Terms & Conditions

Sandwick Youth & Community Centre Terms and Conditions: Room Hire

Sandwick Youth & Community Centre is a registered Scottish Charity (No. SC014370) and is governed by a voluntary committee under a Deed of Trust.  The aim of the SYCC is to provide accessible facilities for all ages, allowing people to access physical activity and meet others in the community. 

1. Definitions

These Terms & Conditions will form part of the Contract, together with any other terms stated in the booking form. We would like to draw your attention specifically to Clause 4 of these terms relating to cancellation by the Client.

2. Charges and payments

• Charge rates are detailed on our Facebook page and will be confirmed when using our online booking system, or by the Bookings Secretary.
• Payment is due within 14 days following the date of invoice.
• Cheques should be made payable to ‘Sandwick Youth & Community Centre. Payment by BACS is also acceptable, please include the invoice number on the back of the cheque and in the BACS payment. Cash payments can be accepted and a receipt will be provided.
• Please note we do not charge VAT.
  

3. Confirmation by the Client

• All bookings are provisional until the booking form is signed, and confirmation is returned by the Centre. Once the booking is confirmed all such facilities and services reserved on your behalf will be subject to the terms and conditions stated here.
• Numbers must be identified on the booking form. Final timings and any special requests must be confirmed to the Centre several days prior to arrival. The balance of the charge and additional costs incurred at the event will be invoiced after the event and payable strictly within 14 days.

4. Cancellation

• We understand that cancellation may happen due to unforeseen circumstances. On these occasions no cancellation fee will be charged. If multiple cancellations are made by a regular booker at short notice a cancellation fee of 50% may be imposed.
• If a one-off event is cancelled is within 3 days of the event, we may charge 50% of the agreed cost of the contracted room hires.
• In the event of cancellation due to poor weather conditions, and the Centre is open. The above cancellation fees may still apply.

5. Amendments or Cancellation by the Venue

• Should the Hirer make significant changes to the programme or the expected number of guests, this may result in amendments in the applicable rates and/or facilities offered by the Centre.
• Should a conflict of interest arise, we reserved the right to cancel the booking.

6. Liability

• The Hirer will have sole responsibility for the administration and organisation of their event.
• The Hirer is advised to obtain insurance against all losses or liabilities. Any loss of revenue, caused by damage by the Hirer, which prevents facilities and services being used will be charged accordingly.
• The Hirer will be responsible for insurance of any equipment brought into the Centre.
• The Hire of the Centre is not transferable by the Hirer without written consent from the Bookings Secretary.
• The Hirer will not allow any gambling at the event unless specifically previously authorised by the SYCC committee, and except in accordance with the Betting, Gaming and Lotteries legislation.
• The Hirer will not do anything that could prejudice any entertainment licence having effect with respect to the centre.
• Keyholders are responsible for the security of the keys in their care. The Main Door must never be left unlocked when the building is empty.
• Hirers are responsible for ensuring the facilities used are left clean and equipment is cleared down at the end of their hire. If using the refreshment facilities, all work surfaces and sinks must be cleaned, and all crockery, cutlery and kitchenware used must be washed dried and put away.
• The Hirer will comply with all current Covid-19 guidance applying to their event and any safety measures put in place by the centre.
• Where the Hirer is working with vulnerable adults or children within the Centre will request confirmation that the Hirer has the required policies in place and the relevant disclosure checks completed.

7. Health & Safety

• Hirers must adhere to Fire Safety Regulations within the centre. Fire Exits must be always kept accessible.
• The use of candles is not permitted.
• The centre operates a no smoking policy. This includes the use of e cigarettes/vapes.
• The Hirer will comply with all current Covid-19 guidance applying to their event and any safety measures put in place by the centre.
  

Force Majeure

If the relevant event cannot be held because of the inability of SYCC to make the Centre available due to any cause beyond its control, SYCC will make a full refund to the Hirer of all monies paid but will not be liable for any loss whether direct or indirect suffered by the Hirer as a result of the cancellation of the event.

We may take the opportunity to update our terms and conditions from time to time.  It is the customer’s responsibility to check any updates. Updated terms and conditions can be obtained through the Centre office.