CONTENTS

1. The Booking and Payment Process
2. Our Rates
3. Function Hours and Accessing the Venue
4. Cancellations, Postponements and Refunds
5. Room Capacity and Overcrowding
6. Health & Safety
7. Breakages or Damages
8. Use of the Venue & Facilities
9. Use of the Equipment
10. Use of the Grounds
11. Advertising
12. Data Protection

1. BOOKING AND PAYMENT PROCESS

Bookings

After submitting a booking request form, communications for hiring the temple meeting room are to be made through venuehire@white-eagle.org.uk

Booking is for the Temple Meeting Room ONLY, you are welcome to use the kitchen and café area, coffee machine and toilets.

Please note: You will be required to send us a copy of your Public Liability Insurance when requesting to book the Meeting Room.

Payments

Payments to be made within a week of receiving the invoice from us. In the case that the session is within a week of your booking date, you must pay on the same day that  you receive the invoice.

2. OUR RATES

Hourly booking rate

The minimum booking slot is 1 hour. 30-minute slots can also be booked, providing the minimum booking slot has been met (e.g. 1hr 30 mins). The hire fee is £30 p/h (£15 for additional 30-minute slots).

If booking multiple 1-hour sessions, there is a reduced rate of £25 per hour (£12.50 for additional 30-minute slots).

If booking 6 hours or more in one session, then there is a discounted rate of £20 per hour. 

Set up and pack away time

We offer a free grace period of 30 minutes either side of your booking for you to set up for your activity and pack away afterwards. If more time is needed there will be an additional charge at the aforementioned half hour rate. 

3. FUNCTION HOURS AND ACCESSING THE VENUE

The Meeting Room is available for hire between 9am and 8:30pm (including set up and pack away times). Please ensure you leave at the time your booking ends.

The venue will be opened 30 minutes before your session starts. Should you have any issues with accessing the Temple on your arrival, please get in touch with Mark Pauley on 07884 360 660.

4. CANCELLATIONS, POSTPONEMENTS AND REFUNDS

Cancellations

Should you need to cancel or amend the date of your booking, we require a minimum of one weeks’ notice for you to qualify for a full refund.

If for any reason we should have to cancel your booking, you will receive the option of a full refund or an alternative date.

Amending the date of your booking

Alternatively, you will be permitted to amend your booking date provided you give us a minimum of one weeks’ notice. Please note that we will only be able to transfer your booking to an alternative date if the Temple Meeting Room is available on the proposed date.

5. ROOM CAPACITY AND OVERCROWDING

The maximum capacity of the Temple Meeting room is 60 persons.

6. HEALTH AND SAFETY

Should you decide to hire, you will be provided with additional information about our Health and Safety policy.

If there is a fire, please exit the building by the nearest fire exit, the fire service will automatically be alerted, and the White Eagle Lodge will be notified. If you detect a fire, please raise the fire alarm or use the fire equipment.

A First Aid Kit can be found in the temple kitchen.

Safeguarding

Parents and carers must be with children and/or vulnerable adults at all times.

7. BREAKAGES OR DAMAGES

Should any breakages or damages occur to any property in the Temple, please report this to venuehire@white-eagle.org.uk. Alternatively, if a member of staff is present, please inform them of breakages or damage. Please also fill in the damage/breakage notebook, which can be found in the audio/visual (AV) cupboard.

We have a dustpan and brush available should you need to use it after your session.

8. USE OF THE VENUE AND FACILITIES

• New Lands Estate is a non-smoking site, please inform your guests.

• Please do not bring any meat or fish onto the premises. Vegetarian/Vegan foodstuffs are allowed.
• Dogs are not allowed in the temple complex but are welcome on the wider grounds/estate. Please keep dogs on a leash and pick up after them. Guide dogs are welcome across the estate, including the temple.
• If you need to move anything out of the meeting room (e.g. plants), please be aware of Health and Safety. Do not block corridor or fire escape routes. You will be required to return any moved items to the room when your booking ends.
• Please leave the room (and kitchen, if using) as you found it.
• No professional photography of the building without consent.
• You can open the outside doors to let air in if needed, but please make sure they are closed and locked afterwards. 
• You agree not to move or remove any images from the walls of the Temple Meeting Room.
• Please do not use any burning materials (e.g. candles and incense) or strong-smelling products.
• Please do not water the plants.
• Please do not use the main temple building for your activity. Your booking is for the Temple Meeting Room only. However, you are welcome to use the kitchen, café area and toilet facilities.
• Please do not leave children or vulnerable adults alone – they must always be accompanied.

9. USE OF THE EQUIPMENT

• Donations are welcome if using the coffee machine.
• You are welcome to top up milk, which can be found in the kitchen fridge.
• Please load the dishwasher with your used crockery and cutlery, but please do not turn it on. We will do this.
• Please do not leave any drinks near electrical equipment.
• If you require tables in the Temple Meeting Room, please specify this on the Booking Form.
• You are welcome to use the projector and/or sound system (own device to use with projector/sound system is required). Please specify on the booking form whether you will need to use the projector and/or sound system, including cable requirements.

10. USE OF THE GROUNDS

We are very fortunate to have such beautiful spaces here at New Lands, including our gardens and grounds. During your Temple Meeting Room booking, you are welcome to utilise these outdoor spaces providing there are no White Eagle Lodge activities due to occupy the same space at the same time. If you wish to use the gardens and grounds as part of your hire, please check with us at the time of booking by emailing venuehire@white-eagle.org.uk or by calling 01730 893 300.  We kindly ask that you avoid using the “Chakra Walk” for any specific spiritual activities, however participants are welcome to use it for walks.

11. ADVERTISING 

We are unable to advertise (offline or online) on behalf of non-White Eagle facilitators and their activities. If you are hiring the Temple Meeting Room, you are welcome to advertise in the Temple café area via posters/flyers during your booking session with us (e.g. on tables etc.). However, please ensure these are removed once your booking has ended.

It must be clear on your advertisements that your activity is NOT a White Eagle Lodge activity, please only use our name as an address and not as part of your activity title.

12. DATA PROTECTION

It is your responsibility to protect the personal data of anyone involved in your hiring session/s while they are on White Eagle Lodge's premises.

You must ensure that you do not leave documents/media that contains personal data in the hiring space or elsewhere on White Eagle Lodge's premises. The White Eagle Lodge does not take any responsibility for the privacy or security of the data on any document/s or other media that you leave behind.

Any personal data that you share with us during this private hire will be kept safe by White Eagle Lodge following various data protection legislation and best practice. For more information about how we hold this type of data please visit our website and read our Privacy Notice: https://www.white-eagle.org.uk/privacy-policy/