Updates to our Meeting Room Usage Guidelines

Dear Ross House community,

I am writing to inform you of updates to our meeting room Usage Guidelines. These changes include the rewording of existing policies to improve clarity and the introduction of one new policy.

The Key updates are:

• Cleaning fee clarification 
• Cancellation Policy clarification
• Addition of a section regarding unbooked meeting room and car park fee (in effect since 2015)
• Addition of a PayPal booking fee

Introduction of a PayPal Booking fee

We have introduced a 2% booking fee to cover the processing charges that PayPal charges us on transactions. PayPal's processing fee is non-refundable when bookings are cancelled, so this 2% fee helps us cover these costs. This new booking fee is not an additional fee and is only taken into account when processing refunds. For example, if you book a room for $60 and pay via PayPal, 2% of this ($1.20) is non-refundable and will be deducted before any cancellation refund is calculated.

This PayPal Booking fee comes into effect on the 1st October 2025. Bookings made prior to this date will not incur this fee. This update will not affect members and tenants who pay on an invoice system.

The following updates have been made to our meeting room Usage Guidelines:

Cleaning Fee

A cleaning fee of up to $200 may apply if the meeting room or common area (such as a kitchenette) is left in an untidy state. This includes food crumbs, rubbish, and furniture that is out of place.

Cancellation Policy

At least 2 business days, from the date of the booking, is required for cancellation of room bookings, otherwise 50% of the hire price will be charged. If no notification is given before the date of the meeting, the full price will be charged regardless of whether the room was used or not.

Cancellations, outside of 2 business days, can be made by you, via your online user account. For cancellations less than 2 business days, you will need to contact Ross House directly via email to advise of the cancellation.

Unbooked Meeting Room and Car Park Usage Fee

If a room or car park appears to be unbooked and unused and you wish to use it, please log in to your online account, check the room availability and if available, book the room for the time you require.

If a group is found to be utilising a meeting room or car park without booking, a fee will be charged equivalent to a 2-hour booking for that space.

PayPal Booking Fee

Bookings paid for via PayPal include a non-refundable 2% booking fee. Cancellation refunds are calculated after deducting this fee.

View a PDF of our updated Usage Guidelines here.

View the Usage Guidelines on our website here.