Workshop and Event – Facilitator Guidelines for using the Hub Space, Jacobs Wells Baths, Jacobs Wells Road, Bristol, BS8 1DX
Compliance with our agreement with Artspace Lifespace
- Artspace Lifespace hold a lease on the BCC owned building and have generously issued us with a Tenancy At Will Agreement for use of the Hub Space within that building. This can be revoked at any time. All Facilitators must ultimately comply with this lease and comply with instructions issued by Artspace Lifespace.
- Permission to use areas other than our Hub Space would need to be negotiated with Artspace Lifespace direct and we cannot offer storage space.
- All events organised and promoted by the Hub are “Hub Events” even if facilitated by an outside person and persons using our space are our visitors. One of our official keyholders needs to be present at events.
- Our lease states “It is your responsibility to ensure you meet your visitors and sign them in using the appropriate white board or signing in book…Your visitor is your responsibility and they are not authorised to wander the site without you or a core member of ASLS”.
- For this and other reasons we need to have a list of names of attendees at events.
- Insurance We hold public liability insurance for Charitable and Social Enterprise Purposes and this covers community meetings, coffee mornings, our fundraising etc. Our ‘visitors’ should be covered under this policy and we cannot encourage or facilitate purely commercial ventures.
- Supporting our Aims Facilitators need to comply with our Equal Opportunities Policy and Service User Involvement Policy. We attract a diverse range of people. Everybody deserves to be treated with respect and dignity regardless of their personal circumstances. Facilitators need to be aware that some people may be especially vulnerable; reaching out to our group may be their first step to recovery.
- We also would like to invite users of our Hub Space to sign up to our newsletter if they wish and have a chance to hear about our other events and the future of the building. We will have a sign up sheet at each event.
- Appropriate Skills It would be helpful in promoting events and supporting our community members if facilitators can tell us what experience or track record they have in providing workshops and events. This might include relevant qualifications as well as any reviews or testimonials of their work.
- Free Events We offer the use of our Hub Room free of charge. On occasions, we may be able to offer a facilitator fee if we have appropriate grant funding available. Free and low cost events are encouraged. Donations to support the Hub Space are also encouraged.
- Paid Events (or By Donation) – Facilitators are required to inform us of their proposed charge or charging structure and to ensure that this is affordable for the community. Concessionary rates for young, old, disabled or those on low or no income are encouraged. The Hub makes a charge of 10-20% of facilitator income to cover insurance, other admin costs and general Hub promotion as well as any promotional activity specific to the workshop/event being offered. This charge is payable to the keyholder during or immediately after the event.
- Attendance of Keyholders- unless there are very limited places or the facilitator has to provide substantial materials, the keyholder(s) or hub member(s) who has provided substantial promotional or administrative assistance to enable the event, to be offered a free place.
- Payments Payments are collected by the Hub – either in cash on the door, via Paypal on the Hub website or on a Third Party Ticketing Agency listing set up by the Hub. Event details to be supplied by the facilitator.
- Promoting events The facilitator is ultimately responsible for promoting events, but we have a website, Facebook page, Twitter account and noticeboards to help with this. Flyers and other promotional material to include the Hub logo and direct people to the appropriate page on the Hub website. Promotional material to be approved by Hub team before being distributed online and offline. Please see our Promotions Guidelines.
- Facilitator Proposal Prospective facilitators are invited to contact us at the Hub with a suggestion of what they would like to offer as a workshop, session or event. If this is something we would be interested in offering our community, we will ask you to complete our Facilitator Proposal which you can complete online or ask for a paper copy.
Procedure if a facilitator needs to cancel a workshop/event
- There may be occasions when an event needs to be cancelled. Ideally advance notice is desirable.
- Contact people concerned – if time permits.
- Contact details need to be made available to a Hub key holder if the facilitator is not able to contact people themselves.
- If cancellation is at short notice – we need to ensure that a key holder is available to display a cancellation notice on the door of the building.
- In some situations workshops / events might go ahead without the facilitator. A plan for this will need to be discussed prior to the start of the workshops / events.
Leaving hub space clean and tidy afterwards
- The Hub Space is used by a wide range of people.
- We would like people to leave the Hub Space clean and tidy
- A charge may need to be made for any additional deep cleaning.
Use of kitchen / refreshments
- There is a small kitchen area where refreshments can be made.
- We would appreciate a donation if you use the tea / coffee / milk / biscuits.
- If you use up the food stuffs that we have available please let the key holder know.
- Children are not allowed in the kitchen.
- Please be aware of the uneven floors and any trip hazards that might be present.
- Health & Safety procedure – Please comply with Our and Artspace Lifespace Health and safety procedures. Fire exits are clearly marked and a first aid kit is available.