Terms and Conditions

VAR (Voluntary Action Rotherham company number 2222190) whose registered office is The Spectrum, Coke Hill, Rotherham, South Yorkshire S60 2HX (the Supplier) on behalf of Spectrum Futures.

All bookings are subject to the following terms and conditions:

1. Invoices for room hire will be issued after the event unless requested in advance. Invoices for repeat bookings will be issued monthly unless specific arrangements have been made by the hirer with the VAR Finance Department. Payment to be received by VAR within 14 days.

2. The Hirer shall, when making the booking, inform VAR staff of all their requirements for rooms, facilities and equipment and the likely numbers involved.  Use of additional rooms, facilities or equipment during the period of hire (that were not booked prior to the event), will depend on availability at the discretion of VAR and may incur additional cost. Changes to the booking may be requested after the booking has been made by contacting VAR directly on 01709 829821 or by emailing This email address is being protected from spambots. You need JavaScript enabled to view it. . Subsequent changes will incur an administration fee.

3. Bookings are available for a minimum of 1 hour in multiples of 1 hour starting on the hour.  Part hours booked are charged at full hourly rate (e.g. 1.5 hours will be charge at 2 hours). VAR reception is open between 9 and 4.30 during weekdays. Access to The Spectrum is available from 8.00 (by prior arrangement) and staff will normally be on the premises until 5.30. VAR can accommodate evening and weekend bookings by arrangement but these will be subject to an additional charge.

4. There will be no charge for cancellations made prior to 10 working days before the event, unless the hirer has previously requested an invoice. Cancellations made between 10 and 5 working days of the event will be charged at 25% of the full rate. Under 5 days’ notice will be charged at 50%. Cancellations of 24 hours (or less) notice will be charged in full.

Cancellation notice periods and charge to hirer:

* More than 10 working days:  No charge

* Between 10 and 5 working days:  25% fee charged

* Under 5 working days:  50% fee charged

* 24 hours or less: Full fee charged plus any catering costs incurred by VAR.

If the hirer has ordered a buffet through VAR, 24 hours’ notice will be required to cancel it. Otherwise the hirer will be charged for costs incurred by VAR. VAR will try to accommodate calendar changes of existing bookings where possible without invoking the cancellations policy.

5. We reserve the right to levy a cleaning charge if rooms require additional cleaning beyond reasonable expectations of use.   No tacks, screw, pins or similar objects can be used to attach objects to the wall in any meeting room. Hirers will be liable for any damage to VAR equipment arising from misuse.

6. It is the hirer's responsibility to ensure that visitors are fully aware of the location of fire extinguishers and exit routes and also comply with the house keeping guidelines located with the meeting rooms. Visitors will be required to sign-in on entering The Spectrum.

7. There is no visitor parking at VAR. Cars that are left in the VAR car park, by prior arrangement, are left at the owners risk and VAR cannot accept any responsibility for loss or damage to vehicles or belongings. Disabled parking is available adjacent to the entrance but needs to be booked in advance.

8. Should VAR need to cancel bookings due to unforeseen circumstances at short notice, it will endeavour to provide an alternative suitable venue.