Room Hire

Hirer Application

Hirer policy 

We reserve the right to refuse bookings from:

• any organisation with aims contrary to Quaker values, which include a commitment to peace-making and against militarism, to equality (including social, racial and gender equality), to truth and integrity, to simplicity and to respect for the earth and all life upon it;
• any organisation whose objectives are unclear;
• any religious group or sect reasonably suspected of using indoctrination or exhibiting religious intolerance;
• any group involved in illegal or morally unacceptable practices; a group who has persistently breached our Terms & Conditions as set out in the Conditions of use document. 

To make a booking enquiry: 

• Please first read the hire policy above.
  ​Click through to the Hallmaster booking calendar to check for availability. Please note this is a guide only!
• Download, complete and return the booking form by email. 
• Completing and signing the form confirms you have read & accept our Conditions of Use listed below. Please note these may change and it is your responsibility to check this page for any updates before any new booking.
• Email the office
• Provided the proposed booking meets our hire policy, a provisional booking will be held. 

CONDITIONS OF HIRE 

(update July 2025) 

Please ready carefully, then sign & return the booking form to accept the conditions. Booking forms may be posted or scanned. 

Lettings Policy:
Horsham Quaker Meeting House is managed by Quakers in West Weald Area Meeting (Registered Charity). Our building is first and foremost a place of worship. As a religious community we bear witness to peace, equality, integrity, simplicity and sustaining the environment and want our values to show through our actions. In our aim to serve the community, it is important that events and meetings which take place in our building should not be in conflict with our values and the public statements of Quakers in Britain. We reserve the right to refuse or cancel any booking we feel might be in conflict with our values and particularly welcome those which uphold them. We are happy to share the use of our Meeting House and trust you will cooperate with us by ensuring that those in your group take reasonable care of the premises. It is your responsibility to ensure that the conditions of use are adhered to, when using the building.

Bookings:
All bookings are to be agreed in advance with Mindful Business Services. One or more named individuals must accept responsibility for the hire as supervisors on behalf of the group and be present throughout the hire period. The Meeting reserves the right to refuse certain bookings, or to cancel use by a group if conditions are not met. Hirers must have a health and safety and fire induction prior to their booking, this can be arranged through Mindful business and the Warden.

Cancellation:
At least seven days’ notice is required in writing (email) for any cancellation or change of dates. We will be happy to transfer payment to an alternative date but generally will not offer a refund. Cancellation within 7 days will normally result in hire charge being lost.

Capacity:
The capacity of the hall is 60 people and the Rigge room is 16. These numbers are not to be
exceeded in any circumstances as they are legal fire restrictions. Any group infringing this may have their hire agreement terminated.

Premises:
The premises for hire comprise the following:
 - Main Hall
 - Rigge room
 - WC’s
 - Kitchen

The kitchen and WCs are communal and if both the main hall and the rigge room are in use, you may need to share these facilities. Please note that the main hall and rigge room count as two separate bookings. If you wish to have full use of the hall, or to ensure that there are no other hirers at the same time as your booking, you will need to book the whole hall (see below for charges), as bookings may occur at the same time.

The kitchen has a sink, 2 x kettles, a mini fridge, hot water urn and crockery. There are no facilities for heating up food. You are welcome to store tea and coffee supplies for your group, please agree with the warden beforehand and please keep your belongings tidy.

Hire Charges:
Hire charges are a contribution towards the cost of upkeep, and are reviewed annually. The main hall is £18.00 per hour and the Rigge room £9.50 per hour. For the use of the whole meeting house, this will cost £25.00 per hour, or a fixed day rate of £125.00 (up to 6 hours). Any bookings over 6 hours, please enquire. Please note that your booking time must include any setting up or clearing away.

Payments:
Payment is due at least 7 days in advance of any booking. For weekly bookings, payment should be made by the start of each month. This can be made by electronic transfer, cash or cheque (payable to Horsham Quaker Meeting). Invoices & receipts can be issued if required.

Security:
It is extremely important that all supervisors take responsibility for securing the building during & after use. Access to the Meeting House is via a keypad system (details will be provided during initial tour of the building). If you need to access the meeting house outside of your booking times, you must contact the warden in advance.

First Aid:
It is the supervisor’s responsibility to ensure that adequate first aid cover is provided for their group. A first aid kit is available in the Kitchen.

Fire procedures:
The building is fitted with radio linked smoke alarms. Supervisors should familiarize themselves with fire procedures according to the notices which are displayed within the building. They should also be aware of the position of fire extinguishers and be responsible for raising the alarm, as well as evacuating the building in case of fire.

Insurance:
Hirers must ensure they have the necessary insurances in force for all legal liabilities that could arise, including public liability, personal injury, death to third parties (including employees and volunteers) or damage to the Meeting House or to the property of others arising out of their occupation and activities while on the premises. The warden maintains the right to check the existence of such insurance cover on request.

Safeguarding & CRB:
The Hirer shall ensure that any activities for children and young people comply with current child protection legislation. It is the responsibility of the Hirer to ensure that necessary Child Protection checks have been undertaken for all adults working with children and young people, before the hire period commences. Horsham Quaker Meeting cannot accept any responsibility for the hirer's failure to comply with this requirement. Children must be adequately supervised at all times.

Drugs, alcohol & smoking:
The consumption of alcohol or illegal drugs on the premises is strictly prohibited. Smoking is not permitted inside the building.

Data Protection notice:
Details of all hirers will be held on a database for accounting, auditing and marketing purposes. The details will not be passed onto any third parties.

Acceptance:
You are required to sign the booking form confirming you have read & accept these conditions.