TERMS AND CONDITIONS
FOR USE OF BUSINESS HUB SPACE AT
ROOM 1, COUNCIL OFFICES, KNOWLE GREEN, STAINES-UPON-THAMES SURREY TW18 1XB
Please read these terms and conditions before applying to use the Business Hub Space. By applying to use the Business Hub Space through the Council’s website at www.spelthornebusinesshub.com you agree to be bound by these terms and conditions of use, including all terms incorporated by reference.
These terms and conditions are effective commencing on and including 1 April 2026.
1. Definitions
1.1 “Business Hub Space” means Room 1 Ground Floor, Council Offices or such other room within the Council Offices as the Council shall direct from time to time.
1.2 “Car Parking Space” means any individual car parking space situated in the West Wing car park area as shown edged blue on the attached plan as may be available on a strictly ‘first come first served’ basis.
1.3 “Christmas closure period” means commencing on and including 25 December to and including 1st January.
1.4 “Council” means Spelthorne Borough Council of Council Offices Knowle Green, Staines-upon-Thames Surrey TW18 1XB and includes its statutory successors in title.
1.5 “Council Offices” means Council Offices, Knowle Green, Staines-upon-Thames Surrey TW18 1XB.
1.6 “Meeting Rooms” means Room 1A and/or Room 6, ground floor Council Offices, or such other meeting rooms within the Council Offices as the Council shall direct from time to time which is available for private use.
1.7 “Regulations” means such regulations and conditions relating to the Business Hub Space, Car Parking Area or the Council Offices as the Council may make from time to time.
1.8 “Website” means the Council’s website at: www.spelthornebusinesshub.com
2. Contractual Relationship
2.1 These terms and conditions are intended to form a contractual relationship between you and the Council and govern access to and use of the Business Hub Space, the Council Offices and the Website, together with use of; the Council’s Wi-Fi, Car Parking Space and the Meeting Rooms.
2.2 The Council may amend the terms and conditions from time to time, and any such amendments will be effective upon the publishing of the revised terms and conditions on the Website. Your continued access to and use of the Business Hub Space constitutes your consent to be bound by the terms and conditions, as amended.
3. Application to use Business Hub Space
3.1 You must apply to use the Business Hub Space via the Website.
3.2 You cannot book use of the Business Hub Space for a period of less than one calendar month.
3.3 All fees for use of the Business Hub Space must be paid in advance of accessing the Business Hub Space. No refunds will be given, regardless of whether or not you use the Business Hub Space.
3.4 A deposit equivalent to the fees payable for one month’s use is required upon each booking. The deposit will be held by the Council who reserves the right to deduct from the deposit the cost of any damage or destruction to Council property incurred by you.
3.5 - Proof of your residency in the Borough of Spelthorne or the immediate locality thereof is required by the submission of a council tax or utility bill which is less than six months’ old, or such other evidence as the Council shall determine.
3.6 Proof of your identity is required by the submission of either a current Driver’s licence photocard or UK issued passport.
3.7 You must supply a basic standard Disclosure and Barring Service (“DBS”) check before access to the Council Offices will be permitted.
4. Car Parking Space
4.1 You must supply your car registration number upon applying to use a Business Hub Space if you intend to use a Car Parking Space.
4.2 Evidence of current car insurance and MOT must be provided.
4.3 Use of a Car Parking Space is available Monday to Friday 7:30am to 6pm only, excepting UK public bank holidays and the Christmas closure period, when the car park is closed.
4.4 The Council cannot guarantee that a Car Parking Space will be available, a Car Parking Space is available on a strictly ‘first come first served’ basis.
4.5 The car park barrier will raise automatically upon entry and exit, please use the intercom to contact the Facilities Team if the barrier does not rise.
4.6 The Council accepts no liability whatsoever for any loss or damage to vehicles or their contents. All vehicles are left entirely at the owner’s risk.
4.7 The Council reserves the right to immediately withdraw the provision of a Car Parking Space without notice.
4.8 Vehicles must not be left overnight in a Car Parking Space, nor must a Car Parking Space be used when the Council Offices are closed.
4.9 The Council reserves the right to remove any vehicle left in a Car Parking space when the Council Offices are closed and to store and/or dispose of the vehicle and to recharge the cost of which to you.
5. Access to the Council’s Offices
5.1 The Business Hub Space is available for use Monday to Friday from 7:30am to 6pm only, excepting UK public bank holidays and the Christmas closure period when the Council Offices are closed.
5.2. Before using the Business Hub Space, you must undertake an induction with a Council officer, where you will be issued with a security pass.
5.3 You must wear the security pass so that it is visible at all times whilst you are using the Business Hub Space.
5.4 You must enter and exit the Council Offices via the ‘school staircase entrance’ which will be shown to you on induction. You may also exit the Council Offices via Reception.
5.5 You must not bring any children, personal guests or pets to the Council Offices. Business guests are permitted to visit for the purpose of a business meeting. Only Room 6 can be used for this purpose. Reception must be made aware of any guest appointments.
5.6 Your image shall be recorded on the CCTV cameras located in and outside the Council Offices.
5.7 Upon the end of your period of use of the Business Hub Space (howsoever determined) all security passes must be left in the box provided at the Business Hub Space or returned to Economic Development team member by hand.
6. What the Council will provide
6.1 Prior to your first use of the Business Hub Space you will be given an induction which will include information in respect of evacuation procedures from the Council Offices in the event of an emergency, what to do if first aid is required and orientation.
6.2 Use of the Business Hub Space is provided on a non-exclusive basis.
6.3 Free Wi-Fi.
6.4 Access to a kettle & microwave.
6.5 Access to a Business Consultant who can be booked in advance upon registration via the Website.
6.6 Access to toilet facilities (please note the toilets are located on the ground floor of the Council Offices).
6.7 Access to a fridge.
6.8 Lighting, heating and electricity to the Business Hub Space.
6.9 Access to a printer with printer paper and ink.
6.10 Access to a sink for washing up.
6.11 Access to locker in Room 1.
6.12 Mugs, glasses, crockery or cutlery.
6.13 A kitchen for the heating of food.
7. What the Council will not provide
7.1 Copying facilities.
7.2 Computers, office stationery, including paper.
7.3 A facility for incoming or outgoing post or deliveries.
7.4. A telephone line for making/receiving external calls.
7.5 Access to the Council Offices or the Car Parking Space outside of the hours of 7:30am to 6pm Monday to Friday, or at weekends, or during UK public holidays or the Christmas closure period.
7.7 Access to the Council Offices is additionally not available during a Borough emergency or a pandemic.
7.8 IT support.
7.9 Drinking water, tea, coffee, milk and biscuits.
7.10 Confidential waste removal.
7.11 Car park spaces for business guests in the staff car park.
8. Using the Business Hub Space
8.1 You must only use the Business Hub Space as offices for the carrying out of your business activities.
8.2 You must not bring any alcohol, drugs, weapons, explosives, flammable materials or toxic and/or corrosive substances into the Council Offices.
8.3 You must not bring any heaters, printers or fans into the Council Offices.
8.4 Any electrical equipment brought into the Council Offices such a laptops or mobile phone chargers must be safe to use and compliant with the Health and Safety etc. Work Act 1974 and details of what equipment you intend to bring into the Council Offices must be shown to Chris Norrington/Julia Owen at your induction.
8.5 You must not use the address of the Council Offices for receiving post, deliveries, notices or as a company registered office address.
8.6 Smoking and/or vaping are strictly prohibited.
8.7 Use of a toaster is forbidden.
8.8 The Meeting Rooms are available for private calls or Teams meetings upon prior booking. All bookings are strictly on a ‘first come first served’ basis and please note that Room 6 is not available for use on Friday afternoons.
8.9 The Council accepts no liability whatsoever for any loss of or damage to personal property brought into the Council Offices. You must arrange for adequate insurance cover for your personal property.
8.10 The Council reserves the right to suspend use of the Business Hub Space and/or the Council Offices without prior notice in case of an emergency, whether borough wide or otherwise, or for operational reasons or on the event of a pandemic.
8.11 You must not cause any nuisance annoyance or disturbance to any other user of the Business Hub Space or the Council officers.
8.12 You must not use the Business Hub Space for any political purpose.
8.13 You must not use the Wi-Fi provided to access any websites with obscene, profane or explicit content and agree to abide by the Council’s internet usage policy.
8.14 The Council reserves the right to restrict the bandwidth on Wi-Fi without prior notice.
8.15 All accidents and near misses in the Council Offices must be reported as soon as possible to the Council’s health & safety team by email at: [email protected]
8.16 You must remove all confidential waste at the end of each day of use of the Business Hub Space.
8.17 You must not transfer your security pass to another person or allow anyone else to carry the same.
8.18 You must remove all personal property and equipment from the Council Offices at the end of each day of use unless stored in a locker.
8.19 The Council reserves the right to deny you access to the Council Offices if; you behave inappropriately whilst using the Business Hub Space, attempt to access unauthorised areas in the Council Offices, breach the Council’s policy “or are currently banned from entering the Council Offices.
9. Acknowledgements
9.1 You are not entitled to exclusive control or possession of the Business Hub Space, and these terms and conditions do not create a relationship of landlord and tenant between you and the Council.
9.2 Availability and use of the Business Hub Space is strictly subject to any Regulations made by the Council from time to time and statutory requirements applicable to the Council Offices.
9.3 The Council reserves the right to remove any personal items, goods, chattels or personal possessions left within the Business Hub Space or vehicles left in any Car Parking Space outside of the hours of use permitted under these terms and conditions, without any notice to you and without any obligation as trustee or bailee, to sell such items and hold the sale proceeds on trust for you after deducting the cost of removal, storage and sale.
10. Notices
Any notices or queries regarding use of the Business Hub Space or its booking should be addressed to:
Chris Norrington – Economic Development Manager
Direct Line: 01784 440 208
Email: [email protected]