Hobby Hub
Terms & Conditions
and Policies
TERMS AND CONDITIONS
1. Definitions
- “Venue” refers to the premises being hired.
- “Owner” refers to the legal owner or authorised manager of the venue.
- “Hirer” refers to the individual or organisation hiring the venue.
- “Event” refers to the activity or function being held at the venue.
2. Booking and Payment
2.1 A non-refundable 50% deposit is required at least 3 weeks prior to your event. This is 50% of your balance. Alternatively, you can pay the balance in full if you prefer.
2.2 Any remaining balance must be paid 1 week prior to your event.
2.3 A booking is confirmed only once a completed booking form is received and the required 50% deposit has been made.
2.4 The Owner reserves the right to cancel any booking if payment is not received on time.
3. Cancellation and Refunds
3.1 Cancellations must be made in writing.
3.2 Refunds (if any) will be issued according to the following:
- More than 21 days before the event: 100% refund
- Less than 21 days before the event: Deposit of 50% paid: No refund. If balance has been paid in full: 50% refund.
- Less than 7 days before the event: Balance paid in full required. No refund
3.3 The Owner/Manager may cancel a booking due to circumstances beyond their control. In such cases, all fees paid will be refunded, but no further liability will be accepted.
4. Use of the Venue
4.1 The venue may only be used for the purpose stated in the booking agreement.
4.2 The Hirer must comply with all laws, regulations, and venue rules, including capacity limit (25) and noise restrictions.
4.3 The Owner reserves the right to stop an event if these terms are breached.
5. Capacity and Supervision
5.1 The maximum capacity of 25 people at the venue must not be exceeded.
5.2 The Hirer is responsible for supervising guests at all times, including children and contractors.
6. Damage, Loss, and Cleaning
6.1 The Hirer is responsible for any damage to the venue, equipment, or furnishings caused during the hire period.
6.2 Any repair or replacement costs to the venue, equipment or furnishings will be charged for and invoiced to the Hirer.
6.3 The venue must be left in a clean and tidy condition. Additional cleaning fees may apply if required.
6.4 This includes putting all dirty dishes / glasses / mugs into the provided container. Putting all rubbish into the bin. Wiping down surfaces. Cleaning up any spillages.
7. Refreshments
7.1 Hobby Hub offers a range of refreshments available to purchase at the venue. The Hirer must not bring their own food or soft drinks into the venue in order to help us keep the venue running and to maintain food safety standards.
7.2 Alcohol may be brought into the venue only by prior agreement and must comply with our alcohol policy and licensing conditions.
8. Health and Safety
7.1 The Hirer must ensure that activities conducted at the venue do not pose a risk to health or safety.
7.2 The exit must remain clear at all times.
7.3 The Owner is not responsible for injuries caused by misuse of the venue or failure to follow safety instructions.
7.4 The Hirer must ensure there are no naked flames unless agreed; use of lighters by hirers during crafts or other is at the personal risk of the Hirer.
7.5 The Hirer must leave all doors unlocked when using the venue. Internal fire door to hall must be left propped open, External door must be left unlocked.
7.6 The Hirer must read through the Risk Assessment, Alcohol Policy and Fire Evacuation Policy in advance of their event.
9. Insurance and Liability
8.1 The Hirer is responsible for obtaining any additional insurance if required.
8.2 The Owner accepts no liability for loss, damage, or injury to persons or property during the hire period, except where required by law.
10. Equipment and Decorations
9.1 Any equipment or decorations brought into the venue must be approved in advance.
9.2 No nails, screws, adhesives, or fixtures may be used without written permission.
9.3 All items must be removed at the end of the hire period.
11. Noise and Behaviour
10.1 Music may be used within the venue but not outside.
10.2 Noise levels must be kept within reasonable limits at all times.
10.3 Disorderly, unsafe, or illegal behaviour will not be tolerated and may result in immediate termination of the event without refund.
12. Alcohol, Smoking, and Illegal Substances
11.1 Alcohol may only be served if permitted and in accordance with licensing laws.
11.2 Smoking and vaping are prohibited inside the venue.
11.3 Illegal substances are strictly prohibited on the premises.
13. Force Majeure
The Owner shall not be liable for failure to perform obligations due to events beyond reasonable control, including but not limited to natural disasters, government restrictions, or emergencies.
14. Governing Law
These Terms and Conditions shall be governed by and interpreted in accordance with the laws of the relevant jurisdiction.
15. Acceptance
By hiring the venue, the Hirer confirms they have read, understood, and agree to these Terms and Conditions.
RISK ASSESSMENT
Business: Hobby Hub
Activity: Hire of medium-sized room for hobby groups and social events
Location: The Boatyard, Newfoundland Way, Portishead, BS20 7DF
Assessor: Alex Thomas
Date: 12 January 2026
Review Date: Annually or after any incident
1. Slips, trips and falls
Hazards: Wet floors, wet decking outside, trailing cables, bags/equipment on floors
Who may be harmed: Customers, visitors, staff
Control Measures: Floors kept clean; clear walkways; cables secured; hirers advised to keep belongings tidy. Slippery decking signage.
Risk Level: Low
2. Fire Safety
Hazards: Fire from electrical equipment, blocked fire exits
Who may be harmed: All occupants
Control Measures: Fire exits marked/kept clear; alarms/extinguishers maintained; hirers informed of exits; hirers to leave doors unlocked at all times when using the venue; no naked flames unless agreed; use of lighters by hirers during crafts or other is at their own personal risk.
Risk Level: Low
3. Overcrowding
Hazards: Too many people, restricted movement in emergency
Who may be harmed: Customers, visitors
Control Measures: Maximum capacity set at 25 people only; furniture arranged to allow clear exits; hirers manage numbers and communicate these to Hobby Hub.
Risk Level: Low
4. Manual Handling
Hazards: Moving tables, chairs, equipment
Who may be harmed: Staff, customers
Control Measures: Lightweight furniture; ask for help if needed; no heavy lifting required of customers or staff
Risk Level: Low
5. Electrical Safety
Hazards: Faulty equipment, overloaded sockets
Who may be harmed: Customers, visitors, staff
Control Measures: Fixed installations maintained; hirers ensure their own equipment is safe; no socket overloading
Risk Level: Low
6. Behaviour of Attendees
Hazards: Disorderly behaviour, alcohol-related incidents
Who may be harmed: Customers, staff, visitors
Control Measures: Hirers responsible for their own behaviour; venue terms and conditions provided; hire may be ended if there is inappropriate behaviour.
Risk Level: Low to Medium
7. First Aid / Medical Issues
Hazards: Minor injuries, sudden illness
Who may be harmed: Customers, visitors
Control Measures: First aid kit available; emergency procedures in place; emergency services contacted if required
Risk Level: Low
8. Hazard: Alcohol consumption on premises
Hazards: Slips, trips and falls; Impaired judgement leading to accidents; Inappropriate or disruptive behaviour; Safeguarding concerns
Who may harmed: Customers, visitors, staff
Control Measures: Temporary measure: Hirers may bring their own alcohol where agreed. In the future, alcohol is to be supplied by venue only; Alcohol is ancillary to the event; Alcohol limited in type and quantity; No supply to under-18s; ID checks where required; Alcohol served during licensed hours only; Zero tolerance to drunken or aggressive behaviour; Venue staff/DPS may stop alcohol service at any time
Risk Level: Low
Additional Notes:
- Hirers must ensure activities are suitable for the space.
- Specialist or high-risk activities must be discussed and agreed in advance.
- Assessment reviewed after incidents or significant changes.
FIRE EVACUATION POLICY
1. Purpose: This plan sets out the procedures to follow in the event of a fire or emergency requiring evacuation of the Hobby Hub premises. It ensures that all occupants can leave the building quickly and safely.
2. Responsible Person: Responsible Person: Steven Fox | Deputy Alex Thomas
Under the Regulatory Reform (Fire Safety) Order 2005, Hobby Hub conducts the following
- A fire risk assessment this is reviewed regularly
- Regular maintenance of fire safety measure
- Ensure staff and regular users understand emergency procedures
3. Alarm / Fire Detection
- Hobby Hub is equipped with a smoke detector and/or heat detector linked to an audible alarm. If fire or smoke is detected, activate the fire alarm immediately using the nearest call point (if present) or by shouting “FIRE!” loudly.
- Evacuation begins immediately upon alarm activation — do not delay to collect personal belongings.
4. Evacuation Route - Primary escape route:
- Leave the Hobby Hub room via the internal door.
- Proceed along the internal hall to the main entrance door.
- Exit the building via the main entrance.
- Descend the front decking steps carefully.
- Assemble away from the building, next to the large planter and skip in front of Oceans Café.
5. Secondary / Alternative Arrangements
- There is no alternative internal escape route, but for those with limited mobility:
- If unable to use the steps, exit the main entrance and proceed along the front of the building to Oceans Café, where there is a decking ramp leading down to ground level.
- Assist any individuals with limited mobility as safely and promptly as possible.
Note: The venue is currently not wheelchair accessible, and this is identified as a known limitation in the Fire Risk Assessment.
6. Assembly Point: Designated Assembly Point:
- Area next to the large planter and skip in front of Oceans Café, safely away from the building and out of access routes for emergency services.
- All persons must report there immediately and remain until accounted for and instructed otherwise.
7. Accounting for People
- The person responsible for the booking or leader in attendance must ensure all attendees are accounted for at the assembly point.
- Maintain a register or attendance list for groups to aid quick head counts.
- If anyone is missing, inform emergency services immediately — do not re-enter the building.
8. Calling Emergency Services
- Dial 999 and ask for FIRE.
- Give the following details clearly: “This is Hobby Hub, The Boat Yard, Portishead, BS20 7DP. We have had a fire alarm and have evacuated the building. The assembly point is near Oceans Café.”
- Only re-enter the building when the Fire Service has declared it safe to do so.
9. Fire-Fighting Equipment: Fire extinguishers are located: Inside Hobby Hub near the exit door and within the main room and the bathroom.
10. Visitors and Hirers
- All visitors and hirers must be made aware of the fire evacuation procedure at the start of each session or event.
- A copy of this plan is displayed near the entrance and within the Hobby Hub room.
- Hirers must appoint a responsible person for their group to lead an evacuation if required.
11. Fire Safety Maintenance
- Fire detection systems and alarms will be tested weekly or monthly depending on system type.
- Fire extinguishers will be checked annually by a competent contractor.
- Escape routes will be kept clear at all times — no storage or obstructions.
12. Review and Record Keeping: Evacuation plan will be reviewed annually, with on going risk assessments and equipment servicing.
13. Signage & Lighting: Fire exit signs and emergency lighting will be clearly visible and operational. Exit doors must remain open easily and without a key from the inside.
ALCOHOL POLICY
Alcohol must be approved in advance as part of an event booking.
All alcohol provision operates under the venue’s Premises Licence and the authority of the Designated Premises Supervisor (DPS).
1. Scope of alcohol provision
- Temporary measure: Hirers may bring their own alcohol where agreed. In the future, alcohol is to be provided solely by the venue.
- Alcohol is ancillary to the event and must not be the main focus.
- The venue does not operate as a bar.
2. Types & quantities
- The venue determines:
- the type of alcohol available
- the quantities provided
- how alcohol is served
- Spirits and high-strength alcohol may be restricted or excluded.
3. Service & supervision
- Alcohol will be:
- served by the Hirer or a member of venue staff
- made available under venue knowledge / supervision
- Self-service by customers is not permitted unless explicitly agreed in advance.
- The venue reserves the right to:
- limit consumption
- refuse service to any individual
4. Age restrictions
- Alcohol will not be supplied to anyone under 18.
- Valid photo ID will be requested where age is in doubt.
- Children must not handle or serve alcohol.
5. Behaviour & conduct
- Alcohol must be consumed responsibly.
- The venue operates a zero-tolerance policy toward:
- drunkenness
- aggressive or disruptive behaviour
- The venue may stop alcohol service immediately if behaviour becomes inappropriate.
6. Timing
- Alcohol will only be supplied during the licensed hours agreed for the event.
- No alcohol will be supplied after the stated end time.
7. Compliance & enforcement
- The venue and DPS may:
- monitor alcohol use throughout the event
- withdraw alcohol service at any time if conditions are not met
- Failure to comply may result in:
- alcohol service being stopped
- the event being ended early
- refusal of future bookings
8. Liability
- The venue retains responsibility for alcohol supply.
- Hirers are responsible for ensuring their guests comply with venue rules.
- The venue accepts no liability for incidents arising from failure to follow this policy.