Booking terms and conditions (room hire)

Health and safety

• This is a no-smoking and vaping building
• The hirer is responsible for ensuring that all electrical equipment that they bring to the premises, together with its set-up, meets current statutory safety standards and is safe to use.
• The hirer is responsible for ensuring that they and their delegates are aware of the Fire Evacuation Procedure at the start of the meeting/event. Ask a member of the team to explain the evacuation procedure or read the evacuation process provided located around the Maple centre. Please check with Reception as to whether there is a fire test due on the day of your booking.
• In the event of an accident occurring whilst you are at the Maple Centre, please advise the reception team who will assist and, if necessary, complete an accident form to record any injury sustained and action taken.

Meeting rooms

• The Peters and Bright rooms will comfortably seat up to 18 boardroom style, 25 theatre style.
• Exceeding the suggested limit is not encouraged; to do so is the responsibility of the nominated bookings representative.
• Unless a particular room setting is specified, the room will be prepared in the usual horseshoe shape. It may not always be possible to reset the room or make changes at short notice.
• The meeting room(s) should be left in the same condition as they were provided.
• Please do not attach anything to the walls.
• Please try to finish your meeting on time, as there may be others waiting to use the room.
• If the furniture is moved, please return it to its usual set-up after your meeting has ended.

Payment

Full payment is required within 30 days of the invoice date. BACS payments are preferred, and details of how to pay by BACS are on the invoice you will receive. However, should you wish to pay by cheque, please make it payable to Support Cambridgeshire.

Cancellation

Cancellation fees are as follows: If a cancellation is made within 48 hours of the reservation, a charge equivalent to 50% of the room hire will apply. For cancellations made with 24 hours’ notice or less, the full room hire rate will be charged.

Equipment

We can provide the following equipment, free of charge; however, prior notice must be given on the booking form: projector unit and stand with screen, flip-chart and paper, whiteboard and pens.

Refreshments

Light refreshments (tea, coffee, biscuits) are available from Support Cambridgeshire. Please notify us at the time of booking so that they can be prepared and ready for your arrival. There is a charge of £1.50 per head for the duration of the meeting.

Address/ Parking/ Access information

The Maple Centre, 6 Oak Drive, Huntingdon, Cambs, PE29 7HN. (For Sat Nav users, please use PE29 7LB, which brings you to a car park opposite the Maple Centre on Nene Road.)

Parking

Ample parking with disabled spaces.

Access

The main entrance to the Centre leads into the reception. There are shops located below with access to reception via a lift, ramp or steps.

Nota Bene

By accepting this form, you accept the conditions set out by Maple Centre/Support Cambridgeshire.

Any damage caused to the building, contents or appliances whilst using the Maple centre must be rectified, replaced or repair costs covered.

We reserve the right to refuse future bookings if these conditions are not met. We cannot be held responsible for any damage to, or loss of, equipment/materials/belongings whilst at the centre.