soundLINCS Meeting Room and Office Space Hire

soundLINCS Meeting Room and Office Space for Hire soundHOUSE, 18 St Martins Lane, Lincoln LN2 1HY

soundLINCS is a charitable company working with all members of the community to enhance, enable and encourage quality music making throughout Lincolnshire.

We have excellent value meeting room and office space available for hire†within the heart of the City of Lincoln on the doorstep of the Cultural Quarter and within a short walking distance of the Cathedral Quarter - albeit up the historic (very) Steep Hill! There are several public car parks available close by along with a variety of restaurants, pubs and shops.

Our ground floor meeting room can hold 12-14 people boardroom style or 30 people theatre style. An interactive whiteboard is available for hire (inclusive of 15 minutes training if required). A laptop, projector, flipcharts and internet access can also be provided.

An adjoining break-out room is available within the cost if required.

We also have individual office space available in our 1st floor suite with telephone and internet access. We also have 1st floor space suitable for workshops, classes etc. available at our Meeting Room rates.

Please note that soundHOUSE is a listed building with several steps down to the ground floor meeting room and we do not have a lift to the 1st floor office space. Unfortunately therefore our rooms are not suitable for wheelchair users.

For further information and booking enquiries, please contact Shelley Spink on 01522 510073 or email shelley@soundlincs.org. For further information on soundLINCS please see our website: www.soundlincs.org â€

Room hire charges waived for local community groups subject to status and availability.

soundLINCS Meeting Room and Office Space Charges Monday to Friday

Full Day

Half Day

9am-5pm

9am-1pm 1pm-5pm

Per Hour

Commercial/Public Sector Meeting Room £100 £70 £20 Single Office Space £60 £40 £10 Charities/Not for Profit Meeting Room £80 £50 £15 Single Office Space £40 £20 £5 Local Community Groups Meeting Room Please contact soundLINCS for details Single Office Space Please contact soundLINCS for details Boardroom Please contact soundLINCS for details Refreshments Tea/Coffee 40p per person per break Tea/Coffee/Biscuits 50p per person per break Bottled Water 40p per person Chilled mineral water (jugs) Free Lunch £6.00 per head (advance booking only) Equipment Flipchart £5 (additional pads at cost) Interactive Whiteboard and £40 projector Interactive Whiteboard, £50 projector and laptop Projector only £10 Laptop (with internet access) £20 Projector and Laptop £30 DVD Player £5 Services Photocopies – colour A4 20p each A3 40p each Photocopies – black & white A4 5p each A3 7p each Laminating A4 £1.50 each A3 £2.50 each Musical Instruments and Equipment Hire of musical instruments, DJ equipment, amplifiers, P.A. Please contact soundLINCS for details systems, junk instruments, Producers equipment including Apple Mac iBooks.

Room hire is available 9-5pm Monday to Thursday.

Friday, Weekend and Evening bookings may be available by prior arrangement with rates subject to a supplement of 25% on Saturdays and 30% on Sundays.

Charity/Not for Profit rates are not offered for weekend bookings.

Charges are not subject to VAT.

October 2019

soundLINCS Meeting Room and Office Space Room Hire Booking Form Please note that a 50% room hire deposit is required on confirmation of your booking

Please complete and send this form to: Shelley Spink, soundLINCS, soundHOUSE, 18 St Martins Lane, Lincoln LN2 1HY or email to: info@soundlincs.org Please contact Shelley on 01522 510073 if you have any queries Contact Name: Position: Organisation: Sector (include charity number if applicable) Address: Post Code: Tel: Fax: Email: I wish to book the following: Meeting Room

Single Office Space (two available)

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Please note that meetings of more than 4 hours, or those which take place over the 12-2pm period will be charged at the full daily rate.

Room Layout:

Boardroom

Theatre

Other (please contact with details)

Please indicate if you would like the following equipment: Interactive Whiteboard

Laptop

Data Projector

DVD Player

Other needs – please email/telephone details of any additional needs Please detail Tea/Coffee/Biscuit/Water requirements – Requirements, Numbers and Times: Please detail Lunch requirements – Numbers, Times and any special dietary requirements:

Where did you hear about soundLINCS room hire service?

Please enter 'yes' here to show that you have read and understood our Terms and Conditions of hire (see overleaf).

October 2019

soundLINCS Meeting Room and Office Space Terms and Conditions for hire of soundLINCS rooms at soundHOUSE, 18 St Martins Lane, Lincoln 1. Room hire is only secured upon receipt of a completed booking form and deposit for 50% of the room hire charge. The deposit is non-refundable in the event of cancellation by the customer.

2. In the event of a cancellation by the customer the following charges will apply:  One week or less before the date – 100% of the room hire charge.  More than one week before the date – 50% of the room hire charge.

3. Payment for the remainder of the room hire fee, and any fees due in respect of catering or equipment hire will be due within 30 days of receipt of the invoice.

4. soundLINCS reserves the right to cancel a booking without prior notice if a customer is in arrears from a previous booking.

5. In the unlikely event that soundLINCS has to cancel a booking, a full refund will be made (unless the cancellation was due to the customer being in arrears).

6. soundLINCS reserves the right to alter or amend prices or other details shown on the website or other literature. Customers will be invoiced for the rates applicable at the time their booking is confirmed.

7. Rooms will be set up as per instructions received on the booking form. soundLINCS cannot be held responsible for any last minute changes of layout or equipment required.

8. Any extra assistance additional to initial equipment set-up may incur an extra charge.

9. The customer is responsible for their own equipment brought onto the premises, and for any damage caused to soundLINCS’ property or fixtures by person or equipment brought onto the premises by the customer.

10. soundLINCS will not accept liability for loss or damage to any property belonging to the customer or by its delegates. The customer shall be liable and indemnify soundLINCS against any claims against it for whatever nature including, but not restricted to, claims in respect of death, injury, loss or damage where any such claim arises by the actions, omissions or neglects by the customer.

11. The customer must have their own public liability insurance. If they do not, they must inform soundLINCS, and their booking may be refused.

12. Customers are advised that soundLINCS does not accept responsibility for any loss of personal property by theft or otherwise.

13. No conduct may be carried out that may invalidate soundLINCS’ insurance policies.

14. soundHOUSE is a non-smoking building and smoking regulations must be observed by the customer at all times.

15. All audio visual and electrical equipment brought into our premises must comply with current Health and Safety regulations, which includes Portable Appliance Testing under the Electricity at Work Regulations 1989.

16. All visitors into the building should sign in on entering the building and on leaving should sign out of the visitor's book/delegates list completing the time of departure.

17. The Hirer also undertakes to provide soundLINCS with a list of delegates attending the function and a programme for the function.

18. The Hirer and their delegates are expected to behave in a responsible manner and with due regard to the regulations of soundLINCS and any reasonable instructions of soundLINCS and its employees. The customer and its delegates must not undertake activities on the premises that could bring soundLINCS into disrepute.

19. The hirer and their delegates must not make or permit to be made any noise which may interfere with the use of other rooms in the building or to neighbouring premises.

20. All visitors shall be required to observe the soundLINCS’ Fire and Safety Regulations. All Hirers should undertake to inform delegates of the location of emergency exits. This information will be provided by soundLINCS. 21. If the fire alarm is sounded, the building should be evacuated as quickly as possible via the nearest exit, and visitors should assemble in the car park opposite the soundHOUSE entrance. Visitors must remain there until they are informed it is safe to return. They should report to the soundLINCS fire marshal so that all visitors are accounted for.

22. Any breach of these terms and conditions may result in the termination of a booking.

23. soundLINCS reserves the right to refuse requests for room hire.

October 2019