This page covers all necessary information for both prospective and current regular groups at CUFOS. A regular group is a hirer who uses one or both of the rooms at CUFOS on a consistent basis (daily, weekly, monthly, etc.). For specific enquiries, email us at firstname.lastname@example.org.
This page also applies to prospective hirers looking to schedule a short-term course of two or more days during the summer or a school term break when some regular groups may not be using the building. Otherwise, those wishing to book something on a one-time-only basis (an AGM, a one-day workshop, etc.) should refer to the Parties, Special Events and One-Off Meetings page.
Please note that, while some of our long-time regular groups have occasional weekend bookings, we cannot accept any new groups for regular hires on weekends, which are generally reserved for party bookings. Thus, hire rates below apply to weekday bookings only.
Booking Hall: £4.50/hour
Waiting Room: £3.50/hour
Keys deposit: £30
Note: Due to limited space (used by Hilltop) for pushchairs and buggies, we cannot accept any morning bookings for groups with babies and toddlers.
Booking Hall: £7/hour
Waiting Room: £4.50/hour
Keys deposit: £30
(See also the Single Event page for non-profit-making fund-raising activities hire rate.)
Booking Hall: £14/hour
Waiting Room: £8/hour
Keys deposit: £50
(See also the Single Event page for workshops and courses hire rates.)
All regular groups must pay a one-time-only, non-refundable joining fee of £5.
There is a deposit for each set of keys needed per group, either £30 or £50, depending on the group (see rates above). The keys deposit is refunded when the group leaves CUFOS and the keys are returned.
Hirers who lose their keys will forfeit their deposit and have to pay a new deposit for another set of keys.
Check our Facilities page to determine which of our two rooms is best for your purpose.
Check our Timetable of Regular Bookings for current availability in both rooms.
If you find there is availability in the room you want for the time you want, then call 07791 648885, or write to email@example.com. State your name, the name and purpose of your group, and how much time you will need for your group’s activity (including whatever extra time may be needed for set-up and clean-up). Provide your phone number if you wish to be called. The CUFOS booking officer will then get back to you to make further arrangements.
Once you are accepted as a CUFOS regular, you will be sent New User Group Booking Forms. You will need to fill out, sign and return the New User Group Form and one copy of the Fire Regulations. You will retain another copy of the Fire Regulations for your own records as well as the Instructions for Key Holders, which we ask you to read and remember.
When you become a CUFOS hirer, you will have to pay at least one month’s rent in advance, along with the joining fee of £5 and the keys deposit of £50 or £30 (see above). Upon receipt of your payment, you will receive your keys and be taken through your responsibilities as a CUFOS key holder. Thereafter you will be expected to pay your rent on a regular basis until such time that you leave CUFOS.
Rent may be made by cheque or BACS transfer; instructions for either method is contained in the Booking Form for Regular Groups. When making a payment by cheque, be sure to include a copy of the Booking Form, filled out, and send it to Elin Murphy at the address on the form. Hard copies of the form can be found in the envelope on the bulletin board by the Ladies’ Room at the building.
Payments by BACS do not require a Booking Form to be sent, but please follow the instructions on page 2 of the form and be sure to send email notification of your payment date and amount, as well as the time frame being paid for.
Hirers may pay their rent monthly, quarterly, or by term, according to convenience, as long as it is paid in advance and consistently, without need for reminders of money due. Rent for sessions not used will be forgiven only if advance notice of cancellation is given to the Bookings Officer. If no such notice is given, hirers are obliged to pay for the booking anyway.
Hirers should also inform the Bookings Officer of any suspension of sessions (e.g., during term breaks or the summer months) so that their time slots may be made available to other hirers.
Hirers who decide to leave CUFOS should give as much notice as possible to the Bookings Officer and make arrangements to return their keys when they have finished their sessions. Once keys are returned safely, a refund of the hirer’s deposit wil be arranged.
All regular groups are required to adhere to the time slot they have booked. Leeway of 15 minutes on either side of the time slot is allowed for set-up and clean-up. If the hirer needs more time than that, then the appropriate amount must be included in the slot that is booked. Please remember that it is unfair to keep other groups waiting, or to intrude on their reserved time, by taking too long to clean up after your meeting or activity.
Hirers must bear in mind that there is no caretaker on the premises andthat a cleaner comes in only three mornings a week. Because so many groups use the building, all are expected to keep it clean and tidy for others. Therefore enough time should be allowed at the end of each session to clean up, including wiping down tables and countertops; sweeping, hovering, or mopping floors as necessary; emptying the urn and kettle if these were used; washing up and putting away all mugs and spoons; emptying the fridge of personal food and drink items; emptying the kitchen trash bin if it has become full during your session; and putting all furniture away where it belongs.
Fire Doors and Locks
While the building is in use, two fire doors must be left unlocked at all times. For Booking Hall users, these are the front double doors and the side door to the courtyard; for Waiting Room users, these are the two doors at the side of the building (from the hallway and the Waiting Room, leading into the courtyard). The top lock may be left on the latch for security reasons, but the bottom lock on fire doors must always be unlocked.
Regardless of which room is being used, if that group is the last one out of the building at any time, the hirer must check ALL doors and the side gate to ensure that the building is secure and everything is locked, top and bottom.
All lights must be turned off before the building is locked; be sure to check the lavatories and turn off lights in those rooms.
Please treat the space at Cufos gently, as you would your own at home. Remember, Cufos is a shared building, and it deserves appropriate care and respect so that all may benefit from its space and facilities.