STANDARD TERMS AND CONDITIONS OF HIRE
1. SUPERVISION The Hirer will, during the period of the hiring be responsible for supervision of the premises, the fabric and the contents; their care, safety from damage however slight; or change of any sort and the behaviour of all persons using the premises whatever their capacity; including proper supervision of car parking arrangements so as to avoid obstruction of the highway and access to the premises.
2. USE OF PREMISES The Hirer shall not use the premises for any purpose other than that described in the hiring 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 do anything or bring onto the premises anything which may endanger the same or render invalid any insurance policies in respect thereof.
3. SMOKING/ VAPING is not permitted in the hall, church or grounds.
4. LICENCES The Hirer shall be responsible for obtaining such licences as may be needed whether for the sale or supply of intoxicating liquor, or from the Performing Rights Society or from Phonographic Performances Ltd or otherwise and shall be responsible for the observance of same.
5. GAMING BETTING AND LOTTERIES The Hirer shall ensure that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries.
6. PUBLIC SAFETY COMPLIANCE The Hirer shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, the local Magistrate’s Court, Health and Safety Executive or otherwise, particularly in connection with any event which includes public dancing or music or similar public entertainment or stage plays.
7. HEALTH AND HYGIENE the Hirer shall, if preparing, serving or selling food observe all relevant food health and hygiene legislation and regulations.
8. ELECTRICAL APPLIANCE SAFETY The Hirer shall ensure that any electrical appliance brought by him/her on to the premises and used there shall be safe and in good working order and used in a safe manner. Where a residual circuit breaker is provided under terms of the PEL or CPL the Hirer must make use of it in the interests of public safety. The Hirer shall also ensure that any such appliances brought onto the premises by another party for use at the event shall comply with the foregoing.
9. INDEMNITY The Hirer shall indemnify the Parochial Church Council for the cost of repair of any damage done to any part of the property including the curtilage thereof or the contents of the buildings which may occur during the period of the hiring as a result of the hiring. The Hirer shall be responsible for making arrangements to insure against any third party claims which may lie against him or her (or the organisation if acting as a representative) whilst using the premises.
10. ACCIDENTS AND DANGEROUS OCCURRENCES the Hirer must report all accidents involving injury to the public as outlined in the Church’s Health & Safety Policy. In the first instance, the HBA/CA as appropriate should be informed. Any failure of equipment belonging to the Hall or Church Building must also be reported as soon as possible.
11. ANIMALS The Hirer shall ensure that no animals (including birds) except guide dogs are brought into the premises other than for a special event agreed to by the Vicar or Warden and no animals whatsoever are to enter the kitchen at any time.
12. SAFEGUARDING CHILDREN The Hirer shall ensure that any activities involving children comply with the provisions of the Children Act of 1989 and 2004. The Hirer is required under this legislation to ensure that children are protected at all times by taking all reasonable steps to prevent the occurrence of any injury, loss, damage or harm. This includes ensuring that at all times only fit and proper persons have access to the children.
All Hirers who are Regular Users are required to have in place an approved Child Safeguarding Policy on commencement of each period of Hire
a) For Organisations with No Safeguarding Policy of their own:
The PCC has a Parish Safeguarding Policy which forms an integral part of this Agreement and to follow current national practice guidelines which is in the Parish safeguarding handbook. Acceptance of the booking is conditional upon the Hirer agreeing to work within the terms and conditions of this policy.
b) For Organisations with their own Safeguarding Policy:
The PCC will accept an Organisation’s own Safeguarding Policy but will require evidence that it is properly formulated, that a current version exists and that it is no less stringent than the PCC’s own. In the event that there are any concerns or allegations arising about children in the course of the Hirer’s activities the PCC’s Children’s Safeguarding Representative shall be contacted via the Church Office.
All Hirers who are occasional or “One Off” Users (e.g. Children’s Parties) are not required to have a Safeguarding Policy but must comply with the general requirements stated in the first part of this clause.
13. FLY POSTING The Hirer shall not carry out any fly posting or any other form of unauthorised advertisements for any event taking place at the premises and shall indemnify the Committee accordingly against all action, claims, and proceedings arising from any breach of this condition.
14. SALE OF GOODS The Hirer shall, if selling goods on the premises, comply with the Fair Trading Laws and any code of practice used in connection with such sales and the PCC reserves the right to refuse permission for any sales of goods to take place during any hiring of the premises.
15. CANCELLATION As far as practicable, the hirer must give 28 days notice if they wish to cancel the booking before the date of the event to receive a full refund. Notice less than 28 days may incur a penalty. If the PCC is unable to conclude a replacement booking, the question of the payment or repayment of the fee shall be at the discretion of the PCC.
16. UNFIT FOR USE In the event that the premises or any part thereof being rendered unfit for the use for which it has been hired, the PCC shall not be liable to the Hirer for any resulting loss or damage whatsoever other than the cost of the hire.
17. REFUSAL OF BOOKING The PCC reserves the right to refuse a booking without notice or to cancel this hiring agreement at any time before or during the term of the agreement. The Hirer shall be entitled to reimbursement of any monies paid up until the point of cancellation. The PCC shall not be liable to make any further payment to the Hirer.
18. UNSUITABLE BOOKING Buildings are let as an integral part of the Church Mission within the community. The PCC reserve the right to refuse or cancel any booking without notice or explanation, deemed to be unsuitable or offensive to the Church.
19. TEENAGE OR ADULT PARTIES. Due to the urban location of the buildings and their proximity to neighbours, teenage and adult parties are not permitted except where the Hirer is known personally by wardens, bookings manager or vicar and acceptance of the booking is at their discretion. In this instance the hall must be vacated by 11pm
20. END OF HIRE The Hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy condition, properly locked and secured unless directed otherwise and any contents temporarily removed from their usual positions shall be properly replaced. The Hirer must complete the day of hire checklist located on the back of the key return envelope. Hirer shall remove from the premises all equipment and other materials brought into the Hall/Church by the Hirer or whomsoever for use during the booking.
21. RUBBISH The hirer shall likewise remove from the premises all refuse arising from the booking. The PCC shall be at liberty to make an additional charge if this is not done.
22. NOISE The Hirer shall ensure that the minimum of noise is made on arrival and departure of those attending the event. Furthermore the Hirer shall ensure that noise levels on the premises and in the curtilage of the premises shall not cause a nuisance to neighbouring properties.
23. EMERGENCY In the event of an emergency, there is a contact list in the vicinity of the Fire Alarm Control Panel by the main hall entrance door.
24. PARKING Car parking is available on the forecourt of the Church Hall. Great care must be taken to reduce any inconvenience to our neighbours, and all cars must be removed at the end of the letting. Particular care must be taken at the end of a booking with Children in the vicinity of the main road. Parking will always be free when it is in association with a letting within the Church premises.
25. HALL KITCHEN/SERVERY If the Kitchen/Servery is part of the letting, it is the responsibility of the hirer to ensure that the items are left in good condition at the end of the let. Particular care must be taken with the urn which may be hot from the previous hirer. If hot drinks have been served, the urn must be turned off on completion of the hire.
26. HALL/CHURCH BUILDING FLOOR Floors are regularly cleaned and polished. Please take care when moving furniture across it.
27. KEYS It’s the Hirer’s responsibility to return the key on completion of the hire as agreed with the Hall Bookings Coordinator.
28. COVID/PANDEMICS In case of a pandemic, such as Covid-19 or any other future pandemics, Holy Trinity and St Saviour’s Church will seek to follow all current government and Church of England guidelines as to use of their buildings. Holy Trinity and St Saviour’s reserve the right to decide on who they are able to hire the halls to in order to keep all parties safe. Any hirer of the building must produce their own Risk Assessment in alignment with their professional organisation/national guidelines, if requested. Depending on the guidelines, the policy may change and we reserve the right to close the building due to any outbreak or Government/Diocesan instruction and cancel individual hall hire if we feel that the hirer is not following current guidelines appropriately.