1. Purpose

The NEHK Community Garden exists to promote community wellbeing, outdoor recreation, environmental education, gardening, cultural exchange, family and social activities, and personal wellbeing. The garden is provided as a community leisure facility. Any booking contribution is intended solely to help recover the costs of maintaining and improving the garden and its facilities, including maintenance, insurance, equipment, furniture, utilities and administration. The garden is not operated as a commercial venue.

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2. Objectives

• Encourage community engagement.

• Improve physical and mental wellbeing.

• Provide a safe outdoor meeting place.

• Encourage gardening and environmental awareness.

• Strengthen social connections.

• Promote responsible use of allotment gardens.

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3. Permitted Uses

Family gatherings, BBQs, community networking, board games, reading,  gardening workshops, nature appreciation, cultural exchange and personal retreats.

Maximum attendance: 15 people.

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4. Activities Not Permitted

Commercial events, weddings, corporate events, live bands, DJs, amplified music, fireworks and activities causing nuisance to neighbouring plot holders.

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5. Eligibility

Bookings are open to NEHK Members, community organisations, families, individuals and other persons approved by NEHK. All users must agree to comply with this policy.

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6. Booking Contributions

Summer (11am–5pm): Non-Members £50; Collaborate Members £20; Ordinary Members £10.

Winter (10am–2pm): Non-Members £25; Collaborate Members £10; Ordinary Members £5.

Bookings must be made at least two weeks in advance. Booking contributions support the upkeep of the community garden and are not intended to generate commercial profit.

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7. Visitor Responsibilities

Respect neighbouring allotment holders; keep noise to a minimum; follow instructions from NEHK volunteers and staffs; leave the garden clean and tidy; take all rubbish away; respect plants, trees and wildlife; supervise children; keep dogs on leads and clean up after them.

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8. BBQ and Fire Safety

BBQs are permitted only in designated areas under adult supervision using suitable equipment. Open fires are prohibited except where expressly authorised by NEHK and permitted under the applicable allotment rules and lease. Keep water nearby and extinguish BBQs before leaving.

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9. Bonfire Policy

Bonfires are only permitted between 1 October and 30 March, or during any other period approved by the relevant local council or other competent authority.

All bonfires must be supervised at all times, kept to a safe and reasonable size, and fully extinguished before leaving the garden. Users must not burn prohibited materials, including plastics, rubber, treated wood, household waste, or any other material that may produce excessive smoke, toxic fumes, or cause a nuisance to neighbouring properties.

NEHK reserves the right to prohibit or extinguish any bonfire if it is considered unsafe, causes excessive smoke, or breaches local regulations.

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10. Environmental Protection

Protect wildlife, avoid damaging plants, conserve water, recycle where possible and avoid unnecessary waste.

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11. Health and Safety

Visitors use the garden at their own risk. Parents and guardians remain responsible for children. NEHK may stop any activity considered unsafe.

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12. Damage

The person making the booking is responsible for damage caused by guests, additional cleaning and replacement of damaged equipment.

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13. Cancellation

• More than 7 days before the booking: Full refund.

• More than 5 days before the booking: 50% refund.

• Less than 48 hours before the booking, or failure to attend (no-show): No refund.

 

Refunds, where applicable, will be processed using the original payment method.

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14. Bad Weather Policy

The garden is an outdoor venue, and bookings proceed in most weather conditions.

• Light rain, wind, or cool weather does not qualify for a refund or rescheduling.

• If the user decides not to attend due to the weather, the standard cancellation policy will apply.

• If severe weather (such as storms, high winds, flooding, or weather warnings issued by the Met Office) makes the garden unsafe or unusable, NEHK may, at its discretion:

  • offer a free reschedule to another available date within 3 months; or

  • provide a full refund.

• NEHK reserves the right to cancel or end a booking at any time if continuing the event would pose a risk to the safety of guests or property.

 

15. Overstay Charges

The booking must end at the agreed finish time. Your booking period includes setting up, cleaning, and leaving the garden. If you remain on the site beyond your booked period, an additional charge of £10 per hour or part thereof will apply. Please ensure that you allow sufficient time for cleaning up and vacating the garden before your booking ends.

 

16. Refusal of Future Bookings

NEHK may refuse future bookings where users repeatedly breach this policy, cause damage, disturb neighbours, leave excessive rubbish or behave in an abusive or unsafe manner.

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17. Liability

NEHK accepts no responsibility for loss of personal belongings, injury resulting from misuse of facilities or weather-related disruption, except where liability cannot lawfully be excluded.

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18. Policy Review

This policy will be reviewed annually by the NEHK Board or sooner if required by changes to the allotment rules or lease.