Terms & Conditions

Bookings

You must complete a booking form to register your details and select options for room hire & catering. A member of staff will contact you via email to let you know costs and available dates.
Once you have decided to go ahead with your booking, full payment is required before confirmation can be made. The booking is only valid once the booking form has been submitted, details have been agreed and full payment has been made.

Contact

Please email [email protected] if you have any further questions about booking room hire.

Cancellations

Once the booking is confirmed: Cancellations up to 2 weeks before the date of room hire will be refunded with a 25% charge. Cancellations less than 2 weeks before the date of room hire will be refunded with a 50% charge. Cancellations less than 72 hours before the  date of room hire will not be refunded.

Cancellation by RHDC

The Discovery Centre reserves the right to cancel a hiring by written notice to the hirer in the event of a national emergency, or similar force majeure situation that requires the premises to be closed.

In any such case the hirer shall be entitled to a refund of any hire fees already paid, but RHDC will not be liable for any resulting direct or indirect loss or damages whatsoever.

Responsibility of the Hirer

The hirer shall be responsible during the period of hire for:

• Being familiar with, and complying with health and safety guidance provided by Rye Harbour Discovery Centre for the use of the booked room
• Providing a risk assessment for planned activities
• Ensuring that the room is kept secure for the duration of the hire
• Adequate supervision of the use of the room and the care of its fabric and contents
• Ensuring that the purpose and conduct of the event does not disrupt the use of any other area of the Discovery Centre by other persons
• Ensuring that the room (including toilets) are left clean and tidy
• Ensuring that all equipment, chairs and tables are treated with care and left in the position they were set up in at the beginning of the event
• Ensuring that they have relevant and appropriate insurance, which shall include public suitable liability insurance for public event

Fire Regulations

The hirer shall:

• Indicate the fire exits and Evacuation Meeting Place to the persons attending the event prior to the start of an event
• Ensure that all fire exits in the hired space are kept clear at all times
• Ensure that corridors and doors is not blocked with items such as buggies, wheelchairs or mobility scooters

Children or vulnerable adults

For all bookings involving children or vulnerable adults, the hirer is required to have their own safeguarding policy and must ensure that those who work with young people or vulnerable adults hold a current DBS certificate.

Accidents and Dangerous Occurrences

The hirer must report all accidents involving injury to the public to an authorised representative of RHDC as soon as possible so that they can complete the relevant section in the Discovery Centre Accident Book and ensure that appropriate medical assistance is sought, or an ambulance is called.

Any failure of or damage to equipment, either that belonging to RHDC, or brought in by the hirer must also be reported as soon as possible.

Electrical equipment brought in by the hirer has to be PAT tested/comply with electrical safety standards.

Public Health

The Hirer is responsible for conforming to all Public Health legislation and guidance that relates to the control of viral pandemics or diseases such as Covid-19 and to take reasonable precautions to stop the spread of the virus

Acceptance

These Terms and Conditions will be made available to the hirer at the time of making the booking. By proceeding with the booking the hirer is deemed to have accepted these terms and conditions.

Indemnity

The Hirer shall indemnify and keep indemnified the Trustees of Sussex Wildlife Trust and their employees, volunteers, agents and invitees against:

• The cost of repair of any damage done to any part of the premises including the curtilage thereof or the contents of the premises
• Against all actions, claims, and costs of proceedings arising from any breach of the Room Hire Conditions
• All claims in respect of damages, including damage for loss of property or injury to persons, arising as a result of the use of the premises by the hirer
• As directed by Sussex Wildlife Trust, the hirer shall make good or pay for all damage (including accidental damage) to the premises or to the fixtures, fittings or contents and for loss of contents