HALL BUILDINGS HIRE INFORMATION

Transcription

1 x CATHOLIC PARISH OF SACRED HEART HALL BUILDINGS HIRE INFORMATION August 2015 This document contains everything you will need to book our Hall Buildings, including booking forms, Terms & Conditions and Health & Safety requirements.

2 Contents CATHOLIC PARISH OF SACRED HEART HALL BUILDINGS HIRE CHARGES... 2 HOW TO USE THE HALL BUILDINGS... 2 General Information... 2 CONDITIONS OF LETTING... 3 Applications and Fees... 3 Cancellation... 3 Health and Safety... 4 Insurance... 4 Condition of Premises... 4 General... 5 Licences... 5 CONDITIONS OF LETTING RELATING TO HEALTH AND SAFETY... 6 Fire Safety... 6 First Aid... 6 Equipment Safety... 7 Security and Order... 7 General... 7 HALL BOOKING FORM... 8 END OF EVENT CHECKLIST... 9 KEYHOLDER APPLICATION FORM We hope that our Hall Buildings will provide an ideal venue for your event. However, if you should experience any difficulty or have any questions please contact the Parish Secretary on Tel: or paignton@prcdtr.org.uk PARISH HALL COMMITTEE MEMBERS Father Mark O Keeffe, Parish Priest Deacon Joe Owen Juan Carlos, Hall Manager Gary Isted, Parish Health & Safety Officer Kate McMillan, Parish Secretary 1

3 HALL BUILDINGS HIRE CHARGES For the year beginning 1 st April st March 2015, the charges will be as follows: Main Hall: 15 per hour Large Meeting Room: 10 per hour These charges will be reviewed in Spring All Parish Groups (for whom there are no set charges) are asked, nevertheless, to make a donation where at all possible to cover costs of heating, lighting, maintenance etc. HOW TO USE THE HALL BUILDINGS General Information All meetings must be booked through the Parish Secretary and a booking form must be filled in, signed and returned at least 7 days prior to the event. Any equipment that you intend to bring with you must also be stated on the form. The Hirer is responsible for this equipment and it must comply with current Health and Safety regulations and be supervised at all times. The Hirer is responsible for: o complying with all Conditions of Letting; o complying with all Conditions of Letting Relating to Health and Safety; o obtaining keys from the Parish Secretary; o opening the Hall Buildings; o ensuring that the Parish Secretary has received copies of all appropriate certificates eg: Public Liability Insurance, PAT tests, licenses, safeguarding forms, Risk Assessment ; o completing the End of Event Checklist to ensure that the Hall Buildings are left tidy, clean and secure; and o returning keys, End of Event Checklist and copies of any Accident Forms through the Presbytery letterbox at the end of the event. No key sharing is permitted. 2

4 CONDITIONS OF LETTING CATHOLIC PARISH OF SACRED HEART THESE TERMS & CONDITIONS WILL COME INTO EFFECT ON 1 ST APRIL 2014 NB: The Hall Committee have the right of access to all parts of the building at all times. Applications and Fees 1. The signatory of the application shall be the Hirer. Where a promoting organisation is named in the application, that organisation shall also be considered the Hirer and shall be jointly and severally liable hereunder with the signatory. 2. All application forms for hire of the Hall Buildings (Main Hall, Kitchen, Large Meeting Room, Small Meeting Room) are to be obtained from the Parish Secretary. 3. The Hirer will be responsible for the hire charge as soon as the booking for the engagement has been accepted and no engagement will be considered binding until a completed booking form has been received and the required deposit has been paid. For one-off bookings, the hire charge must have been paid in full before the event. 4. The Hall Committee reserves the right to alter or revise charges at any time. 5. In the case of a single booking, a damage deposit of 50 shall be paid in cash by the Hirer, all or part of which may be retained by the Hall Committee in satisfaction of part or in whole of any claim under this indemnity. Any loss incurred beyond the 50 will be charged to the Hirer(s). 6. The Hirer will be responsible for arriving at the appointed time to take over the room(s) and for securing the room(s) and the building. If only one room is in use they then must secure the building. Hirers must include time for setting up, returning the room to its original state and clearing up afterwards. They must adhere to the start and finish times they stated on the booking form. Hirers will be charged for any additional time they occupy the Hall Buildings beyond the times specified on the form. 7. Hirers not removing goods or decorations on the day of hiring, without agreement with the Parish Secretary, will be charged for an additional day. 8. Any social or party bookings will be deemed to require a minimum of two hours. 9. The Hall Committee reserves the right to refuse any booking. 10. Children s Parties - The Hall may be hired for parties for young children, but all party bookings must have a finish time (inclusive of clearing up) of no later than 7pm; except in extraordinary circumstances with permission from the Hall Committee. 11. The Hall Committee will not permit: bouncy castles or other inflatables, bungee equipment or similar, or other hazardous activities. 12. The Hall Buildings are unsuitable for outside commercial lettings for parties of children above 11 years of age. 13. The Hall Committee reserves the right to amend these charges and conditions at any time. Cancellation 14. All bookings shall be paid for whether used or not unless written notice or cancellation is given at least three weeks prior to the date booked, or unless specifically agreed with the Parish Secretary in the case of a long term series of bookings. All cancellations are to be in writing and addressed to the Parish Secretary at the address on the Hall Buildings Booking Form. Long term regular Hirers of the Hall Buildings must give a minimum of four weeks notice in writing of their intention to terminate their hiring agreement and pay up to and including that notified date. If the Hall Committee cannot renew a long term regular hiring in the normal course of events, the Hirer will be given a minimum of six weeks notice in writing (or to the end of that school term, whichever shall be the longer). 3

5 15. This booking may be cancelled by the Hall Committee on one week s notice if the fee or any other payments due have not been paid as agreed with the Hall Committee or if the Hirers are otherwise in breach of these Terms & Conditions. 16. The Hall Committee reserves the right to terminate any letting in the event of damage to the premises or property therein or where complaints are received from neighbouring residents or other users as to the use of the premises by the Hirer. Any damage to premises or property must be reported immediately to the Parish Secretary. Lettings that breach any aspects of the terms and conditions of the letting agreement can be terminated without notice or compensation to the Hirer. 17. The Hall Committee must reserve the right at any time without notice to cancel a hiring or withdraw permission for the Hirer to occupy any part of the premises on any particular date. In such event the Hall Committee shall not incur any liability whatsoever to the Hirer other than for the return of any fee or the appropriate part of any fee paid in respect of the hiring. 18. Bookings are taken subject to the Hall Buildings not being subsequently required by the Council for Parliamentary or Local Government elections or other statutory purpose and in the event of the premises being so required, the Hall Committee will refund to the applicant all charges made by the Hall Committee. Neither the Hall Committee nor the Council shall be liable to pay any compensation for any loss incurred by the applicant. Health and Safety 19. It is the responsibility of the Hirer to become familiar with the Hall Buildings Conditions of Letting Relating to Health and Safety. Insurance 20. The Hall buildings are insured for major contingencies and potential legal liabilities by a Diocesan Combined Policy for all church activities and for one-off activities. Claims under this policy are subject to a 250 excess for which the Hirer will be liable. 21. The Hirer booking the premises for regular activities must obtain Public Liability Insurance to not less than one million pounds ( 1,000,000) in respect of any single event to cover personal injury owing to an act or omission by the Hirer or faulty equipment supplied by them and for the cost of damage to the premises or contents during the period of hire. A letter or declaration that adequate liability insurance cover has been effected which is signed by an Insurance Broker or Insurance Company must be produced to the Hall Committee at point of booking. 22. If the Hirer wishes to bring in any third party business/organisation (eg: caters, disco etc) it is the Hirer s responsibility to make sure that the said business/organisation has relevant insurance and any other necessary certificates. 23. The Hirer shall be responsible for and shall indemnify the Catholic Parish of Sacred Heart & St Thérèse of the Child Jesus and its respective servants and agents against all claims, demands, actions and costs arising from the hirers use of the hired premises or from any loss, damage or injury suffered by any person or to private property brought into or left in the premises arising in any manner whatsoever out of the use of the hired premises by the Hirer. Condition of Premises 24. Under no circumstance should the hirer leave the building unoccupied and unlocked. 25. At the end of the function the Hirer shall clear rubbish etc, and place same in plastic sacks (or in the wheelie bins provided outside the Hall). 26. No nails, hooks or paste, nor anything else, which may mark the decoration, structure or furnishings of the rooms, may be used. 27. All damage (including accidental damage) done to property, equipment, furniture, furnishings and decoration is to be assessed by the Hall Manager whose decision will be final. The Hirer shall pay the cost of making good such damage. 4

6 General 28. The parish safeguarding representative will require the Hirer to sign Form Ref: CaSE7 from the Safeguarding parish resource pack. For private events such as children s parties the Hirer will be required to nominate an adult(s) on the booking form who will be the responsible person(s) for the safety of child(ren) and vulnerable adult(s). 29. The Hirer shall prepare an appropriate risk assessment for the equipment and activities to be undertaken and submit to the Hall Committee prior to use of the premises. 30. The Hall Committee accepts no responsibility for the Hirer s activities. 31. The Hirer shall not sub-let the hired premises or any part thereof and in the event of this condition being breached or any threat thereof then the hiring shall stand cancelled, the charges forfeited and the hirer and the sub hirer excluded from the premises. 32. Groups hiring the Main Hall will need to allow access to the toilets for other Hirers using the meeting rooms. 33. Sacred Heart Parish Hall Buildings belongs to the Catholic Parish of Paignton. As such it cannot be let, hired or used for worship that is not Christian or for teaching or activities which are incompatible with, or hostile to, the teaching of the Catholic Church. In determining such matters the decision of the Parish Priest, as a representative of the Bishop, and in consultation with the Hall Committee, shall be final. 34. Registered key holders must keep keys safe. Any keys that are lost must be reported immediately to the Parish Secretary. The key holder remains responsible for any costs incurred due to loss of keys. 35. The Hirer and all users of the premises shall not use any car parking facilities so as to interfere with such use by the Hall Committee, its agents or other authorised persons. Under no circumstances may the private parking in front of the Presbytery be used by Hirers or users of the premises. 36. The Hirer shall not leave in the premises any furniture, equipment or other item not belonging to the Hall Committee except during periods when their use is authorised by this agreement or as the Hall Committee permits from time to time in writing. Where such consent is given it is the responsibility of the Hirer to ensure that any such items comply with current Health & Safety and Fire Regulations and carry an up to date safety label or certificate eg (electrical and gas appliances, furnishings, apparatus). Licences 37. Alcohol may be served but not sold on the premises unless the Hirer has applied for and been granted a Liquor License from the Liquor Licensing Officer. Alcohol is not to be consumed on the premises without receiving earlier permission from the Hall Committee. 38. If the event you wish to hold is required by law to be covered by any relevant license it is the responsibility of the Hirer to ensure that all licenses are in place. 39. A copy of any necessary licences must be produced to the Parish Secretary at the time of booking. 40. Sale of tickets at the door for any function is not permissible except by special arrangement with the Hall Committee. 5

7 CONDITIONS OF LETTING RELATING TO HEALTH AND SAFETY Fire Safety 1. As a fire precaution the Hirer is required to accurately record the number of people attending the event and be aware of the maximum numbers of users per room at any one time: (Hall 110; Large Meeting room 30; Small Meeting Room 15) 2. The Hirer must ensure that all doors giving egress from the hired premises are kept unlocked and unobstructed and that no obstruction is placed or allowed to remain in any corridor giving access to the hired premises. 3. Hirers should fully acquaint themselves with the siting of Emergency Exits and Fire Fighting Equipment etc (as shown in the diagrams in each room of the Hall Buildings) and ensure that they understand how these operate. 4. Hirers are responsible for advising their attendees of the location of the Emergency Exits and the Assembly Point (on the grass opposite the front door of the church). 5. Hirers should be aware of fire regulations which require that when the alarm is raised the premises must be evacuated immediately. 6. All fire exits are marked. Simply turning the turn-buckle can open the fire escape doors. Please do not block these exits during or after your event. 7. We suggest that people be appointed as WARDENS at events. These Wardens should be easily identifiable and be fully conversant with the emergency procedures. The Wardens must ensure that in the case of a fire or other emergency that they assist the public, with particular mind to any child(ren) or person(s) with a disability, to ensure they are escorted to safety. First Aid 8. The First Aid Kit and accident book are kept in the rear corridor. In the case of any accident, no matter how trivial (including any cases of bleeding or vomiting) the accident procedure should be followed and recorded via the form kept in the Accident Book. The following information should be recorded: a. Name, address and telephone number of the person(s) injured; b. Exact date, time and place of the occurrence; c. Detailed description of accident or incident, including a description of any apparatus or equipment involved; d. Name, address and telephone number of any witness(es) to the accident; e. Signed witness statements should be obtained if possible. The Hirer must notify the Parish Secretary (Tel: ) as soon as possible after the accident but in any event within 24 hours. In addition at the end of the event the Hirer is responsible for returning any completed accident form (together with all keys and the relevant checklist) through the letterbox of the Presbytery. Any apparatus or equipment involved must be retained for inspection. 6

8 Equipment Safety 9. It is the responsibility of the Hirer to ensure that all equipment brought onto the premises is safe to operate (according to current Health and Safety regulations) and carries any relevant safety certificates. For electrical equipment this always means a valid PAT certificate. If you have any queries about how to obtain a PAT you are welcome to contact the Parish Office. 10. The Hirer takes responsibility for all equipment brought into the Hall Buildings and its adequate supervision. 11. The Hirer shall not undertake or permit any interference with the electric or heating installations without reference to the Hall Manager. Security and Order 12. It is the responsibility of the Hirer to ensure the maintenance of order in the Hall Buildings and the immediate area. 13. The Hirer is responsible for fulfilling the conditions of hire and is responsible for security at the Hall Buildings during their booked times. 14. Hirers are responsible for preventing unauthorised entry and for all damage caused. General 15. The Parish operates a NO SMOKING policy within the Hall Buildings. 16. Any Hirer bringing hazardous, toxic or illegal substances onto the premises will be deemed to be in breach of the letting agreement and their hiring period will be terminated without notice or compensation. In the instance of illegal substances, the Police will be informed. 17. In the event of any emergency, the Assembly Point is situated on the grass opposite the front door of the Church. 18. No child(ren) under the age of 16 are permitted in the kitchen except with prior, and written permission from the Hall Committee. 19. Hirers who wish to use the kitchen for the preparation of food will do so in compliance with all relevant food hygiene regulations. 7

9 (Part of the Plymouth Diocesan Trust a registered charity) paignton@prcdtr.org.uk THE PARISH OFFICE 24 CECIL ROAD PAIGNTON TQ3 2SH TEL NO: Hall Booking Secretary: Kate McMillan Parish Treasurer: Jean Mackie Hall Manager: Juan Carlos DATE: NAME/ORGANISATION PURPOSE/ACTIVITY CONTACT NAME CONTACT ADDRESS CONTACT TEL No. HALL BOOKING FORM POST CODE MOBILE Please enter below the full details of the event(s) for which you wish to book Sacred Heart Church Hall Buildings. NB: Your booking must allow sufficient time for setting up and clearing away. Where meetings over-run, the appropriate charges will be made. From DATES To AREA REQUIRED (eg: Hall, Large Meeting Room, Small Meeting Room, Kitchen etc) From (inc set up) TIME To (inc close down) Office Use Total Charge: Please list any equipment that you wish to bring into the Hall Buildings for the event. Please note the Hall Committee must see a copy of the PAT test certificates at least 7 days before the event for all electrical equipment used. NB: Should this booking involve young people (up to the age of 18) or vulnerable adults then a responsible adult must be named who will supervise the event in this regard. Name of responsible person(s) for the safety of child(ren) and vulnerable adult(s) Signature I have read and agree to all Terms & Conditions for the hire of Sacred Heart Church Hall Buildings Signature: Date: OFFICE USE ONLY Booking accepted by Hall Committee Signature: Date: / / Payment received YES/NO Public Liability Insurance seen YES/NO Date Invoice raised / / Safeguarding Form CaSE7 received YES/NO Date entered on booking system / / Risk Assessment received YES/NO Single Bookings deposit received / / PAT Certificates seen YES/NO Single Bookings deposit returned / / Appropriate licenses seen YES/NO 8

10 END OF EVENT CHECKLIST PLEASE COMPLETE THIS FORM AND RETURN WITH KEYS TO THE PRESBYTERY All windows are shut securely. All doors are locked, including fire exits. All lights are turned off. All rooms are returned to the conditions under which they were hired including the toilets and kitchen (if applicable). All rooms and corridors are swept as necessary. All rubbish has been removed and disposed of. All chairs are stacked away but not directly against the walls with no more than 8 in a stack. Any Accident Forms are attached to this checklist. All breakages/damage or problems with the Hall Buildings equipment are recorded below. NAME/ORGANISATION SIGNATURE DATE 9

11 (Part of the Plymouth Diocesan Trust a registered charity) paignton@prcdtr.org.uk KEYHOLDER APPLICATION FORM THE PARISH OFFICE 24 CECIL ROAD PAIGNTON TQ3 2SH TEL NO: Hall Booking Secretary: Kate McMillan Parish Treasurer: Jean Mackie Hall Manager: Juan Carlos The Parish Hall Committee is happy to accept applications from regular Hall Buildings users for keys to be issued to them. The Hall committee will review all such requests and issue keys where approved. Applicants, including stand-in keyholders, must accept the following conditions before applications will be considered. Conditions: I have read and accept the Conditions of Letting and understand the responsibilities of the Hirer. I will ensure that no additional keys are cut. I will not share the Hall Buildings keys with anyone other than stand-in keyholder as nominated on this form. In the event of a key being misplaced or lost I will notify the Parish Secretary immediately. I will pay a 5 deposit for each Hall Buildings key and I will reimburse the Parish for any cost incurred if any other key is lost or misplaced. All Hall Buildings keys remain the property of the Parish. I will return my key immediately if any group ceases to use the Hall Buildings or if I cease to be a member of the user group. The Parish Hall Committee reserve the right to request immediate return of any keys issued to user groups. If requested I shall return my allocated key immediately. To comply with Health and Safety conditions I give permission for my details to be held on a keyholder inventory. I will not use the keys allocated to access the Hall Buildings at any time outside of my booking times unless I have been given prior permission to access outside my booking time. KEY DETAILS GROUP NAME KEYHOLDER NAME ADDRESS TEL. No. SIGNATURE Please return completed forms to the Parish Secretary POST CODE MOBILE STAND-IN KEYHOLDER NAME ADDRESS TEL. No. SIGNATURE POST CODE MOBILE Parish Hall Committee Approver Signature DATE: 10