TERMS AND CONDITIONS FOR THE HIRE OF THE CHURCH HALL (V6)

Transcription

1 TERMS AND CONDITIONS FOR THE HIRE OF THE CHURCH HALL (V6) For these purposes the Parochial Church Council (PCC) of St Peter and St Mary s New Fishbourne is the Owner of the Hall. Some responsibilities may be delegated by the PCC to the Hall Management Committee (HMC) to act on its behalf. The Hirer refers to the person making the booking. The PCC reserves the right to cancel bookings up to a month before the relevant date, without giving reason, and at any time for good reason. The hirer must comply with all statutory requirements, including Health and Safety legislation and legislation on the Safeguarding of Children and Vulnerable Adults. (a) BOOKING THE HALL and CHARGES 1. Occasional Users Hirers must be over the age of 25 years. Application must be made to the Hall Administrator for a booking using the Booking Form, at least 2 weeks prior to the proposed date, once the complete Booking Form has been received and approved an invoice will be raised which should be returned with a non-refundable deposit of 20% of the cost of the hire as shown on the attached list of charges. The balance of the cost of hire must be paid 14 days before the hire date. Bookings made within 2 weeks of the proposed date must be accompanied by the full cost of the hire. 2. Regular Users Booking forms will be sent out to Regular Users of the Hall 3 months before the end of each year for bookings the following year. Completed forms must be returned to the Hall Administrator within 4 weeks of issue. Monthly accounts must be paid within 15 days. If the Hall is left in an unsatisfactory state a suitable cleaning fee will be added to the next Monthly Invoice. 3. Cancellation Charges Should a Hirer wish to cancel a booking 14 days notice must be given to the Hall Manager, thus allowing the Hall to be rebooked for alternative use. The 20% deposit will not be refunded. Should the Hirer cancel a Booking within the 14 days notice period, the full Hire charge will be forfeited. 4. Returnable Cleaning and Breakages Deposit When booking the Hall a returnable Cleaning and Breakages deposit, as shown on the

2 attached list of charges, is to be paid to the Hall Administrator. If the Hall is left in a satisfactory state, this deposit will be refunded. (b) GENERAL RULES 1. The PCC has overall responsibility for the Hall and may refuse to let the Hall at any time without any reason being given, or refuse to admit any person. 2. Officers of the Church, Police Officers and Fire Service personnel, and representatives of the Licensing Authority are to be allowed free access to the hall at all times and may terminate any function that, in their opinion, is not being properly conducted. 3. No hiring shall extend beyond 11.00pm Sunday Thursday and 12pm (midnight) Friday and Saturday. 4. The PCC shall not be responsible for any loss or damage to property, however caused, belonging to persons using the Hall. 5. The Hirer shall not expect any compensation from the PCC against any claims arising from bodily injury, loss or damage to property, however caused, on the premises and the surrounding area including the car park and grounds. 6. The NO SMOKING rules will be strictly observed within the Hall building. For outside smokers, the Hirer will be responsible for clearing up any cigarette butts not deposited in the bin provided. 7. Fire Extinguishers are not to be removed or tampered with except for proper use in an emergency. 8. Bicycles and roller boots/skates are not allowed in the Hall. 9. The Hall may not be sub-let by the Hirer. The approval of the HMC must be sought for any marquees or other temporary structures/equipment brought onto the site during the period of hire. Any such structures/equipment must be clearly indicated on the booking form and may be refused by the HMC. 10. All Entrances/Exits and passageways are to be kept free from obstructions at all times. 11. No decorations, posters or notices may be put up without the prior permission of the HMC. Any decorations that are permitted are to be completely removed at the end of the period of hire. The use of pins and adhesive tape is prohibited. 12. In accordance with Fire Service Regulations, the Hirer is responsible for ensuring that the following capacities are not be exceeded: a. Seating without the use of tables: 100 persons

3 b. Seating at tables: 82 persons 13. The Hirer is responsible for obtaining any licenses that may be necessary for their proposed use of the Hall. A copy of any licenses must be submitted to the Hall Administrator. 14. The Hirer must observe all instructions given by the HMC representative. Hiring does not entitle the Hirer to enter the premises at any time other than the specific hours for which the Hall has been hired. 15. The Hirer will be entirely responsible for the proper use of the facilities and must take all reasonable care to ensure that no damage is caused to buildings, furniture, fittings, décor or any equipment. Should such damage occur during the period of hire, the Hirer shall reimburse the PCC for all costs incurred in the repair of the damage/loss caused, including any damage caused by uninvited guests. All electrical equipment brought on site should, if possible, have a PAT test and certificate to be attached to booking form. Any electrical item that is defective and causes a power failure will mean the loss of Hirer s deposit. 16. The use of charcoal or BBQ fuel is not permitted in the kitchen. All kitchen appliances used must be emptied and cleaned. 17. The Hirer is to appoint a Responsible Person, by name, whose duty is to ensure that (i) in the event of a need to evacuate the hall during the period of hire, all persons are to be moved to a place of safety and accounted for; and (ii) maintaining good order. The name of this person is to be shown on the Booking form and given to the Hall Administrator before the commencement of the hire. 18. It is the Hirer s responsibility to ensure that their proposed use of the Hall complies with current legislation in respect of Health and Safety, Food Safety and Safeguarding of Children and Vulnerable Adults. It is the Hirer s responsibility to carry out any relevant Assessments that may be required before the event. 19. It is the Hirer s responsibility to ensure that no undesirable person is permitted on the premises and will be responsible for any uninvited guests or trespassers. 20. At the conclusion of the period of hire, the Hirer is responsible for: a. ensuring that all those present leave the hall and car park without making any undue noise or causing any kind of disturbance b. ensuring that the premises are left in a clean and tidy condition. Furniture is to be returned to the storage area. Any rubbish not removed from the site by the Hirer is to be placed in black plastic sacks and placed in the appropriate wheelie bin. Heaters are to be turned down to their lowest setting. All electrical equipment is to be turned off. The Hall is to be locked and the keys returned as arranged with the Hall Administrator.

4 Version 6: February 2015 HIRE CHARGES Time/day Minimum Hire 3 Hours Weekday 9-1pm 10 Weekday 1-4pm 10 Weekday 4-7pm 10 Weekday 7-11pm 12 Weekend/public holiday pre 6pm 12 Weekend/public 15 holiday Discretionary concessions may be considered for certain categories. Deposits 50 refundable cleaning breakages deposit is required, which will be returned providing the hall is left clean and tidy with no breakages. Surcharges Kitchen: Tea & Coffee making only No charge (ingredients to be provided by User) Use of kitchen facilities 40 Alcohol Licence 15 Audio Visual equipment 10

5 Caretaker/Cleaning per hour (normal cleaning requirement two hours) Deposits 20% to be paid at time of booking after invoice is received. The remainder is to be paid 14 days before the date of hire. WEDDINGS 450 to include exclusive use of hall from 8am 11.30pm on day of hire; full use of kitchen; cleaning; set up/take down of tables and chairs. Deposits 20% to be paid at time of booking. The remainder is to be paid 14 days before the date of hire. In addition a 125 refundable cleaning and breakages deposit is required, which will be returned providing the hall is left clean and tidy with no breakages. Hire Charges dated: 28 th January 2015 (PCC) Review: November 2015