Standard Conditions of Hire

 

These conditions form part of the Hiring Agreement between Chalfont St Peter Community Centre (“the Centre”) and the Hirer.

 

1.Payment of Fees.

1.1 All hire fees, deposits and storage charges must be paid in accordance with the terms stated in the Hiring Agreement.

1.2 No booking is confirmed, and no use of the premises is permitted, until payment has been received in full where required.
1.3 Block or regular bookings will be invoiced monthly unless otherwise agreed.

 

2.Cancellation.

2.1 Individual and Affiliated Members must give at least 14 days’ written notice to cancel a booking. If the Centre is unable to secure a replacement booking, 50% of the hire fee will remain payable.
2.2 Occasional Hirers must pay in full at the time of booking or no later than 7 days before the event. If cancellation occurs and a replacement booking cannot be secured, the full fee will be forfeited.
2.3 Block bookings operate on an 8-session basis within a 3-month period. Holiday breaks must be declared at the time of booking. A break exceeding six consecutive weeks will result in loss of block booking status.
2.4 The Centre reserves the right to cancel a booking under exceptional circumstances. In such cases, all fees paid will be refunded, but the Centre shall not be liable for any consequential loss.

 

3.Use Of Premises.

3.1 The premises including the car park may only be used for the purpose stated in the Hiring Agreement and during the agreed times.
3.2 The Hirer must not sub-let, assign or share the premises including the car park with any other organisation or individual not authorized under the booking.
3.3 This Agreement grants permission to use the premises only and does not create a tenancy or confer exclusive possession.

3.4 All use of the Centre’s premises and facilities is subject to the user accepting responsibility for:

• Returning all equipment to its original position.

• Securing doors, windows.

• Leaving the premises, including surrounding areas, in a clean, tidy, and safe condition.

3.5 Rooms are not prepared for meetings etc. furniture shall not be moved from one room to another, without prior permission. All furniture removed from its normal position shall be replaced. Chairs must not be stacked more than 5 high and tables stored on edge must be restrained.

3.6 Please do not bring or use any additional heating appliances without our permission. Portable LPG heaters are not allowed.

3.7 Guide dogs, hearing dogs and other recognised assistance dogs must be allowed on the premises. No other animals are permitted without prior permission.

3.8 No unauthorised advertising, including fly posting, is permitted. The Hirer is responsible for any resulting claims, costs, or legal action.

3.9 You must not alter, add to, or attach anything to the premises without prior written approval, and any approved items left behind become our property, with any removal damage made good to our satisfaction.

3.10 The centre is not registered as a food premises; no food shall be prepared on-site. Only dry goods, such as packaged biscuits, may be stored or served. Beverages such as tea or coffee may be prepared and consumed on the premises. Hirers may employ outside caterers for the preparation of hot food, provided that such caterers are licensed with Bucks Council or another Local Authority but please contact the office before you apply. No animals are allowed in the kitchen.

 

4.Supervison.

4.1 The Hirer (or nominated responsible adult) must be over 18 years of age and remain on the premises for the full duration of the hire.
4.2 The Hirer is responsible for supervision of the premises, behaviour of all attendees, protection of the building, fixtures and contents, including proper supervision of car parking arrangements ensuring parking does not obstruct neighbouring properties or roads.
4.3 Drunk, disorderly or illegal behaviour will not be permitted. Illegal drugs are strictly prohibited.

4.4 Children must be always supervised and may not access kitchen areas unless accompanied by an adult.

4.5 For children’s parties, the Hirer is responsible for the supervision and control of all children attending the event at all times with a minimum of two responsible adults (over 18) must be present throughout for the hire period and ensure children remain within the hired area only, do not run in corridors, do not access other parts of the building unsupervised, that noise levels are controlled particularly on arrival and departure.
4.6 The Hirer must not bring, install, or use bouncy castles, inflatable equipment, smoke machines, candles, pyrotechnics, or any other special effects on the premises without the Centre’s prior written consent. Approval, if granted, may be subject to specific conditions to ensure safety and compliance with insurance and fire regulations. The Hirer is responsible for ensuring that any approved equipment is used safely and in accordance with all applicable laws and guidelines

 

5.Insurance and Indemnity.

5.1 The Hirer is liable for:
(a) the cost of repair of any damage (including accidental or malicious damage) to the premises, its contents or curtilage;
(b) any damage to the Centre’s Wi-Fi service; and
(c) all claims, losses, damages and costs arising from the Hirer’s use of the premises (including storage of equipment), use of Wi-Fi, or any nuisance caused to third parties.

5.2 The Hirer shall indemnify the Centre, its trustees, employees and volunteers against such liabilities.

5.3 The Hirer must hold public liability insurance cover where appropriate for the nature of the activity and provide evidence of such cover if requested by the Centre.

5.4 Nothing in these Conditions excludes or limits liability for death or personal injury caused by negligence.

 

6.Licensing and Legal Compliance.

6.1 The Hirer must obtain any necessary licences or permissions required for their event.
6.2 No alcohol may be sold or supplied without prior written consent and, where required, a Temporary Event Notice (TEN). A copy must be provided before the event.
6.3 The Hirer must comply with all relevant legislation including licensing laws, health and safety legislation, Equality Act 2010 and safeguarding legislation.

6.4 The Hirer must hold relevant licences under Performing Right Society (PRS) and the Phonographic Performance Licence (PPL) or, where appropriate, you must hold such licence(s).

 

7.Safeguarding.

7.1 Ensure all activities for children, young people, and vulnerable adults are run only by fit and proper persons.

7.2 Comply with the Safeguarding Vulnerable Groups Act 2006 and any later relevant legislation.

7.3 Provide a copy of your Safeguarding Policy when requested.

7.4 Provide evidence of relevant DBS (Disclosure and Barring Service) checks when requested

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8. Electrical Appliance Safety.
8.1 The Hirer must ensure that any electrical appliances brought onto the premises are safe, in good working order, and used properly in accordance with the Electricity at Work Regulations 1989.

8.2 Any residual current device (RCD) or circuit breaker provided must be used to protect public safety.

8.3 The Hirer is responsible for any damage, injury, or loss caused by failure to comply with this requirement.

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9. Property and Liability
9.1 The Centre is not responsible for any equipment or property brought onto or left at the premises. All items must be removed at the end of each session, except where storage has been agreed.

9.2 If items are not removed within 7 days, the Centre may store or dispose of them and charge the Hirer for any costs.

9.3 The Hirer is responsible for any damage, loss, or injury caused during the use of the premises, including any stored equipment.

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10.Sale of Goods
If you sell goods on the premises, you must comply with all relevant Fair-Trading Laws and any applicable codes of practice.

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11. Smoking

Smoking is strictly prohibited anywhere on the premises.

 

12.  Public Safety Compliance & Fire Procedures.

 

12.1 General compliance   

• All gangways, corridors and exits must be kept clear at all times and must remain at least 1.05 metres wide.

• Seating must not obstruct exits, no seat may be more than 7 seats away from a gangway, and temporary seating must be securely fixed together in blocks of between 4 and 12 seats.

• Standing or sitting in gangways or in front of exits is not permitted

• Fire doors must not be wedged open and must be closed in the event of fire unless approved by management for operational purposes

• Exit signs must be illuminated and emergency lighting must remain on whenever the premises are occupied (unless automatically operated).

• Firefighting equipment must remain in its proper place and only be used for its intended purpose.

• No highly flammable substances, smoke machines, pyrotechnics, candles or tea lights are permitted or other sources of flames.

• No unauthorised heating appliances may be used.

• The First Aid box must be readily available (located in the main and small kitchen) and returned after use. All accidents must be reported to the Office and recorded.

• All persons in charge must be familiar with evacuation procedures and the location and use of firefighting equipment.

• Hirers must prepare a PEEP (Personal Emergency Evacuation Plan) where required and ensure appropriate assistance is provided.

12.2 Action on discovering Fire / Hearing the Alarm.

• Raise the alarm immediately using the nearest call point.

• Evacuate the building by the nearest fire exit, taking your register if applicable.

• Call 999 from a safe location outside the building, stating clearly that this is a confirmed fire and giving the full address.

• Proceed to the assembly point in the car park.

• Do not re-enter the building or put yourself at risk.

• Liaise with the Fire Service on arrival.

• Ensure all visitors and contractors report to the assembly point.

12.3 Pre- safety Checks

 Before each session or event, the hirer must ensure:

• All groups must co-operate with fire drills and maintain a register or headcount of attendees at every session.

• Fire procedures should be communicated at the start of each session.

• All fire exits are unlocked, and panic bolts operate correctly.

• Escape routes are free from obstruction and immediately available for public use.

• Fire doors are closed and not wedged open.

• Exit signs are illuminated.

• There are no fire hazards on the premises.

• Emergency lighting is operational throughout occupation.

 

13 Wi-Fi Services.

When using the Wi-Fi service, the Hirer always agrees:

13.1 Not to use the Wi-Fi service for any of the following purposes:

• Disseminating any unlawful, harassing, libellous, abusive, threatening, harmful, vulgar, obscene or otherwise objectionable material, or otherwise breaching any applicable law.

• Transmitting material that constitutes a criminal offence, encourages conduct that constitutes a criminal offence, results in civil liability, or otherwise breaches any applicable laws, regulations or codes of practice.

• Interfering with any other person’s use or enjoyment of the Wi-Fi service.

• Making, transmitting or storing electronic copies of material protected by copyright without the permission of the owner.

13.2 To keep any username, password, or other information forming part of the Wi-Fi security procedure confidential and not to disclose it to any third party.

13.3 Termination of Suspension of Wi-Fi Service

We reserve the right to suspend or terminate the Wi-Fi service immediately in the event of any breach of these Standard Conditions, including (without limitation):

• Use of defective or illegal equipment.

• Causing technical or other problems to the Wi-Fi service.

• Fraudulent or unauthorised use of the Wi-Fi service.

• Reselling access to the Wi-Fi service.

• Use of the Wi-Fi service in contravention of these Standard Condition

13.4 Availability of Wi-Fi Service.

• Whilst we aim to provide a reliable Wi-Fi service, we do not guarantee that the service will meet your requirements or always be fault-free or available.

• It is the Hirer’s responsibility to ensure that any Wi-Fi enabled device used is compatible with the service and switched on. Availability and performance are subject to device limitations, including memory and storage. The Wi-Fi service is only available within the operating range of the main hall.

• We are not responsible for any data, messages or pages that are lost or misdirected due to interruptions or performance issues with the Wi-Fi service or wireless networks generally.

• We may impose usage or service limits, suspend access, or block certain kinds of usage at our discretion to protect other users.

• Network speed is not an indication of the speed at which your device or our Wi-Fi service sends or receives data. Actual speeds will vary depending on configuration, compression and network congestion.

13.5 Privacy and Data Protection

• We may collect and store personal data through your use of the Wi-Fi service.

• Any personal data will be processed in accordance with applicable data protection legislation and solely for the purposes of providing the Wi-Fi service.

• By using the Wi-Fi service, you agree to the terms of this clause.

 

Privacy Notice

The Centre uses personal data for the purposes of managing the Centre, its bookings, and finances, running and marketing events at the   Centre, staff employment and its fundraising activities. Data may be retained for up to 7 years for accounts purposes and for longer where required by the Centre’s insurers or other contractors. If you would like to find out more about how we use your personal data or want to see a copy of the information about you that we hold, please contact the Administrator.