Room Bookings F.A.Q.s

How can I book a room at Cheylesmore Community Centre?

At the Centre, we offer a number of different rooms for community or private functions. If you are interested in booking one of our rooms, please use our Room Booking Enquiry form and we will get back to you as soon as possible. Alternatively, you can call us at 02476 502 226.

 

What sorts of rooms do you have?

The Centre has rooms for both small and large parties – we can accommodate up to 180 people, depending on the function. We can also provide tables, chairs, refreshments, and projectors, depending on what you need. For more information about individual rooms, please refer to our Room Finder (under the Room Booking Enquiry tab.)

 

Can I come see the room before I book?

Yes, absolutely. Just drop us an email, or give us a call at 02476 502 226 to arrange a viewing time.

 

How much does it cost?

We offer a range of pricing options depending on room size, whether you are a local resident, a charity, or a business. Please contact us through the Room Booking Enquiry form or give us a call to get a more specific quote. Room prices also depend on the kinds of requirements you have.

 

I’ve booked a room, what should I do before an event? 

Thank you for choosing to book with us, and we hope that everything is up to your expectation. To ensure a seamless set-up so that your event starts without delay, it is vital that you:

  • look through all your details double-check the booking times, including time for set-up and then clean-up.
  • read through and sign the User Group Agreement.
  • read through and sign the accompanying documents, including Health and Safety Regulation, Risk Assessment form, Copy of Register form, Equality of Opportunity Policy, Map of Area, Completed Booking Procedure, Child Protection and Vulnerable Adults Policy.
  • ensure that you have paid the relevant security deposit and room charge no later than 24 hours before the start of the event.
  • make sure that all arrangements for the event have been agreed upon with the Centre as per the terms in the User Group Agreement, including, but not limited to, catering, the serving and sales of alcohol, the provision of chairs, tables, and other special requirements.
  • make sure that we have your banking details so that we can return your security deposit after the event is finished.

For one-off events, and new user groups starting for the first time, we recommend that you print out all the room booking emails (including special requests) prior to your arrival. This is to ensure that there is no delay in getting you in the room and setting you up.

For new user groups, you also need to bring your Public Liability, Proof of Address, and Two Independent References prior to the first meeting so that we can have a copy for our files, for insurance and liability purposes.

 

What should I do after an event?

Once your event is over, please ensure that you have scheduled enough time to clean the room and take your rubbish out; alternatively, the centre can arrange a cleaning service for a small charge, which has to be agreed upon booking. Afterwards, just let a staff member know that you are done, so that they can check the room and lock up. Your security deposit will be given back to you within 72 hours, provided the room has been left in the agreed-upon condition. For recurring bookings, please refer to the User Group Contract.

 

What times is the Centre open?

The Cheylesmore Community Centre is usually open between 8 AM and 9.30 PM. For private functions, we can extend the opening time, but the latest an event booking can start is 8 PM.

 

How much time should I set aside for set up and tidying up?

That depends on your event, the number of people attending, whether you are using a room immediately after another group, and how long you might expect to need after for tidying up. If you are unsure, please don’t hesitate to talk to us and ask us about it. Our staff are always happy to answer your questions.

Generally speaking, you should schedule at least 15 minutes before and after the event for set up and tidying up, more if you expect a lot of people. Please also bear in mind the Centre opening times, as staff will need sufficient time to clean up and lock the centre.

 

I have to cancel the event, what should I do?

We’re sorry to hear that. Room cancellations are subject to fees, which vary depending on the time, event, and other booking requests made. As such, please let us know as soon as possible if you think that your event needs to be cancelled.

Cancellations by the centre are not subject to fees.

 

At Cheylesmore Centre, we are committed to giving you the best experiences, and ensuring that your events go as smoothly as possible. If you have any questions, comments, or concerns, please do not hesitate to get in touch.