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South Cambs Connect bookings policy and procedure

1. How can bookings be made? 

1.1: Bookings will be made (for the spaces as defined in Figure 1 below) between South Cambridgeshire District Council, SouthCambs Connect and the User. 

1.2: Bookings must be made by a single primary contact who is a registered User of SouthCambs Connect with a recognised ID number provided by South Cambridgeshire District Council. 

1.3: Block bookings may be made at the discretion of the team at SouthCambs Connect. Such enquiries must be made via southcambsconnect@scambs.gov.uk or in person at the reception desk at South Cambridgeshire District Council. 

1.4: SouthCambs Connect has absolute discretion as to whether the booking shall be accepted. 

1.5: Bookings are to be made in the format of a dedicated online booking form on the South Cambridgeshire District Council website or by email to SouthCambs Connect. 

1.6: Bookings in person for those without internet access may be made directly at the reception desk at SouthCambs Connect to ensure the booking is entered on to the SouthCambs Connect booking system. Details of private bookings will not be shared other than only to indicate desk space or meeting room is booked at a specific time and unavailable for hire to other users. 

1.7: Should an invoice be required by the User this can be arranged on request but will not normally be raised for amounts less than £100. 

1.8: No booking can be taken without the User confirming their agreement to the full Terms and Conditions. 

1.9: All bookings will consist of the following information: 

  • Name of User, contact details and organisation (if any) 
  • User ID 
  • Email address and phone number 
  • Brief description of User’s business, community group and/or reason for using SouthCambs Connect 
  • Date, time and duration 

1.10: Data will be stored by South Cambridgeshire District Council. “Date, time and duration” will be published to avoid double bookings. All other information will be held in accordance with South Cambridgeshire District Council Privacy Notice. 

Figure 1: Bookable spaces within SouthCambs Connect. 

2. Cost 

2.1: Desk space and meeting rooms at SouthCambs Connect are shown in Figure 1, above. 

2.2: Meeting room booking costs: free until the end of December 2024 in exchange for user feedback on SouthCambs Connect, its facilities and services. 

2.3: The Business Engagement Area is not a hireable space for individuals; however, the SouthCambs Connect team will use this area to schedule a structured programme of use of this space, which will be visible on the SouthCambs Connect website. Users can book into these Business Engagement sessions at their leisure. 

2.4: All fees will be subject to annual review at the discretion of South Cambridgeshire District Council and the team at SouthCambs Connect. Any changes will be effective from 01 April in each calendar year. 

2.5: Pricing for meeting room hire may vary according to the category of use, the User, and/or organisation.  

2.6: South Cambridgeshire District Council and the team at SouthCambs Connect retain all decisions regarding approved pricing categories are final.  

2.7: Additional details on costs around meeting room hire can be obtained by emailing southcambsconnect@scambs.gov.uk.