 24 hours notice: 30% of Room Hire and Catering

c) All other events, besides those mentioned in 13a) and 13b) require notice periods for cancellation as follows:

Confirmed receipt of cancellation notice of 14 days: No cancellation charges to apply

Less than 14 days notice: 30% of Room Hire

Less than 7 days notice: 50% of Room Hire and Catering

Less than 3 days notice: 100% of Room Hire and Catering

14. Events outside our control:

We may also cancel your reservation if an event outside of our control (including industrial action, explosion, fire, flooding, and failure of power and/or water supplies or emergency evacuation) means that we are unable to make your room available to you. In this case we will contact you to let you know as soon as possible and:

• if you have already paid for your room, we will refund your payment to you; or

• if you have not yet paid for your room, you will not have to make any payment to us.

Save as set out above, we will not be liable or responsible for any failure to perform, or delay in performance of, any of our obligations that is caused by an event outside of our control.

This does not affect your statutory rights.

Use of the premises, responsibilities etc

15. Please inform the bookings team when filling out the booking form we will send you of your full needs, taking into account any need for equipment. Unauthorised use of equipment could result in penalty charges being imposed and customers must take responsibility for any damage caused through unauthorised use. Any costs for repairing damage that arise will be charged for by invoice payable within 15 days from the date of our invoice.

16. Hirers must demonstrate that they have appropriate insurance cover and that they comply with legal requirements for their activities, including Safeguarding Policy where applicable. Failure to provide adequate evidence may result in the booking being cancelled without notice and without compensation.

17. The Hirer is responsible for all damage (other than fair wear and tear) to the building, fixtures, fittings, furnishings or equipment which is occasioned in whatever way by the use of the rooms. Please do not attach anything to the walls through any means. We reserve the right to charge for any damage caused in this way. Any costs for repairing damage that arise will be charged for by invoice payable within 15 days from the date of our invoice. This applies to all internal and external spaces.

18. After use, any rooms hired must be left in a clean and tidy condition with all furniture and equipment left in the same position as at the commencement of the hiring and that all lights are turned off and windows/doors are shut. Wellspring reserves the right to levy a cleaning charge should it be necessary, as well as any time taken by the Centre Manager to make good any room left in an unsatisfactory condition. Any costs for repairing damage that arise will be charged for by invoice payable within 15 days from the date of our invoice.

19. No Hirer should leave in the building any of their own equipment, furniture or articles of any kind, unless by prior agreement with the Centre Manager, who reserves the right to charge a separate fee for the provision of any specified and agreed storage facilities. Any articles left at the Centre will be stored in the Centre and if not claimed by the owner within 7 days of the event ending will be claimed, disposed of, or donated.

20. All bookings should include any setting up and clearing down time that the customer requires to execute the event and will be charged accordingly. All customers are expected to arrive and leave punctually at the times agreed in the booking form and are not permitted to recover lost time from a late start by staying later than the pre-agreed times. Arriving early and/or overstaying are subject to extra charges. Customers are reminded that the building is also often used by several different groups simultaneously and must ensure that noise is kept at a reasonable level so as not to disturb other groups.

21. Children and young people remain the responsibility of accompanying adults and are not allowed to use parts of the building that have not been hired to the adults accompanying them for congregating or games. This is for their health and safety and in the interests of child protection. It is also to avoid disturbing other Users of the building.

22. The Hirer shall not act in any way, or allow acts, that may cause any nuisance, damage, disturbance, annoyance, inconvenience or interference to the property or to Wellspring, or to other users or the users of adjoining or neighbouring parts of the property.

23. The Hirer agrees that Wellspring accepts no responsibility for injury or loss to person or property arising out of the use of the accommodation apart from such injury or loss which arises from Wellspring’s responsibility for the general maintenance of the buildings and the Hirer will keep Wellspring indemnified against any claims for which Wellspring is not responsible.

24. The Hirer has a responsibility to notify the Centre Manager of any defect in the building or in any of Wellspring’s furniture or any other equipment.

Health and Safety Policy, Fire Evacuation and First Aid

25. The Hirer will comply with the provisions of Wellspring’s Health and Safety policy and will ensure that all those using the building are aware of the appropriate health and safety procedures. A copy of the summary of the Health and Safety Risk Assessment is available on demand.

26. The Hirer is responsible for all in their group regarding Fire Safety. It is the Hirer’s responsibility to familiarise theirself with the Fire Evacuation Plan and inform their group of the Fire Exits and Assembly Point. The Hirer must ensure that everyone in their group signs in and out of the building. The Hirer or Group Leader is responsible for taking their own register and ensuring that their entire group exits the building or waits in the refuge areas. The Hirer or Group Leader must take their register to the assembly point in the event of an evacuation and inform the Centre Manager (or Wellspring representative) and or Fire Service if anyone is missing.

27. Please see the Center Manager or a Wellspring representative should you need a First Aider or the First Aid Box. All incidents should be recorded in the Wellspring Accident Book.

Smoking, Alcohol and Car Parking

28. Wellspring operates a no smoking policy and therefore smoking is not permitted anywhere in the building or on our grounds, except in the dedicated smoking area on the patio with the cigarette bin.

29. Hirers are not permitted to consume alcohol within the building or its boundary unless written permission is given in exceptional circumstances.

30. The car park is reserved principally for Wellspring employees. However one space may be requested in advance for the Hirer. There is one additional space allocated for blue badge holders (separate from the one space you may be given), but the blue badge must be clearly visible through the windshield. Our car parks are monitored by an external company who will issue tickets to unauthorised parkers. You may become an authorised parker by registering your car in the portal on reception upon arrival. Wellspring is not responsible for any tickets issued to you or your delegates when on our grounds, and any disputes must be settled with the external company (see the car parking signs in the car park for full details).

31. There are various public bus and train links very close to the centre, and a bike rack (protected by CCTV) in the rear garden available to customers.

Refuse

32. Bins are provided in each room. All additional rubbish generated by the Hirer in excess of that containable by the bins provided in each room should will incur a charge of £2.50 for removal of each additional sack of rubbish.

Termination of the agreement

33. Wellspring reserves the right to terminate any agreement, with immediate effect, due to damage being caused to the accommodation, unreasonable behaviour of any group, illegal activity, non payment of invoice within 28 days or breach of any of the above conditions. This list is not exhaustive. Wellspring will give written notice to the person responsible for the booking outlining the reason(s) for the termination of the agreement.

Thank you for using the Wellspring and for helping us maintain a venue of excellence in the heart of Watford!

Wellspring General FAQ

“Can I park here?”

You are given 1 space as the organiser, but dues to limited spaces your guests are asked to park elsewhere. Our car park is monitored by an independent company so please register your car on reception and make sure your guests park off site to ensure no one gets ticketed.

“Do you cater/can I bring my own food and drink?”

Yes to both. We can provide a sandwich-based lunch (see booking form for details) or you can bring your own and store in our fridge ahead of the day (subject to space/availability). We also serve teas and coffees. Please note we cannot heat anything up, do not allow alcohol and that our kitchen is a staff only zone so you will not be allowed access. Don’t worry though, our staff are on hand to help serve you anything you need!

“Do I need to pay a deposit?”

This is down to the discretion of the Centre Manager but as a rule of thumb: If you are a first-time customer, most likely. If you are a returning customer, most likely not.

“Will I be charged if I cancel?”

This depends on many variables. Please see our T&Cs for full details on our cancellation policy.

“Do you have disabled access?”

Yes, we have a lift to access our 1st floor and have disabled friendly toilets on both the ground and first floor.

“Can I arrive early to set up?”

You can turn up as early as you like (subject to room being available). You are simply invoiced for the time you occupy the room(s), not what time your session begins and ends. Example: If you have a 2-hour meeting but need an hour either side to set up and pack down, you’ll be charged for 4 hours.

“Do you allow smoking and drinking?”

We have a grounds wide no-smoking policy at Wellspring but have a dedicated smoking area by the cigarette bin in the front garden. Alcohol is not permitted, except under exceptional circumstances and with prior management approval.

“Can I put up banners?”

Inside the room you are booking, yes. Outside of the room you are booking, no.

Thank you for booking at Wellspring. This FAQ is not exhaustive so please do not hesitate to ask us any questions you have that weren’t answered here!

We are looking forward to hosting you!

“Can I bring my own food and drink?”

Yes, and you can use our fridge too (subject to availability) but we cannot heat anything up and do not allow alcohol.

“Can I have a bouncy castle?”

Yes, but there are only two spaces where one would fit. In the main hall where it must have a maximum height of 3 meters, or in the front garden where it can be of any size but you must be renting the Living Room adjacent to qualify to use the space. You are also solely liable for the rental process and safeguarding the children that use it.

“Can I use your kitchen?”

For health and safety reasons, our kitchen is a staff only zone. Our staff will be on hand to help serve you everything you may need from it though so don’t worry!

“Can I put stuff on your walls?”

Only if you stick them with something that won’t leave residue, and on a surface that isn’t painted (glass, plastic, etc). You may be liable for damages to the wall otherwise.

“Can I bring in external entertainers?”

Yes, but we need to know who they are and see a copy of their public liability insurance, and DBS if they are working with children.

“Can I have music?”

Yes, but we ask that you be respectful of any other centre users in the building.

“Can we use your children’s toys?”

Yes, however we do require you to disinfect them after use.

“Can I park here?”

You are given 1 space as the organiser, but due to limited spaces your guests are asked to park elsewhere. Our car parks are monitored by an independent company so please register your car on reception and make sure your guests park off site to ensure no one gets ticketed.

“Do you have baby changing facilities?”

Yes, one on each floor.

“Do you have disabled access?”

Yes, there’s a disabled person friendly toilet on each door and a lift connecting them.