Terms and conditions

Our terms and conditions cover:

Room booking

  • CSP premises are available 0900-1700 Monday - Thursday and 0900 - 1645 on Fridays.
  • The Reception desk is manned from 0830-1700 Monday - Fridays.
  • The morning session is from 0900 until 1300, and the afternoon session is from 1300 until 1700. Overrunning of these sessions is not possible without prior arrangement as the room may be booked by others and may need to be set up/cleared etc.
  • The room that is booked is the only room that can be used.
  • Requests for room layouts must be made at the time of booking. No attempt should be made to arrange the furniture.
  • Breakaway meetings should not take place in our public areas i.e. Library or Reception.
  • Requests for audio visual and electrical equipment should be made at the time of the room booking.
  • 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.
  • If refreshments are required, they should be requested when the room is booked. Lunch orders must be made to Deputy Facilities Manager in General Office by the Friday preceding the meeting. Final numbers can be adjusted up to 24 hours before the meeting.
  • If the fire alarm is sounded, the building should be evacuated as quickly as possible via the nearest exit, and visitors should assemble outside our front door at 14 Bedford Row or 14 Jockey's Field or 12/13 Jockey's Field as appropriate. Visitors must remain there until they are informed it is safe to return. They should report to the Receptionist so that all visitors are accounted for.
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Please note: all visitors into the building should sign in on entering the building, collecting their relevant visitor's/delegate's badge and return this badge to Reception whenever they leave the building. When they are not returning they should sign out of the visitor's book/delegates list completing the time of departure.

  • We have trained First Aiders on our premises, and if their assistance is required requests should be made at Reception.
  • A month's notice is requested for any cancellations. If any rooms are cancelled after this date, there will be a charge of 25% of the room hire fee, up to 48 hours prior to the meeting. If the room is cancelled within 48 hours of the meeting, there will be a 50% charge, and if it is cancelled on the actual date there will be 100% charge. Refreshments cancelled on the day prior to the meeting will be charged for at the full rate.
  • In addition to the details listed above, please be aware of the following information: The CSP operates a NO SMOKING ban.
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Booking and confirmation

All bookings must be made on an official function sheet that will be sent to you when you have made your provisional booking. Bookings will be held until a signed form is received. If the room booking form is not received within 14 days the booking will be cancelled, unless the booking is made at short notice.

Please note: function sheets must be received at least 14 days before the meeting date unless the booking is made at short notice.

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Payment and cancellation charges

Payment must be made on presentation of an invoice from the Chartered Society of Physiotherapy. The Society reserves the right to revise charges up to three months prior to the booking date. Cancellation charges will be levied according to the following scale:

28 days' notice - 25% of room hire charge
14 days' notice - 50% of room hire charge
7 days' notice - 75% of room hire charge
1-6 days' notice - 100% of room hire charge
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Indemnity for injury and damage to property

In consideration of the Chartered Society of Physiotherapy permitting the Hirer to use its services and facilities, the Hirer shall be responsible for, and shall release and indemnify the Chartered Society of Physiotherapy, its servants and agents from and against liability for:

  1. personal injury (fatal or otherwise)
  2. loss of or damage, to property
  3. any other loss, or damage, costs or expenses
which may arise in any manner however, which but for the exercise of such permission would not have arisen.

Hirers are advised that the Chartered Society of Physiotherapy does not accept responsibility for any loss of personal property by theft or otherwise. Hirers are advised to take out Public Liability Insurance with an indemnity of no less than £500,000, and all risks' cover to cover accidental damage to the furniture, equipment, interior decoration and fixtures in the room to be used, in a sum of not less than £10,000.

The Hirer shall be obliged to provide proof of such insurances on request.

Health and safety

All visitors shall be required to observe the Society's Fire and Safety Regulations. All Hirers should undertake to inform delegates of the location of emergency exits. This information will be provided by the Society.

The Hirer undertakes to ensure that all visitors participating in their meeting are provided with identity badges which they wear at all times. The Hirer also undertakes to provide the Society with a list of delegate attending the function and a programme for the function.

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Catering

The Society can recommend its own caterers to deliver drinks and lunches (menus are available). Hirers are free to arrange their own catering but should note that the Society has neither kitchen facility nor a preparation room and other caterers should be aware of this.

Audio-visual equipment

The Society can provide JVC equipment such as slide projector, OHP, white projection screen or walls in all meeting rooms, flipcharts, microphones (Council Room only) and PC, video, visualiser. Additional equipment can be hired on request and will be charged at cost to the Hirer.

Other facilities

All the meeting rooms are air-conditioned. The main meeting room (Council Room) is fitted with an induction loop system. There are two adapted toilets for people with disabilities, flat access from the Jockey's Fields entrance at the rear of the building. Photocopying facilities are available and are charged at 10 pence per sheet.

Please note rates quoted are for hire of the meeting room and available audio-visual equipment only. The Hirer must provide staff to organise the meeting on the day. A 'function sheet' must be completed at least 14 days prior to the meeting. A completed function sheet represents a confirmed booking and as such will be subject to cancellation charges.

Final catering numbers must be given at least 48 hours before the meeting.

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