Please note that the Room Booking Terms and Conditions is included in Section 8 in the Practice Management Agreement.

6. Room Booking – Terms and Conditions

These terms apply to all room bookings at Bright Insight Counselling, including bookings made via the website, Halaxy, administrative booking, or any other method.

Definitions (for Section 6)

Booked Time refers to the full period reserved for room access, including client arrival, session delivery, set-up, pack-up, cleaning, and exit from the premises.

6.1 Booking Time & Access

All room bookings relate to the Booked Time as defined above.

Example:
If a practitioner books a 2-hour session from 10:00am to 12:00pm, the room must be vacated, tidy, and ready for the next practitioner by 12:00pm.

6.2 Room Condition & End-of-Session Responsibilities

By the end of the Booked Time, practitioners must ensure:

The room is left clean, tidy, and in good order

Furniture and equipment are returned to their original position

All personal belongings are removed

Rubbish is disposed of appropriately

Lights and electrical equipment are turned off

Surfaces are wiped if visibly soiled

The room is ready for immediate use by the next practitioner

Additional cleaning or reset time must be booked if required.

6.3 Overrunning Appointments

Practitioners must manage their sessions to finish within the Booked Time.

Overrunning into another practitioner’s booking may result in operational restrictions, additional charges, or loss of booking privileges.

6.4 Booking Accuracy

Practitioners are responsible for selecting the correct room, date, and duration at the time of booking.

Changes must be made through the approved booking system or administrative process and are subject to availability.

6.5 Cancellations & Changes

Cancellations or changes must be made via the approved booking system or administrative process.

Late cancellations and no-shows are managed in accordance with the practitioner’s Room Rental Agreement and any applicable booking policies.

6.6 Professional Use Only

Rooms are to be used solely for professional clinical services.

Any other use requires prior written approval.

6.7 Damage & Loss

Practitioners are responsible for any damage caused by themselves or their clients beyond normal wear and tear and must report issues promptly.

6.8 Keys, Access & Security

Practitioners issued with keys are responsible for their safekeeping

Keys must not be duplicated, shared, or provided to unauthorised persons

Lost or damaged keys must be reported promptly

Access details (including key lock and alarm passwords) must be kept secure and confidential

Access details must not be shared with any third party

Physical keys (if provided) must be returned to the designated place immediately after the door has been successfully unlocked

Practitioners must follow end-of-day lock-up procedures, including:

Ensuring all windows and doors are closed and locked

Turning off lights and electrical appliances

Activating the security alarm

Failure to follow security procedures may result in restricted access or loss of booking privileges.

6.9 Shared Stationery and Office Equipment

Shared stationery and office equipment are provided for general professional use

Items must be returned to their designated storage area after use

Items must not be removed from the premises without prior approval

Faults, low supplies, or damage must be reported promptly

6.10 Breach of Booking and Use Conditions

Repeated or serious breaches may result in:

Operational restrictions

Temporary suspension of booking access

Loss of room booking privileges

This does not alter obligations under any separate rental or contractual agreements.

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