Application for Single Event Hall Hire. Community Hall at St James Parish Church Silsden

Transcription

1 Application for Single Event Hall Hire Community Hall at St James Parish Church Silsden 1 Name of hiring organisation (the "Organization") 2 Describe the nature & role of the Organisation. 3 Date and Time required: Date Start Time End Time 4 Rooms and Equipment Required:... 5 Purpose for the hire of the Hall... 6 Organization contact person Name.. Address Daytime phone no. Evening. address. 7 Note: the Organization must have third party liability insurance in place for the proposed purpose for the hire of the hall Name of insurer Policy number Amount of liability covered.. Note: the policy must be seen before a booking can be confirmed 8 Does the booking involve work with under 18s? Yes / No If yes: does the organisation have a Child Protection Policy? Yes/ No If yes, then the policy must be produced before a booking is confirmed If no, then Organisation must undertake to abide by the Church s Child Protection Policy.

2 Are those leading the activity properly vetted in relation to child protection (inc. CRB checks)? Yes /No 9 Does the organisation sell food (other than light refreshments) Yes/ No If yes, do those preparing the food have the necessary qualifications under the Health and Hygiene Legislation? Yes / No if no you will need to discuss this with us further before a booking can be confirmed Agreement Thank you for your booking. The attached Terms and Conditions form part of this Agreement and the Organization confirms that they have read them prior to entering into this Agreement The Organization agrees to indemnify The Parochial Church Council of St James Church Silsden (the "PCC") against all claims, demands, actions, proceedings, damages, costs and expenses arising out of any non-compliance by them of those Terms and Conditions which relate to the Organization (or the Hirer, as referred to in those Terms and Conditions) A The PCC agrees the hire of the rooms at the Hall set out above, on the date and for the times set out above, and for the price set out below, subject to your agreement below. Booking Charge:... Deposit (receipt acknowledged):... This charge includes all heating and lighting during the booking; the PCC will in good faith try to ensure that the temperature in the Hall is sufficient for your proposed purpose of booking. B I am duly authorized on behalf of the Organization to enter into this Agreement and on behalf of the Organisation: B1 I accept liability for The safety of all people we invite to the Hall whilst they are at the Hall Safeguarding the contents and fabric of the Hall during this hire of the Hall B2 I agree to ensure that The Booking Charge referred to above is paid on or before the booked hire of the Hall The terms and conditions attached are strictly adhered to The Hall is used during the booking only for the purpose set out at 5 above and in accordance with law B3 I acknowledge that The use of the Hall and the Car Park is at our own risk The PCC accepts no liability for loss or damage which we might suffer whilst using the Hall and/or the Car Park

3 No representation has been made or warranty given of the suitability of the Hall or any equipment for the purpose set out at 5 above Save for ensuring the return of any Deposit the PCC will not be liable if, for any reason out its control, (including any fault in or disrepair to, the Hall or its equipment) the Hall is not usable on the booked dates(s) C Any special arrangements are noted below/next page Signed on behalf of the PCC.... Print Name Date Signed on behalf of the Organization.. Print Name Date

4 St James Church Hall Terms and Conditions TERMS and CONDITIONS for USERS These Terms and Conditions form part of the Premises Hiring Agreement 1. Booked times The Hall will not be available to the Hirer before the booking start time, and must be vacated before the end of the booking. 2. Conduct 2.1 Out of respect to other users and our neighbours surrounding the Hall, we expect all users to conduct themselves in a responsible, reasonable and courteous manner whilst in or around the Hall, and when leaving the Hall and surrounding area. 2.2 Alcohol cannot be sold at the Hall unless sold lawfully in accordance with a relevant licence obtained by, and the responsibility of, the Hirer. 2.3 Please use the recycling facilities provided and in so doing use them appropriately. 2.4 The settings of any heating controls or timer devices within the Hall must not be changed pr tampered with. 2.5 The Hirer is responsible for looking and after and keeping safe the key to the Hall. That key must not be duplicated 3. Capacity The maximum number of people the Hall can accommodate is 100 and this number must not be exceeded 4. Health and Safety 4.1 Whilst St James will take steps to ensure the premises are safe to use, it is the responsibility of the Hirer to ensure the safe conduct of their activity during the period of hire, including the presence of a suitably qualified First Aider if necessary. A First Aid box is located on top of the pigeon holes near the kitchen door

5 4.2 Any accident involving personal injury must be reported to the Vicar for recording in the Accident Book which is hanging on the pigeon holes below the First Aid kit 4.3 All Hall entrances and exits must be kept clear at all times 4.4 The Hirer is responsible for ensuring that Security, Fire and Health and Safety requirements are met. 4.4 There are no public telephones at the Hall, therefore the Hirer must ensure that he/she has access to a mobile telephone in case of emergencies. 4.5 Any portable electrical appliance or device brought in from elsewhere and in the Hall must have an up-to-date safety certificate/be PAT tested (a sticker on the plug) which must be made available for inspection upon request. 4.6 The Hirer is not permitted to bring in supplementary heating appliances. 4.7 If you are in the Hall alone please lock yourself in and remove the key from the lock to allow emergency access if necessary 4.8 The Hirer is responsible for the emergency evacuation procedures - read the emergency evacuation procedures and ensure that you know what to do in case of an emergency 5. No Smoking A strict No Smoking Policy applies to all rooms (including toilets) in the Hall. The Hall is fitted with smoke alarms, which will be activated by cigarette smoke. 6. Advertising Material Any advertising material for a Hall event must be submitted to the Vicar for approval and all such material must clearly display the name of the person or organisation responsible for the event. 7. Care for the Hall 7.1 No adhesive or fixing material may be used which may damage the fabric of the Hall. 7.2 Chewing gum is not allowed on the premises 8. Car Park 8.1 The use of the Church Car Park is available to Hirers, but is not part of the Hiring Agreement and Hirers must be ready to vacate in case of emergency St James needs. 8.2 The Car Park is limited to 7 places and parking is strictly at the owner s risk. The PCC can accept no liability whatsoever for cars parked in the Church Car Park. 8.3 The access to the Church Car Park must be kept clear at all times.

6 9. Responsibilities 9.1 The PCC will be responsible for providing facilities as agreed in good working order throughout the letting period. 9.2 The Hirer will be responsible for ensuring that all users are aware of the procedures for safe and correct use of equipment and facilities, and shall report any deficiencies on the occasion of each use. 9.3 The Hirer shall ensure that there is a responsible adult or adults present and able to supervise at all times during the letting. During the period of hire, the Hirer is responsible for the orderly behaviour of guests/members on the premises. 10 Legal Requirements 10.1 The Hirer must comply with any legal requirement concerning music, singing and dancing licences, theatre licences and copyright. The Hirer shall be fully responsible for obtaining any such licences or any other permission required, always providing that no such application shall be made without the approval of the PCC Hirers must ensure that safeguarding procedures are in place and observed at any event at the Hall which involves children. Events for persons under18 years of age must at all times be properly supervised by an adequate number of responsible adults, in accordance with the law The Hirer shall not use the Hall for any other purpose than that specified in the Premises Hiring Agreement, and is specifically forbidden to use, or allow the use of the Hall or its surrounding grounds for any illegal or immoral purpose. 11. Compliance Failure by the Hirer to comply with any or all of these terms where applicable, whether intentionally or not, may be deemed by the PCC to be just cause for immediate cancellation of any letting or series of lettings and may result in forfeiture of any security deposit. 12. Administration Bookings of the premises will be administered by the Parish Administrator. This includes the acceptance and declining of bookings in consultation with the Vicar and the PCC if necessary. The Vicar will act as final arbiter if required. 13. Breakages

7 All breakages must be reported and the Hirer is liable to reimburse the cost/pay compensation 14. To help St James Please report any problems with the building in the maintenance book hanging on the pigeon holes 15. Handing back the Hall at the end of any hire session At the end of the hire session please: 15.1 Inspect all rooms you have used, including toilets and the kitchen and leave them clean and tidy 15.2 Check all unlocked rooms for any intruders that may be hiding. Ensure that all windows are shut and secured. Do not do this on your own 15.3 Take away the rubbish generated by your event. It must not be deposited in the outside refuse bins. No food or drink must be deposited on the ground outside the Hall or in the car park Return the key to the Hall manager or to the Vicarage (behind the Hall) letter box Switch off any equipment used in the hire 15.6 Put away all table and chairs by stacking them neatly and safely in the store room 16 Environmental considerations St James feels a keen responsibility for protecting and nurturing the world in which we live. St James encourages all users of the Hall to minimize all waste and to re-use and recycle waste materials arising at the Hall. St James specifically asks Hirers to read St James Plastics Policy and to abide by it, as plastic use reduction is a key action St James has adopted as part of St James Vision Revised February 2019