Terms and conditions of hire – contact centre

THE CONTACT CENTRE PREMISES

TERMS AND CONDITIONS OF HIRE

  • BOOKING:  All booking applications must be in writing on the designated booking form.  The person signing the booking form will be deemed to be the Hirer.  Where a company/organisation is named in the booking form, the company/organisation shall be jointly and severally liable with the person who signs the booking form.
  • KEYS: For one-off bookings, keys may be collected from the Church Office by arrangement in advance of the booking date.  A deposit must be paid on making the booking.  The keys to the Centre will be issued on receipt of the final full payment.  For regular groups, a key will be issued which must be signed for in the Church Office.  All keys must be returned to the Church Office within the week following the hire period.  (The Church office is open Monday – Friday mornings from 8.15am).   If keys are not returned the deposit will not be refunded. 
  • DEPOSIT:  The Hirer will pay a deposit of £40 in cash at the time of booking, for one-off bookings.  No bookings are confirmed until the deposit is received.  This will be returned within 30 days of the end of the hire period, subject to any sum being withheld to meet any part of the hire fees that remain outstanding, any cancellation charges or the cost of rectifying any damage caused during the hire period.
  • SUPERVISION AND RESPONSIBILITY:  The Hirer will, during the period of the hire, be responsible for supervision of the premises, the fabric and the contents, their care, safety from damage, however slight, and the behaviour and safety of all persons using the premises. This extends to the playground and to the lawn alongside All Saints Church.  These areas must be booked if use is intended.  Use of the lawn may incur an extra charge.  A bouncy castle may be used inside or outside, at the hirer’s risk. 
  • ITEMS NOT PERMITTED: Bouncy Castles, Helium balloons and smoke machines are not permitted.
  • CHAIRS AND TABLES:  These are stacked and stored in the back room.  After use, the hirer is responsible for ensuring they are cleaned and returned there.
  • COMPLETION OF HIRE:  For longer term hire, at the end of the hire period the Hirer shall be responsible for leaving the premises and surrounds in a clean and tidy condition, properly locked and secured (unless directed otherwise by authorised representatives of All Saints’ PCC), and any contents temporarily removed from their usual positions properly replaced. Should this requirement not be complied with, All Saints’ reserves the right to make an additional cleaning charge, which may be deducted from the deposit paid by the Hirer.
  • CHILD PROTECTION: In the event that the hiring involves the attendance of children and young persons under the age of 18 at the premises, the Hirer confirms that there will be in place an appropriate Child Protection Procedure. The Child Protection Procedure is be submitted to the Church Office prior to the period of hire commencing. The Hirer agrees to ensure that all adults present on the premises are aware of this Procedure and abide by it.  The Hirer confirms that appropriate Disclosure & Barring Service checks will be carried out (prior to the hire period) in respect of any persons involved with children and young people on the premises during the period of the hiring.  The Hirer is required to provide written confirmation that all volunteers and/or paid staff in attendance at the event have read and understood the Child Protection Procedure [NB. No Child Protection Procedure is required for private functions held on the premises, eg. Children’s birthday parties].
  • SECURITY: The Hirer is responsible for the security of the premises and those using them during the hire period.  It is recommended that The Contact Centre entrance doors are closed and locked from the inside after everyone has arrived.  There is a bell by the outside door which can be used by anyone needing to gain access after the doors have been locked.  This is particularly recommended for groups involving children under the age of 18. It is the Hirer’s responsibility to ensure the attending parties are all made aware of the location of fire exits and the emergency evacuation procedure which is the grassed area at the front of the main church building on Vicarage Fields. 
  • PARKING:  There are usually several parking spaces available at the front and rear of the church for those attending an event at the premises.  On occasions, where there is also an event on another part of the site, this may not be so. There is normally space for the Hirer to load and unload.  Requirements for parking, including blue-badge holders, must be indicated on the ‘Hire Agreement Form’.  Vehicles are not permitted to park on the grass or on the paved area outside All Saints Church entrance.  Vehicles are not permitted to block the access areas to the back of All Saints Church, St Edith’s House or nearest to the Contact Centre, being needed at all times for emergency vehicles.  All Saints’ PCC cannot be held liable for any loss or damage caused to any vehicles (or their contents) parked on the premises, at any time, howsoever caused.
  • It is the Hirer’s responsibility to ensure that those attending the event park responsibly when parking in the car park or on the road around All Saints’ so as to avoid danger to members of the public or obstruction of the public highway. All Saints’ PCC cannot be held responsible for the safety of any vehicles (or their contents) parked on the public highway.
  • EXCLUSIONS: The Hirer shall not use the premises for any purposes other than that described in the Hire Agreement and shall not sub-hire or use the premises or allow the premises to be used for any unlawful purpose or in any unlawful way, nor bring anything on to the premises which may endanger the premises, anybody using the premises or any insurance policies connected with the premises.
  • ALCOHOL, BETTING, GAMBLING. The premises are not licensed premises and no alcohol can be sold thereon, no betting or gambling permitted, without a licence being properly issued by the local authority and the written permission of All Saints’ PCC being obtained in advance of the event.  Should the Hirer wish to sell or consume alcohol on the premises or carry out a betting or gambling activity it is the Hirer’s responsibility to obtain a local authority licence and to provide written notice of such intention to the PCC prior to the hire period.
  • SMOKING:  The entire premises and grounds are a No Smoking Zone.
  • MUSIC:  The Hirer undertakes to satisfy any requirements under performing rights for the performing or playing of live or recorded music, and shall ensure that such events shall not involve the infringement of any copyrights.  Any Hirer who intends to play music or have a live band agrees to inform All Saints’ PCC in writing at the time of booking and obtain the written permission of All Saints’ PCC in advance of the event.  The Hirer undertakes to ensure that all noise is kept to a level such that neighbours of the Contact Centre premises are not unduly disturbed.  The Hirer agrees in any event to terminate all noise/music on the premises at 9.00p.m. unless otherwise agreed by All Saints’ PCC.   
  • PUBLIC SAFETY:  The Hirer shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, and the Magistrate’s Court or otherwise, particularly in connection with any event which includes public dancing or music or other similar public entertainment or stage plays.  The Hirer shall not cause or allow the maximum number of patrons and/or guests admitted to exceed the number specified on the booking form and, in any event, the maximum capacity of 80. 
  • EMERGENCIES:  It is the Hirer’s responsibility to ensure that he/she knows the location of the first aid kit and accident book (located in the kitchen) and water stopcocks.  
  • DAMAGE: The Hirer shall indemnify All Saints’ PCC for the cost of repair of any damage done to any part of the property including the surroundings or the contents of the building, which may occur during the period of the hiring as a result of the hiring and which exceed the amount of the deposit.  Any general maintenance issues should be reported to the church office as soon as possible.
  • UTILITIES: The Hirer shall not interfere in any way with the electricity or gas fittings, meter fittings or fixtures on the premises. It is the responsibility of the Hirer to ensure that the electricity supply is appropriate for any equipment used and that any equipment used will not endanger, overload or damage the electricity supply, circuits, wiring, plugs, sockets, switchboards or other equipment.
  • INSURANCE: The Hirer acknowledges that the loss of, or damage to, any items at the premises is not the responsibility of All Saints’ PCC.  The Hirer is required to provide the parish administrator with evidence of their insurance cover, including public liability, prior to the hire period commencing. (This is not applicable to a one-off private function e.g. Children’s parties).  
  • CANCELLATION:  If the Hirer wishes to cancel the booking less than two calendar weeks before the hire period commences, and All Saints’ PCC is unable to find a replacement booking, the deposit will not be refunded. 
  • All Saints’ PCC reserves the right to cancel this hiring in the event of the premises being required for use as a polling station, for a parliamentary or local government election or bi-election, and when the premises are required for a church event.  In the event of a cancellation by all Saints’ PCC, its sole responsibility would be the refund of any deposit already paid. 
  • Even if the Hirer has a regular booking for the hire of the premises, All Saints’ PCC reserves the right to renew, vary or cancel any such regular arrangements.  This right will not be unreasonably enforced.  Should All Saints’ PCC need to cancel the hiring agreement, the PCC will endeavour to give as much notice as possible, usually at least one month.
  • In the event of the premises or any part thereof being rendered unfit for the use of which it has been hired, All Saints’ PCC shall not be liable to the Hirer for any resulting loss or damage whatsoever.
  • ACCESS: The Hirer shall allow any duly authorised officer of All Saints’ PCC access to the premises or any part thereof at all times during the hire period.