Room hire - T&Cs

MPES – Room Hire and Bookings

Last revised: April 2022

Once you have completed and returned your booking form (by post or online), you are confirming that you have read and accepted the Terms and Conditions stated here:

A. MPES - Core Terms Applicable To Use of The Building, Equipment and Facilities

• In order to book use of our facilities, it is necessary to complete a booking form and agree to the terms and conditions.
• All activities taking place should respect the local community as well as MPES staff and students.
• All bookings should be confirmed with the office manager before they are made to ensure suitable availability.
• Applications should be submitted as soon as possible, no later than 28 days before the booking is due to take place. Late applications will be considered at the discretion of the management team.
• Rooms can be reserved more than 3 months in advance of the date of event. If we then receive another enquiry for the same space, we will seek confirmation of the first reservation within 24 hours. If confirmation is not received within 72 hours, the room will be booked to the next client.
• Rooms are only to be used for the activity outlined on the booking form.
• MPES is registered for VAT, and this will be charged where appropriate.
• No booking can be sub-let or transferred to another organisation or individual.
• Alcohol cannot be consumed on the premises.
• For daytime bookings, the room will be available from 8:30 AM to 5:00 PM. If the room is required for longer than these times, this must be arranged in advance at the discretion of the management team.
• For evening bookings, the room will be available from 5:15 PM to 9:00 PM. If the room is required for longer than these times, this must be arranged in advance at the discretion of the management team.
• MPES will arrange for an external company to cater for any booking for an additional fee if required.
• An early opening charge of £25 will be applied to any booking. If an early opening is required, the room will be made available at 8:00 AM, subject to management approval.
• If a time slot overruns, a charge of £25 for every 15 minutes will be applied to the booking.
• There is no parking provided by MPES. Local car parks and public transport routes are available.
• The MPES management team must be informed of any equipment or furnishing damage prior to use of the room. Damage caused during the booking may incur additional charges equal to the damage caused.
• The organiser is responsible for arranging any licences or permissions necessary for their event or activity.
• The number of attendees must not exceed the maximum declared on the booking form. This limit complies with the requirements of the Fire Officer and Health and Safety regulations.
• Fire procedures are posted around the MPES building. Users should familiarise themselves with emergency exits, fire assembly points, and evacuation procedures.
• The fire assembly point is Barclays car park. You are responsible for evacuating your group if the fire alarm sounds. The Manager on duty will call the Fire Brigade.
• All materials and equipment brought to the premises must be removed at the conclusion of the booking. MPES does not accept responsibility for materials or equipment left on the premises.
• First aid materials are available on all floors. Contact a member of the MPES team in case of emergency, and record details in the MPES accident book.
• A record of all attendees must be kept by the organiser.
• All children must be accompanied by a responsible adult.

B. MPES - Core Terms Applicable To Use of IT Systems

• Your details will be kept on the computer system, and your usage will be logged for security purposes.
• Users must log in using the MPES visitor username and password.
• Bulk emailing and any other antisocial or illegal internet activity is prohibited.
• Additional software or hardware must be approved before use, with at least 7 days' notice.
• Use of the projector and a tutor PC is included in the booking cost. Additional computer usage will incur extra charges and must be agreed at the time of booking.

C. MPES - Payment and Cancellation Policy

• MPES may require a deposit if deemed necessary. This deposit may be returned upon cancellation at the management team's discretion.
• If an event is postponed and rebooked for a later date, the Bookings Manager will decide whether the cancellation fee applies.
• Cancellation fees:
  • Within 7 days of the booking date: 100% of the fee will be charged.
  • Between 7 and 30 days of the booking date: 50% of the fee will be charged.
  • Between 31 and 60 days of the booking date: 25% of the fee will be charged.
  • Over 60 days before the booking date: 10% of the fee will be charged.