Armpit Booking Protocols

ARMPIT/ANNEX BOOKING PROTOCOL FOR APPLICANTS

Making the booking

1. Anyone can request to book the Armpit.  However, preference will be given to local individuals and groups, particularly in event of any conflicts (i.e. more than one party wanting a booking at the same time).
2. Bookings will be assessed by a subset of elected members of the committee of the Brewers Arms Community Benefit Society (CBS). 
3. Bookings that are deemed to be of an unsuitable nature will be refused.
4. Bookings can be made for days the pub is open (currently not Mondays) and during the following times:

   Tuesday	6.00pm to 11.00pm
   Wednesday	12.00 noon to 3.00pm, 5.00pm to 11.00pm
   Thursday	12.00 noon to 3.00pm, 5.00pm to 11.00pm
   Friday	12.00 noon to 3.00pm
   Saturday	12.00 noon to 5.00pm
   Sunday	12.00 noon to 11.00pm

5. Bookings wholly or partially, outside of these hours will be considered dependent on nature of activity.  Where a booking is for a period that the pub is not open, applicants should note that toilet facilities will not be available outside of the pub’s opening hours.
6. Please note that very loud music is not permitted and applicants need to be mindful of noise levels.
7. Cancellations must be notified to the committee and the tenants within a minimum of 24 hours of the event.  Where applicants fail to do this, and there are no extenuating circumstances, as a minimum this is likely to result in future bookings made by the applicant being refused.  Further sanctions may arise depending on the disruption caused by failure to provide adequate notice.
8. Maximum occupancy is 25 for parties, 35 if seated event.  Seated event would be, for example, a wine tasting, a show, or any other seated event.  Where a buffet is provided the limit is 25 due to the limited space.
9. Bookings are for the Armpit alone.  If the group wishes to move or spill out of the Armpit (into the garden or the main pub) this must be discussed and agreed with the tenants in advance of the event. 
10. All applicants must complete the booking form and should not advertise the event until approval has been given.  Should an event be advertised prior to approval and approval is not given, the CBS will not be responsible for any losses incurred.
11. In filling in the booking form, applicants are asked to pay particular attention to the section that asks about the type of the event.  It is vital for the efficiency of the assessment process that the applicant provides any and all information they think may be relevant.  (There is plenty of space on the form to do so.) 
12. Where an event has a complicated structure, for instance it involves multiple people or groups doing different things or working in different ways (especially with regard to financial reward), applicants may need to send out multiple booking forms to each of the other parties. 
13. The tenants and the committee reserve the right to stop an event if it is deemed to be causing an issue for other clients, the neighbouring area or presents a risk.
14. Should you wish to proceed with a booking, please email armpitbookings@brewerscommunitypub.co.uk for more information and/or the booking form that needs to be completed.
15. Where a booking is refused, the applicant has a right to appeal (see Appeals below). 

Immediately before the event takes place

1. All efforts will be made to ensure that The Armpit is opened, heating and lighting turned on as required.
2. Any required set up for the event must be done by the applicant, who must attend in good time in order to set up ready for the start.

During and after the event

1. It is the responsibility of the person(s) who have booked the space to return it to its original state and remove any of their own items that they have brought into the space in a timely fashion. Failure to tidy up the space, or to remove items in a timely fashion, may result in future bookings being refused.
2. All rubbish is to be cleared into bags provided for disposal.
3. Bar staff will collect pub glasses.

Costs

At present, no charges are made for booking the Armpit.  However, the Armpit does cost about £2 per hour for heating and lighting, with some cleaning costs on top.  This is all paid for by the Community Benefit Society (CBS), not the tenants.  If you are able to, please consider making a donation in the Honesty Box attached to the wall near the entrance to the Armpit.

Appeals

If your event is refused, and you are not happy with the reason that is given by the Committee, you have a right to appeal.  In the first instance, you must notify your grievance, via email, to armpitbookings@brewerscommunitypub.co.uk.  Your appeal will be dealt with by other people who were not involved in the initial decision (for refusal).  These other people will then consider your grievance, alongside your original application, and notify you separately of the outcome of the appeal and any further options you have going forward.