Room Hire Terms and Conditions

Transcription

1 Room Hire Terms and Conditions We welcome your interest in our premises and hope that you will find them suitable for your activities. Below and on the pages that follow you will find the terms and conditions for use of these premises. In order that everyone may reap the full benefits of what the premises have to offer, we would ask for your cooperation in adhering to the following conditions: Acceptance of these conditions and the required non-refundable deposit, as outlined, is required. Failure to do so could result in the loss of the booking. Bookings A provisional booking is made by returning a signed booking form. An invoice will then be raised for a non-refundable deposit for each room and additional facilities and service. It is to be paid not later than 14 days from the date of the issue of the invoice. The booking is not confirmed until the deposit is received. Until then the contract is provisional. Hoylake Chapel reserves the right to release any provisional booking if the deposit has not been received within the due date (14 days) without referral. If the hire period is within 30 days of the booking, then full payment and the booking form must be received within five working days and before the event occurs. When booking, The Hirer is responsible for ensuring that dates and times booked include time to prepare areas used by The Hirer and The Hirer's contractors for the purposes of the event and for the clearing away thereafter of the property and effects (including removal of rubbish from the premises) of the Hirer and Hirer's contractors. Please note that the hirer will be charged for additional expenses should a contractor pick up equipment after the arranged booking time. Deposit The non-refundable deposit will be 30% of the total value of the booking. Payment Users are required to pay the total charges for hiring the room/s and any additional charges for any facilities or services ordered or required 15 days before commencement of meetings, whether an invoice has been raised or not by Hoylake Chapel. An invoice for the outstanding amount will be issued 6 weeks prior to the event. Failure to pay any sum on time or the failure of The Hirer's bank to honour their cheque will result in the cancellation of the booking. If this happens Hoylake Chapel reserves the right to keep the deposit without prejudice of their other rights or the terms within this contract. There will also be an extra charge made in case of breakages, damage to the centre or its equipment in any way, leaving the premises in disorder or failing to respect the timing of the agreed booking. You will be invoiced after the event, should the issue arise. This payment will be due within 7 days of the issuing of the invoice. In the case of breakages, damage to centre equipment or leaving the premises in disorder The Hirer

2 will be required to make good. This may include paying for all replacements, repairs or cleaning bills as deemed fit by Hoylake Chapel as well as the cost of staff time required to undertake these activities. In the case of failing to respect the timing of the agreed booking, The Hirer will pay the balance for the time used at full rate. If this results in the cancellation of another booking (or the failure of that booking to go ahead adequately), then The Hirer will pay for that booking as well. If the Attendant has to wait around for the contractor to pick up the equipment (beyond such time as all his/her jobs have been performed) then the Hirer will be required to pay 15per hour for every hour (or part thereof) that the Attendant waits. Without prejudice to any other right, remedy or power contained in this Terms and Conditions of Use, for any of the invoiced sum (which may include the amount due for use of Hoylake Chapel and any other charges added onto the invoiced sum due to any kind of damage to the building or to any electrical or non electrical equipment or any cleaning up cost incurred by Hoylake Chapel or failing to respect the timing of the bookings), The Hirer shall pay interest on such outstanding sum at 10% each week from and including the date when payment was due to the date of the actual payment to Hoylake Chapel. All cheques should be crossed and made payable to Hoylake Chapel. Cancellation By the actions of The Hirer: In addition to the clauses stated above, Should you have to cancel a booking with Hoylake Chapel, please notify us of the cancellation, immediately. The Hirer may cancel this contract by written notice to Hoylake Chapel on the following terms: More than 4 weeks: Refund of deposit, less a 10% administration charge or 10, whichever is greater. Between 2-4 weeks: The entire deposit is forfeit.* Between 0-2 weeks: 50% of the total hire charge(s) are due.* * If Hoylake Chapel is able to re-let all of the rooms, facilities, services etc contracted, then any monies paid by the hirer will be refunded in full less an administration charge of 10%. In the case of a partial re-let the refunded amount will be pro-rata. Additional cancellation charges by our suppliers booked on your behalf will also be applied. By Hoylake Chapel: Whilst every effort will be made to accommodate your booking, Hoylake Chapel, cannot accept liability in the event of the buildings becoming unavailable through reasons beyond our control. The Hirer will be informed immediately of any such event. Only payments made by The Hirer for a room and any facilities or services offered by Hoylake Chapel will be refunded fully if Hoylake Chapel cancels the booking due to unforeseen reasons but no refunds are given for bookings cancelled by clients. Hoylake Chapel are not held responsible for any costs incurred for facilities (such as caterers & equipment) booked by clients. Hoylake Chapel strongly suggest taking out an insurance policy to include cancellation cover'.

3 Liability The Hirer is strongly recommended to insure against any damage, death or injury caused by The Hirer (or by any other person entering the premises as a result of the booking) to the premises or the property of Hoylake Chapel or any person. Proof of such insurance shall be produced by The Hirer to a representative of Hoylake Chapel staff. Hoylake Chapel is not liable for any injury or loss of belongings on its premises during the period of hire, nor liable in respect of any change of programme of performers made by the promoters in accordance with the relevant law in force at the moment of hire by The Hirer. Hoylake Chapel shall not be held liable for or responsible in any way to The Hirer or any other person entering the premises as a result of the booking for any loss, damage, injury or delay due to any cause beyond Hoylake Chapel control including acts of government, strikes, lockouts, fire, lightning, aircraft, explosion, flooding, riots, civil commotions, acts of war, natural disaster or other similar cause. Hoylake Chapel does not accept responsibility for damage to, theft or loss of clothing or other property brought in to the premises by the Hirer or any other person or for personal injury to or death of any person (other than that caused by Hoylake Chapel s own negligence) as a result of this contract. The Hirer agrees to pay the repair or replacement of any equipment belonging to or in the possession of Hoylake Chapel which may be lost, stolen, or damaged during or as a result of the event, however caused. The Hirer will indemnify Hoylake Chapel and its employees from all damages, actions, claims, interest, cost, charges, expenses and demands which may be suffered through any breach of contract or the negligence of The Hirer, its employees or agents or persons entering the building as a result of the booking. Hoylake Chapel has the right to serve notice on The Hirer at any time terminating this contract with immediate effect if The Hirer is in breach of any of the terms of this contract, or the hired rooms are used for any purpose other than as notified to Hoylake Chapel, or if it is subsequently discovered that the nature of the event is such that premises registered for Christian Worship may reasonably object to it taking place upon such premises. In this event the hirer shall not be entitled to make any claims against Hoylake Chapel but such cancellation shall be without prejudice to the rights of Hoylake Chapel. General Rules The use of rooms Hoylake Chapel reserves the right to accept bookings at their discretion. Therefore full disclosure of the precise nature of the event at the time of booking must occur. Failure to fully disclose the nature of the event may result in the termination of the contract as outlined under "Cancellations". The Hirer shall not use Hoylake Chapel or any part of it except for the purpose as communicated to and approved by the Elders or by Buildings Manager and/or Administrator on behalf of the Elders. The Hirer will not permit gambling to occur on the premises.

4 The Hirer will not use the rooms for any immoral, illegal, or other purpose that would, in the view of Hoylake Chapel Elders, bring the church into disrepute, or in any other way compromise the church's mission. The Hirer agrees not to permit alcoholic drinks to be sold, given out or otherwise brought to the premises at any time except as arranged with Hoylake Chapel. The Hirer agrees not to allow any act of worship to be held at the premises without the prior written consent of Hoylake Chapel. Full details of such intended worship must be supplied in writing with the booking application in order for the booking to be accepted. It is against the law to smoke anywhere in the building and it is Hoylake Chapel policy not to allow smoking in the doorways. The Hirer agrees not to exceed the capacity of the rooms hired, nor to issue tickets in excess of the capacity for each room. The Hirer agrees not to distribute, sell or permit to be distributed or sold upon the premises any newspapers, periodicals, books or any other items without the prior consent Hoylake Chapel. Meetings which exceed acceptable noise levels - as determined by Wirral Borough Council - will be subject to termination by Hoylake Chapel. No refund will be made arising from this incident. The Hirer will be shown which areas of Hoylake Chapel they have access to and areas which are out of bounds. Failure to remain in these areas may result in the immediate termination of this agreement. Condition and alteration of the rooms Please advise the church administrator immediately if the room you have booked is not tidy and clean. The Hirer agrees to leave the rooms hired in a clean and tidy condition (including the washing, drying and putting away of dishes in the correct place) and to remove all rubbish in containers supplied by and at the cost of the hirer. The Hirer will also notify Hoylake Chapel when Hoylake Chapel's cleaning products have been used up (if used by The Hirer) and replace them. Hoylake Chapel reserves the right to charge a reasonable fee for cleaning and rubbish disposal if the premises are left in disorder. The Hirer agrees to take away any items of equipment or literature which they bring to the premises. The Hirer agrees not to make alterations to the rooms booked or to the lighting, heating and seating, arrangements without the prior written consent. The use of nails, screws, staples and adhesive material on painted, polished or carpeted surfaces is forbidden. Hoylake Chapel reserves the right to charge for any repairs and renewals necessary following damage caused to the premises by the hirer or its tenants or agents The Hirer agrees not to erect any decorations, exhibitions or displays on the premises without prior written consent. Any such items must be rendered non-flammable and shall be removed by The Hirer by the end of the event, the hirer making good all damage thereby caused. The Hirer agrees to submit detailed plans of sets, and exhibitions to Hoylake Chapel for the approval by the appropriate Local Authority and to ensure that all conditions and regulations of the Local Authority or any other licensing authority are observed. Within the church, The Hirer will not move furniture and fittings, musical, electrical or lighting equipment without the instruction of an Attendant or by prior arrangement.

5 The bringing in and storing of any equipment before an event must not be done without prior arrangement from the church management. If it is possible to accommodate this equipment, without preventing any other group from using a room to meet its requirements, then this will be done at a charge (see Tariffs). However, if storage of catering equipment for an upcoming event prevents the hire of the room to another party, as deemed by Hoylake Chapel, then The Hirer will be charged for the cost of that room as well. Any loss of keys by users will result in a charge being made to the user for the cost of changing the locks and replacing lost keys. Hiring of Audio Visual Equipment The Hirer agrees to inform Hoylake Chapel in advance whether the event is to be recorded for audio or video purposes. Any PA/LCD requirements should be requested at the time the booking is made. The Bookings Administrator will provide the rates for hiring PA/LCD equipment. There is a charge made for the use of our PA/LCD Operator services (See Tariff). Supervision of the church and public The Hirer is to provide, at their expense, a sufficient number of stewards to ensure order is maintained in the rooms hired and associated areas, including entrances and exits. Stewards must not be permitted to give up their positions in order to become part of the audience of the event. The hiring of stewards may/may not be possible through Hoylake Chapel. Security Please be warned of the risks of leaving property, coats, bags, etc. unattended on the premises at any time. You are required to have the services (your expense) of a recognized security firm, or we can make recommendations. Event Publicity All printed matter relating to an event must clearly state the title of the event, the starting time and date, and the words "Hoylake Chapel". All advertisements for events at the premises require the prior written consent of Hoylake Chapel and a copy must be submitted for approval before going to press. Posters and displays are welcome for display in the public areas of the premises. Any printed programme must contain the following information: "In accordance with the requirements of Wirral Borough Council, persons shall not be permitted to stand or sit in any of the gangways. All exits must be kept clear at all times." Fire Safety "In accordance with Wirral Borough Council persons shall not be permitted to stand or sit in any of the gangways - All exits must be kept clear at all times".

6 Please adhere to the fire exit signs indicated in the premises in case of emergency. Please keep your meeting room doors closed because they are fire doors. If the fire alarm sounds please leave the building immediately, following the Fire Exit signs to the nearest fire escape. Once outside the building please gather across the street in front of Chantilly. You will be asked by a Fire Steward (whom the hirer shall appoint) to confirm that those attending your meeting have vacated the building. If you have a less-able person in your meeting please advise the Fire Steward immediately. The Hirer is responsible for ensuring all persons are aware of where the fire exits are, location of extinguishers and where to gather. Please set aside enough time prior to the event so that the Building manager can communicate to the hirer essential safety information. Where considered necessary, employ the services of a qualified first aid assistant in case of emergencies. Kitchen usage and Catering Hoylake Chapel does not have its own catering department. To get in contracted caterers, The Hirer must get the written permission of Hoylake Chapel. It is The Hirer's responsibility to ensure that any caterers are suitably qualified and aware of relevant health and safety requirements that befits the function. Use of the Kitchen is subject to extra charges. It is essential that the kitchen be left clean and tidy, that all utensils are washed, dried up and put back in the correct place and those ovens and hobs are switched off and cleaned. Car Parking There is parking available outside the church on Station Road for two hours during peak hours. However, after 6pm parking is free. There is also free parking in the Park and Ride car park opposite Hoylake Station. Miscellaneous The Hirer is responsible for the payment of all royalties or any sums to whomever due in connection with any exhibition or performance which they are presenting. The Hirer agrees to observe the requirements of the Performing Rights Society LTD and the Phonographic Performance Limited and the provisions of the Performers Protection Acts and any other similar organization. It is the Hirers responsibility to contact the council if they are planning on selling tickets for entrance into the event. It is the hirer s responsibility to confirm whether they need an Entertainment License.

7 SPECIAL NOTE: PARTIES AND OTHER FUNCTIONS IN THE MAIN CHURCH. Attendant For functions that take place in the church The Hirer may need to employ an Attendant to oversee the function and to be available to help with any concerns and to lock up at the end. Costs for Attendant are in the Tariff document and will vary depending on the type of event and length of necessary service. Chairs and Chair Mover/s Where chairs need moving, this must be explicitly arranged and paid for in cash as a separate item. (see tariff for chair moving - 30 for Attendant) If the hirer undertakes to move the chairs this must be done in accordance with our instructions. All breakages must be paid for and we take no responsibility for injury or damage done to those moving the chairs. If the event is on a Saturday, chairs must be replaced immediately after the event, or by 8.30 am on the following day. Cleaning The hirer may be required to pay for the floor to be cleaned at the end of an event in the church or hall, before the chairs are put back. This must be paid in addition to the deposit before the event. If the hirer chooses to employ their own cleaners, then the cleaning charges will be refunded if the church is cleaned to the standard required (as deemed by the Bookings Administrator) on time. If the event is on a Saturday, it is essential that cleaning happens at the end of the event. If it is on a weekday, the cleaning can be done the next day if there are no other bookings. Sweeping only will cost 20; sweeping and washing will cost 50. If the event is on a Saturday, costs will be Sweeping: 30, sweeping and washing: 80, or 100 if the work will extend beyond midnight. If a team is required to clear up after a party, after midnight, the fee will be 100.Prior arrangement will be required to enable a team to be hired. The attendant or cleaner will decide whether the floor needs cleaning or sweeping. Additional Charges Additional charges may apply for the consumption of food, drinks and equipment brought in by users. Please ask for details.