Cabin Booking Form
Please complete this form before accessing and using the Cabin
Name
Address
Contact Number
Email Address
Number of adults in group
Detail activities to be undertaken in the Cabin
Number of young people in group
Date and Time of Booking
We have appropriate risk assessments in place for The Cabin and surrounding fenced area. These are available for you to see
on request.
Assessing risks of individual children and groups is the responsibility of the organization or person booking the activity.
It is vital that all groups are accompanied, at all times, by appropriate levels of staff to support them, and manage any
risks associated with the group or with individual children.
There is currently one toilet on the site of the riding centre. It is about a 1 minute walk from the cabin. Due to this toilet
breaks often need to be staggered (see T&C). There is a meter system in place for electricity use (see T&C).
I understand that a meter system is used for electricity in the cabin and I will need to pay an additional £1 for roughly
each 40 minutes of electricity to the cost of hiring the cabin.
Initials
I understand that I am responsible for all activities that take place within and around the cabin (excluding horse based
activities) and the behavior of all members of my group. I understand that I, and all members of my group, are taking
part in these activities at our own risk
Initials
I have read and understood the Terms and Conditions for Hire of The Cabin, and agree to meet and follow them.
Initials
Please return to: Debbie Woolfe: contact@stable-relationships.com or The Cabin, Telford Equestrian Centre, Granville Road,
Nr Donnington Wood, Telford, TF2 7QG. No bookings are confirmed until full payment has been received. On completion of
this form and payment being received, we will send you a confirmation email. Please make cheques payable to Stable
Relationships.
Terms & Conditions for hire of The Cabin at Telford Equestrian Centre (page 1)
THE CABIN
The Cabin is owned by Stable Realtionships (SR). It is situated on land owned by Telford Equestrian Centre (TEC). Cabin bookings are
managed by Stable Relationships (SR). These Terms and Conditions have been created in partnership between the 2 organisations. Where
these Terms and Conditions refer to the Hirer, this is the person whose name is on the booking form and who has overall responsibility for
hiring The Cabin.
BOOKING PROCEDURE
Following an initial enquiry and initial discussion on activities, dates and costs:
-A booking Pack will be sent to the potential Hirer.
-Hirer reads Terms and Conditions and ticks box to confirm they agree and understand
-Hirer completes the Booking Form
-Hirer pays Pro Forma Invoice and sends completed Booking Form back to Stable Relationships
-Once payment and Booking Form have been received by Stable Relationships an email will be sent to the Hirer to confirm the booking
BOOKING
All applications for cabin hire should be made to Debbie Woolfe C/O Telford Equestrian Centre, Granville Road, Telford, TF2 7QG,
07866514106, or contact@stable-relationships.com. Following an initial enquiry, a potential Hirer will be sent a Booking Pack. This pack will
contain:
-A Booking Form
-Our Terms and Conditions of Booking
-Our Fire Drill Procedure and Cleaning Information Sheet
-A Pro-Forma Invoice
SR reserves the right to refuse any booking application without stating the reason for doing so and reserves the right to impose special
conditions should this be required. Every application must state the nature and purpose of the booking for which the facility is required.
This is outlined on the booking form. No bookings will be confirmed until full payment has been received.
CHARGES
The Cabin can be hired for 1-3 hours (half a day) or 3+ hours (a day). The half day rate is currently set at £30 and the day rate is currently
set at £50. Charges for the use of the facilities shall be as indicated and SR reserves the right to alter, add to, omit or vary the said charges.
PAYMENT
(a) Single bookings: with return of the signed booking form, the Hirer must enclose the full amount due. A pro forma invoice for the full
amount, will be included with the booking form.
(b) Block bookings: with the return of the signed booking form, the Hirer shall enclose either (i) the full amount due or (ii) the first month’s
payment (as appropriate). Where payments are made on a monthly basis, these shall be paid monthly in advance for the duration of the
booking. A pro-forma invoice will be included with the booking form.
(c) The completed booking form, the appropriate payment and any relevant insurance policy (if required) must be sent to: Debbie Woolfe
C/O Telford Equestrian Centre, Granville Road, Telford, TF2 7QG, or contact@stable-relationships.com. Payment can be made by cheque
or by direct transfer using the details on the pro forma invoice. Provided that all documentation is appropriate, an email will be sent to the
Hirer whereupon the booking is confirmed, subject to the remaining conditions contained herein.
CANCELLATION
(a) By the hirer
Single booking: in the case of cancellation the Hirer shall be refunded 50% of the total cost of the block booking if it is cancelled up to 14
days prior to the booking, 25% of the total cost of the booking if it is cancelled up to 7 days prior to the booking, and 0% of the total cost of
the booking if it is cancelled with less than 7 days notice.
Block bookings: in the case of a cancellation of a block booking, the Hirer shall be refunded 50% of the total cost of the block booking if it is
cancelled up to 14 days prior to the booking, 25% of the total cost of the booking if it is cancelled up to 7 days prior to the booking, and 0%
of the total cost of the booking if it is cancelled with less than 7 days notice.
(b) By EHH, SR or TEC
We reserve the right to close or prohibit the use of The Cabin at our discretion. Any amounts paid by the Hirer in respect of a booking
cancelled in respect of, or in accordance with, this condition will be refunded but SR, and TEC, will not be liable for any other expenditure
incurred, or loss sustained, directly or indirectly by the Hirer, arising from the cancellation.
Terms & Conditions for hire of The Cabin at Telford Equestrian Centre (page 2)
ARRIVING AT THE CABIN
There are 3 keys for The Cabin. 1 is kept at a safe location at TEC, and used as a spare. One is kept by SR. One set is kept at TEC for use
each time The Cabin is booked.
SR and TEC reserves the right, at its absolute discretion, to refuse the admission or to evict any person from the facility. When you arrive
on site you will be asked to sign your group in at the main office of TEC or at The Cabin. If needed, you will be given a key to The Cabin.
You will be shown where the toilet is, and if needed, the designated smoking area.
LEAVING THE CABIN
No booking shall continue beyond 11:00 pm without written permission SR and TEC.
No equipment or furniture other than that already provided in The Cabin may be used or left on the premises. The Hirer will ensure that
any item of furniture used is returned to its original position.
The Hirer will be responsible for ensuring that all heaters and electrical items are unplugged as they leave, and that all lights are turned off.
They will also ensure that all windows, doors and the main gate are closed as they leave The Cabin.
The Hirer will be responsible for ensuring that The Cabin is left clean and tidy after use, in line with the cleaning information provided in
this pack. All rubbish must be removed by the Hirer when they leave The Cabin.
If leaving the site before 8pm it will be the Hirer’s responsibility to lock the cabin, return the key to the office, and sign their group out. If
The Cabin is vacated after 8pm the Hirer will need to lock the cabin and drop the key at the house at the entrance to TEC as the group leave
the site.
CAPACITY
The maximum number of people admitted to any function at The Cabin is 35.
TOILETS
The Cabin does not currently have its own toilet (our charges reflect this). There is one toilet that is available for use. This toilet is located a
1 minute walk away from the cabin. It is situated behind the house at the bottom of TEC, next to the office. The toilet will be pointed out to
you on your arrival. Hirer’s are advised to take some of the toilet paper from The Cabin when they go to use the toilet and make sure that
their group behave safely and appropriately whilst walking to and from the toilet-bearing in mind risks such as horses and the pond.
FACILITIES AND FURNITURE
The Hirer is responsible for putting out and using the existing furniture in The Cabin in a safe and manageable way. They are responsible
for returning all furniture to the way the find it on arrival, when they leave. Hirer’s are able to use the sink, kettle, cleaning equipment,
mugs, spoons, electric heaters, and kitchen rolls. Bottled water in the cabin can also be used if there are any issues with the taps. Hirer’s
will need to provide any additional mugs, drinks, or food that they may require. Other equipment which is stored in cupboards, and on
metal shelving, around The Cabin, is not available for use by the hirer. Any use of this equipment, that has not been previously agreed, will
incur an additional charge to the hirer. Any additional electrical equipment that is brought to The Cabin by the Hirer or their group, must
be PAT tested.
ELECTRICITY
The Hirer will need to pay roughly £1 for every 40 minutes of electricity that is used in The Cabin. This can be paid directly into a meter
which is located behind the drums in The Cabin.
USERS REGULATIONS AND GOOD ORDER
The Hirer is responsible for the control of all persons and parties who are admitted to the facility, and for making sure that they conform in
all respects to these Terms and Conditions. The Hirer should also ensure that noise is maintained at a reasonable level so as not to cause
disturbance to horses in the vicinity, particularly during hot weather when windows and doors may be open.
The Hirer shall at all times be responsible for the maintenance of good order and shall make sure that they are able to deal with an
emergency, make sure entrances and exits are clear, and ensure that maximum numbers are not exceeded at any time.
FIRE DRILL
The Hirer will make sure that they are familiar with the Fire Drill Procedure, included in this pack, and that they are able to follow it in the
event of a fire or suspected fire.
Terms & Conditions for hire of The Cabin at Telford Equestrian Centre (page 3)
CAR PARKING
The Hirer shall ensure that persons using the premises park either on the clear ground to the side of The Cabin, or in the main car park at
TEE, if there is no space at the side of The Cabin. The Hirer will make sure that horse walkways are not obstructed by their group.
ALCHOHOL
Due to inherent risks at TEC there is to be NO ALCHOHOL in The Cabin, the area surrounding The Cabin, or on TEC premises at any
time.
SMOKING
Under no circumstances will smoking be allowed in or around The Cabin. If people wish to smoke they need to go to the specifically
designated area which will be pointed out to them on arrival.
USE OF HAZARDOUS MATERIAL
Hirers should not bring on to the premises any hazardous materials such as compressed gas cylinders, paraffin heaters etc.
ENTERTAINMENT
Bookings for music dancing or stage plays are permissible only if the entertainment is for a closed organisation or where admission is by
invitation. All other entertainments are classified as public entertainments and there exists a statutory requirement that the building must
be licensed. Since premises do not conform with the regulations governing the issue of licences, lettings for public entertainments cannot be
approved. The Hirer is advised to ensure that only members or persons specially invited are admitted to any entertainment.
BROADCASTING
No Hirer shall grant sound or television broadcasting or filming rights without the prior written conditional consent of TEE, and SR.
STRUCTURAL ALTERATIONS
The Hirer shall not carry out any alterations to the building, nor fix or cause to be fixed any apparatus, equipment, notice or decoration
without the previous written permission of TEC, or SR.
DAMAGE
The Hirer agrees to pay SR on demand, the cost of repairing or making good any loss or damage (fair wear and tear excepted) arising out
of or incidental to the hiring.
INDEMNITY
(a) The use of the facility is at the Hirer’s risk and the Hirer shall indemnify SR, and TEC against any liability incurred towards any third
party or parties arising from damage to the facilities or equipment, and due to the negligence or default of the Hirer or persons of parties
under his control. The Hirer shall, if required, adequately insure with an insurance company against the foregoing and produce evidence
thereof on demand.
(b) SR, and TEC, its employees or trustees, shall not be responsible for any loss or damage, whether direct, indirect or consequential to any
property suffered or sustained at the facility unless such loss or damage occurs as a result of the defective state of repair of the premises or
the equipment at the facility.
DISCLAIMER
TEC And SR accepts no responsibility for any items that are in The Cabin unattended.
IF YOU NEED TO CONTACT ANYONE REGARDING THESE TERMS AND CONDITIONS PLEASE USE THE DETAILS BELOW
Debbie Woolfe
Stable Relationships
07866 514106
contact@stable-relationships.com
Updated Sept 2015
Caroline Morgan/Mike Khan
Telford Equestrian Centre
07972 036683/07977467455
FIRE DRILL PROCEDURE
IN THE EVENT OF A FIRE

The group leader will organise the group in an orderly manner and lead them to
the assembly point by the shortest, safest route.

The group will exit the cabin through the nearest and safest exit. The fire exit
is clearly marked with a sign.

The group leader will check that the cabin is empty

When their group have reached the assembly point they will check that they have
all members of the group

The group will wait at the assembly point until told by fire safety officials that it
is safe to re-enter the cabin
THE INITIAL ASSEMBLY POINT IS THE ROUNDPEN LOCATED TO THE LEFT OF THE CABIN.
ON DISCOVERING A FIRE
1. Raise the alarm within the cabin.
2. Evacuate the building using the nearest safe exit, following the above
procedure.
3. Telephone the emergency services: Dial 999 and ask for Fire Service, giving
your name and address (See below)
4. Raise the alarm with TEC staff
5. ONLY IF IT IS SAFE TO DO SO, should an attempt be made to put out the fire, using the available and
appropriate Fire Fighting equipment.
6. If there is a fire somewhere else on site a member of TEE staff will raise the alarm within the cabin and the
group will evacuate as outlined above.
Telford Equine Experiences
Granville Road, Nr Donnington Wood
Telford, TF2 7QG
Cleaning
You will find some cleaning materials in the cabin.
There is no paid cleaner for the cabin so we ask that you leave the cabin in the
same state in which you find it.
Specifically, we ask that you:
-Wipe down the wet area, if you have used it, and make sure the floor is dry
-Sweep the floor and make sure any dirt from this is out in the bin
-Leave the tables and chairs as you have found them
-Make sure you are using the plastic chairs for all ‘messy’ work
-Make sure you take ALL rubbish with you. Feel free to use the bin bags
provided. These are kept under the sink.