Hulm Club Meeting Room Use Policy

Purpose

The Meeting Room Use Policy ensures that Hulm Club’s meeting rooms are utilised fairly and efficiently, providing all members with equal access to these shared spaces. This policy outlines the procedures for booking, cancelling, and using meeting rooms, as well as the responsibilities of members to maintain the rooms in a clean and respectful manner.

1. Booking Meeting Rooms

  • How to Book: Members can book meeting rooms through the Archie desktop web app or the Archie mobile app.
  • Credits: Booking meeting rooms requires the use of membership credits. The appropriate number of credits will be automatically deducted from the member’s account at the time of booking. If a member runs out of credits, they must purchase additional credits to continue booking meeting rooms.

2. Time Limits for Bookings

  • No Time Limits: There are no specific time limits for meeting room bookings. Members can book rooms for as long as they have the necessary credits available. It is the responsibility of members to manage their bookings and ensure they have sufficient credits for their needs.

3. Cancellation Policy

  • Same-Day Bookings: Members can cancel same-day bookings and receive a refund up to one hour before the scheduled start time.
  • Advance Bookings: For bookings made on any day earlier than the day of the meeting, members must cancel at least 24 hours before the scheduled start time to receive a refund.
  • No Refunds: Cancellations made after these cut-off times will not be eligible for a refund.

4. Meeting Room Usage Guidelines

  • Cleanliness: Members are responsible for leaving the meeting room clean and tidy for the next user. This includes:
    • Removing all personal belongings.
    • Disposing of any rubbish in the appropriate bins.
    • Wiping down surfaces if necessary.
  • Behaviour: Members must conduct themselves in a professional and respectful manner while using the meeting rooms. Disruptive behaviour, excessive noise, or any actions that may disturb other members are not permitted.
  • Damage and Reporting: Any damage to the meeting rooms must be reported to Hulm Club staff immediately. Members may be held liable for repair costs if damage is caused by their actions.

5. Consequences for Policy Violations

  • Members who fail to comply with the Meeting Room Use Policy may face consequences, including:
    • Warnings issued by Hulm Club staff.
    • Suspension of meeting room booking privileges.
    • Charges for repair or cleaning costs if damage or excessive mess is left behind.

6. Amendments to the Policy

Hulm Club reserves the right to update or amend this policy at any time. Members will be notified of any significant changes to the Meeting Room Use Policy.

By booking and using Hulm Club meeting rooms, members agree to comply with the terms outlined in this policy.