Play Place Community Centre – FAQ PAGE
1. Finding Availability & Making a Booking
- Availability is checked via an online calendar showing all rooms/facilities.
- A booking request does not confirm a booking until it is reviewed and approved.
- Prices may only appear once the correct hirer type (e.g. occasional hirer) is selected.
- Paper-based or assisted booking options are available for users unable to book online.
- Play Place have the authority to reject or decline bookings due to concerns of dangerous, illegal or unsafe activities or conduct. Play Place have the authority to revoke access to the venue for hirers who have not paid, breached our terms, and/or accrued unpaid debts, at their discretion.
2. Hire Charges, Payments & Invoicing
- Hire charges depend on room, duration and hirer type.
- Invoices are issued once a booking request is accepted.
- Payments are usually required in advance and by bank transfer.
- Bookings remain provisional until payment is received.
- Regular hirers may move to payment in arrears following a satisfactory trial period.
- Play Place reserves the right to apply additional administration charges, for example late payment of invoices, access or use of rooms/parts of the hall not included in the booking request and additional workload of our staff.
3. Deposits & Refunds
- Refundable deposits are required for many bookings, particularly parties/ one off and evening events.
- Deposits are returned after the hire if no damage, excessive cleaning or breaches occur.
- Deposit values may vary based on time of day, location of hirer, or type of booking.
4. Cancellations & Changes
- Cancellations must be made in advance to avoid being charged in full.
- Notice periods apply (e.g. 48 hours before the session).
- Some regular hirers may cancel directly via their online account.
5. Access to the Building
- Regular hirers may be issued with keys after a period of trust and compliance.
- Occasional hirers are usually met by a volunteer or provided access instructions.
- Entry before the booked start time or overstaying may result in additional charges.
6. Setting Up, Clearing Away & Cleaning
- Hire time must include set-up and clear-down.
- Hirers are responsible for leaving rooms clean and tidy.
- Tables and chairs must be cleaned and returned to storage.
- Brooms and cleaning equipment are provided.
7. Facilities & Equipment Provided
- Tables and chairs are available in line with room capacity.
- Kitchens include basic facilities such as cookers, microwaves, fridges and hot water.
- Some crockery, cutlery and consumables are available; however, hirers are generally expected to bring their own if they have specific requirements.
- WiFi is available throughout buildings, instructions available onsite and upon request.
- Some centres offer projectors, PA systems, microphones and hearing loops.
- Additional charges may apply for specialist equipment.
8. Health, Safety & Fire Regulations
- Naked flames, candles, smoke, snow or bubble machines are not permitted.
- Smoking is prohibited on site.
- Fire evacuation procedures are displayed and must be followed.
- Hirers must comply with insurance and safety requirements.
9. Parties, Events & Late-Night Hire
- Evening and late hires are restricted due to staffing and insurance limitations.
- Overnight events are not permitted.
- Certain event types may be declined for safety or community reasons.
10. Bouncy Castles & External Providers
- Bouncy castles are not currently permitted at any community centre.
- Activity providers must be reputable and fully insured.
- Hirers accept responsibility for supervision of activity providers and compliance with policies.
11. Alcohol & Licensable Activities
- The consumption of alcohol is not permitted at any centre, at any time.
12. Safeguarding, Insurance & Hirer Responsibilities
- The named hirer is legally responsible for the event and attendees.
- Hirers must consider safeguarding, DBS checks and relevant registrations must be provided to Play Place in line with our terms and conditions.
- Public Liability Insurance may be required, particularly for businesses or events.
- Contractors and entertainers must be vetted and insured, proof that this has taken place will be required.
13. Accessibility & Parking
- Most centres are accessible and located on the ground floor.
- Accessible toilets are available at designated venues.
- Parking arrangements vary by location and may be shared or on-street.
14. Outdoor Areas & External Spaces
- Car parks are available at some of the centres, though these are publicly accessible and not exclusively hired.
- Each centre has nearby on street parking without restrictions.
- Hirers are responsible for managing risks and preventing damage.
15. Complaints, Lost Property & Support
- Minor issues should be raised promptly with officers at the time or via email.
- Formal complaints must be submitted in writing.
- Lost property is held for a limited time before disposal.
- Abuse towards volunteers or staff is not tolerated.