Parish Hall Conditions of Use

Please read the following conditions carefully as the return of your deposit requires meeting these conditions, which you are deemed to accept as part of your booking. Thank you, your cooperation is appreciated and we wish you a very successful and enjoyable function! Please call Gill Shaw 8567 0999 for further information.

CONDITIONS OF HIRE FOR ST THOMAS CHURCH HALL

THE HIRER shall ensure that all requirements governing the use of the premises are complied with and that all personnel employed by the hirer or involved in the activity concerned are advised of these conditions.

THE HIRER shall during the period of hiring, be responsible for supervision and security of the premises including the outside areas, protection of the fabric and contents from damage and the behaviour of all persons on the premises, including use of the car parking arrangements so as to avoid obstruction of the highway or side access roadway .

It is not permitted to use the hall for any religious ceremonies

The maximum number of people permitted in the hall is 150

Provisional bookings – Any ‘provisional booking’ by the Administrator is merely an indication of availability.  A firm booking is only made when you receive written confirmation of your booking on a Hiring Agreement

Refundable deposit of £200 (cheque) or £100 cash to be paid on booking and to be held & returned within 2 weeks of hire provided hall is left in good order. There will be a £40 charge deducted if rubbish from the event is not taken away. In case of a late cancellation of the booking by the hirer or over-run (see below) any monies owed will be deducted as necessary from this deposit.

Timings - The booking period must include for setting out and putting away all furniture and equipment, as well as cleaning and tidying and removing your rubbish and property, for all of which the Hirer is responsible.

Access is only permissible for the period of time booked. You must vacate the premises at the time stated on your hiring agreement or penalty charges will be incurred.

Charges for over-run of booking period – These will be charged at  the same hourly rate or part thereof except for any over-run after midnight  which will be charged at £50 per hour.

Payment of hire charge – The Hirer to pay 50% of hire charge on booking with the balance to be paid on collection of the keys.

Cancellations - The Hirer will be liable for the full hiring fee if the booking is cancelled during the 7 days prior to the event, or 50% of the hiring fee if cancelled 8-21 days before the event.

The PCC has the right to cancel with return of hiring fee, any booking which in their opinion is incompatible with the ethos of the Church or which will substantially disrupt or interfere with any Church requirement, service or event.

The PCC reserves the right to cancel any booking if exceptional unforeseen circumstances arise, such as unavailability of facilities or services and will refund the hiring fee.
Exclusions- The PCC reserves the right to exclude from the hall anyone who is under the influence of drugs or alcohol or whose behaviour is unreasonable or contrary to any of these conditions. They may require you and those attending your event to leave the premises and to cancel any further bookings you have, without any refund of charges already paid.
Collection and return of key-   The Hirer is responsible for making arrangements to collect the key  Please contact Gill Shaw at least a week before your event to arrange a suitable time for collection. All doors must be securely locked when you vacate the hall (unless another hirer or suitable person in authority are present) and the key returned immediately to Gill Shaw 36 Clitherow Avenue W7 2BH .
If the key issued to you is lost, copied or allowed to fall into the hands of a third party without our consent, the Hirer will be liable for any loss or damage suffered as a consequence and for the cost of replacing the key or replacing all relevant locks and all keys for them.

THE HIRER must ensure that:
a) A responsible person is present on the premises at all times during the period of hire
b) Those attending keep within the parts of the hall agreed at the time of booking and do not cause nuisance or inconvenience to other users of the premises, neighbours or the public. Please ensure that your event does not extend outside the hall and as far as possible keep all doors closed so any noise will be contained within the hall.
c) Children attending your event are properly supervised   and to conform with the Church’s Safeguarding Policy, at least two adults must be present during all activities involving children (under 18 years old) and where applicable that they have had a full CRB/DBS check.
d)  They familiarise themselves with the position and status of escape routes and exits and fire fighting equipment. The main fire exits from the main hall, which must be kept clear from obstructions are the 2 main front doors and the 2 push bar opening double doors to rear side walls of the hall which lead directly outside. If you are using the stage please unhook the chain to the rear fire door and remove padlock to gate as per instructions on fire escape door. Please note there is no landline telephone on the premises. Fire safety guidance is displayed on the main notice board in the hall.
e) Smoking is not permitted in any part of the premises.
f) With the exception of Assistance Dogs, no dogs or other animals are permitted in any part of the premises.
g) No placards, notices or other objects may be attached to the structure, furniture or decoration of the hall without consent. Please note that we do not allow permanent or temporary advertising banners to be fixed onto the fencing of the car park. Internal decorations fixed only to the painted wooden rail which runs around the main hall or tied to the pipework below it All decorations must be removed after use.
h) The hall is left in a clean, tidy and secure condition. Please note that St Thomas Church uses the hall for its Sunday morning activities, so cleaning cannot be left from a Saturday evening booking until Sunday. If the hall floor requires cleaning  or the kitchen is not left ready for use , you will forfeit your deposit.
i) ALL RUBBISH GENERATED BY YOUR EVENT IS REMOVED FROM THE HALL AND TAKEN AWAY.  Please therefore take away all rubbish from your event and dispose of/recycle.  A charge of £40 will be deducted from your deposit if your rubbish is not cleared.
j) Equipment - Chairs and Tables are clean and returned to the chair and table store room after use. Please put tables back in the trolleys and stack chairs away from the serving hatch. All cutlery and crockery used must be washed, dried and put away.
k) Heating etc - The boiler is in the kitchen, hot water will come on when you turn on the tap and the instructions for switching on the heating are on the boiler itself. Please remember to switch off the heating (if used) and turn off all lights when you leave the hall

THE HIRER shall be responsible for obtaining any local authority or other licences necessary in connection with the booking and shall be responsible for the observance of all regulations imposed by the Licensing justices, the Fire Authority, Local Authority or otherwise.

THE HIRER shall if selling goods on the premises, comply with all relevant fair trading laws and any local codes of practice issued in connection with such sales.

THE HIRER shall if serving food comply with the requirements of Food Safety and Hygiene Regulations

THE HIRER shall be responsible for making adequate arrangements to insure against any third party claims which may lay against the hirer or his/her organisation whilst using the premises.

THE HIRER shall indemnify the PCC against all claims, actions and liabilities arising from the use of the premises and equipment, apart from claims arising from the negligence of the PCC, its employees or agents.

THE HIRER accepts full responsibility for any damage to or theft of PCC property occurring during the period of hire and for any period thereafter during which the hirer, or any participant in the hire, remain on the premises.

THE PCC  accepts no responsibility whatsoever and howsoever caused, for the loss of personal property brought into or left in the premises during the letting, unless the loss or damage arises as a direct result of the negligence of the PCC its employees or agents.

THE HIRER shall not sub-let or use the premises for any un-lawful purpose or in any un-lawful way or do anything or bring anything onto the premises which may endanger the premises, their users, or any insurance policies relating thereto.

THE HIRER agrees that no equipment will be used without approval of the PCC/ Hall Administrator and that the installation of the hirer’s equipment will be carried out by competent personnel.

THE HIRER acknowledges that no tenancy is intended to be created between the PCC and the Hirer and no relationship of landlord and tenant exists.