Sunday, 21 June 2015
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WIMBORNE SQUARE BOOKING ARRANGEMENTS

The centre of Wimborne has a large paved Square which is ideal for holding events and other types of activities. The BID actively encourages bookings for the Square and manages the bookings process. The nature of the activities that are acceptable have been agreed by working closely with the both the District and Town Councils and the Chamber of Trade.

It is possible to book just a small space on the square e.g. for a small stall or the whole square (for a larger event).

Please direct any queries to the BID office, or complete the Booking Form and the Hire Agreement and return to office@wimborne.info along with your Public Liability Insurance Certificate. Please see below for additional guidance.

The BID operates a frequency policy for religious and political bookings. View the Frequency Policy here.

CHARGING STRUCTURE

The Square is free in many circumstances but in some cases a fee is necessary to cover the adminstrative costs of managing the bookings process and diary arrangements.  Please see below for details.

CHARGING BAND AMOUNT (+VAT)
PEOPLE THAT WOULD FIT IN THIS BAND
Band A* Free BID Levy Payers & Associate Members Local / independant charities
Band B* £25 (per business) Small businesses Entertainers Local businesses (non BID members) National charities
Band C* £50 National businesses (where not entirely used for promoting a levy paying business)
Band D* £25 per business will be multiplied by number and a 25% discount applied to total. Large event where multiple stalls, businesses on site (non BID members).

Please note, where an event is likely to require specific BID resource on the day(s) to coordinate setting up etc., a further Management fee will be quoted in addition to the fees listed above.

GUIDANCE ON BOOKING THE SQUARE

Wimborne Business Investment District (BID) manage the bookings for the Square on behalf of the town. No funding is provided by the local authorities for this function, therefore a small charge does need to be made to cover the administration and where required; presence on the Square on the day of an event.

If the administration time is increased, the cost to the BID increases and this will have a knock on effect to the admin charge. Therefore we need to impress upon those people wishing to make a booking the importance of completing the forms and providing the insurance information required.

In the first year of managing the Square, we have found that much time has been taken up by constantly chasing people for outstanding information. Therefore, we are making the following changes;

No bookings can be taken unless the completed forms are returned, these are;

  • The Booking Form
  • The Hire Agreement

Completing only one form will NOT secure a booking.

You must also provide a copy of your scanned Public Liability Insurance document – that will be current at the time of the event. The minimum limit is £5 million.  If your renewal is due before the event, you must provide the renewed documentation prior to the event.

ALL THREE ITEMS MUST BE WITH THE BID OFFICE IN ORDER FOR A BOOKING TO BE CONFIRMED. If we have made a note of your required date but another booking is made by someone who is able to submit all of the relevant forms, their later booking will be taken in preference to the provisional one that has no forms yet submitted.

IMPORTANT
Reminders will not be sent for forms or insurance, if forms are not returned within 2 weeks of you provisionally asking for a date, the booking will be removed.

WE PREFER ELECTRONIC COPIES OF ALL DOCUMENTS – PLEASE AVOID SENDING HARD COPIES IF AT ALL POSSIBLE.

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