Meeting Room bookings

Please use our online booking system to reserve a room at any of our IncuHive Sites. 

Booking and Payment

The Hire fee as described on the website is to be paid in full at the time of booking. Payments are made online via PayPal or Credit/Debit card. Bulk or regular bookings are available with discount on invoice.

For tenants of our IncuHive sites, hire fee is free for meetings related to their own business only. You will be provided with a discount code to use on the online booking system. Using the meeting spaces for any purpose unrelated to your business will result in a fine equivalent to the hire of the room.

IncuHive reserve the right to cancel your booking if for any reason payment has not been received or any terms and conditions are not followed.

IncuHive reserve the right to cancel your booking at their discretion without reason and provide a refund in full.

Availability:

Our room facilities are available 24 hours a day 7 days a week via smartcard or a door access code.

Bookings requiring access before Mon – Fri 08.00 or after 5:00pm Monday to Friday will require arrangement for access codes and support.    Please email us your requirements before booking. 

At the discretion of IncuHive admission to a room may be allowed for the Hirer before the booked start time.   However the hire period will be deemed to have commenced at the time of admission to the room and therefore be chargeable.

Facilities

Please check within the booking system what facilities are available within each meeting room site, including IT systems, WiFi and similar. Do not assume a service will be available, please check with IncuHive.

If you require support on using IT, projector, sound and similar systems please contact IncuHive prior to the booking. Instructions on the use of equipment are available within all meeting spaces.

Heating is provided in all meeting room spaces. The hirer is responsible for the turning on and off all heating systems as the start and end of bookings. Some meeting spaces also provide air conditioning under the same terms.

Catering Service

Please contact us to arrange catering at any of our sites. 

Do not help yourself to catering/drinks which may be provided within meeting spaces without the prior permission of IncuHive.

Accessibility

There is no lift access in our Chandlers Ford or Basingstoke IncuHive buildings.  New Milton & Winchester IncuHive has full facilities including lifts and disabled toilets. Disabled access ramps are available at all sites.

For all events, information relating to attendance by persons with disabilities should be obtained from delegates in advance of the booking to ensure that arrangements are put in place to assist with evacuation of the building in an emergency. 

Parking

Chandlers Ford / New Milton sites – Parking is available by arrangement between 8-5pm Monday to Friday.  Outside of these hours parking is available on site.

DO NOT attempt to park onsite without prior arrangement as you will be required to remove vehicles and ultimately the booking will be cancelled without refund.

For Basingstoke Castons Yard RG21 7PW is the closest car park to Church Street.  https://en.parkopedia.co.uk/parking/carpark/castons_yard/rg21/basingstoke/?arriving=201810291030&leaving=201810291230

Cancellation

Cancellations up to 48 hours prior to the booking will result in no charges. Cancellation within 48 hours of the booking date will result in full charge being payable.

Indemnity or Damage

Please note all our rooms and access routes have full CCTV which will be in operation at all times.  

In the event of any damage being done to the premises or any of the furniture and equipment therein, whether by the hirer or his guests/delegates, the expense of making good will be the responsibility of the hirer.   

The hirer agrees to accept full responsibility for and to indemnify Incuhive against all claims made in respect of any accident, loss or damage to any property brought into the building by the hirer, the hirer's guests or any other person(s) invited by the hirer or not who attends the building in connection with the booking.

IncuHive takes no responsibility for the security or insurance of company/ organisation/personal property left in charge of any person employed or authorised by IncuHive

All property that has been brought into the premises by the hirer or any person on his behalf for the purpose of or in connection with the hiring must be removed immediately after the hire. It is the responsibility of the hirer to take out your own insurance, as Incuhive is responsible for Public Liability cover only.

Health and safety while on site

The hirer is responsible for the Health and Safety of their delegates throughout the duration of the hire period and will be expected to comply with all relevant legislations

Information regarding emergency procedures, house-keeping and First Aid arrangements is available on site.

The capacities of each room are given on our website and may not be exceeded at any time for safety reasons.

Please be aware of fire regulations/exit points from the premises and location of nearest Fire extinguisher and first aid box.

Right of Entry

IncuHive reserves the right of entry into the hired building and a right to refuse admission or to remove any person from the building without stating a reason.

IncuHive reserves the right to cancel the hiring of the hired premises and any equipment without paying compensation and without incurring liability in respect of such cancellation.

There is no intention on the part of IncuHive or on the part of the hirer to create a tenancy of any sort by entering into this agreement

The building is defined as the address of the premises in which the hired premises are situated. The hired part of the building is defined as that part of the building hired under the terms of this agreement.

The IncuHive Group Ltd (and subsidiary companies) Personal Information Privacy Policy

Any Personal Information you provide to us will only be used by us. However, your information may be disclosed where we are obliged or permitted by law. We will hold your Personal Information within our systems for as long as you use the service you have requested. It will be removed in the event of you no longer using the service except for information required for legal and tax purposes.

Information integrity and security

We strive to maintain the reliability, accuracy and completeness of Personal Information within our databases and to protect the privacy and security of our databases. Our servers and databases are protected by industry standard security technology. The employees who have access to your Personal Information have been trained to operate in accordance with our security protocols. Although we cannot guarantee against any loss, misuse, unauthorised disclosure, alteration or destruction of information, we take all reasonable steps to prevent this from happening.

Information access and corrections

You may request a copy of the Personal Information that we hold in relation to you. Upon receipt of your written request, and enough information to permit us to identify your Personal Information, we will disclose what we hold. We will also correct, amend or delete any Personal Information that is inaccurate, and notify any third party recipients of the necessary changes. If you wish to access, correct or delete your Personal Information, or if you have any questions about this Policy or concerns about the way in which we process your Personal Information, please e-mail This email address is being protected from spambots. You need JavaScript enabled to view it. - You may also access and correct certain data elements using the members portal.

By booking the meeting room you agree to be contacted by The IncuHive Group. 

BeGreen Cleaning

At Begreen cleaning we are changing the way companies think about cleaning and the impact it has on their business . Over the years, we’ve learned that a great cleaning regime has a positive impact on staff well-being ,  company reputation and  Improves productivity.  We know how to clean to a very high hygienic standard and design all of solutions to specifically meet your individual needs. Businesses must always operate with the best environmental practices and at BeGreen we pride ourselves on offering a great range of “Green” solutions to your cleaning needs. We have developed cleaning practices that virtually eliminate the use of chemicals in daily cleaning. We utilise recycled paper products and when we do need to use cleaning products they are environmentally sound. We offer a free initial survey so we can fully understand your needs. We then put together a comprehensive report for you to review.Cleaning begins and ends with experienced and friendly professionals, which explains our rigorous hiring process. We believe that our team is the best in the business, and have complete and total confidence in every team member providing our services.

BeGreen cleaning finishes each project on schedule and with the highest level of quality. With a focus on personalised service, value for money and customer satisfaction, we’re always striving to exceed expectations. 

We would love to talk to you and explain how we can help your business , be really clean & really green 

https://www.begreencleaning.co.uk/

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