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Broadfield Community Centre

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Conditions of Hire

Use of premises

  • The use of Broadfield Community Centre (hereafter called the "Centre") during the period of hire shall be confined to the use or uses identified in the application form. If your booking is for religious purposes this must be stated on the Application Form.
  • The Centre will, as a general rule, close no later than 10.00pm. Hirers who wish to have an extension to this must make this known on the application form; this will then be considered by the Community Centre Trustees or a nominated subcommittee. Music must, however, finish by 11.00pm.
  • Hirers may access the Centre 15 minutes prior to the commencement of hire and must leave within 15 minutes of the cessation of hire, if not complied with the hirer shall be liable to pay for any extra hire costs incurred and may also lose their deposit.
  • The hirer must be present at the Centre for the duration of the hire period.
  • While using the Centre the hirer shall be responsible for securing the premises and equipment at all times to prevent access to unauthorised users.
  • The Centre reserves the right to refuse bookings at the discretion of the Manager.

Hire charges

  • Payment must be made in advance.
  • Bookings are confirmed after receipt of the 25 non-returnable booking fee, which will be deducted from the final invoice.
  • A cash deposit of £200 will be required for all bookings in the Family/Social or Commercial charge bands.
  • A cash deposit of 50 will be required in the case of children’s parties (no alcohol permitted).
  • Payment is always due in advance.
  • Payment of the specified deposit is due on the booking and the remainder of the fee is due 7 days in advance of the hire. Deposits will be refunded if all conditions of hire are complied with.
  • A payment, at the prevailing rate, will be required for Public Liability Insurance unless documentation is supplied detailing suitable insurance already held by the hirer.
  • Call outs for non-emergencies may be subject to a minimum charge of 20 to cover costs.

Cancellations

  • Cancellations of bookings must be received by the Centre not less than 7 days in advance of the date of hire. All amendments must be made via email or in writing.
  • Cancellations received less than 7 working days before the hiring will forfeit the hiring costs in full.
  • The Trustees of the Centre reserve the right to cancel any booking without prior warning or to vary these conditions or the hours of the booking.

Cleanliness

  • Hirers are required to leave the premises in a clean and tidy condition, having removed all rubbish before leaving the premises.
  • Hirers are requested to replace chairs and tables and to close all windows and external doors on completion of the booking. Chairs should be stacked in piles of no more than 10, facing the wall.
  • Hirers of the Youth Hall must ensure that their guests do not smoke in the outside play area, any rubbish must be cleared from the area at the end of hire. No tables and chairs are permitted on the green flooring in the outside play area.
  • Hirers' own furniture/equipment must not be left in the Centre.

Damage and Breakages

  • Damage and breakages must be reported to the management of the Centre within 24 hours of the incident.
  • Hirers must indemnify the Centre for any damage, however caused, arising during, or in respect of the period of hire. If any damage is found in the hall before your booking starts, this must be notified to the Centre via the emergency contact phone at the start of your booking. If possible, take photos.

Noise

  • Hirers using amplified music are required to keep the volume to an acceptable level to avoid causing nuisance to neighbours. Please also ensure that all doors, including emergency exits to your hall are closed whilst amplified sound is being used.
  • All amplified sound must cease by 10.00pm or 11.00pm if an extension has been granted. No amplified sound is permitted after 11.00pm.
  • Hirers are requested to keep all unnecessary noise down to a minimum when leaving the premises.

Indemnification

The Hirers shall indemnify the Trustees of the Centre against:

  • All claims, demands, actions or proceedings and any loss, damage or injury which may be brought against or suffered by the Trustees arising from or in consequence of the non-observance or non-performance of any of these conditions or any act, neglect, default or omission of the Hirer, his agents or servants.
  • All claims, demands, actions or proceedings in respect of the death or injury howsoever and by whomsoever caused of or to any person which shall occur or arise from any accident or occurrence which shall happen while such person is on or upon any part of the premises or its environs during the period of hire or in respect of any loss or damage suffered or sustained by any person in consequence of any such death or injury.
  • Hirers’ property is left at their own risk. The Community Centre is not liable for any loss or damage except in the case of negligence.

Expiration of Hire

  • Should the hirer or his/her agents, servants or licensees remain on the premises after the expiration of the period of hiring for any reason whatsoever, he/she will be liable to be charged in accordance with the scale of charges for the subsequent hire session of the facility and for any other charges incurred.

Sub-letting

  • The Hirer shall not assign the benefit or interest he/she may have in the premises or sub-let any part of the premises.

Health and Safety

  • It is now illegal to smoke in confined spaces and consequently the Centre operates a NO SMOKING policy in and directly around the Centre.
  • Hirers are responsible for their own first aid requirements within their group.
  • Hirers are responsible for ensuring that the group/organisation has suitable and sufficient policies and procedures in place for safeguarding all of their users and for child protection.
  • It is the responsibility of the hirer to observe all regulations, rules and conditions of licensing that pertain to issues of health and safety.
  • The hirer is responsible for any electrical equipment brought into the Centre by themselves or third-party operators.
  • The hirer shall not bring or permit any other person or agent to bring articles of an inflammable or explosive nature, which could cause damage or injury, onto the premises.
  • No additional cooking facilities may be brought into the building by the hirer or by any person on their behalf.
  • Each Hall has a maximum number of people allowed, as specified on the Application Form. It is the hirers responsibility to ensure those numbers are not exceeded. The maximum numbers are set as part of the fire regulations.
  • All hirers must adhere to the Centre Fire Procedures Manual – Emergency and Evacuation Plan. Each group is responsible for themselves.
  • All seats are to be arranged with sufficient gangways to afford proper means of exit and all passages and exits must be kept free from obstruction. No tables or chairs are permitted in the playground at the rear of the Youth Hall.
  • Caterers, contractors and persons employed by the hirer to supply refreshments will be required to observe all hygiene regulations and such other reasonable requirements of the Chief Environmental Health Officer.
  • Those in attendance during hire periods shall not exceed the numbers stated on the application form.
  • CCTV Images are being monitored and recorded for the purposes of crime prevention and public safety. This scheme is controlled by the Centre.

Sale of Alcohol

  • Hirers are reminded that, in order to sell alcohol on the premises of the Centre, a Justices Occasional Licence (which necessitates the services of a Licensee) must be obtained, a minimum of 28 days in advance. It is the hirer’s responsibility to ensure that such arrangements have been made. The occasional licence must be seen by the Centre Manager before hire can take place.

Wall Hanging/Decorations, etc.

  • The hirer shall not attach to the walls and ceilings anywhere in the premises any decorations of a permanent or semi-permanent nature without the permission of the management of the Centre.

Licensing

  • Performing Rights Licensing: The Centre is not authorised to permit the use of copyright material in functions for which the premises are let. The organisers of functions on the premises must arrange directly with the Performing Rights Society for all licences required for the use of copyright material and indemnify the Community Centre in respect of any claim made under copyright law.
  • Film Shows: No film shall be shown unless the consent of the Centre is first obtained. The hirer shall comply where applicable, with the requirements of the Cinematograph Act. (The premises are not licensed under the Act.)
  • Bingo, Gaming Licence Duty: The playing of Bingo or other forms of permitted gambling must conform to all statutory and other current gaming regulations and requirements. Failure to adhere strictly immediately terminates the letting contract with the Centre. Current regulations are available from HM Revenue & Customs.
  • Public Entertainment Licence: The hirer must observe the conditions contained in the Public Entertainment Licence granted to the Centre insofar as they affect the hirer.
  • The hirer must obtain all other licences which may, by law, be required in connection with any entertainment or function.

Right of Entry

  • The right of entry to the premises is reserved to the Centre Manager or any agent of the Centre at any time during the hiring. The Centre also reserves the right to refuse admission or to ask any person to leave the premises without stating any reason therefore.

The Children Act

  • All hirers are to comply with the rules, regulations and conditions set out in the Children Act.

Children’s Parties

  • The hirer is responsible for ensuring appropriate ratios of adults to supervise children.
  • A children’s party is defined as a party for under-12s.
  • All children’s parties must finish by no later than 6.00pm from age 1-5 and 9.00pm from age 6-12.

Failure to Comply

  • The Centre reserves the right to terminate any lettings immediately in the event of the hirer failing to observe or perform any of the conditions or regulations herein contained and the Centre may retain the charges paid by the hirer.

Modification of Conditions

  • The Trustees of the Centre reserve the right to modify or vary any of these conditions or regulations or to impose special conditions where, in their opinion, the nature of any application so demands.

Copyright 2017 Broadfield Youth and Community Centre — Registered Charity Number 1156601