Terms and Conditions Room Hire 2017-12-11T17:15:38+00:00

Download Terms and Conditions for Room Hire

Please note that the ETNA Community Centre operates a NO SMOKING and NO NAKED FLAME policy.

The individual or organisation named on the Room Hire Booking Form (“you” / “the hirer”) shall be responsible for ensuring that these conditions are met in ALL respects. If you are not present at the event, you must ensure that a named representative reads and understands these Terms and Conditions.

Deposit and Payment of Fees

All charges for hall and room hire need to be paid in full at the time of booking if it is in less than one month before the event date. Or one month before the booking date by BACS, cheque or cash. We will send you an invoice with details of how to pay.

For regular booking’s we require payment at the beginning of each calendar month and will invoice you accordingly.

Keys

You will need to collect a set of keys for the Centre from the office the week before your booking. Keys must be posted back through the secure letter box.

Cancellations

  • Regular Sessions
    • Please give us 48 hours notice if you require to cancel one of your sessions, in writing to info@etnacentre.org
  • One Off bookings

Damages

You will be held personally responsible for any damage caused to the premises and the costs for any such repairs will be charged in full to the hirer in question.

Session Periods

The Centre closes at 2230. Tidying and cleaning up is to be completed by this time.

Hirers (regular or occasional) must not arrive before their booked time, they must leave by the end of the booked period and only use the room that has been allocated.

Permitted Use

ETNA is typically used for receptions, parties, fitness groups, dance classes, social and sports clubs, counselling and meditation, self-help groups and children’s parties and other functions.

You must ensure that the premises are used only for the purposes stated on your booking form.

You are responsible for your clients during your period of hire and must take proper and reasonable steps to ensure that:

  • only those invited to attend gain access to the premises and its facilities and that there is no intrusion or hindrance to any other Centre user;
  • all users leave the Centre following the event;
  • all users leave the premises in the same condition as they were found;
  • all users take reasonable steps to limit noise when arriving and departing from the Centre so as not to cause nuisance or inconvenience to residents in neighbouring properties and other users of the centre.

PLEASE DO NOT AT ANY TIME PUT THE DOOR ON THE LATCH This poses a breach of our insurance and a safety/security hazard to the building and other centre users. All members of your group or organisation must be greeted at the door to reduce any risk to the other Centre users.

Cleaning / Refuse

Please ensure that the premises are left clean and tidy and that all rubbish is removed from the site.

All furniture must be returned to its original place. You must remove your rubbish from the premises.

Alcohol

The premises are not licensed for the sale of alcohol, but event licences can be obtained. You are responsible for making sure that any event licences for the sale of alcohol are obtained and that proof of such licence is provided to ETNA at least 7 days prior to the event taking place. There is no restriction on serving alcohol responsibly at a private function.

Wi-Fi

Free Wi-Fi is available at ETNA’s discretion. ETNA does not accept any liability for illegal downloads or misuse.

Parking

Parking is available at the rear of the centre, please note this is on a first come first served basis. Only blue badge disabled drivers may park on the front driveway. Please park considerately.

Music

You will need to organise a copyright licence for the use of music at private bookings.

http://www.ppluk.com/I-Play-Music/Businesses/Why-do-I-need-a-licence/
http://www.ppluk.com/I-Play-Music/Businesses/Apply-for-licence-business/

The hall is not licensed for public performances of music and dancing, so tickets for music and dance cannot be sold at the door. You must ensure that all appropriate licences are obtained for any public performance of music or other media.

Please ensure that no music is played on the premises after 2230. You must also ensure that noise levels during an event are kept within accepted levels as set out by the Environmental Health Authority.

Privacy Policy

At ETNA we are committed to protecting and respecting your privacy

This policy explains when and why we collect personal information about people who visit our website, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

Who Are We?

ETNA (East Twickenham Neighbourhood Association) is a registered charity (no. 290922) our registered address is 13 Rosslyn Road, TW1 2AR.

We may change this Policy from time to time so please check this page occasionally to ensure that you’re happy with any changes. By using our website, you’re agreeing to be bound by this Policy.

Any questions regarding this Policy and our privacy practices should be sent by email to info@etnacentre.org or by writing to ETNA Community Centre, 13 Rosslyn Road, Twickenham, TW1 2AR.

How do we collect information from you?

We obtain information about you when you use our website or place a booking with us by e mail or if you register to receive one of our newsletters.

What type of information is collected from you?

The personal information we collect might include your name, address, email address, IP address, and information regarding what pages are accessed and when.

How is your information used?

We may use your information to:

  • process invoices for your bookings;
  • to carry out our obligations arising from any contracts entered by you and us;
  • seek your views or comments on the services we provide;
  • notify you of changes to our services;
  • send you communications which you have requested and that may be of interest
  • to process donations where relevant

We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations (for example the collection of Gift Aid). We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.

Who has access to your information?

We will not sell or rent your information to third parties.

We will not share your information with third parties for marketing purposes.

Your choices

You have a choice about whether or not you wish to receive information from us. If you do not want to receive direct marketing communications from us about ETNA, then you can select your choices by ticking the relevant boxes situated on the form on which we collect your information.

We will not contact you for marketing purposes by email, phone or text message unless you have given your prior consent. You can change your marketing preferences at any time by contacting us by email info@etnacentre.org

How you can access and update your information

The accuracy of your information is important to us. We’re working on ways to make it easier for you to review and correct the information that we hold about you. In the meantime, if you change email address, or any of the other information we hold is inaccurate or out of date, please email us at info@etnacentre.org

Security precautions in place to protect the loss, misuse or alteration of your information

When you give us personal information, we take steps to ensure that it’s treated securely.

Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems. Where we have given (or where you have chosen) a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone. Your details given to us for invoicing purposes are password protected and not shared with any third parties.

Use of ‘cookies’

Like many other websites, ETNA uses cookies. ‘Cookies’ are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. They collect statistical data about your browsing actions and patterns and do not identify you as an individual. For example, we use cookies to store your country preference. This helps us to improve our website and deliver a better more personalised service.

It is possible to switch off cookies by setting your browser preferences. For more information on how to switch off cookies on your computer, visit our full cookies policy. Turning cookies of may result in a loss of functionality when using our website.

Links to other websites

Our website may contain links to other websites run by other organisations. This privacy policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.

In addition, if you linked to our website from a third-party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third-party site and recommend that you check the policy of that third-party site.

Review of this Policy

We keep this Policy under regular review. This Policy was last updated in November 2017.

Who has access to your information?

We will not sell or rent your information to third parties.

We will not share your information with third parties for marketing purposes.

ETNA COMMUNITY CENTRE

WILL NOT be responsible for any loss or damage to any personal property of the hirer or users of the premises.

RESERVES THE RIGHT to refuse or cancel a booking without giving a reason, but especially where they consider that the use may cause damage or nuisance to others, or that there may be an activity incongruous with our primary function as a Community Centre.

RESERVES THE RIGHT to cancel a confirmed booking in exceptional circumstances. Should these arise, as much notice as possible will be given, it is ETNA’s liability to the return the booking fee.

FIRE REGULATIONS

The Fire Assembly Point is on the corner of Riverdale and Rosslyn Road. Please meet on the pavement outside the property.

Each room has a fire evacuation plan, please ensure your groups / clients are aware of the exit routes.

All users must ensure that the fire apparatus on the premises is not interfered with in any way.

You must ensure that NO emergency exits are LOCKED, OBSTRUCTED, OR LEFT OPEN.

You must ensure that all persons using the premises are fully aware of the FIRE PROCEDURES and FIRE EXITS (see Fire Safety Instructions).

First aid box location – Ground Floor Kitchen and First Floor Kitchen.

Accident book – Ground Floor Kitchen and First Floor Kitchen.

Please remove any rubbish from the Centre that will not fit in the waste bins to prevent hazards.