Mosaic Lincoln | Meeting Room T's & C's

Acknowledge and Acceptance of Mosaic Terms & Conditions of Use

Definitions: “You”, “Your”: the person who has signed the application form, the organisation they represent and anyone using Mosaic Digital Hub during the hire period.

“We”, “Our”, “Us”, “Provider”: Mosaic

1. Services

1.1. Access

1.1.1.1 Use of Mosaic Digital Hub:

1.1.1.1. Meeting Room as per booking

1.1.1.2. First Floor Breakout Space

1.1.1.3. Mosaic Lounge

1.1.2. Use of the Mosaic Digital Hub is for the purpose stated only and you must not sub-hire or transfer the hire of the premises under any circumstances.

1.1.3. You may not enter or use Mosaic Digital Hub at any time outside the use period.

1.2. Fobs

1.2.1. Fobs can only be used by the individual or organisation named.

1.2.2. If a fob has been lost:

1.2.2.1. You must inform the provider immediately

1.2.2.2. A replacement can be provided for an additional cost.

2. Mosaic Digital Hub

2.1. Meeting Room

2.1.1. You must notify us of any damage or breakages.

2.1.2. No food is to be left in the Meeting Rooms after use

2.1.3. All your property must be removed at the end of the use period.

2.2. First Floor Breakout Space

2.2.1. Breakout space is unreserved and subject to availability.

2.2.2. No food is to be left in the breakout space when not in use.

2.2.3. All your property must be removed from the breakout space when not in use.

2.3. Mosaic Lounge

2.3.1. Lounge space is unreserved and subject to availability.

2.3.2. The lounge kitchen, if used, must be left clean and tidy and any utensils washed and returned to cupboards.

2.3.3. No food is to be left in the Lounge when not in use.

2.3.4. You must notify us of any damage or breakages.

2.3.5. All your property must be removed when not in use.

3. Payment

3.1. Payment must be received in advance of use including VAT - value added tax chargeable under the Value Added Tax Act 1994 and any similar replacement tax and any similar additional tax.

3.1.1. You will be invoiced at the end of the calendar month for your meeting room usage.

3.1.2. Payment must be completed within 14 days of the invoice date.

4. Health and Safety

4.1. General

4.1.1. You are expected to take reasonable care for the health and safety of yourself and others.

4.1.2. You are responsible for any visitors you invite to the site.

4.1.3. You are expected to never misuse or interfere with anything provided in the interests of health, safety, or welfare.

4.1.4. You are expected to report any damage, defects and other relevant issues regarding Mosaic property or provisions to the provider.

4.1.5. You are expected to take reasonable steps to make any hazards safe - e.g., removing trip hazards and cleaning up spillages.

4.1.6. You are expected to report all accidents, incidents, near misses, and unsafe conditions. As well as anything else that may be relevant to the provider as soon as possible.

4.1.7. You are expected to cooperate with the provider, complying with any reasonable instruction or requests - including signage, policies, procedures, etc.

4.1.8. You are expected to seek guidance and support from the provider, as required.

4.1.9. You are expected to help make Mosaic a great, safe place to be!

4.2. Emergency procedures and evacuation plan

4.2.1. If you smell gas:

4.2.1.1. Do not operate electrical switches, fire alarms or anything likely to create a source of ignition.

4.2.1.2. Open the windows.

4.2.1.3. Verbally raise the alarm and notify the provider

4.2.1.4. Leave the building and proceed to the assembly point. - St Swithins Square, in front of The Angel Coffee House.

4.2.1.5. Await further instruction.

4.2.2. On discovering a fire:

4.2.2.1. Sound the alarm both verbally and using the nearest call point.

4.2.2.2. Call ‘999’.

4.2.2.3. Inform the provider.

4.2.3. On hearing the fire alarm:

4.2.3.1. Leave the building immediately - closing all doors and windows as you evacuate.

4.2.3.2. Report to the assembly point - St Swithins Square, in front of Vestry Hall Coffee Shop.

4.2.3.3. Do not re-enter the building until authorised to do so by the Fire Service or the provider.

4.3 First Aid

4.3.1. First aid provisions are provided by Mosaic and located in communal areas - if required please contact the provider.

4.3.2. Trained first aiders are provided by the provider.

5. Provider rights & responsibilities

5.1 We shall not be responsible for any loss of or damage to any property or vehicle, or injury to any person which occurs during the use period, or due to use (except if due to our negligence) even if this causes any Mosaic Digital Hub area to be temporarily closed or the use to be interrupted. You will indemnify us against any claims in respect of any such loss, damage, or injury when this is due to your negligence.

5.2. Provider has the right to terminate use based on unreasonable behaviour or failure to comply with these terms and conditions.

6. User rights & responsibilities

6.1. You must provide accurate information and payment before use.

6.2. You must comply with any reasonable instructions given by us. Smoking is not permitted in any part of the building (including e-cigarettes). There is however a designated smoking area outside.

6.3. Please be aware that Mosaic is a working environment so you must be respectful of other members and users.

6.4. You are responsible for ensuring that any equipment or materials brought to the site are suitable, safe, of sound condition, and, where applicable, suitably maintained.

6.5. You must not display any signs, advertisements, or branding, anywhere in the building.

6.6. You are welcome to have guests within the Mosaic Lounge and are responsible for them during their visit.

6.7. You must pay for all damages, breakages and loss of property which occurs during the use period.

Cancellation Policy

If cancellation notification is received less than 2 working days before booking you will be charged the full price as quoted.