Day and residential conference facilities in a beautiful, relaxed setting just outside Christchurch

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1 Day and residential conference facilities in a beautiful, relaxed setting just outside Christchurch

2 Conference Centre Day and residential conference facilities in a beautiful, relaxed setting Moorlands Conference and Residential Centre is a unique place for Christian groups to come and spend time together in a relaxed and picturesque environment. It is an ideal setting to spend the day, weekend or week. We have 14 acres of parkland for you to enjoy, with a variety of lounges, teaching rooms and facilities to make your stay as enjoyable as possible. With the use of our sports facilities, prayer rooms and garden, lounges and chapel area you will be able to host a break for all ages. We are very close to the New Forest national park, with the historic town of Christchurch only 5 minutes away and Bournemouth s award winning beaches a short drive. You will find plenty of things to do to make the most of your stay at Moorlands College. This happy environment is achieved through our friendly and helpful staff and good home cooked food. All this combines to make the perfect ingredients for the best possible break in which to relax and unwind.

3 Location Moorlands is just north of Christchurch, a beautiful, historic Dorset seaside town. Within easy reach of Bournemouth and Poole, Moorlands, and the surrounding area, is a most desirable place to visit. Christchurch is linked to the national bus and rail network, offering quick and regular service to London and the rest of the UK. Bournemouth International Airport is only 3 miles away. How to find us Car To Ringwood on the A31, then south towards Christchurch on the B3347. Coach Regular services to Bournemouth Coach Station 9 miles from Moorlands. Train Many services from London stop at Christchurch Station 3.5 miles from Moorlands. Address Moorlands College Sopley Christchurch Dorset BH23 7AT Telephone:

4 Facilities Available To Hire Meeting Rooms The seminar and lecture rooms are suitable for teaching and workshop use. Seminar rooms seat up to 28 people and lecture rooms can seat up to 65 people. The conference room is a high-quality venue with conference tables and chairs suitable for board/committee meetings, leadership retreats, etc. Wessex Auditorium This is a self contained large meeting room which can seat 150 people or extended into a larger room by opening up the two seminar rooms either side creating seats for 250 people, complete with a data projector and a high quality PA kit. Residential Centre The residential facilities at Moorlands College are available for large or small church groups and organisations to hire during the Easter and Summer vacations. The main residential building sleeps a total of 69 people in 33 twin-bedded rooms and 3 single rooms. The Cedars Centre is a smaller building, comprising of 14 twin-bedded rooms and 2 single rooms, allowing for a group of 30 people. At quiet times in the year we may also be able to offer accommodation for individuals or families to stay in the residential centre. Please speak to the Facilities Manager for availability on Tel: or conferences@moorlands.ac.uk Camping In addition to people staying in the residential centre we have an area where people can camp using their own tents in an area big enough for 25 tents. This can be part of a group using the residential centre or as individuals. Community Hub Meals are served in the Community Hub. Catering is provided to suit most requirements, ranging from a sandwich lunch to a evening meal. In the summer months, a more informal barbecue in the College grounds can be served. Most special diets can be catered for on request. Sports Hall A Sports Hall is available for hire on campus which contains facilities for badminton, table tennis and five-a-side football. The Sports Hall has its own changing rooms and shower facilities for those using it. We also have an outside basket ball area as well as pool and table football in one of our lounges. Security The building are monitored by CCTV and secured by a NET2 door access system and a door code will be allocated to you for your booking to enable you to enter the buildings.

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6 Overview of facilities Room Standing Seating Boardroom Large Venue Wessex auditorium n/a Wessex auditorium open n/a Sports hall 120 n/a n/a Community hub n/a Lecture Rooms Avon Bourne Dawlish Conference room Seminar Rooms Dorset Hampshire Matlock Stour Juniper Poplar Bookable Meeting Rooms Elm n/a 4 n/a Yew n/a 6 n/a Teak n/a 5 n/a Larch n/a 4 n/a Accommodation 60 Bedroom Accommodation

7 Wessex auditorium Room Capacity & configurations Dimensions (m) Name: Standing: Seating: Boardroom: L W Wessex auditorium n/a Wessex auditorium open n/a Business facilities: Wi-fi Mac mini 144 Data projector screen Digital audio/pa equipment 2 Breakout rooms, Dorset & Hampshire that can be hired Tea & coffee facilities Male, Female & Disabled Toilets Controllable ambient lighting Floor plan Stage HDMI & To toilets & breakout rooms

8 Sports Hall Room Capacity & configurations Dimensions (m) Name: Standing: Seating: Boardroom: L W Sports Hall n/a n/a n/a Business facilities: Wi-fi Small stage Sports equipment Changing rooms Collapsible football goals Floor plan Fire Exit Sports Equipment Cupboard Fire Exit Fire Exit Fire Exit Ladies Changing Room Fire Exit Disabled WC Gents Changing Room

9 Community Hub Room Capacity & configurations Dimensions (m) Name: Standing: Seating: Boardroom: L W Community Hub n/a Business facilities: Wi-fi 84 Data projector 53 LCD TV Audio through HDMI/stereo jack Tea & coffee facilities Water fountain Floor plan

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11 Lecture Rooms Room Capacity & configurations Dimensions (m) Name: Standing: Seating: Boardroom: L W Avon Bourne Dawlish Business facilities: Wi-Fi Mac mini 90 Interactive Whiteboard Audio through HDMI/stereo jack Many chairs equipped with removable writing tablets Avon Dawlish Floor plan Avon Interactive Whiteboard HDMI Mac Mini

12 Bourne Mac Mini & HDMI Interactive Whiteboard Dawlish Mac Mini Interactive Whiteboard

13 Conference Room Room Capacity & configurations Dimensions (m) Name: Standing: Seating: Boardroom: L W Conference Room Business facilities: Wi-Fi Mac mini 60 LCD TV Audio through HDMI/stereo jack Tea & Coffee making facilities Water machine Floor plan Mac Mini LCD TV

14 Seminar Rooms Room Capacity & configurations Dimensions (m) Name: Standing: Seating: Boardroom: L W Dorset Hampshire Matlock Stour Juniper Poplar Business facilities: Wi-Fi Mac mini 70 Interactive Smart Screen Audio through HDMI/stereo Jack Poplar Matlock Hampshire Juniper

15 Floor plan Dorset Hampshire HDMI & HDMI & Mac Mini Smart Screen Smart Screen Mac Mini Matlock Stour Mac Mini Mac Mini Smart Screen Smart Screen Juniper Poplar Mac Mini Smart Screen Mac Mini Smart Screen

16 Bookable Meeting Rooms Room Capacity & configurations Dimensions (m) Name: Standing: Seating: Boardroom: L W Elm n/a 4 n/a Yew n/a 6 n/a Teak n/a 5 n/a Larch n/a 4 n/a Business facilities: Wi-Fi Floor plan Elm Yew Desk Desk Teak Larch Desk Desk

17 Accommodation Room Capacity & configurations Dimensions (m) Name: Single Rooms: Twin Rooms: Double Rooms: L W Cedars 2 14 n/a Residential Block 3 33 n/a Cherries 6 n/a Business facilities: Wi-Fi Sinks in bedrooms 20 bedrooms with USB sockets TV lounge Cherries lounge Games lounge Kitchenette Prayer room Tea & Coffee facilities

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19 Sample Menu Special dietary requirements can be requested, as well as bespoke meals Friday Night: Lasagne Garlic bread Selection of mixed salads Sticky toffee pudding & custard Saturday Breakfast: 8-Item full English Cereals Fruit juices Saturday Lunch: Jacket potatoes with a choice of fillings; chilli, beans, tuna, cheese Salad bar Jam donuts Saturday Dinner: Hunters chicken New potatoes Peas & sweetcorn Chocolate sponge & chocolate sauce Sunday Breakfast: Croissants, pain au chocolat Toast & jam portions Cereals Fruit & yogurts Fruit juices Sunday Lunch : Choice of roast chicken or pork Roast potato Broccoli Carrots Stuffing & Gravy Apple crumble & custard Alternative Options: Selection of pies Sandwich lunches Buffets Chicken, leak & bacon Curries BBQs Cakes Bacon rolls Cream teas Danish pastries

20 How to Book If you would like to find out more information about booking Moorlands Conference and Residential Centre and to discuss availabitiy or would like to come and have a look around our facilities, please contact Grant Slade our Facilities Manager: Moorlands Conference and Residential Centre Moorlands College Christchurch Sopley Dorset BH23 7AT TEL: conferences@moorlands.ac.uk

21 Day Hire Form Name of Group:... Organiser:... Address:... Telephone No.: (Home)... (Work)... Estimated Number: Adults... Children (under 12)... Date:... Arrival Time:... Departure Time:... Requirements Please state the requirements for the function Please enclose a non-returnable booking fee of 20. Cheques should be made payable to Moorlands College This form, duly completed and signed, together with the acknowledgement from the College, form a Contract of Hire between Moorlands College and the organisation named above. The organiser is responsible for ensuring that the College policy of no smoking and no alcohol on site is observed, and this forms part of the Contract. Should the booking be cancelled, the following fees will be charged within the relevant cancellation period: 6 months Deposit only 3-5 months 25% of booking value 1-2 months 50% of booking value less than one month Total booking value Signature of Organiser:... Date:...

22 Auditorium Booking Form Name of Group Name of Organiser Address Telephone Number Date of Hire Period Times of Booking Purpose of Visit Target Number of Attendees We require to use the: Whole Auditorium (max 250) Breakout Rooms: Dorset Hampshire Main Wessex Auditorium (max 150) We require the following tech arrangements: We would like to hire an audio/visual technician: We would like to use our own audio/visual technician: (Subject to the availability of a technician or your own person responsible for using the tech meeting with Moorlands technical support team a minimum of 2 weeks before the start of the booking) We require the following catering arrangements: Tea/Coffee/Fruit & Biscuits 2 Course Lunch Sandwich Lunch (During term time subject to availability) Times of Refreshments & Lunch: Extra Rooms Required Seminar Room (small) Seminar Room (large) Lecture Room Community Hub (During term time Community Hub subject to availability) I enclose a non-returnable deposit of 20 Our Insurer is: You are advised to ensure that you have adequate insurance cover for your booking. (Moorlands College reserves the right to refuse any booking with unsatisfactory cover) Signed Organiser Date This signed booking form, together with the Terms and Conditions form a Contract of Hire between the group named above and Moorlands College.

23 Residential Centre Booking Form Please complete this form and send to the Functions & Facilities Manager along with a 200 deposit to secure your booking. Name of Group Name of Organiser Contact Details Arrival Date First Name : Last Name : Phone: Departure Date Target Number of Attendees We require to use the: We require the following catering Adults: Youth (age 11-16): Child (age 4-10): Child (under 4): Whole Residential Centre (Min 70, Max 99) Main Residential Building (Min 45, Max 69) Cedar Centre (Min 22, Max 30) Full Board: requirements: Half Board: Bed & Breakfast: Extras Bed Linen PA Equipment Extra Meals Extra Rooms Required Seminar Room: Lecture Room: Wessex Auditorium: Sports Hall: I enclose a non-returnable deposit of 200 to guarantee my booking Our Insurer Is: You are advised to ensure that you have adequate insurance cover for your stay Moorlands College reserves the right to refuse any booking with unsatisfactory cover. I have read & agreed to the terms & conditions provided and submit this form as the confirmation of the booking. This signed booking form, together with the Terms and Conditions form a Contract Hire between the group named and Moorlands College. Signed: Date: Please keep a copy of this form for your records

24 Terms and conditions: The College has a statutory responsibility to have due regard to HMG s anti-terrorism strategy. This includes monitoring use of our premises by external groups to ensure that no event or speaker will promote extremism (whether violent or non violent) during the course of the programme. Whilst seeking to observe this responsibility, the College maintains the right to free speech. If your planned programme or speakers could be considered a potential risk under the Prevent Duty, you are required to let the College know in advance of the event. We can arrange for a member of senior management to make you aware of the parameters the College maintains under our Prevent Duty. Provisional bookings are accepted by the College for the use of the Centre. They will only be held for 14 days from the date of receipt after which time they are either confirmed by receipt of a completed booking form and deposit or deleted. Facilities will only be reserved after written confirmation has been received and acknowledged by the College. A non- refundable deposit of 200 is required to confirm the booking. Cheques should be made payable to Moorlands College. An invoice will be issued prior to the groups departure. Full payment should be made to the Centre Manager before leaving the Centre unless prior arrangements have been made with the Manager. The College reserves the right to require payment before the commencement of the hire period. Every effort will be made to avoid revising charges once a booking has been accepted on the basis of quoted charges. However, the College reserves the right to revise the charges where the rate of inflation or other factors make this necessary. Normally not less than three months notice of any revision of charges will be given. If the charges for the period of hire have not been set by the College at the time of booking, the organisers should expect that the charges will rise at least in line with inflation. The organisation hiring the facilities will be liable for all and any damage caused to any room, facilities, furniture or equipment caused by acts or omissions of any attendees. Damage or loss of College equipment will be charged to the organisation by invoice. No College property must be removed from the buildings in any circumstances. All attendees from the organisation or their visitors are required to comply will all health, safety, fire and general instructions issued. Organisers are asked to note that Moorlands College operates a non-smoking and no- alcohol policy with which all visitors are required to comply with (the no-alcohol policy excludes communion wine). Vehicles and their contents are left on the College premises at the owner s risk. It should be noted that cars are not covered by insurance whilst being driven or parked on the campus. Moorlands College will accept no responsibility or liability for the loss or damage to personal effects belonging to attendees. Organisers will be responsible for ensuring that all participants behave in a reasonable manner at all times, that no nuisance is committed on College premises, and that they will not engage in activities which are likely to bring the College into disrepute. Particular consideration should be given to the families who live on site and their need for privacy. Where any attendees are below the age of 18, there must be at least one responsible adult to every 7 young people who must be present throughout the duration of the hire period and who must provide adequate supervision at all times. This also applies to the use of the Sports Hall. Mixed groups of any age must have at least one leader of each gender. A member of staff will normally be on duty during the day. A telephone number will be given to the organisers for use in an emergency when all staff are off site. Time must be allowed at the beginning of the programme for the Manager to welcome the whole group to the Centre and outline the site rules and health & safety procedures. Unless agreed otherwise, bedrooms will be vacated by 9am and guests will leave the site by after lunch on the date of departure. Charges for photocopying and other incidentals will be added to the final invoice, if used. Normal meal times are: Breakfast 8.30am Lunch 1pm Evening Meal 6pm If necessary, with the agreement with the Residential Centre Manager the times of meals can be altered to suit your requirements. Sample menus are available on request. Local Authority regulations restrict the number of caravans to 1 for a maximum of 2 nights at a time. Motor caravans in the car park are not acceptable. Campers and Caravanners can only be accepted as part of a group using the residential facilities. People sleeping outside the residential buildings will not be counted as part of the guaranteed number group, and thus will not contribute to meeting the minimum number obligations. All groups booking the centre must hold adequate public liability insurance cover, including an indemnity to principals clause. It is also the responsibility of the organisers to take out suitable insurance covering loss or damage of personal effects. Please send a copy of your current insurance policy one month before your booking starts. Expected numbers and special requirements should be sent in writing at least one month before the hire period starts. Final numbers and special diets of attendees must be notified at least ten days before the hire period begins. We cannot guarantee that people can be catered for if notified after this time. The final numbers declared will become the minimum number used in the calculation of the final invoice. If bed linen and towels have not been ordered, attendees will be expected to bring their own. The College provides, as standard a pillow. Please note that Moorlands is not responsible for any accidents or injuries that may occur when groups are doing their own events or activities on site. It is the responsibility of the organiser to make sure events or onsite activities happen safely. Risk assessments for specific activities may need to be shown prior to a specific event or activity. Organisers also need to provide adequate first aid cover and supply their own First Aid Kit for the group. Cancellation Policy: Period of Notice (i.e., the period between notice being received by the College and the day the hire of facilities is due to start) Over 6 months 25% guaranteed no. booking value or 200 whichever is the greater, 2-4months 50% guaranteed no. booking value, Less than 2 months Total guaranteed no. booking value Cancellation of a confirmed booking is only effective from the day it is received by Moorlands College in writing. If no guaranteed minimum number of attendees have been provided an assumed value of 5000 will apply. If the College is unable, in part, to carry out its obligations under a confirmed and accepted booking, the College will give notice in writing and thereupon be released from those obligations which can no longer be fulfilled. Should it be necessary for the College to cancel a confirmed and accepted booking in entirety, then the College will either refund the deposit in full or offer an equivalent alternative booking if more than three months notice is given. If the notice period is less than three months and if an acceptable alternative booking cannot be offered, the College will refund the deposit, and also compensation, with the total payment, including the deposit, being equal to 50% of the guaranteed no. booking value.