Guidance for applicants: Meanwhile Space, Riverside Centre

Draft guidance for applicants: Meanwhile Space, Riverside Centre

Introduction

Our vision is to create strong, sustainable and thriving communities where residents and businesses can prosper. As part of this ambition, we're committed to supporting regeneration, local enterprise, community-led activity and creative use of underutilised assets.

Meanwhile Space refers to the temporary use of vacant council-owned property or land until it is required for its longer-term purpose. The initiative enables organisations to access affordable, short-term accommodation while contributing to local regeneration, increased footfall, employment opportunities and community benefit.

Empty properties can have a negative impact on town centres and local neighbourhoods. By contrast, active meanwhile use can:

increase vitality and footfall
support start-ups and community organisations
encourage innovation and creativity
improve perceptions of place
contribute to local economic growth

Examples of Meanwhile Space uses may include:

business incubation space
pop-up retail or exhibitions
creative studios
community hubs
events and temporary markets
training or enterprise activity

We may identify suitable properties across Central Bedfordshire, including town centre locations and regeneration priority areas (for example, Leighton Buzzard, Dunstable or other identified growth areas). Properties will be brought forward as they become available.

Leases will typically be granted on a short-term, flexible basis (monthly tenancy or licence arrangements) for up to 12 months, with an option to review or extend at our discretion.

Rental terms may include:

a nominal rent (e.g. £1 per annum) for an agreed initial period
or a stepped rental arrangement where rent gradually increases over time toward market level, subject to review

The overarching aim is to enhance the economic and social vitality of the area while providing organisations with the opportunity to establish and grow.

Who can apply?

Applications are invited from:

start-up businesses
social enterprises
community interest companies (CICs)
charities and voluntary groups
creative organisations
co-operatives
complementary small or medium enterprises (SMEs) that provide demonstrable local benefit

Applicants must demonstrate that they are:

properly constituted with appropriate governance arrangements
legally able to enter into a lease or licence
financially viable and capable of managing the asset responsibly
able to manage health and safety, compliance and operational matters
delivering clear social, community, environmental or economic benefit

Organisations must demonstrate that any surplus generated will be reinvested into their core objectives rather than distributed for private gain (particularly during any initial supported period).

Who can't apply?

Organisations operating solely for commercial profit with no wider community or regeneration benefit
Political organisations
Organisations promoting purely religious activity (unless the primary use is community-based and inclusive)

Key stages

The key stages of the application process are as follows:

Submission – Interested parties complete a Meanwhile Space application form and submit required supporting documents, including a business plan
Initial assessment – we'll review the application
Outcome notification – Applicants are informed whether their application has been successful or unsuccessful
Due diligence and lease agreement – Successful applicants will work with us to finalise lease or licence documentation
Condition survey – A schedule of condition will be prepared prior to occupation to record the state of the premises

Applications may be assessed on a rolling basis or by a published deadline, depending on the property.

Submission process

Applicants must submit:

a completed application form
a full business plan
financial projections (minimum 12-month cashflow forecast)
evidence of governance/constitution (if applicable)
evidence of public liability insurance (or confirmation this will be obtained prior to occupation)

The application must clearly set out:

proposed use of the property
operating model, staffing and opening hours
community and economic outcomes
expected job creation or volunteer opportunities
how the proposal supports local regeneration
experience and skills of those delivering the project
property requirements (if any specific needs apply)

By submitting an application, organisations agree to participate in reasonable publicity and promotional activity relating to the Meanwhile Space initiative.

Assessment process

We will assess applications in line with governance and asset management procedures.

Assessment criteria may include:

Alignment with our objectives
Regeneration and placemaking impact
Community and social value
Economic benefit and job creation potential
Financial viability and sustainability
Deliverability and readiness to occupy
Impact on existing local businesses
Commitment to active use (minimum agreed opening hours)

We may:

request additional information
enter into dialogue with applicants
invite collaborative proposals
determine the most suitable property for an applicant (location is not guaranteed)

Final recommendations will be approved in accordance with our delegated decision-making process.

We reserve the right not to award space following assessment.

Next steps for successful applicants

Successful applicants will be required to enter into a formal lease or licence agreement.

Once signed, the occupier becomes responsible for:

payment of agreed rent and service charges (if applicable)
business rates (unless relief applies)
utilities and operational costs
maintenance, cleaning and internal repairs
compliance with all statutory requirements
insurance – the tenant will hold full repairing and insuring responsibilities for the premises throughout the term of the agreement

This includes compliance with:

health and safety legislation
fire safety legislation, including maintaining an up-to-date fire risk assessment
gas and electrical safety
asbestos management responsibilities (as applicable)
planning and licensing requirements

Occupiers must:

trade or operate in line with the approved proposal
keep the property open for agreed minimum hours
deliver the agreed outcomes

Failure to comply with lease terms may result in termination of the agreement.

At the end of the term, we reserve the right to:

recover possession for redevelopment or alternative use
offer a further term (subject to performance and approval)
transition the occupier to a longer-term commercial arrangement

Monitoring and evaluation

Successful occupiers will be required to provide periodic monitoring information, which may include:

annual or quarterly performance reports
evidence of community impact
employment or volunteer data
financial summary information
footfall or activity reporting

We may also conduct compliance reviews to ensure statutory and lease obligations are being met.

Monitoring ensures that the Meanwhile Space initiative delivers measurable regeneration, economic and community benefit across Central Bedfordshire.