Terms & Conditions 

Policy on cancellation: 

To ensure fair access and efficient use of our community spaces, the following cancellation policy applies: 

Confirmation of Booking 

• All bookings must be reconfirmed at least 7 days before the scheduled date. 
• If a booking is not reconfirmed within this timeframe, the space will be released and made available for other community groups. 

Minimum Notice Period

Cancellations must be made at least 7 days prior to the scheduled booking date.

How to Cancel 

• Notify the project team via email on communityrooms@manchester.ac.uk  
• Include your booking reference, date, and time of the reservation.

Late Cancellations 

• Cancellations made less than 7 days before the booking may result in reduced priority or refusal for future bookings. 
• We recognise that emergencies or significant issues may impact groups ability to attend. If a cancellation is made due to an emergency, please let us know so we can support you appropriately.

No-Show Policy 

• If a group fails to attend without prior notice this will result in refusal for future bookings. 

Please note: Failure to attend a booked session without prior notice prevents other community groups from accessing the space and results in the room being unused. Our aim is to ensure these facilities are available to as many individuals and groups as possible who need them.

Reallocation of Space 

• Rooms cancelled within the required notice period will be made available for other community groups to use.

Exceptional Circumstances 

• In cases of emergencies or unforeseen events, please contact the coordinator as soon as possible.  

Policy on filming: 

To maintain privacy and create a safe, welcoming environment for all participants, the following policy applies: 

No Filming Permitted

• Filming, video recording, or live streaming is strictly prohibited in all Open Doors Project spaces. 

Photography Restrictions 

• Photography is also not permitted unless prior written consent has been obtained from the project coordinator and all individuals involved. 

Consequences of Non-Compliance 

• Any breach of this policy may result in immediate removal from the premises and restrictions on future bookings. 

Exceptions 

• Exceptions may only be granted in exceptional circumstances with written approval from the project coordinator. 

Catering Policy

External Catering

• External catering services are not permitted on-site. If catering is required, please contact us for our internal catering available options and menus.

Bringing Your Own Food and Drinks

• Guests and attendees are welcome to bring their own cold food and non-alcoholic beverages. Please note: 

• All items must be pre-prepared and ready to consume (no cooking or heating facilities are available). 

• Food should be stored in appropriate containers to maintain hygiene standards. 

• Alcoholic drinks are not allowed unless explicitly approved for a specific event. 

• Please ensure any waste is disposed of responsibly in the designated bins. 

Bookings will be prioritised when they demonstrate: 

1. Local Community Benefit

• Activities that deliver direct benefit to our local communities, particularly residents, community networks, and grassroots initiatives. 

2. Alignment with Social Responsibility Priorities

• Events that support social inclusion, prosperous communities, better health and wellbeing, environmental sustainability, or cultural engagement. 

3. Non-Profit or Community-Focused Status

• Priority will be given to registered charities, CICs, voluntary and community groups, residents’ or neighbourhood-led groups, mutual aid networks, and social enterprises operating for public benefit.