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Booking Conditions

Criteria for Acceptance of Room Bookings

All requests for room bookings should be made to the centre management team from organisations or individuals who are non-profit making i.e. NHS, registered charities, etc and have a health emphasis or link.  Typical uses are health awareness events, launching of health improvement literature or services, health related conferences and training, support groups, counselling, carer groups, physical exercise and assessment.

Cost

There are no charges for the use of accommodation within the centre.  Greater Glasgow and Clyde NHS Board meets all the costs.  Complimentary tea and coffee are provided although catering, if requested, is chargeable.

Allocation of Rooms

Accommodation is allocated on a "first come first served" basis.  Centre staff will determine from the type of event and numbers attending which rooms to make available.  Depending on the type of event it may be possible to allocate several rooms for one event.  Rooms may also be "block booked" for events/groups lasting over several weeks or months.

Period of Notice for Room Bookings

Requests for booking may be made no more than eleven months in advance and normally no less than one week prior to the date required although centre staff will make every effort to accommodate late bookings wherever possible.

Booking Procedures

Bookings will only be considered confirmed when a signed confirmation has been returned to the centre.  Please note that rooms cannot be held in reserves although a booked date, which later proves unsuitable, may be cancelled.

Catering

If required, catering may be requested for bookings.  Menus, costs and handling fees (if applicable) will be provided on request.  Catering requests may be added to existing bookings at any time but not less than seven days prior to the booked date.  Only the Board's caterers may be used to provide bulk catering although individuals may consume their own food within the cafe area.

Payment of Catering Costs

Invoices for catering charges will be issued to the person who placed the booking following the event.  Please note, invoices cannot be issued to any other person or organisation.  Cash payment to centre staff for lunches cannot be accepted.

Amendment to Booking Details

Booking details can be amended by contacting the centre and quoting the booking reference number not less than seven days prior to the booked date.  Where changes are significant i.e. addition of catering, a revised booking form will be issued for signature and return.

Cancellation of Bookings

All cancellations must be made in writing, quoting the booking reference number as soon as possible, and where catering has been requested, not less than 72 hours prior to the event taking place.  Where catering has been requested for a booking and less than 72 hours cancellation notice is provided, a charge will be made.  Should cancellation be required, maximum notice possible should be supplied in order that facilities can be reallocated.

Exceptional Circumstances

Centre staff will make every effort to inform a booking contact if it is not possible to provide accommodation or equipment due to exceptional circumstances e.g. building system failure, equipment breakdown etc. and offer to provide an alternative date as close to the original booked date as possible.  Greater Glasgow and Clyde NHS Board cannot be held responsible for any costs incurred in these circumstances.

Health and Safety

All users should make themselves familiar with the emergency evacuation procedures made available on arrival.  All visitors must register at reception at each visit to the centre to comply with emergency procedures.  Centre staff reserves the right to refuse admission to anyone using threatening or violent behaviour.  The use of naked flames e.g. aromatherapy sessions, is strictly prohibited.

Damage Costs

Please note that the person named on the booking form will be responsible for any equipment damages or vandalism.

Data Protection

Personal details and details relating to the booking are held on computer for the purpose of processing bookings.  The information provided may also be used to keep you informed of news relating to the centre.  If you would prefer not to receive such information, please advise us and we will remove you from our mailing list.  Personal details are never disclosed to any other individuals or organisations.

Car Park

Car parking within the centre car park cannot be reserved nor availability of spaces be guaranteed.  There are two designated disabled spaces.

Lost Property

Items found within the centre will be recorded by staff and and a signature will be required for collection of items.  Items that are not claimed within one month will be disposed.

Disclaimer

Greater Glasgow and Clyde NHS Board does not accept responsibility for loss or damage to personal property.  This disclaimer also applies to vehicles, bicycles, mopeds etc. and their contents within the centre car park.

Sale of Goods/Promotion of Goods or Services

The sale of goods and/or promotion of goods or services within the centre are strictly prohibited.  Requests for bookings with commercial sponsorship should be discussed with a member of the centre management team before making a booking.

Alcohol and Drugs Policy

Greater Glasgow and Clyde NHS Board operate policies relating to alcohol and drugs.  Alcohol and drugs may not be brought into the centre and staff reserve the right to refuse admission to visitors who appear to be under the influence of alcohol or drugs.

Smoking

Smoking is not permitted in the centre or car park.  Anyone wishing to smoke must use the pavement area out with the car park.