Booking Policy

FACILITIES RENTAL POLICIES AND PROCEDURES

 

OPENING HOURS

The Digital Greenhouse (DGH) is open for events and bookings during the following hours:

Monday - Friday: 9am - 5pm

We are available for events outside of these hours by special arrangement.  Please call or email info@digitalgreenhouse.gg for information if you would like to book an event outside of these hours.



SPACES AVAILABLE:

The Digital Greenhouse has four separate meeting rooms / Event Spaces available for hire. All bookings are subject to the Digital Greenhouse conditions of use below and must be linked to the Digital and Creative sectors.

 

Event Spaces

Costings for these spaces can be found online here along with membership discounts. We offer opportunities for discounts for Charities and community based projects, please see our community policy below or email info@digitalgreenhouse.gg to find out more.

 

Shed Event Space - 2nd Floor

The Shed is a flexible small event space suitable for presentations, board meetings and training events. The Shed has a capacity of 35 seated theatre style, 18 boardroom style or 25 in a workshop format.

 

Coworking Space - Available upon request

The space is in constant use by coworking members throughout the week.  Events can only be held with prior negotiation with the Digital Greenhouse and preference is given to members bookings or work directly associated to the aims of the Digital Greenhouse.  The space has a maximum capacity of 75 seated theatre style or 24 seated at tables.

Meeting Rooms

The Vinery 

Seats 8, with a LCD screen.

The Nursery

Seats 6, complete with a whiteboard.

For larger meetings for up to 12 people the rooms can be joined with prior consultation.

 

ROOM RENTAL PROCEDURE:

Event booking: Coworking Space and the Shed

  • Complete the online booking form (including confirming room layout, technical requirements and if you are having catering).
  • We will send you a confirmation email which will list the room, dates, times, equipment, services and the amount that will be charged.
  • For events booked in the Co Working Space a member of the team will contact you to schedule a meeting to discuss the event and walk through the space and setup.
  • An invoice will be sent out to you at the end of the calendar month.
  • Please note: an additional hour will be charged on all individual bookings to cover both the set-up and de-rig of the event.

 

The Vinery and The Nursery Meeting Rooms

  • Members can book the meeting rooms by complete the online booking through Skedda (including confirming in the notes section of the booking number of people attending and any technical requirements).
  • Any recurring bookings must be agreed by the Digital Greenhouse prior to booking.

 

ROOM RENTAL CLOSINGS (NON-MEMBERS):

The Digital Greenhouse is closed for the following holidays and therefore not available for event or group bookings:

  • All UK Bank Holidays
  • Liberation Day
  • Between Christmas Eve and New Year’s Day

 

GENERAL ROOM RENTAL INFORMATION:

  • All attendees must adhere to the Code of Conduct found in the User Handbook.
  • Any recurring bookings must be agreed by the Digital Greenhouse prior to booking.
  • Each room is available in one or more standard room set ups at no additional cost and to be confirmed at the time of booking.
  • Bookings for the Vinery and Nursery are subject to the Members fair use policy below.
  • Technical support for events in the Shed and Coworking Space are to be agreed prior to the event with an additional charge.  Device connectors and cabling must be requested at the time of booking.
  • Catering for any events or meetings is to be organised by the event organiser and confirmed with the DGH and cleared away by the event organiser and in accordance with the catering policy below.
  • For all bookings outside of core opening hours, DGH staffing cover will be provided, this may incur a cost.
  • DGH will not assume any responsibility for injury or accidents due to the activities conducted by event holders, or injury or accidents caused by materials provided by event holders. All renters must follow the Code of Conduct (see separate document).
  • Rooms must be vacated by the time indicated on the booking form.  Overtime charges will apply for rooms not vacated by the pre-arranged time, including extra charges if event participants remain on site after the building’s regularly scheduled closing time.
  • All event deliveries must be received by event holder. Deliveries and pick up of equipment, supplies or materials outside of the scheduled event time must be arranged in advance with the DGH.
  • Rooms must be left in the same condition as they were found. Additional fees will apply if extra cleanup is needed. The use of confetti, glitter or atomisers is prohibited.
  • Prior approval is required before any materials, decorations or paper can be affixed to the walls, furniture, lighting, or fixtures.
  • Event holders should bring their own supplies (with the exception of markers for the write on wipe off boards).  The Center will not be able to provide such items (ie. batteries, scissors, paper, tape, markers, etc.) unless explicitly arranged in advance.
  • The Shed and Nursery come equipped with a white board (write on, wipe off). The DGH will provide approved writing instruments for the white boards and event holders will be billed for damage caused by use of unauthorized pens and markers.
  • The DGH is a smoke free facility
  • The DGH is a green facility; all events holders will follow the rules posted for sorting recycling, and general rubbish. Extra charges will apply if sorting is not done by event holders.

 

ADDITIONAL POLICIES

 

Catering Policy

The DGH does not provide any catering services directly. Catering services should be arranged directly with the service provider.  Details and logistics must be provided to the DGH team and confirmed no less than 48 hours before the delivery of food/ drink. All event deliveries must be received by event holder. Deliveries and pick up of equipment, supplies or materials outside of the scheduled event time must be arranged in advance with the DGH.

As our rooms are in regular use, any food / drinks are to be arranged to be cleared directly after the event.

 

Activities and Events for Young People or Vulnerable Adults

The Digital Greenhouse follows the policies of the Guernsey Youth Commission for all activities aimed at young people or vulnerable adults that take place on the premises.

All supervisors of these events must be able to demonstrate that they have valid qualifications and checks in place to be able to book an event / activity at the DGH.

Charity Use Policy

Please email Info@digitalgreenhouse.gg to find out more about Charity membership.

 

Membership Bookings & Fair Use

The Digital Greenhouse operates a fair use policy for the booking of meeting rooms by members with the following guidelines:

  • Hot Desking, Allocated Desk and Corporate membership provides up to 8 hours of small meeting room usage for free, additional bookings can be made at a cost.
  • A maximum of 2 hours in a single booking, without consultation. 
  • No recurring bookings without consultation
  • No full day bookings without consultation
  • Charged events should be held within The Shed, and Coworking Space. 
  • Meeting rooms may only be used for charged events with prior agreement.
  • Meetings held out of normal working hours with more than two guests (non-members) must be with prior agreement with the DGH team, in line with membership guest policy