St Paul's Learning Centre mural

Booking FAQs

Contents - Click on an item to jump to that section

1. ROOMS

1.1 What types of spaces can we provide?

1.2 Room Rates, Features and Prices

1.3 When can I book a room?

1.4 Is the building accessible?

 

2. MAKING BOOKINGS

2.1 How can I check room availability?

2.2 How do I make a booking?

Registering as a customer

Requesting a booking

2.3 Can I make a provisional booking?

 

3. COSTS & PAYMENT

3.1 How much are the rooms and additional extras?

3.2 Do you offer any discounted rates?

Concessionary Rates

Day Rates

3.3 What are your payment options?

3.4 Do I qualify for concessionary rates?

3.5 Does the Centre provide rooms free of charge?

3.6 Will I get a further discount for block bookings?

3.7 Altering or cancelling bookings

3.8 What is your cancellation policy?

3.9 What are the terms and conditions?

 

4. EQUIPMENT AND SET UP

4.1 Will SPLC set the room up for my booking?

4.2 Can I arrive early to set up?

4.3 Can I hire equipment?

4.4 How do I book equipment?

4.5 Does SPLC have Wi-Fi?

 

5. REFRESHMENTS & COSTS

5.1 What refreshment options are there?

5.2 How will I pay for refreshments?

5.3 Can I order food for my booking?

5.4 Can I bring in my own refreshments or food?

 

6. PARKING AND TRANSPORT

6.1 Is there blue badge parking on site

6.2 Is there parking connected to the centre? Can I book it?

6.3 Is there on street parking nearby?

6.4 What is the best way to arrive on public transport?

7. PROMOTION

7.1 Will SPLC help promote the event?

Marketing Form

Printed Materials

7.2 Can I put information up in the centre?

 

1.ROOMS

 

1.1 What types of spaces can we provide?

  • Meeting rooms

  • Art Rooms/ Creative spaces

  • Training Rooms / Classrooms

  • Event Spaces

  • Photography Darkroom

  • Bright South Facing Garden room –Suitable for Yoga& Meditation etc

 

As extras we can also provide Flipcharts, Projectors, Refreshments and Catering.

We also manage bookings for the Unitarian Meeting Hall situated in Brunswick Square just 5 minutes walk towards the city centre from our building. This hall has a maximum capacity of 110 and requires a key to be collected from the St Paul's Learning Centre. Click here for more information regarding the Unitarian Meeting Hall, or email umhbookings@ethicalproperty.co.uk or tel:01179145470.1.2

 

1.2 Room Rates, Features and Prices

 

PLEASE NOTE THAT THE BELOW RATES ARE OUR NEW HIRE RATES AND WILL BE APPLIED TO ALL NEW CUSTOMERS. THESE WILL ALSO BE APPLIED TO EXISTING REGULAR HIRERS BY SEPTEMBER 2022.

 

See table below for capacity, main features and prices of rooms available.

•Concessionary rates are on a sliding scale and at our discretion.

•Day rates start at 7hrs+with 1hr discounted.12hr days have 2hrs discounted

 
 

 

BOOKING EXTRAS

Resources

Computer Suite: x10 PC’s Free to use in Classroom 2

Laptops -Docking Trolley with x10 Chromebooks: £20 / FREE to use for ‘Band A’ and eligible ‘Band B’ customers

Large TV Screen with HDMI connection (x2 available): £10 / FREE for 'Band A' & eligible 'Band B' customers

Projector & Speakers–HDMI connection: £10 / FREE for 'Band A' & eligible 'Band B' customers

Webcam–USB connection: £5 / FREE for 'Band A' & eligible 'Band B' customers

Flipchart and Paper: £5 per session

Photocopying A4/A3: B&W 10p/20p, Colour 50p/£1

Weekly Storage: Shelves, drawers or whole units available. Speak to our team for more details

 

Refreshments

  • Unlimited Teas, Coffee and Water (Set up and clear down provided by us): £2 per head

  • Kettle/Urn and Cups (you provide tea, coffee and clear away after use): £5per 10ppl

  • Large Urn only (35litres): £20

  • Biscuits: £2per 25ppl

For more information on the specifics of each room please visit https://www.stpaulslc.co.uk/book-a-room.

The building also houses St Pauls Library and ‘Glen’s Kitchen’ Café -serving mainly Caribbean food. Both are available for hire when not in use by the public.

We have a Community Darkroom, offering facilities for both B&W and Colour processing and available for sessional hire for private practice, demonstrations and teaching. Led workshops and courses can be organised by request. For more information about how to book this, please contact reception, or email the Real Photography Company stpaulsdarkrooms@gmail.com or visit their website.

1.3 When can I book a room?

Rooms are available during opening hours only *subject to change during lockdowns:

 

  • Monday - Thursday: 9:00 –21.00

  • Friday: 9:00-17.00

  • Saturday - Sunday: 10:00-17:00

  • Bank Holidays: Closed

 

Staff are available for:

Booking enquiries and processing - Monday to Friday,10:00 to 16:30

General enquiries only - Monday to Thursday,16:30 to closing

(Click here For St Pauls Library opening times)

 

  • Please ensure you include set-up and pack-down time in your booking

  • We have a minimum booking time of 1hr in Classrooms and 1.5hrs in the Hall

  • Multiple bookings in the same room, made by a single customer in a day, must have a minimum of 1.5 hours between bookings to allow for changeover and availability of the room to other hirers

  • All bookings have a strict 2 week minimum cancellation policy

 

1.4 Is the building accessible?

SPLC is wheelchair accessible on all floors, including the Darkroom facilities. Please note that event Hosts are responsible for the evacuation needs of their participants. We supply an evacuation chair and there are refuge points on each floor. We strive to accommodate different access needs at the centre so do please contact reception if you have any specific queries relating to your booking. Click here for more information about accessibility at the centre.

 
 

2.MAKING BOOKINGS

 

2.1 How can I check room availability?

You can check room availability via the booking calendar available here

 

2.2 How do I make a booking?

Registering as a customer:

Before any bookings can be made you will need to be registered as a customer on HallMaster. You can do this yourself when you submit a booking request by visiting http://www.stpaulslc.co.uk/bookings. Please input all details. Once you have registered, your details will be stored on the system, you can request future bookings or view previous bookings by logging in.

Requesting a booking:

To make a booking request, please visit the bookings page on our website and check the calendar for availability. Click the black plus sign in the top right-hand corner to complete the form and submit your request. You can also come to reception or call us if you need assistance.

 

  • No room is ‘booked’ until a form is completed (online, or in person/over the phone), you have agreed to our T&C’s and we have reviewed and confirmed via email.

  • Please ensure you include set-up and pack-down time in your booking.

  • There is a minimum booking time of 1hr in Classrooms and 1.5hrs in the Hall.

  • Multiple bookings in the same room, made by a single customer in a day, must have a minimum of 1.5 hours between bookings to allow for changeover and availability of the room to other hirers.

  • Acceptance of bookings is at the discretion of the Centre Manager.

All bookings have a strict 2 week minimum cancellation policy.

 

2.3 Can I make a provisional booking?

Due to the nature of our system, we cannot accept provisional bookings.

 
 
 
 

3. COSTS & PAYMENT

 

3.1 How much are the rooms and additional extras?

*Please see table at the top of this document under ‘Room Rates, Features & Prices’

The day rate is for bookings of 7 hours or morewith1 hour discount.

There is an additional 12hr day rate for the price of 10hrs.

 

3.2 Do you offer any discounted rates?

We offer a number of concessionary rates to charitable, community and social impact organisations on a sliding scale and at our discretion.

 

  • Band A – 40%discount

  • Band B – 25%discount

  • Band C – 10%discount

 

Day Rates:

  • 1hr discount on bookings of 7hrs or more

  • 2 hr discount on 12hr bookings

 

3.3 What are your payment options?

We accept Cash, Card, Bank Transfers and Purchase Orders.

 

Invoicing is done retrospectively at the end of each month. You will receive an email from Hallmaster with your ‘booking breakdown’ for the month. Following that you will receive an email from the Ethical Property Finance Team via Netsuite with your actual invoice details and payment options.

 

Please contact us if you need to raise an invoice in advance of this and we will do our best to accommodate.

 

If you need to raise a purchase-order please do so ASAP and email it to splcbookings@ethicalproperty.co.uk.

 

3.4 Do I qualify for concessionary rates?

Our concessionary rates are offered at a sliding scale and are offered at our discretion for local groups, social enterprises and charities.

 

  • Band C –10% discount

  • Band B –25% discount

  • Band A –40% discount

 

All ‘Band A’ bookings and eligible ‘Band B’ bookings qualify for free use of selected resources such as Laptops and Smart TV’s. See Section 1.2 Room Rates, Features & Prices’ under ‘Booking extras’

If you would like to discuss rates and eligibility, please contact the booking team on 0117 9145470 or email splcbookings@ethicalproperty.co.uk.

 

3.5 Does the Centre provide rooms free of charge?

As a Centre, we do not receive any grant funding. We offer concessionary rates to local organisations and Not for Profit companies at the lowest rates possible.

 

You are welcome to access free WIFI to work in the cafe or library during opening times. Please note that noise levels and availability of space cannot be predicted on any given day.

 

3.6 Will I get a further discount for block bookings?

As we offer an element of flexibility with cancelations and a tiered concessionary rate, we cannot offer discount for block bookings.

3.7 Altering or cancelling bookings

Please make alteration and cancellation requests in writing to splcbookings@ethicalproperty.co.uk

 

3.8 What is your cancellation policy?

If you have to cancel your booking for any reason, please give as much notice as possible. Please cancel in writing via email.

 

The following charges apply on cancellation: 

 

  • More than 2 weeks’ notice -no charge

  • Less than 2 weeks’ notice -full hire charge

 

We can occasionally reschedule bookings rather than incur a cancellation fee, at the discretion of the Centre Manager.

 

We reserve the right to cancel your booking if necessary for operational reasons (e.g. building works or lockdown advice). In the very unlikely event that this happens, we will give you as much notice as possible and try to offer you a suitable alternative booking. If you choose not to make an alternative booking, we will refund your hire charge and booking fee in full but will not be liable to make any other compensation.

 

3.9 What are the terms and conditions?

Click here for our terms and conditions. When you book you are ticking a box to confirm that you have read the Terms and Conditions. Please make sure that you read the document carefully.

 

Please pay attention to our policy on Public Liability Insurance and Risk Assessments, both of which are your responsibility.

 
 
 
 
 
 
 
 
 
 

4. EQUIPMENT AND SET UP

 

4.1 Will SPLC set the room up for my booking?

All rooms except the Main Hall and Garden Room are set up with tables and chairs and have whiteboards as standard -unless specified otherwise. 

 

You are responsible for setting up the room to meet your needs and for replacing the furniture to its original place at the end of your booking. If your activities have been messy, please ensure to fully clean and sweep.

 

If you do not return the furniture to its usual location or the room is left untidy for the next booking you will be charged an additional £10 per booking.

 

We do not have the staff capacity to move furniture, it is your responsibility.

4.2 Can I arrive early to set up?

When you plan your booking, please allow enough booked time within your session for setting up and packing down as there may be bookings before and after you. Please bare this in mind when making your booking request, and adjust your timings accordingly. 

 

If you arrive early, you are welcome to wait in the café.

 

4.3 Can I hire equipment?

*For prices, see equipment hire table at the top of this document in ‘Room Rates, Features & Prices’ (Most resources are free to ‘Band A’ and eligible ‘Band B’ customers)

We have the following equipment available:

 

For use in the main building:

  • 10x 15”ASUS Chrome Book Laptops in a lockable charging trolley – designed for basic online use. If applications such as Word or Google docs are needed, the Hirer/User must sign in to their own Google or Outlook account in the browser. No information can be stored on the laptop. Upon shutdown, any work unsaved to the users cloud will be lost.

  • 2 Large TV screen on wheels with Speakers – complete with HDMI for connectingto laptop

  • 1USB Webcam - suitable for use with laptops/desktops and the large screens

  • 1 Projector& small set of speakers – complete with HDMI for connecting to laptop

  • Flip charts and paper x 2

  • Computer Suite – 10 PC’s with Internet Access

 

For use in the hall:

  • 1 Projector & small speakers – complete with HDMI for connecting to laptop

  • Flip charts and paper x 2

 

Some rooms are more suitable for projections than others, so please check with reception if you have any concerns about this.

 

All IT resources must be signed IN and OUT at Reception on the day. You may be asked to sign a duty of care agreement if this is the first time you have used this equipment.

 

4.4 How do I book equipment?

You can request resources in the ‘additional items’ section of the booking request form when booking online, or by specifying with reception when booking over the phone. Please give us as much notice as possible for any of these items as the equipment may already be booked out. 

4.5 Does SPLC haveWi-Fi?

We have two Wi-Fi networks in the building. Reception will provide log-in details for you on the day. This info is also available on the Information Boards in all training rooms and in the Hall.

 
 
 
 
 
 

5.REFRESHMENTS & COSTS

Please specify refreshment requests when booking in the ‘additional items’ drop down menu when booking online.

 

5.1 What refreshment options are there?

  • Unlimited Tea, Herbal Tea & Coffee - £2 per head. Provided and set up in the room before booking. Cow’s milk as standard, Non-dairy milk available on request. Please specify when booking and select number of people from the drop down menu on the booking form.

  • Kettle/Urn& Cups - £5 per 10ppl. We provide a kettle or urn and cups. Hirer is responsible for providing own tea, coffee, milk and for clearing away and washing up if needed. We will give you access to our kitchen.

  • XL Urn only (35 litres) -£20

  • Biscuits - £2 per 25 ppl

 

5.2 How will I pay for refreshments?

SPLC organises invoicing for the basic refreshments package, and this will be added to your room booking.

 

5.3 Can I order food for my booking?

Glen’s Kitchen, our resident Cafe can cater for a wide range of food requirements, from buffet to a roast dinner. All catering requests are organised directly with the Café and invoiced separately from your room booking. Please call Glen on 07772177509

 

5.4 Can I bring in my own refreshments or food?

Yes, that’s absolutely fine, but please be self-sufficient and if generating a lot of waste, ask reception for bin bags. It is also fine to use outside caterers if needed.

 
 
 
 
 

6. PARKING AND TRANSPORT

 

6.1 Is there blue badge parking on site?

We have two blue badge parking spaces right outside the front of the building. We are situated in a Residents Parking Zone where all other parking is free for Blue Badge holders, and without time restrictions.

6.2 Is there parking connected to the centre? Can I book it?

Parking at St Pauls Learning Centre is for Centre staff and visitors only and is managed in partnership with UK CPM, a parking permit company.

 

We have 7 numbered parking spaces round the back of the building on Ludlow Close: 3 at the side of the Café and 4 more further around the corner at the very rear of our garden.

Spaces are allocated on a first come first served basis and cannot be reserved.

 

All vehicles must be registered at Reception immediately on arrival. Failure to do so may result in a parking ticket and fine.

 

6.3 Is there on street parking nearby?

St Pauls Learning Centre is in a Residents Parking Zone-Pay & Display area.

Rates are: 1hr - £1; 2hrs - £2; 3hrs - £3, With a maximum stay of 3hrs.

You can use cash, the RingGo app or call the local council line on 0117 341 9000 to pay by credit or debit card. Please be aware that traffic wardens are very diligent.

 

The nearest NCP carpark is just under 10minutes’ walkaway on Bond Street. Click here for more info

 

6.4 What is the best way to arrive on public transport?

The nearest bus route to SPLC is the number 5 ‘Mint Route’ which goes from stand B1 in the city centre to Downend. It stops on Ashley Road and Brook Road. The other nearest and most frequent routes are along Bond Street and Cabot Circus.

 

We are 10 to 15 minute walk from the main Bus Station, a 25 minute walk from Bristol Temple Meads and a 15 minute walk from Montpellier train station.

 
 
 
 
 

7. PROMOTION

 

7.1 Will SPLC help promote the event?

Yes, as long as you provide us with information preferably via our online Marketing Form (see below). Everyday there is a prominent board featuring the events of the day in the lobby area and several social media posts scheduled.

 

Marketing Form: In your booking confirmation email there will be a link to our online Marketing Form for you to add your event details and any images and links you may have. This will help us when people make enquiries and will give us the info we need to:

  • Add you to our website events calendar

  • Create social media posts and tag you

  • Add you to our newsletter or centre updates

Printed Materials: For planned events and regular bookings, we create a quarterly A4 colour fold-out brochure. There are specific deadlines for this which will be detailed in the marketing form you will receive once your booking is confirmed. Through this publication we can provide paid content advertising space.

 

7.2 Can I put information up in the centre?

Yes, we have several notice boards, both internally and externally, for events happening in SPLC. Please speak to reception who will be happy to help.