Assembly Room

The Assembly Room is a bright and comfortable first-floor room, with large windows overlooking bustling North Street. With space for flexible seating arrangements, it can hold up to 70 people.

Available in the room is a ceiling-mounted digital projector and an advanced sound and lighting system, complete with microphone. The room is also home to a historic, regularly-tuned Bechstein piano, which is available for hire. This is the perfect space for larger meetings, events, exhibitions, recitals and more. 

Please note that the Assembly Room is used as a restaurant Tuesday – Friday and is only available for hire in the late afternoon on these days. The room is fully available during the day on Mondays.
Groups of people are sat talking at different tables. The room has a purple carpet, white walls with artwork on display and large sash windows.
Rows of people sat listening to a lecture. There is a large screen with a woman stood up presenting.
View of the room which is filled with grey chairs and tables covered with a purple, yellow and white striped tablecloth. There is a large, green palm in the foreground and artwork on the walls.
 2022 Prices Standard Users Registered Charity
Enlarged Room £ £
Day (9am to 5pm) 192 139
Half Day/Evening (up to 4 hours) 115 83
Session (up to 2.5 hours) 73 49
Original Room
Day (9am to 5pm) 160 117
Half Day/Evening (up to 4 hours) 97 72
Session (up to 2.5 hours) 62 44
Horseshoe – 40
Boardroom – 40
Theatre – 70
Cabaret – 40

Air Conditioning

Flipchart, Paper and Pens

Standard Users – £13

Charities – £10

Music Centre

Standard Users – £13

Charities – £10

Piano

Standard Users – £13

Charities – £10

Standard £ Charity £
Digital Projector and Screen: 25 20
Hybrid meeting equipment: 20 15
Laptop: 20 15

 

  1. In the event of a cancellation the Institute reserves the right to charge a 25% cancellation fee. In the event of a cancellation with less than 7 days’ notice, the Institute will charge the full cost to the hirer.
  2. The Hirer(s) must leave the room tidy and depart at the agreed time. Please note that the room will be available and setup from the agreed start time on the booking form issued by the Institute.
  3. The Hirer(s) is/are responsible for any damage to Institute property incurred because of their usage. Please do not affix items to the walls.
  4. The Institute reserves the right to change the room booked for an alternative and will inform the Hirer(s) of this in advance where possible.
  5. All alcohol consumed on the premises must be purchased from the Institute to comply with the licensed premises regulations. Alcohol may not be served after 10.30pm; there is a 30-minute ‘drinking up’ time. Food and drink must not be consumed in the meeting rooms, unless with prior consent.
  6. Smoking is strictly forbidden on the premises. Matches, candles etc. may not be used.
  7. Please notify the Institute if you intend to play live or recorded music, DVD, CD, film, etc., as a fee will be levied on behalf of the Performing Rights Society. This fee is currently set, by the Performing Rights Society, at £11.88 (£9.90 + VAT) per session.
  8. All portable electrical equipment owned by the Institute is tested on a regular basis. If you intend to bring in your own electrical equipment, please make sure that this is certified as having been tested during the last 12 months.
  9. The Institute does not accept responsibility for any personal possessions brought on to the premises. Please ensure that you safeguard your valuables.
  10. Hirers are responsible for obtaining all necessary permissions (e.g. DBS checks) required to run their activities, as well as appropriate insurance. Please contact a member of staff if you require any further clarification.
  11. Due to staffing levels, we are not able to guarantee first aid support – particularly at evenings and weekends. There will always be someone on hand who can telephone the emergency services if required.
  12. In proceeding with the hire of one of the Institute’s meeting rooms, hirers agree to the payment terms of 30 day’s following receipt of invoice. Failure to pay the agreed amount during the 30-day period may result in further charges being levied.

 

Special Conditions of Hire during COVID-19:

1.     Hirers undertake to comply with the actions identified in the Guildford Institute’s risk assessment, which can be found on the Institute’s website (https://www.guildford-institute.org.uk/covid-19/). A copy can be provided on request.

2.     Surfaces and high-touch areas in the room(s) will be cleaned before the arrival of all room hirers and after their departure.

3.     Hirers should ensure that everyone likely to attend their activity or event understands they should not enter the building if they have COVID-19 or are exhibiting symptoms.

4.     Hirers are encourage to keep the room(s) well ventilated throughout their hire, with windows open as far as convenient.

5.     Hirers are encouraged to wear a face covering when moving throughout the public areas of the building, especially during busy times.

 

6.     The Guildford Institute has the right to close the building if there are any safety concerns relating to COVID-19.