Room Bookings

Take this opportunity to book one of our rooms in The Oak Tree Centre.  The whole building has access to free Wi-Fi.

These rooms are particularly suitable for parties, business meetings, classes/groups, training rooms and various private functions.

Room Dimensions

Wilberforce Hall: 10.5m x 12m (126m²). Click to view the Wilberforce Hall
Room 1: Carey Room  3.3m x 4.1m (13.5m²) – carpeted.  Click to view the Carey Room
Room 3: Müller Room 3.3m x 4.1m (13.5m²) – carpeted. Click to view the Müller Room
Room 2: Graham Room 3.3m x 4.1m (13.5m²) – wash clean marmoleum floor.
Room 4: Pullinger Room 3.3m x 4.1m (13.5m²) – wash clean marmoleum floor. Click to view the Graham/Pullinger Room.

Please note:  Rooms 2 & 4 can be booked as a double room only: 6.6m x 4.1m (27m²).  Rooms 1 & 3 can be booked as either two separate rooms or as a double room 6.6m x 4.1m (27m²).

The Hall and Müller Room are provided with a data projector attached to the ceiling.  Unlimited chairs and tables are available.

To make a reservation or for more information, please contact Rachel Nicholson, the Oak Tree Centre Administrator at room.hire@scf-mk.org.uk or call on 01908 410840.

Oak Tree Centre Lettings Policy

PLEASE READ CAREFULLY BEFORE BOOKING

  1. Encouraging the use of Premises

SCF wants to see the premises utilised in a way that advances the Church’s work within the community of western Milton Keynes, through church activities, church sponsored activities and suitable community activities which help to build bridges between SCF and the local community. We have the right not to accept bookings for activities which are in conflict with the Christian faith and the SCF’s vision, values and theology, or will prevent our regular activities from functioning in full.

  1. Charging Policy

A 50% holding deposit will secure the booking, the balance of the hire fee must be paid at least 7 days before the hire date to secure the use of the premises as outlined.   Payment will be accepted by cash, bank transfer or card payment.

One off events – A refundable cash or card Security deposit is required for booking an event held in the Wilberforce Hall and meeting rooms. This is taken at least 48 hours before the event. On inspection after the event, this deposit is fully refundable by the following Monday, providing the security deposit terms and conditions have not been breached.

NB If our cleaning service is requested or required; any leftover food must be taken away in your own refuse bags. Any excess spillages need to be wiped up to avoid damage to the floor. The building needs to be left in a condition that’s ready for cleaning without excessive debris.

Church member charges and information

As valued members of our church family, we offer discounts for hire. Please see below for information related to this.

A church member is a person who is a regular attendee to our Sunday service who has been an attendee for a minimum of 6 months. This discount is available to the church member only. The discount for our church family is 25% of the full hire charge.

There is a refundable deposit payable to anyone who hires the building. This is required at least 48 hours before the event hire

Wilberforce Hall: £200         Meeting Rooms: £100       

The deposit for the full day is payable 30 days in advance or upon booking

Whole building: £500

If there is any damage, or if the hirer overruns, this amount will be held until the following working day when the issue or damage is discussed and deducted from the security deposit.

Cancellation Policy

  • If the booking is cancelled 60 days or more before the hire date, any payments are fully refundable.
  • If the booking is cancelled 30 days before the hire date, 50% of the deposit is refundable
  • If the booking is cancelled 14 days before the hire date, the full amount is non-refundable, only the Cash Security Deposit (if applicable) will be refunded in full.

ADVANCE BOOKINGS:

Bookings may be made up to one year in advance, however, advance bookings will be provisional and only guaranteed for up to 4 months before the event.

The Oak Tree Centre reserves the right to cancel or change any bookings, 4 months in advance, if there are unforeseen circumstances where there is an urgent appeal for the venue for a Shenley Christian Fellowship/Church-related event.

This will only happen after due consultation with the hirer. Any deposits paid will be refunded in full.

In the unlikely event of such a case, all measures will be taken to find a suitable alternative date, which will be offered at a reduced rate of 75% of the full rate.

2.1 Fees Policy

The table below sets out the fees policy for the hiring of the Wilberforce Hall and Meeting rooms, as agreed by the Oak Tree Centre. All fees charged for lettings must be in direct accordance with this schedule and policy statement.

Wilberforce Hall
(per hour)
One Off
Events
Wilberforce Hall
(per hour)
Regular
Bookings
Meeting Rooms
(per hour)
One Off
Events
Meeting Rooms
(per hour)
Regular
Bookings
Monday to Friday£37£27£20£20
Saturday*£55No regular bookings£22No regular bookings
Saturday SlotsWhole BuildingWilberforce HallOther Meeting Room
9:00am - 1:00pm£300£180£80
1:30pm - 5:30pm£300£180£80
No events after 6pm

One-Off Bookings – A 50% holding deposit to be paid upfront, to secure the booking.

  • The full premises may be hired (including Hall, meeting rooms and café lounge) for a flat rate of £1000 per day.

Regular weekly bookings for less than 1 month

  • The total booking fee must be paid in full at least 7 days before the booking period.

Regular weekly bookings for more than 1 month

  • One month’s booking fee must be paid in full at least 7 days before the booking period.
  • This acts as a holding deposit and secures your booking/date/time.
  1. Kitchen use / Refreshments

We can provide a Tea/Coffee/refreshment package for £3 per head.  Use of the commercial kitchen is not permitted. Tea/Coffee/refreshments may be brought in by the hirer. Hot water pump dispensers can be supplied free of charge. Cold buffet food platters may be available from third-party recommended caterers, please inquire at the time of booking enquiry.

  1. Behaviour

As a church, we seek to be open and welcoming to the community around us and welcome all users who respect SCF’s values and vision of reaching out to the community.

Out of respect to other users and our neighbours, we expect all users to conduct themselves in a reasonable and courteous manner whilst on the premises.

We request that hirers leave the rooms in a clean and tidy state following their activity, ensuring that tables and chairs are neatly stacked or put away as appropriate.

Betting, Gaming and Lotteries:

Nothing shall be done on, or in relation to, the premises in contravention of the law relating to betting, gaming and lotteries, and the persons or organisations responsible for functions held on the premises shall ensure that the requirements of the relevant legislation are strictly observed.

  1. Car Park

The church car park may normally be used by those hiring the premises.

However please note the following:

a) The car park is offered on a first come first served basis

b) Restrictions may apply for certain events when multiple activities are functioning at the same time without a reduction in fee.

c) Street parking in the vicinity of the church is not permitted in respect for the local neighbours.

d) Parking is strictly at the owner’s risk. The Church can accept no liability whatsoever for cars parked in its car park or on the streets.

  1. Health and Safety

Whilst SCF will take steps to ensure the premises are safe to use, it is the responsibility of the hirer to ensure suitable first aid cover is available and that the SCF Health and Safety Policy Document is fully understood.

Use of smoke machines, candles and burners is strictly prohibited.

In the event of the Centre fire alarm sounding, hirers are responsible for ensuring that all people in their group evacuate the building safely via the fire doors and assemble on the far side of the car park, closest to Shenley Brook End School.  They must also call 999 and phone the Centre Manager on 07784 958964.

Please note that the outside area is open to the car park and the road and is therefore not secure.  You are responsible for the security and welfare of your group and parents are responsible for their own children.  The Oak Tree Centre and Shenley Christian Fellowship accept no liability and you use the outdoor area at your own risk.

  1. Cleaning after your event

It is your responsibility to clean up after your event and leave the space in a clean and tidy state. All rubbish must be removed from the premises in your own refuse bags.

Areas include floors, tables, counters, café and servery area, grass and patio if outdoor space is used. Broom, dustpan and cleaning materials are available to use.

We do have a cleaning service available for £50, payable 48hours before the event. If this service is used, all the cleaning will be undertaken, including the hall, tables, café lounge and toilet areas. Any smaller rubbish and non-food items will be cleared. However, you will be responsible to clear away and remove any leftover food, in your own refuse bags. If any excess spillages are incurred we request this is cleaned to avoid any floor damage. If using our cleaning service we ask that you stack the chairs, to respect the building and leave it in a reasonable condition ready for the cleaner to start.

PROCEDURE FOR LETTINGS AND BOOKING

  1. Register of Bookings

All bookings must be completed on the Oak Tree Centre Lettings Application Form. Provisional bookings (applications) will not be confirmed until receipt of all lettings paperwork and deposit monies are cleared.

  1. Receipt of Enquiries / Applications and Approval of Bookings
  1. Receipt of Enquiries / Applications and Approval of Bookings

The Oak Tree Centre Manager will check that:

a) The activity is consistent with the conditions set out in this document
b) The required rooms are available for the requested time
c) The activity will not interfere with any other activity in progress at the same time, or prevent any normal regular church activities taking place
d) Any further details required in the case of a new enquirer are obtained
e) Any changes to an existing booking still meet the same criteria. A new form should be completed by an existing hirer at least once a year in order to continue a regular booking
f) A responsible person appointed by the Manager is available to provide appropriate access and be in attendance for any Health and Safety, Fire and Security actions that may arise
g) Check that the request conforms to the SCF Lettings Policy
h) Once the checks have been made, the appropriate lettings application form will be issued
i) On receipt of the necessary form, Insurance policy etc the booking can be confirmed
j) If a key is issued, an appropriate phone number must be added to the key-fob in case of loss. NB the name of the church must NOT be written on the fob.

  1. Baptisms, Weddings and Funerals

The Senior Church Leader (SCL) is to be consulted before confirming a booking for a baptism, wedding or funeral.

Any special arrangements for the service e.g. music, PA and AV support, access for flower arrangements or rehearsals are all to be agreed with the SCF Administrator and Oak Tree Centre Manager.

In all cases where there is any doubt about meeting the above criteria or requests for a multiple /regular booking, the request is to be referred to the SCF Leadership.

  1. Requests for additional Room Facilities

4.1 Room set-up

Bookings must clearly indicate the number of tables and chairs that will be required. Moving of chairs and tables between rooms is to be avoided wherever possible and when necessary must be agreed with the Oak Tree Centre Manager. It is the responsibility of the Hirer to set out the room to their requirements and clear away on completion. When agreeing start and finish times for a letting, adequate time must be allowed for setting up and clearing away to be undertaken, without interference with other activities or the subsequent Hirer.

4.2 PA and or AV

The PA system is not generally available to hire.

Conferences held during the week may request use of the PA equipment, at the Oak Tree Centre Manager’s discretion.

Fees are listed separately.

4.3 Vacating the centre after your event

As the Oak Tree Centre is located in a residential area, please respect our neighbours. It is essential that you vacate the centre in a considerate, quiet manner. Any period exceeding the agreed exit time will result in additional charges and will be deducted from the security deposit. 

Oak Tree Centre Lettings Application Form       (click on the link to download form)

Email, deliver or post to:

The Oak Tree Centre Manager
The Oak Tree Centre,
Wallinger Drive,
Shenley Brook End,
Milton Keynes MK5 7GZ

Email: info@scf-mk.org.uk. Please note: An invoice will be sent to you including our bank details and a deposit will be required to secure your booking. 

Safeguarding

Shenley Christian Fellowship (SCF) regards the safe care and protection of children and vulnerable adults of the utmost importance.  Groups, organisations or individuals who hire Shenley Christian Fellowship’s facility, The Oak Tree Centre, either for one-off hire or for a short or long-term hire, must ensure that they have the appropriate safeguarding policies and measures in place.  These must be in line with Working Together to Safeguard Children & Young People 2015 and the Care Act 2014.  Organisations that have their own safeguarding policy and measures in place must provide a hard copy when making a booking.  Alternatively, hirers can agree to adhere to SCF’s Safeguarding Policies and arrangements.  A copy of SCF’s Safeguarding Policy will be provided at the time of booking along with the safeguarding statement.

If a group, organisation or individual agrees to adhere to SCF’s safeguarding policy and arrangements, any safeguarding incidences that occur during the hire agreement must be shared with the SCF Designated Officer at Shenley Christian Fellowship.

I agree to use the SCF Safeguarding Policy

I agree to use my own Safeguarding Policy and have provided a copy

Full SCF Safeguarding Policy available

https://www.scf-mk.org.uk/youth/safeguarding-policy-statement/

 

Special requirements for use of bouncy castles and inflatables

Parties who use bouncy castles are at an increased risk of injury, particularly children and others who may not be aware of the dangers. Where you are responsible for bouncy castles, we expect that you take extra care to prevent injuries, by making sure measures are put in place that help reduce this risk. Our guidelines are:

  1. To follow manufacturer’s or supplier’s safety recommendations.
  2. All children are to remove any sharp articles from pockets, buckles, jewellery and shoes.
  3. Not allowing overcrowding, particularly by children (to prevent knocking into each other).
  4. Not allowing a mix of older and younger children at the same time (to avoid older children crushing the smaller ones).
  5. Not allowing use by adults and children at the same time.
  6. Not allowing any access to children under the age of 2.

If you are hiring a bouncy castle from another company, and you are supervising this, you must ensure that:

  • Access and use are controlled by an adult at all times
  • When used outside a building, it is securely anchored to the ground at each anchor point
  • Each anchor point is signed, or otherwise marked to be made easily visible and wrapped to prevent injury.
  • Soft matting is used to cover hard surfaces adjacent to the front or any open side where there is risk of injury from falling from the inflatable.

 

 

I have read and understood the above and will abide to these conditions.

 

 

 

Signed ____________________________________   Date______________________

 

TERMS AND CONDITIONS OF SECURITY DEPOSIT FOR HIRE

We require a £200 security deposit for hire of our Hall (£100 for meeting Rooms) which will be returned providing the follow terms and conditions are adhered to:

–        All rubbish is cleared in bags and removed from the facility. These bags are provided by the facility.

–        No refuge/waste is left on the premises

–        Table tops are cleaned

–        Any chairs and tables used are returned to the storage room

–        Floor is swept thoroughly with the broom and dustpans provided

–        All spillages are cleaned

–        If servery is used it must be returned clean and tidy

–        The café and lounge area are left clean and tidy with furniture in place

–        No damage has been made to any furniture

–        Toilets are left in a clean condition with NO blockages

–        No waste to be left in the car park

–        No disturbance is made to our neighbouring residents

–        Any damage of any kind must be reported to a member of staff immediately

–        You cannot leave the premises unattended at any time. If a member of staff is not in the building you MUST wait for them to arrive before leaving

–        No form of abuse to staff will be tolerated

–        Should the facility be booked beyond 6pm there will be a cleaner fee of £50 in addition to the full payment of hire to be paid In cash on the day of the event.

–        Due to planning restrictions on the building, hirers must be out of the building by 10pm latest. Running over this time will mean the FULL deposit is kept

–     No event can take place that goes against the faith and beliefs of our church (e.g- Halloween, other religious faith practices)

–     No use of smoke machines is permitted within our premises

We have the right to withhold a partial/ full amount of your security deposit if the above terms are not followed. You may also incur further charges should any damage be a greater loss than the security deposit.

 

I understand and agree to the terms and conditions above

 

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