The Mill wishes to provide the most comfortable and trouble-free room bookings, our terms and conditions enable us to carry this out effectively. Whilst we endeavour to be as helpful and supportive as possible, resources are limited and there are no on site staff dedicated to servicing or supporting meetings.
The Mill expects all users to abide by our Mill User Charter, as well as our Health and Safety, safeguarding and other policies. We reserve the right to refuse entry to any person, group or organisation whose activity is not in keeping with the ethos and objectives of The Mill.
We wish to promote community harmony, development and inclusion, and will not support activities or allow behaviour which contravenes these aims. Please see our policies on our website: https://themille17.org/who-we-are/our-fine-print/.
Bookings:
The organisation and/or person in whose name the booking is made will be regarded as the Hirer, and shall be liable in respect of the booking. The Hirer’s requirements should be detailed at the time of booking, with any changes required notified in writing to The Mill not less than five working days before the booking.
The hirer shall not use the premises for any purpose other than that described in the hiring agreement, and shall not sub-hire. The hirer must be aged over 18 years old.
The hours booked must include any setting up and cleaning away afterwards (15 minutes minimum either side of the booking / 30 minutes for children’s parties).
The hirer is responsible for setting up for their booking, including moving tables and chairs (as required), returning it to its designated place or reinstating furniture where moved away or tables folded down within the booking time.
You can decorate our rooms with prior permission only from our staff. We prefer you to use any existing fittings to tie decorations. Please do not use staple guns, glue or sellotape. Blu tack is permitted in some spaces.
The maximum capacity of our rooms are stated on our website. Our staff can give further advice where required. The capacities should not be exceeded.
Hirers may use The Mill’s equipment and cleaning materials and staff can advise the hirer where this is. Additional charges will be incurred if the premises are not left clean and tidy.
Payment:
Bookings must be confirmed with receipt of a completed room booking form and payment in advance (unless agreed otherwise). We require a deposit for any bookings which will take place outside of our public opening hours.
Payment can be made by cash or debit/credit at reception. Or you can pay by BACS using the name in which your booking is made or our invoice number.
Our account details are :
Name : The Mill @ Coppermill R/C 1143365
Account Number: 65496028
Sort Code 08-92-99
Cancellations:
We may need to cancel your booking unexpectedly and at short notice. The circumstances may be varied and may include, but are not limited to, the following: essential repairs or maintenance, new legislation or measures around major public health events, acts of God, legal requirements, public emergencies or any other circumstances beyond our control which amount to circumstances of force majeure.
Additionally, we may need to cancel your booking on instructions or advice from organisations including (but not limited to) the London Borough of Waltham Forest, or any of the emergency services. We will do our best to give as much advance notice as possible and will offer a full refund as standard. Where we are able, we may be able to offer an alternate booking.
In the event that the hirer may wish to cancel; notification of cancellations should be made in writing and will be effective on the date received by The Mill. In the event of a cancellation, customers are liable for payment of charges as follows:
20% of total charges for cancellations made within 7 days of meeting date
50% of total charges for cancellations made within 2 days of meeting date
100% of total charges for cancellations made less than 24 hours of meeting date
Health and safety:
The Mill regards the health and safety of everyone involved at The Mill as an integral part of its business and as a management priority. It is our policy that all activities will be carried out in a safe manner.
Depending on the nature of the booking, you may also be required to provide a risk assessment of your activity, you can find more information on this and a link to our risk assessment template on our website.
Fire and Emergency evacuation procedures
Hirers should familiarise themselves and their groups with The Mill fire and emergency procedures including fire call points and fire exits, details of these can be found in all of our rooms. Those running workshops or activities must ensure their groups sign in in accordance with emergency evacuation procedures. Hirers are responsible for their own safety.
Third party insurance & liability:
The Mill shall not be responsible for any loss or damage to property, or any injury which may be incurred. Any property or goods at The Mill are brought and/or left at the owner’s risk and without any liability of The Mill. Local Authorities/community groups/registered organisations are expected to have adequate Public Liability Insurance covering their activities.
Safeguarding is everyone’s responsibility:
All of our volunteers, trustees and employees play an important part in promoting the safety and protection of the children and vulnerable adults who use The Mill and take part in activities and groups here. All users are expected to comply with our Safeguarding Policies and Procedures. If you are hiring our space to run a group for children or vulnerable adults in a regulated activity we will require you and your staff or volunteers to have been suitably vetted, including a DBS check at an appropriate level. For more information, please go to: https://www.gov.uk/government/collections/dbs-eligibility-guidance.
Noise and neighbours:
As a multi-use community building, typically shared by a range of individuals and groups at any one time, The Mill strives to be a good neighbour. All groups and individuals using The Mill must agree to respect other users and neighbours, and in particular to avoid excessive noise levels. Access to the garden area is controlled.
Catering:
The Mill does not have public kitchen facilities. We can provide, by prior arrangement and for a modest additional fee, tea, coffee and a flask of hot water for your event. Alternatively, your users can use the facilities in the living room, for which they are to be asked to make a donation to The Mill. Alcohol and smoking are strictly not permitted.
You are not permitted to bring any electrical cooking appliances without the prior agreement of the Centre Manager.
Naked flames are only permitted for the lighting of a celebration candle. We ask you to open the window where possible or not to light under our smoke detectors. Fireworks and sparklers are not permitted.
Rubbish
Rubbish, recyclables and food/garden waste should be separated and put into the correct receptacle. Where bins are full, please take away rubbish left over from your booking. Rubbish should not be piled up by the main bins.
User Charter
What is The Mill?
The Mill is Walthamstow’s living room, open to anyone who wants to drop in and read the papers, view our art exhibitions, join a group or activity, use our children’s room or hire one of our rooms. We want to make life better for local people by improving the connections that residents have with each other. The Mill is a charity, led and run by volunteers, with a wide range of volunteering opportunities.
We offer you:
- a children’s room with toys and books for children and their parents or carers
- a year-round programme of groups, activities and exhibitions for all ages
- an honesty library and daily newspapers
- tea and coffee making facilities – small donation requested
- an exhibition space for local artists, and rooms for hire
- an accessible toilet and baby changing facilities
- a community noticeboard for local events, leaflets and flyers
- a disabled parking bay outside and bicycle parking
In line with our charitable aim of promoting community harmony, we have a no-alcohol policy and do not accept bookings from religious groups or political parties.
When you come to The Mill you can expect us to:
- be open at least 40 hours per week, 48 weeks of the year
- provide a welcoming, positive, accessible and inclusive space
- act on any concerns raised over a child or vulnerable adult in line with our Safeguarding policies and procedures
- welcome guide dogs and assistance dogs; other dogs must be on a lead and not go beyond the brown carpet at reception
In return, we expect our users to:
- respect our volunteers, staff and other users, the building and its contents.
- be considerate to others; share the space and respect the different needs of others.
- clean and tidy up after yourselves and do not make excessive noise.
- take responsibility for your own possessions.
- supervise children you are in care of: children under 10 should be supervised by an adult at all times.
Please speak to the Centre Manager if you have any cause for concern. A copy of our Policies and Procedures, including a complaints procedure, is available at Reception.
The Mill Policy on Room Booking and Exclusions
The Mill is a community development project which aims to promote community cohesion, develop social capital and reduce social isolation.
The aim of this policy is so that everyone feels welcome and safe when taking part in activities at The Mill.
We welcome most community bookings but cannot accept bookings for:
- Events or activities which discriminate on grounds of gender, race, ethnic origin, national origin, disability, sexuality, religion or age in a way which creates or intensifies divisions in our community. (This does not apply to activities that seek to strengthen bonds within an already marginalised group – such as women-only support sessions).
- Events or activities which serve alcohol.
- Events or activities which unreasonably disrupt other Mill users or the residential neighbourhood around us (such as being excessively noisy).
- Events or activities run by or for political parties.
- Acts of worship or any other religious group activity.
- Groups or individuals proselytising about religion or politics.
- Anything which, in the assessment of The Mill, potentially harms or seeks to exploit members of the community financially. For example; pyramid schemes or any events or activities which seek to recruit people to become promoters or distributors of a product or service in addition to a membership or joining fee.
All users must also abide by The Mill User Charter and room hirers should ensure they are fully aware of The Mill room bookings terms and conditions
We reserve the right to decline any booking or activity which we believe is counter to our charitable aims, or our responsibility to safeguard vulnerable groups and promote community harmony.
March 2016
Reviewed May 2023