Booking Terms
Room Hire Terms & Conditions
These terms apply to all one-off and regular room bookings at The Rutland Hub. By making a booking, the person or organisation making the booking agrees to these terms.
1. Bookings and responsibility
The person making the booking must be aged 18 or over and is responsible for the booking, the activities taking place and the conduct of everyone attending.
The person making the booking must ensure that the room is suitable for the intended activity and that all relevant information about the booking has been provided to The Rutland Hub.
Room capacities must not be exceeded, fire exits and access routes must remain clear, and instructions given by The Rutland Hub team relating to safety or use of the building must be followed.
2. Booking times
Your booking period includes all time required for setting up and clearing away.
Access to the booked room is available from the start time of the booking. Hirers should report to The Rutland Hub on arrival, where a member of the team will provide access to the relevant room.
Rooms must be vacated by the end of the booked period. Where a booking overruns, additional time may be charged at the standard room hire rate.
3. Payment and deposits
Payment may be made in advance or on the day of the booking, unless otherwise agreed.
A deposit is required for all-day bookings. The amount of the deposit will be confirmed at the time of booking.
Any additional charges arising from the booking, including additional hire time, excessive cleaning, damage or additional services, may be invoiced following the booking.
4. Cancellations
Bookings may be cancelled without charge provided at least 48 hours' notice is given.
Where less than 48 hours' notice is given, the full booking charge remains payable.
If The Rutland Hub has to cancel a booking, any amount already paid will be refunded in full, unless an alternative date is agreed with the hirer.
The Rutland Hub will not be responsible for consequential losses or costs incurred by the hirer as a result of a cancellation.
5. Christian use of the premises
The Rutland Hub operates within premises connected with Oakham Baptist Church and is subject to restrictions concerning religious use.
The premises may not be used for worship, religious observance, teaching, ceremonies or practices associated with a faith other than Christianity.
Bookings from Christian churches, organisations and groups are welcome, alongside secular, charitable, community, commercial and political activities which comply with these terms.
If you are unsure whether the proposed purpose or activities of your group are permitted, please discuss this with The Rutland Hub before making a booking.
The Rutland Hub reserves the right to refuse or cancel a booking where the proposed or actual use of the premises breaches these requirements. Where a hirer has failed to disclose the nature of an activity or uses the premises for prohibited religious activity, the booking may be ended without refund.
6. Catering and food
Catering can be provided by The Rutland Hub and can be arranged as part of your booking.
External caterers may only be used where this has been agreed with The Rutland Hub in advance.
This does not prevent hirers from bringing ordinary personal food items such as birthday cakes, biscuits, snacks or packed lunches.
Any food arrangements which are unusual or involve preparation, serving equipment or an external catering provider should be discussed with The Rutland Hub before the booking.
7. Alcohol, smoking and vaping
Alcohol is not permitted on the premises.
Smoking and vaping are not permitted anywhere on The Rutland Hub site.
8. AV and equipment
Use of the AV equipment provided within the booked room is included in the room hire price where applicable.
Hirers may operate the equipment themselves. Training can be provided by The Rutland Hub by prior arrangement.
An AV operator may also be provided for an additional fee, subject to availability.
While reasonable efforts are made to ensure AV equipment, Wi-Fi and other facilities are operational, The Rutland Hub cannot guarantee compatibility with every device or uninterrupted availability of equipment or services. Hirers should discuss any essential technical requirements with the Hub in advance.
9. Cleaning
Normal cleaning following a booking is included within the room hire charge.
Rooms should be left in a reasonable condition. Where excessive or additional cleaning is required as a result of a booking, the hirer will be responsible for the additional cleaning cost charged to The Rutland Hub by its cleaning provider.
10. Damage
Hirers are responsible for damage caused to the building, furniture, fixtures, equipment or other property by themselves or those attending their booking.
The Rutland Hub reserves the right to charge the hirer the reasonable cost of repairing or, where necessary, replacing damaged items.
Any damage or breakages should be reported to the Hub team as soon as possible.
11. Decorations and room alterations
Any decorations, displays, signage or alterations to the normal room setup must be agreed with The Rutland Hub in advance.
Nothing may be attached to walls, ceilings, doors, windows, furniture or other surfaces without prior permission. Candles, naked flames, confetti, glitter or similar items must not be used unless specifically agreed in advance.
Any approved decorations must be removed within the booked hire period and the room left in its original condition. The hirer will be responsible for the reasonable cost of repairing any damage caused by decorations or their installation or removal.
12. Safeguarding
Organisations and individuals hiring rooms are responsible for their own safeguarding arrangements and for ensuring that they comply with all safeguarding requirements applicable to their activities.
Where children or vulnerable adults are participating in an activity run by an external organisation or hirer, responsibility for their supervision, safeguarding procedures and any required DBS checks remains with that organisation or hirer.
Room hire does not transfer responsibility for safeguarding an external group's activities to The Rutland Hub or Oakham Baptist Church.
13. Insurance
Hirers are responsible for ensuring that they have appropriate insurance for their activities where applicable, including public liability insurance where appropriate.
The Rutland Hub may request evidence of appropriate insurance where the nature of an activity makes this necessary.
14. Accessibility
Different rooms and areas of The Rutland Hub have different accessibility arrangements.
We encourage hirers to discuss accessibility requirements with the Hub team when booking so that we can advise on the suitability of the room and the available access arrangements.
15. Animals
Assistance dogs are always welcome.
Other animals or pets may only be brought onto the premises with prior agreement from The Rutland Hub.
16. Parking
Parking is not included as part of a room booking and no parking space is guaranteed by the booking.
Hirers are responsible for making their own parking arrangements and for communicating these arrangements to their attendees.
17. Personal property
Personal belongings and equipment brought onto the premises remain the responsibility of the hirer and their attendees.
The Rutland Hub cannot accept responsibility for loss, theft or damage to personal property except where liability cannot legally be excluded.
18. CCTV
CCTV operates on the premises for security, safety and crime prevention purposes. Further information about the use of CCTV and personal information is available from The Rutland Hub.
19. Conduct and safety
Hirers must use the premises responsibly and must not carry out illegal, dangerous or unauthorised activities.
Fire exits, corridors and access routes must not be obstructed. Hirers and their attendees must follow reasonable instructions given by members of the Hub team, particularly in relation to safety, evacuation and use of the building.
The Rutland Hub reserves the right to end a booking where activities create a significant safety risk, cause serious disruption, breach these terms or involve unlawful activity.
20. Circumstances outside our control
The Rutland Hub will not be responsible for failure to provide a room or facility where this is caused by circumstances outside its reasonable control, such as serious weather conditions, utility failure, emergency closure or other unforeseen events.
Where such circumstances require The Rutland Hub to cancel a booking, the cancellation provisions above will apply.
21. Agreement to these terms
These terms apply to both one-off and regular bookings unless alternative terms have been specifically agreed in writing.
By confirming a booking, the hirer confirms that they have read and accepted these Room Hire Terms & Conditions.
The Rutland Hub
Operated by The Rutland Hub Limited