RISC reserves the right to refuse entry, and to be the sole provider of alcoholic drinks and food served on the premises, unless by prior arrangement.

Private functions will not be considered confirmed unless paid in full at least 14 days before the event. We welcome comments on the facilities at RISC.

2012 Room Hire Catering Form 2012cateringform.pdf (163.83kb) 2012 Room Hire Catering Form - Download this and fill it out, email seperately when making a booking.

1) Organisation:

2) Telephone:

3) Contact Name:

4) Email:

5) Address:

6) Post Code:

7) RISC is required to monitor the types of organisation which use our facilities. Please indicate which of the following best describes your organisation (you make check more than one).:
voluntary
community
statutory
commercial
political party
religious group
women
disabled
unemployed/low income
ethnic minority
gay/lesbian
young people
local
national
human rights
envronment
Other:

8) Is the booking for:
a one off event a regular meeting

9) Give details for regular meetings (eg first Friday of the month):

10) When is booking for?:
Date   

Time (including setting up and tidying up)
From   To   

11) Preferred Room(s):
Conference Hall
Room 1
Room 2
Room 3
Kitchen
Global Café

12) Number of People:

13) Brief outline of your event (audience, theme etc):

14) Tea and Coffee (£1 per person, per morning / afternoon):
yes no

15) Equipment (subject to availability - please refer to list of charges):
Tea Urn (7 Litre)
Tea Urn (27 Litre)
Amp
TV/Video (Small)
TV/Video (Large)
Extension Lead
Flipchart Pad
OHP
Video Projector
Slide Projector
Digital Projector
Laptop

16) Extras:
Car Parking for Wheelchair Users
Global Cafe to provide catering and/or a bar for weddings
birthdays and events (please fill in separate form)

17) Do you require use of an induction loop?:
no yes

TERMS & CONDITIONS OF HIRE

These conditions apply to any organisation or individual wishing to hire any part of RISC.

• A booking form must be filled in for each event. In the case of regular bookings where details are identical for each date (eg The fourth Thursday of every month) one booking form will be adequate for the whole year
• A booking will not be considered confirmed until a completed booking form is received.
• The person signing the booking form should be at least 18 years of age. This person is liable for the booking. If the person is signing on behalf of an organisation then the organisation is jointly liable for the booking.
• There should always be at least one person over the age of 18 present throughout the hire period.
• RISC is available for hire between 8am and 11pm Monday to Thursday, between 8am and 2am Friday and Saturday, and 9am to 11pm Sunday. Any variation on these times is at the discretion of the Facilities Co-ordinator in accordance with our Public Entertainments Licence.
• There is a minimum booking period of 2 hours.

Charges

• The hirer agrees to pay RISC all charges as quoted by the Facilities Co-ordinator at the time of booking. Payment can be made by cash or by cheque with a valid cheque guarantee card. (Please make cheques payable to ‘WEB RISC’.)
• Full payment for room hire must be received no later than 14 days before the event, unless the hirer is an organisation which has previously arranged an account with us. In the event of payment not being made before this date, RISC reserves the right to cancel the booking. Any booking made within the 14 day period must be accompanied by full payment of the hire charge. A booking is considered confirmed once the booking form has been received.
• For account customers, our terms are strictly 30 days from the date of the invoice unless otherwise stated on the invoice. Failure to keep to these terms may result in the account being stopped and future bookings may be jeopardised.
  
   

Cancellation

• Cancellation fees are charged if the event is cancelled without adequate notice. The hirer must give notice of cancellation in person to the Facilities Co-ordinator, or in writing.
• The following cancellation charges apply:
  • cancellation up to 28 days prior to the booking: no charge
  • cancellation between 28 and 14 days before the event :12.5% of the room hire charge.
  • cancellation between 14 and 7 days before the event : 25% of the room hire charge.
  • cancellation with less than 7 days notice : 50% of the room hire charge.

Availability

• At all times during the hire period, the buiding, grounds and equipment remain under the full control of RISC and its representatives. Any instructions given by our representatives must be complied with
• The hirer is not entitled to use or enter the premises at any other time other than the specified hire period unless by prior arrangement with the Facilities Co-ordinator
• The hirer must allow for setting up and packing up time in their booking request. If the event overruns the hirer will be charged for the excess.
• The hirer is not entitled to store any equipment or other items on the premises outside of the hire period unless by prior arrangement with the Facilities Co-ordinator. RISC bears no responsibility for items kept on the premises before, during and after the hire period
• RISC reserves the right to cancel any booking if it needs to use the venue for its own purposes. RISC will give the hirer a minimum of 28 days notice if this is necessary and will attempt to relocate the event to an appropriate venue on your behalf. Any payments received will be reimbursed.
• It is our policy not to accept bookings for birthday parties where the person is 21 years of age or below

Health and Safety

Please ensure that you have read the fire notices in the function room and that you are aware of emergency procedures

The hirer is responsible for keeping a register of the number, and where possible the names of people attending their event which can be used in the event of an emergency or fire drill

All fire exits/ doors are to be left unobstructed and emergency lights should remain uncovered

The hirer should ensure the capacity for the function rooms is not exceded. The Facilities Coordinator will advise on this at the time of booking 

Insurance

• Hirers are expected to have their own Public Liability Insurance and may be asked to produce evidence of this insurance prior to the event.
• The hirer will reimburse RISC for any loss or damage caused to the building or property belonging to RISC as a result of the hiring. 

Security

• For public events where tickets are being sold prior to or during the event trained security will be required at extra cost to the hirer. Security staff are provided by RISC and are fully S.I.A. registered in line with new legislation. For some private events RISC may also insist that security staff are employed at extra cost to the hirer. Security staff are paid in cash on the night by the hirer.
• For your safety CCTV cameras are located inside the building and around the outside of the premises and are recording images 24 hours a day.

Alcohol

• As holders of the alcohol licence RISC reserves the right to be the sole provider of any alcohol consumed on the premises, including its grounds. Staff will confiscate any other alcohol brought on to the premises.
• RISC will provide a bar for your event if it is deemed necessary. A deposit of £50 is required for this service, to be paid at the time of booking. Please make this cheque payable to ‘Global Cafe’. This cheque will be kept on file until the event has taken place. If bar takings exceed £300.00 or more then the cheque will be returned to you or destroyed. If it takes under £300.00 then the cheque will be cashed to cover staff and setting up costs.
• On Sunday to Thursday last orders are called at 10.50pm, time is at 11pm and then there is 20 minutes drinking up time. On Friday and Saturday nights last orders at the bar are called at 0.50am, time is called at 1am and then guests have 20 minutes drinking up time. This is in line with our alcohol license.
• At both public and private events anyone who staff believe to be under 18 will be asked for I.D. before being served.

Drugs

• For both public and private events we have a responsibility as holders of a public entertainments license and alcohol license to ensure that no drugs are used or sold on our premises so please be aware that staff take these responsibilities seriously and will act accordingly. Door staff are trained in drugs awareness and may carry out searches if deemed necessary.

Parking

• For weekday daytime: from 8am to 6pm there is no parking available. RISC has a small car park which is only available to staff and tenants during this time. Please do not park in our neighbours' car parks (numbered spaces and lower level car parks) as you will be clamped. There are some 1 hour parking spaces on London Street and South Street. The nearest public car parks are at Queens Road or The Oracle.
• There is no parking from 6:30am to 6:00pm, weekdays.  The numbered spaces do not belong to RISC and are monitored carefully by a clamping agency.   Users can park in these spaces after the above hours, however.  Do not park in any of the lower level car parks.
• Spaces can be reserved in advance in our car park for the registered disabled.

 

Publicity
RISC does not accept responsibility for fines incurred by flyposting. Any fines received at RISC will be redirected to the hirers responsible whose contact details will be forwarded to the relevant authorities.

Noise
Please bear in mind that there are flats and a hotel in neighbouring buildings and keep noise to a
minimum when entering and leaving the premises, especially late at night.

Equal opportunities
Equal opportunities policy and practice is central to RISC's work and as such it seeks to provide services, employment, management and decision making processes that are accessible to everyone. Members of the Board of Trustees, members of staff (paid and unpaid), volunteers, member organisations and individuals and groups using RISC services and facilities are all included in this equal opportunities policy and its implementation. RISC seeks to ensure that no one is discriminated against on the grounds of age, class, employment status, HIV status, physical or mental disability, political or religious belief, race, colour, nationality, ethnic or national origins, sex, marital status, parental or caring responsibilities, sexuality, and unrelated criminal conviction.  Nor is anyone to be disadvantaged by conditions or requirements which cannot be shown to be justifiable.

Where discrimination does occur RISC's Board of Trustees, staff, volunteers and user groups commit themselves to taking positive action against discrimination

The following behaviour is not allowed in this community centre:
Attacks on individuals or groups on the grounds of their race, colour, sex, disability, sexuality etc

• discriminatory name calling, insulting remarks, jokes or threats
• writing such remarks on walls and other places
• encouraging other people to harass or discriminate against other individuals or groups
• provocative behaviour such as wearing racist or fascist insignia
• bringing on to the premises materials such as leaflets and magazines which in any way support racist, sexist, homophobic or disability discrimination.

We welcome your comments and suggestions about the facilities and services we provide. Please address any comments to the Facilities Co-ordinator at RISC.

 

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© RISC 2009   |   35-39 London Street, Reading, UK, RG1 4PS   |   (0118) 9586 692   |   www.risc.org.uk

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