The Vinery Centre Room Hire Guide A warm welcome for everyone
CONTENTS The Vinery Centre Page 3 Access Page 3 Our Service Page 3 Rooms for Hire Page 3 Types of Room Set-Up Page 3 Activity Rooms Page 4 Activity Room 1 Page 4 Activity Room 2 Page 5 Activity Room 3 Page 5 Kitchenette Page 6 1-2-1 Room Page 6 Meeting Room A&B Page 6 Sensory Room Page 7 Soft Play Room Page 7 Desk Space Page 7 Session Times for Room Hire Page 7-8 Room Prices Page 8 Equipment Requirements and Costs Page 8-9 Catering Page 10 Payment Page 11 Cancellations Page 11 Health & Safety Page 11 WC Facilities Page 11 Fire Evacuation Page 11 Security Page 11 Insurance Page 11 Smoking Page 11 Dogs Page 11 Alcohol Page 11 Damages Page 12 Terms and Conditions Page 12 How to Find Us Page 12 Contact Us Page 13 2 P a g e
The Vinery Centre The Vinery Centre is a fantastic multi-purpose facility with a number of comfortable and contemporary rooms of various sizes available to hire. The centre is open to the public Monday to Friday, 8:30am to 4:30pm. Weekend and evening hire is available, subject to availability. Our Service Our service offers: Competitive rates Comfortable surrounding all rooms are fully air conditioned with natural lighting Friendly, professional and supportive staff Access The building is single story with all rooms on one level. There are access ramps to all entrances and the doors are on automatic from 8:30am until 4:30pm, when the reception is staffed. Outside of this time, organisers will need to ensure their attendees can contact them in order to be let into the building. There is an entrance on Vinery Terrace and an entrance off the car park on Raincliffe Road, which is signposted. There is a spacious car park to the rear of the building on Raincliffe Road. Parking is free and we encourage you to use our car park as opposed to parking on the street in front of resident homes. Rooms for Hire We can cater for most occasions, from training to interviews, meetings to celebrations, or team building sessions to exercise classes. We also have flexibility in room set-ups as three of our rooms have removable partition walls, enabling us to open these spaces up to host large numbers of attendees if required. Types of Room Set-Up Cabaret Theatre Conference 3 P a g e
Activity Rooms We have three versatile activity rooms altogether. It is these three rooms that can be opened up with the removal of partition walling. The three activity rooms are our most popular rooms to hire out, as these can be set up for any event. Activity room 1 and 2 with the partition open Activity room 2 and 3 with the partition open Activity Room 1 Activity room 1 set up conference style This is the largest of the activity rooms measuring approximately 67m² with a hatch to the kitchenette. This room can accommodate cabaret, theatre or conference style set-up, and there is a large TV screen free to use. This is the only room with a built in hearing loop, so please bear in mind, if you need this facility, you need to specifically book this room. 4 P a g e
Activity Room 2 Activity room 2 set up conference style This is the second largest activity room measuring approximately 52m² and can also accommodate cabaret, theatre and conference style set-up. There is also a large TV screen in this room free to use. Activity Room 3 Activity room 3 set up conference style Although this is the smallest of the activity rooms, it is still quite spacious measuring approximately 40m². This room can accommodate theatre and conference style set-up, but does not have large TV screen in the room. It does however have its own sink with hot and cold water, ideal for arts and crafts sessions. 5 P a g e
Kitchenette Hatch view from activity room 1 As there is a shutter to close off the kitchenette from activity room 1, the kitchenette is therefore available to hire with any room and is suitable for low risk food preparation and washing up. Please note; we do not have the facilities to prepare or cook raw meat. The facilities available in the kitchenette include; Fridge Sink Hob and oven Crockery/cutlery Counter space 1-2-1 Room For smaller meetings that require a more personable setting, we have a 1-2-1 meeting room behind the reception that can host up to 4 people. We also have a portable hearing loop that can be used in this room free of charge. Meeting Rooms A & B We also have two meeting rooms that we can hire out, however; as these are in a restricted area, we only hire these rooms out if it is deemed these rooms are appropriate for the purpose of the hire, and then only when it is agreed by management. In all cases, we will advise on the best room to suit your needs. 6 P a g e
Sensory Room We have an amazing state of the art sensory room that can be hired out subject to availability. Our sensory room is a specially designed area created to give a sensory experience for people with various abilities and plays a vital role in the work we do with people with learning disabilities. This room must be supervised by an adult at all times. Soft Play Room We have a medium sized soft play room that can be hired subject to availability. This room is ideal for small children s parties. There are soft play area rules attached to the door that must be read and signed by the adult(s) supervising this area. Desk Space We also have desk space available in a private, lockable room, in the restricted staffing area. For further information or a quote please call or email us. Session Times for Room Hire AM PM Full Day 9am 12 noon 1pm 4pm 9am 4pm 7 P a g e
Please note: if you require a midday session, both an AM and PM session will need to be booked. You will also need to account for your set-up and clear-up time. At the discretion of the centre manager, it may be possible to extend sessions on the day at an extra cost, subject to room and staff availability. Prices Community & Charity Rate Standard Rate Room Per Session ( ) Full Day ( ) Per Session ( ) Full Day ( ) Activity Room 1 35 70 45 90 Activity Room 2 25 50 35 70 Activity Room 3 25 50 35 70 Kitchenette 10 20 15 30 1-2-1 Room 5 10 10 20 Sensory Room 25 50 35 70 Soft Play Room 25 50 35 70 Please note: If you need a larger area which includes opening a partition into another room, both rooms will be charged. Please get in touch with us, to clarify the costs for your room booking. As with all room bookings, we welcome anyone that would like to drop in and have a look first, or to discuss your booking in person. We recommend you call or email us beforehand to ensure there is a member of staff that can show you round, and that the rooms you would like to see are free. Equipment Requirements and Costs We have free WiFi throughout the building. Reception can provide you with the password. We also have a range of additional extras that can be hired to facilitate your event. Most are free of charge; however we do charge the cost amount for consumables. Items free to hire Flipchart easel Projector Projector screen Laptop (Windows 7) HDMI/VGA cable and converter Portable amplifier and microphone Hearing loop Hot drinking water in an 8 litre catering urn/cold water jug Cups/glasses 8 P a g e
Laptop and projector to hire free of charge Extras at a small cost Per Session ( ) Flipchart pad and markers 5.00 Tea, coffee and biscuits. Per person, per session 1.50 Photocopying (double sided) per sheet 0.10 Tea, coffee and biscuits can be provided Please note: Any personal electronic equipment that you bring on to site, must have passed a portable appliance test. We do not allow personal heating or cooking equipment to be brought on site. 9 P a g e
Catering All our food is prepared fresh onsite. You can choose to have either a set cold finger buffet menu or order from our lunch menu. Set finger buffet The cold set finger buffet menu offers two options; the Mini Bite Menu, with a small selection of finger foods to suit a variety of tastes and the Maxi Bite Menu which offers the full Mini Bite option, plus a further selection of homemade treats. The buffet must be ordered at the time of booking your room. Lunch menu We also offer a small lunch menu of jacket potatoes and toasted sandwiches with a variety of toppings and fillings. Ideally these should be ordered at the time of the room booking; however, these can also be ordered on the day of your event before 10am, and paid for on the day. Please refer to the separate menu and booking form for all catering options. Please note: Catering is only available subject to availability. Although we cannot cater for all dietary requirements, gluten free bread is available on request. Although our food is homemade, we cannot guarantee our ingredients do not contain traces of nuts. Payment All new room bookings must be paid for at the time of booking. Payments can be made via cash (please do not send cash through the post), credit/debit card, cheques (made payable to Leeds Mencap) or by BACs payment. Payment methods will be discussed at the time of booking. Regular bookings will be invoiced a month in advance, on the 1 st of each month. 10 P a g e
Cancellations Cancellations of room bookings may be charged at the following rate: Cancellation period Chargeable amount of total anticipated costs Between 8 14 days prior to the booking date 50% Between 0-7 days prior to the booking date 100% Non-arrival 100% Health & Safety WC Facilities We have two banks of male and female toilets, both of which have an accessible cubicle. We also have a wheelchair accessible toilet as well as a Changing Places toilet. Our Changing Places facility meets the Changing Places Standards. There is a ceiling mounted hoist, adult changing bed and shower for those with complex needs who are supported by a Carer. We request anyone that needs to use the hoist, bring their own sling as we do not provide them. Fire Evacuation In line with fire procedures, the organiser must keep a register of their attendees for use in the event of a fire evacuation. We can provide a blank register if required. You will receive an Important Visitor Information leaflet when you arrive with details of the evacuation procedure. Security For security reasons, we ask that the organiser wears a pass on a lanyard at all times and that their attendees wear visitor badges which we will provide. Insurance Before your event, we require a copy of your public liability insurance. If you do not have a policy, please discuss this us as we may be able to cover you under our own policy. This will be considered on an individual basis. Smoking We are a non-smoking building. Please refrain from smoking in front of our entrances or on the street. Dogs We allow assistance dogs only onto the premises. Alcohol Alcohol is not permitted on the premises. 11 P a g e
Damages We understand that at times accidents happen. However; as we are a charity and therefore every penny counts, with the exception of evident wear and tear, we do charge for damages to cover the costs of repair or replacement. Terms and Conditions Please ensure you read and understand our terms and conditions attached to the booking form. All booking forms must be signed, dated and returned by email to info@leedsmencap.org.uk. In the absence of a signed form, we require an email confirming you have read and understood our terms and conditions. How to Find Us By car we are just off the A64, York Road, opposite East End Park. Our car park is accessed on Raincliffe Road. By Bus amongst others, the following buses from Leeds City Centre stop very close to our centre 56, 05, 10, 19, 19A and 166. You need to get off the bus after you have passed the Paws for Thoughts pet shop on your left. You will find the centre on the opposite side of the road. 12 P a g e
Contact Us Address The Vinery Centre 20 Vinery Terrace Cross Green Leeds LS9 9LU Telephone 0133 235 1331 Email info@leedsmencap.org.uk Reception & Room Bookings Administrator Centre Manager Adele Dixon Adele Arnett Bernie Gahan 13 P a g e