TERMS AND CONDITIONS OF USE
This room hire agreement is made between the Religious Society of Friends (South East Scotland Area Meeting) and the Hirer, by proceeding with a booking you are agreeing to our terms and conditions.
Bookings & Cancellations
Deposits and Payments
Bookings are only formally accepted when we generate a 20% deposit invoice and the amount or purchase order has been received. Hirers must make payment of the deposit within 14 days of acceptance of the booking unless otherwise agreed.
Purchase order details are accepted in lieu of this fee for large organisations, but a charge may be made for cancellation in line with this condition of use.
After the booking The Meeting House staff will issue a final invoice to the Hirer. Terms are 28 days from receipt of invoice. Tenants will be charged with room hire rates applicable at the time of their use of the building.
Charges
Charges are made per hour, per half-day or per day, and must include arrival, set up and clear up times. Additional charges will be made for any extra time spent in the rooms by the Hirer outside of the agreed hire times, in line with our room rates. Block bookings of +6 plus will receive a 10% discount.
Payments may be made by BACS transfers or cheque made payable to ‘Edinburgh Quaker Meeting House’ or in cash on the day. We are unable to accept payment by card.
If you use copyright recorded music in a teaching or performance capacity on the premises we are obliged under copyright law to collect an additional fee for the Performing Rights Society (PRS). Please ask the managers for details.
Alterations to Bookings
Once a booking is contractually confirmed any alteration must be agreed upon with Meeting House staff.
Additional admin fees of 10% of original hire cost may be levied for excess administration duties that staff may have to carry out in the event of major changes to a booking after it’s been confirmed.
We always endeavour to meet the needs of our clients, but reserve the right to alter the rooms booked, or to cancel any bookings already made, if necessary, in exceptional circumstances.
The Meeting House reserves the right to refuse any booking.
Cancellations
If the booking is cancelled by the hirer, a cancellation fee is payable as follows:
- Cancellation 14 or more days before the event: 20% of the total booking fee (to be offset against the deposit if paid)
- Cancellation less than 14 days before the event: 100% of the total booking fee must be paid.
If a booking is cancelled that contains catering and/or refreshments then the following applies:
a) Cancellations 7 or more days before the event, hirers will have their catering costs fully refunded
b) Cancellations less than 7 days before the event are not able to have their catering costs refunded, so will be charged regardless
c) Tea/coffee refreshments costs will be fully refunded
Use of the Building
The Hirer accepts the building as being in good condition and repair and as suitable for the purpose for which they intend to use them. We ask all Hirers to leave the building in the same condition they found it. Additional charges may be levied for excess clear up or cleaning that staff may have to carry out after a booking.
Access to the building may not be available outside the booked times. If a booking takes place in the evening, staff will keep the building shut until 15 minutes prior to the booking start time in order to prepare the rooms. Once the building is opened we ask visitors to wait in the foyer until shown to their room by a member of staff. You can alert staff by ringing the buzzer in the entrance hall.
We expect hirers to vacate the building at the end of the booking period, and reserve the right to charge for over-run (at double rate after 10.00 pm).
Hirers at the standard rate are asked to provide details of how they’d like their room(s) set out ahead of the booking date, so that staff can prepare this ahead of your arrival.
Hirers at the concession rate are asked to arrange the rooms themselves and leave them as they find them. We reserve the right to make an additional charge for cleaning and furniture moving if this is not undertaken.
It is the hirer’s responsibility to ensure that sufficient stewards are provided to allow the safe operation of the booking.
If you require additional furniture or equipment not in the room please ask a member of staff for assistance.
The use of live flame candles is not permitted anywhere in the building, and we ask any hirers who wish to use LED candles, incense or joss sticks to please discuss this with the managers before doing so.
In accordance with the law, no smoking is permitted in any part of the building.
Other Users and Visitors
Unless a Hirer has booked all available spaces there may be multiple groups in the Meeting House at any one time. We would ask users to respect other meetings and to be aware that we cannot guarantee quiet throughout the building.
We ask hirers to give us an indication of their proposed use of the room/rooms, such as whether there will be disruptive activities (such as music) before confirmation of their booking. Failure to do so may result in hirers not being able to carry out proposed activities in the room as planned or the booking being cancelled.
We ask hirers to inform us if their event or meeting will be open to the public and advertised as such.
Hirers must not admit people into the building unless they are certain the visitors are attending their event or hire, Meeting House staff on duty will deal with other visitors.
Food in The Meeting House
We offer a range of teas, fairtrade coffee and a selection of biscuits and a selection of options for catered lunches, including vegan, gluten-free and special dietary options. Water is provided in all rooms.
Individuals may bring food into Meeting house spaces for personal consumption only, but there may be an additional charge if this is likely to cause extra clearing or cleaning, and the Meeting House can accept no responsibility for food safety in these circumstances.
We are not usually able to accommodate outside caterers unless specifically agreed in exceptional circumstances, for which an additional charge may be made.
Hire and use of equipment
The Meeting House has a range of AV equipment for hire, which can be booked in advance or on the day of the booking (if available). Any equipment hire fees made on the day will be added to your final invoice, issued after the date of your booking.
Equipment and materials owned by The Meeting House is not to leave the premises.
Alcohol
In accordance with Quaker values the Meeting House is a dry venue and alcoholic drinks are not allowed to be consumed on the premises.
Signage and materials
The Meeting House requests that all hirers refrain from associating The Meeting House with their event in any way other than as the venue. The Meeting House should not be named or alluded to as a supporter of your organisation or event.
Please do not stick anything to the walls inside the Meeting House as this may damage the decoration and please ask us if you would like us to display notices about activities. Please ensure that invitations to events carry contact details for the hirer organisation.
Please note if you are organising an event, it is illegal to attach posters and publicity onto lamp posts and other public property, please refrain from doing this.
Storage
Storage space within The Meeting House is limited. If your group or booking requires storage space please discuss with the managers.
Waste & Recycling
We try to be environmentally responsible in our use of resources and management of waste. Please use the recycling bins and food waste tubs provided wherever possible.
Accessing the Meeting House
Accessibility
Detailed access instructions are available on request. There is easy wheelchair access to all the main rooms via the lift and a wheelchair accessible toilet on the ground floor. There is permanent ramped access to the main entrance.
An evac chair is available on the first floor foyer for use in an emergency where the lift is not accessible.
The Meeting Room and Hall have hearing loops fitted for those using hearing aid devices.
Parking
The Meeting House has no official parking and parking is restricted on Victoria Street. Victoria Terrace is also within the Edinburgh Low Emission Zone (LEZ). Driving non-LEZ compliant vehicles into the LEZ results in automatic fines, so we recommend that hirers check whether any vehicles being used or parked in the area comply with LEZ regulations.
The nearest blue badge holder and paid parking (for LEZ compliant vehicles) is on Johnston Terrace. You can usually unload for up to 30 minutes, at risk of fines, on the double yellow lines at the very top of Johnstone Terrace closest to The Meeting House unless there are additional temporary restrictions in place, which can be checked on the City of Edinburgh Council website.
Emergency Precautions
Hirers or group organisers are responsible for the registration of their own groups and should give an announcement regarding the evacuation of the building in an emergency at the start of their booking.
Emergency evacuation procedures and fire extinguishers are posted throughout the building, please familiarise yourself with them and ask staff any questions.
Fire doors, situated throughout the building, must not be propped open or blocked, but may be kept open by the ‘acoustic’ door stops (please ask for assistance if necessary).
Please do not use the lift in the event of an emergency, an evac chair is available on the first floor foyer. The fire alarm is a continuously sounding bell.
Staff at the Meeting House
While we respect confidentiality, we reserve the right to access all parts of the building at all times when needed.
Violence & aggression towards staff
The Meeting House has a zero-tolerance policy on violence and aggression towards staff members and we will take all reasonably practical steps to safeguard employees from incidents of violence at work. Hirers who act aggressively will be immediately asked to leave the premises and where appropriate, emergency services will be called. The Meeting House reserves the right to prohibit entrance to anyone felt to be unsafe.
Complaints
The Meeting House endeavours to provide a satisfactory service to all our hirers but in the event of an issue arising, we ask hirers to contact the staff member on duty in the first instance, who will do their best to resolve any problems or to help groups with facilities
If the issue remains unresolved we would ask the hirer to contact the manager with a clear description of the situation, the complaint and any appropriate evidence, via the given office email address used to make the booking.
The manager will aim to respond promptly and will work with the hirer to try and come to a satisfactory resolution. If the hirer doesn’t feel their complaint has been sufficiently dealt with, it will be escalated to the Meeting House Management Committee and, if necessary, the South East Scotland Area Meeting Trustees.
Liability & Insurance
Liability
All property that is brought or sent into the Meeting House is the responsibility of the owner, and we accept no responsibility for loss or damage. We particularly remind visitors to keep valuables about their person. Lost property will be held at The Meeting House for one month, after which it will be disposed of.
Hirers are responsible for the safety of all equipment and devices they bring into the building.
If ladders are required to be used by hirers, they are used at the individual’s own risk. Instruction manuals for ladders are available from staff if required.
Hirers will be liable to compensate The Meeting house for any damage to our property or breakages as a result of actions by members of your group during their use of the building.
Please notify us of any damage or breakages, or any defects in the building that you have noticed.
Insurance
The Meeting House insurance policy states that:
“South East Scotland Area Meeting, owners of the building, are not responsible for any personal losses or third party liability arising from a hiring. It is the responsibility of hirers to have adequate insurance cover. All accidents, whether major or minor, must be reported to a member of staff on duty and entered in the Meeting House Accident Book.”
Our own public liability insurance does not extend to groups that are hiring rooms in the Meeting House. It is therefore the hirers responsibility to ensure that they are adequately insured against injury caused to a member of their group or to any other member of the public, or damage to property resulting from the actions of members of their group while using the Meeting House.
Confirmation of third party Public Liability Insurance may be asked for when bookings are made.
Any personal injury on the premises should be reported to a member of staff from whom first aid equipment is available.
Licensing & Copyright
Licensing
Hirers are not allowed to sub-licence or give up occupation of any portion of the hired part of the building to a third party. If this is found to happen, the hire will be cancelled but hire charges and any other associated costs will remain due.
The Meeting House does not have a License for Theatre & Public Entertainment, as most hirers putting on a show in the building do not require one. It is the responsibility of the hirer to determine if they require a temporary Public Entertainment licence or not. Please refer to the City of Edinburgh Council Licencing webpages. Details of public performances & ticketed events must be discussed with the manager prior to acceptance.
The hirer agrees to obtain prior permission to organise or carry out any TV or radio recordings, broadcasts or interviews, live video links or any other video/audio recording or photography for external publication or distribution.
Copyright & Performance
It is the hirer’s responsibility to obtain the appropriate permission to use any copyright material and to pay the appropriate Performing Rights licenses and copyright fees. This is particularly important when live streaming an event over the internet as some streaming platforms will take down any transmission they think is in breach of copyright laws. Event organisers must obtain permission from all speakers/performers who will be included in the live stream and ensure that they in turn have the rights to the material they will be sharing.
Safeguarding
Safeguarding of children or vulnerable people is the responsibility of hirers. The hirer shall ensure that:
Children are supervised at all times.
Any activities involving children, young people, or vulnerable adults comply with current safeguarding legislation, and that safeguarding checks and systems are in place before commencement of the hire.
We do not accept any responsibility for the hirer’s failure to comply with the requirement, in line with current legislation and regulations, to ensure that no discrimination takes place, regarding gender, race, colour, ethnicity, nationality, religion or belief, sexual orientation, disability or age.
Any booking found to not be meeting these standards will have their booking terminated.
Data Protection & Confidentiality
By confirming your booking, you are consenting to us storing and using the personal information supplied to contact you in regard to your room hire and any other information relevant to your booking. We will not pass your details on to any third parties.
Terms and Conditions reviewed and updated: September 2026