Conditions of hire

MAC Hub is owned and managed by:

Ekopia Social Investments Limited
Community Benefit Society, registered number 2574 RS
567 West Whins, Findhorn Hive
The Park, Findhorn
Moray IV36 3SH
Scotland

Email: info@ekopia.org.uk
Telephone: +44 (0)1309 691258

The venue is located at:

MAC Hub
Field of Dreams
The Park
Findhorn, Forres
Moray IV36 3TA
Scotland

Email: hello@mac-hub.uk

1. Purpose

The MAC Hub provides a welcoming, inclusive and creative environment for arts, culture, learning, community engagement and wellbeing activities.

All users of the MAC Hub agree to respect the building, equipment, staff, volunteers and fellow users.

2. Booking and Use of Spaces

2.1 All room bookings must be made through the Hub's approved booking process.

2.2 Bookings are subject to availability and approval.

2.3 Users may only use the rooms and facilities booked. The kitchenette and toilets are available for all users during bookings. The Green in front of the MAC Hub is reserved for community use and is not included in the hire. No activities booked in the MAC Hub should make use of the Green.

2.4 Access is limited to the agreed booking period, including set-up and clear-down time.

2.5 Users must not exceed the maximum occupancy of a room.

3. Responsibilities of Users

Users agree to:

3.1 Read and comply with the full MAC Hub Conditions of Hire, as stated here.

3.2 Use the hired space only for the purpose stated at the time of booking and will not transfer or sub-let the booking to another person or organisation.

3.3 Accept responsibility for the conduct, safety and supervision of all attendees, staff, volunteers, contractors and guests associated with their event.

3.4 Ensure that all activities comply with relevant health and safety, safeguarding, licensing and legal requirements.

3.5 Leave all spaces used (including kitchen and toilets) in a clean, tidy and safe condition at the end of the hire period and remove any materials, equipment and rubbish brought onto the premises unless otherwise agreed.

3.6 Accept responsibility for any loss, damage or additional cleaning costs arising from their use of the facilities.

3.7 Understand that MAC Hub accepts no responsibility for loss, theft or damage to private property or equipment brought onto the premises.

3.8 Provide any required documentation, including risk assessments, licences and insurance certificates - before the event - where requested by MAC Hub.

3.9 Not exceed the maximum occupancy of the hired space and will keep all exits, access routes and fire escapes clear at all times.

3.10 Ensure that smoking and vaping do not take place inside the building and that all participants behave in a respectful and lawful manner.

3.11 Understand that bookings cancelled with less than four weeks' notice may be charged in full unless otherwise agreed by MAC Hub.

3.12 Acknowledge that MAC Hub reserves the right to cancel or terminate a booking where there is a breach of the Conditions of Hire, a health and safety concern, or circumstances beyond its reasonable control.

3.13 Read, sign and submit the MAC Hub User Agreement before commencing the hire period.

4. Safeguarding

Anyone delivering activities involving children or vulnerable adults must:

4.1 Comply with the Hub's Safeguarding Policy.

4.2 Hold any legally required PVG or disclosure checks.

4.3 Remain responsible for safeguarding participants during their activity.

The Hub reserves the right to request evidence of safeguarding arrangements where appropriate.

5. Health and Safety

All users must:

5.1 Familiarise themselves with fire exits and evacuation procedures.

5.2 Keep exits and access routes clear at all times.

5.3 Use equipment safely and only for its intended purpose.

5.4 Immediately report accidents, near misses, hazards or concerns.

The Hub reserves the right to stop any activity that presents a safety risk.

6. Equality, Diversity and Inclusion

The Hub is committed to being an inclusive space.

Discrimination, harassment, bullying, intimidation or abusive behaviour based on any protected characteristic will not be tolerated and may result in immediate cancellation of bookings and exclusion from future use.

7. Equipment and Materials

Where equipment is provided:

7.1 Equipment must only be used by competent users.

7.2 Damage caused by misuse may be charged to the hirer.

7.3 Users must obtain permission before removing equipment from its normal location.

7.4 Consumable materials may incur additional charges.

8. Publicity and Promotion

Tutors, facilitators and hirers may promote their activities independently.

Where requested, the MAC Hub may also support promotion through its website, mailing lists, newsletters and social media channels. Any applicable charges will be agreed in advance.

9. Photography and Media

Users must obtain consent where photography or video recording involves identifiable individuals, particularly children.

The MAC Hub may photograph activities for promotional purposes in accordance with its privacy and consent procedures.

10. Insurance

Moray Arts Centre maintains its own Public Liability Insurance in respect of the premises. Hirers remain responsible for obtaining any insurance appropriate to their activities. Hirers organising public events, commercial activities, workshops, classes, performances or activities involving elevated risk may be required to provide evidence of Public Liability Insurance with a minimum cover of £5 million. MAC Hub reserves the right to determine when such insurance is required.

11. Cancellation Policy

Cancellation by Hirers

11.1 Cancellations made more than 28 days before the booking date will receive a full refund.

11.2 Cancellations made between 14 and 28 days before the booking date will receive a 50% refund.

11.3 Cancellations made less than 14 days before the booking date are non-refundable unless the booking can be re-let.

11.4 The Hub may waive cancellation charges at its discretion in exceptional circumstances.

Cancellation by the Hub

The Hub reserves the right to cancel a booking where:

11.5 Health and safety concerns arise.

11.6 The building becomes unavailable due to emergency, maintenance or force majeure.

11.7 The user breaches this agreement.

11.8 Information provided during booking is found to be inaccurate or incomplete.

11.9 In such circumstances, any fees paid for the affected booking will normally be refunded in full.

11.10 The Hub shall not be liable for any consequential losses arising from cancellation.

12. Damage and Liability

Users are responsible for:

12.1 Any damage caused by themselves, their participants, guests, contractors or visitors.

12.2 Any loss arising from misuse of the facilities.

The Hub accepts no responsibility for loss, theft or damage to private property brought onto the premises.

13. Right to Refuse or Terminate Use

The Hub reserves the right to refuse, suspend or terminate bookings where:

13.1 This agreement is breached.

13.2 Safety concerns arise.

13.3 Activities conflict with the MAC Hub's aims, values or policies.

13.4 Use of the building places people, property or reputation at risk.

14. Acceptance

By booking, hiring, or using the MAC Hub facilities, users acknowledge that they have read and agree to comply with these Conditions of Hire and associated policies.