MPES – Room hire and bookings

Last revised April 2022

Once you have completed and returned your booking form (by post or on-line), 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

  1. In order to book use of our facilities it is necessary to complete a booking form and agree to the terms and conditions.
  2. All activities taking place should respect the local community as well as MPES staff and students.
  3. All bookings should be confirmed with the office manager before they are made to ensure suitable availability .
  4. 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. 
  5. Rooms can be reserved more than 3 months in advance of the date of event.  However, 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. 
  6. Rooms are only to be used for the activity outlined on the booking form.
  7. MPES is registered for VAT, and this will be charged where appropriate.
  8. No booking can be sub-let or transferred to another organisation or individual.
  9. Alcohol cannot be consumed on the premises.
  10. For day-time booking 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. 
  11. For evening bookings the room will be available from 5.15 PM to 9 PM.  If the room is required for longer than these times this must be arranged in advance at the discretion of the management team.
  12. MPES will arrange for an external company to cater for any booking for an additional fee if required.
  13. 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, this will be approved at the discretion of the management team.
  14. If a time slot overruns a charge of £25 for every 15 minutes will be applied to the booking
  15. There is no parking provided by MPES.  There are local car parks available for use as well as public transport routes.
  16. The MPES management team must be informed of any equipment or furnishing damage prior to use of the room.  Any equipment or furnishings that have become defective or have been damaged prior to departure may incur additional charges equal to the damage caused.
  17. The organiser is responsible for arranging for any licences or permissions necessary for their event or activity.
  18. In no circumstances should the number of people exceed the maximum declared in the booking form which will comply with the requirements of the Fire officer and Health and Safety.  The organiser should be aware of the arrangements to follow in the event of a fire and advise those attending at the start of the session.
  19. Fire procedures are posted around the MPES building.  All users of the facilities should familiarise themselves with the emergency exits, fire assembly points and ensure that all members of the group are aware of the procedures to follow if the building needs to be evacuated.  The fire assembly point is Barclays car park.
  20. You are responsible for evacuating your group should the fire alarm sound.  The Manager on duty will call the Fire Brigade.
  21. All materials and equipments brought to the premises must be removed from the premises at the conclusion of the booking.  MPES does not accept responsibility for any materials of equipment brought into the premises or left in the premises.
  22. First aid materials are available on all floors.  Please contact a member of the MPES team in the event of an emergency.  Any details of the emergency will need to be recorded in the MPES accident book.
  23. A record of all delegates attending a booking must be kept by the organiser.
  24. All children must be accompanied with a responsible adult.

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

  1. Your details will be kept on the computer system and your use of the system will be logged for security purposes.
  2. Users must only log in to the system using the MPES visitor username and password.
  3. Bulk e-mailing and any other antisocial or illegal internet activity is prohibited. These regulations have been drafted to safeguard this community facility from abuse and ensure that it is maintained in a safe state for use by future clients.
  4. Any use of additional software or hardware must be approved before use. At least 7 days notice must be given for use of either software or hardware.
  5. Use of the projector and a tutor PC will be included in the cost of the booking. Any use of additional computers will be given at an additional charge, this will need to be agreed and confirmed at the time of booking.

C. MPES - Payment and Cancellation Policy

  1. MPES will require a deposit if it believes it is necessary.
  2. This deposit may be returned in the event of a cancellation at the management team's discretion.
  3. If an event is postponed and rebooked for a later date it is up to the discretion of the Bookings Manager to decide whether the cancellation fee will be charged.
  4. In the event of a cancellation within 7 days of the booking date, 100% of the fee will be charged. 
  5. In the event of a cancellation between 7 and 30 days of the booking date, 50% of the fee will be charged.
  6. In the event of a cancellation between 31 and 60 days of the booking date, 25% of the fee will be charged
  7. In the event of a cancellation over 60 days of the booking date, 10% of the fee will be charged