The 2008/9 charges for each four‑hour session are: ‑

Main Meeting Hall	£29.00
Elgar Room	£21.00
Kitchen	£ 5.00
Philcott Room	£14.00

Quakers in Canterbury welcome the opportunity of providing accommodation for other groups at the Meeting House subject to the following conditions. We give priority to religious, philanthropic and cultural organisations.

The Warden, or anyone acting on her behalf, may decline a request for a letting or refer the matter to Canterbury Preparative Meeting before accepting a booking.

Please do not telephone the Warden outside the hours of 9 am and 8 pm.

CONDITIONS OF LETTING

1. The rooms in the Meeting House must be booked in sessions of four hours

commencing respectively at 9 am, 2pm, 6 pm. The meeting should end promptly to allow for clearing up, and the Meeting House should be vacated by the end of each four-hour period. The Meeting House closes at 10pm.

2. Charges are made on the basis of a four‑hour session. We do not enter into pro‑rata arrangements.

(The scale of charges is at paragraph 19 of these conditions.).

3. The person responsible for the booking is responsible for ensuring compliance with the Meeting House fire and electrical safety rules and for taking action in case of any emergency during the booking in the Meeting House (however small) . This person should have a mobile phone as there is no land line telephone on the ground floor of the Meeting House.

4. The Meeting House fire and safety rules are set out on the notice board in the kitchen. All fire exits in the building are clearly marked. There is a first aid kit in the kitchen.

5. Hirers MUST obtain permission in advance for use of electrical equipment.

6. Quakers in Canterbury cannot accept any liability for loss or damage to any property, and no property should be left on the premises without the agreement of the Warden (for advice on Insurance see paragraph 15 of these letting conditions).

7. No alcohol may be consumed on the premises.

8. No smoking is allowed on the premises.

9. No gambling is allowed on the premises save for traditional fund‑rising raffles.

10. Rooms, especially the kitchen, must be left as clean and tidy as possible. Please do not leave food or milk in the fridge after your letting has come to an end.

We hope that users will leave the premises as they expect to find them. We try to follow environmentally sound policies in our premises, so please recycle your waste as shown by the labels on the bins.

11. There is no parking provided at the Meeting House except for the vehicle of the person/s in charge of a particular letting. This is offered for the convenience for unloading etc as parking space is very limited.

The nearest public car parks are in Best Lane, St. Radigund’s and The Causeway. There is free disabled parking in Orange St.

12. Provisional and telephone bookings can be accepted but must be confirmed in writing. We need the name and aims of your organisation before we can make any booking.

To be sure of long-term continuous bookings, dates should be booked a year at a time; failure to do this may result in loss of the dates required. Provisional or telephone bookings will be held for 48 hours. A hirer’s written confirmation will be deemed to imply acceptance of these conditions and charges for bookings.

13. Hirers must pre book and pay for the kitchen if they are going to use it, otherwise permission must be obtained from the Warden

14. Bookings are not available at weekends, Bank Holidays or in the month of August.

15. Rooms booked for twelve months should be paid for in advance in three instalments for the following months in September, January, and April.

Rent for casual or short-term bookings must be paid for at the time of the booking. Cheques must carry clear indication of the name of the organisation making the booking, or the name and address of the person or organisation making the booking should be written on the reverse. Cheques should be crossed and made payable to: “The Society of Friends, Canterbury P.M.”

16. Three months notice should be given of cancellation of long-term bookings. If such notice is not given, charges may be levied at the full rate. In the event of a booking having to be cancelled by the Preparative Meeting or by the Warden, due to unforeseen or unavoidable circumstances, any liability will be limited to the refund of the charges for the cancelled booking. Every effort will be made to give the user adequate notice of such cancellations and to offer alternative accommodation within the premises if possible.

The Warden or the Clerk of Canterbury Preparative Meeting is entitled to cancel outstanding bookings if there are problems over payment of charges, or serious or persistent breaches of the conditions of Letting. Under such circumstances cancellation charges will be levied, but may be refunded insofar as they are recoverable from alternative bookings.

17. Users are requested to show care and consideration at all times for the convenience and comfort of others using the premises at the same time, and who may be holding a quiet meeting in another room.

18. Whilst the owners of the Friends Meeting House have insurance cover for their own property and legal liabilities, it is not possible to arrange cover for the property or legal liability of other groups using the premises.

Groups need to arrange the following cover at their own discretion as appropriate to their needs: ‑

a. Public Liability ‑ Legal Liability in respect of

1. Accidental damage caused to third party property,

2. Accidental injuries caused to third parties.

b. Employers’ Liability in respect of their employees, if any.

c. Property insurance.

19. The 2008/9 charges for each four‑hour session are: ‑

Main Meeting Hall	£29.00
Elgar Room	£21.00
Kitchen	£ 5.00
Philcott Room	£14.00

These charges will be reviewed in March each year in order that there may be three months’ notice of any change.

The booking period is 1 September to 31 July in any one year. A 10% discount is available for bookings made for a full six (6) weekly period on a regular weekly basis.

The fact that a particular session may be lost in consequence of the calendar or unusual or unforeseen circumstances will not disapply the discount provided reasonable prior notification is given to the Warden.

All business connected with the bookings, including payments, should be arranged directly with the Warden.

Any queries relating to charges should be made to the Treasurer.

Please note that we will hold your booking details on our database. We will only use these records for the purposes of managing lettings at the Meeting House. We will not pass on any personal data we may hold about you to anyone without your permission.

We hope to make sure that your use of our Meeting House is pleasurable. We welcome comments, suggestions, and complaints, to help us monitor and improve our service to you. There is a box in the Hall on the table, with some comment slips nearby for your use. We may also undertake satisfaction surveys from time to time by mail or telephone and we would be pleased if you would help us by responding if we do contact you.