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.

 

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, and that noise levels are controlled particularly on arrival and departure.
4.6 Bouncy castles, inflatable equipment, smoke machines, candles and pyrotechnics are not permitted without prior written consent.

 

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

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.

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.

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.

11. Smoking

Smoking is strictly prohibited anywhere on the premises, including entrances and outdoor areas.