Community Centre Yorkley Terms and Conditions of Hire

Care of People and the Facilities

  1. Any loss or damages shall be paid for by the Hirer.

  2. The Hirer agrees to leave the hall in a clean and tidy state and will remove any leftover food or
    food waste, unwanted items or rubbish that may arise from this event. Any broken glass shall be
    reported to the key holder on duty and such glass shall be removed by the hirer

  3. All windows, doors and the main gate must be locked on leaving.

  4. Nothing shall be used that is likely to trigger the smoke detectors or the fire alarms.

  5. The Hirer shall ensure that the numbers within the hired facility do not exceed the facility’s licensed capacity of 140 people standing or 120 people seated.

  6. Use of personal electrical equipment. The hirer shall bring for use to the centre only electrical equipment which is in a safe condition and where appropriate has current P.A.T certification.
    The Centre will accept no responsibility whatsoever for personal injuries or damage caused byusing personal equipment in the centre.

  7. The Hirer undertakes to become fully aware of the Fire Regulations and will ensure that
    Emergency exits are kept clear in accordance with the Health & Safety Policy. For large events (over 80 people), the event organiser shall appoint a Fire Marshal.

  8. The Hirer must ensure adequate supervision by mature adults at parties of persons aged 25orunder and that any high- risk events should be risk assessed and non-drinking adults (over 25)should be responsible for the event in terms of supervision.

  9. The Hirer undertakes the responsibility for ascertaining whether DBS certificates are required for adults supervising children during the hire and ensures that they are in place if required.

  10. The Hirer must be over 25 years of age and accept responsibility for being in charge and present for the duration of the hire when the public are present and for ensuring all conditions of the Premises License are complied with. Persons wishing to book the Centre who are unknown to
    the Trustees will need to meet with the Treasurer or her representative before the booking is accepted.

  11. No intoxicating liquor is permitted to be sold, bought or consumed on the premises without the prior permission of the Trustees. The Hirer undertakes the responsibility to ensure that no alcohol is to be sold to any person under the age of 18 years old or alcohol given to any person under the age of 18.

  12. The Hirer to consider the use of wristbands and id verification for under-age/high risk events to enable age verification and avoid gate-crashes.

  13. The Hirer MUST ensure that during an event a responsible person will do periodic outside checks to help prevent any anti-social behaviour/noise issues

  14. Children must be adequately supervised at all times, especially with regards to the Kitchen area where children are not permitted

  15.  We do not allow anything whatsoever to be attached to the walls of the Centre. If you wish to hang decorations or other items, contact us in advance and we will loan you special hooks.

  16. Hirers should note that the Centre must be vacated and locked up by midnight to meet the requirements of the Premises Licence. Events should finish by 11.00pm to ensure that adequate time is given to clearing and cleaning the Centre by midnight.

  17. Accidents/incidents should be entered in the Accident Book which is located in the kitchen

Payment and Cancellation – Individual Hire

  1. The Hirer agrees to pay the appropriate hire fees for the use of the facilities provided. The length of the hire will include any time needed for setting up and clearing away. An extra five minutes either side of the hire time will be allowed for entry to and exit from the centre. Should the hirer have arranged for the setting up of a bouncy castle, then an additional half an hour should be added to the time on the booking form to ensure that the bouncy castle firm can gain access and the keyholder is aware of the additional time needed.

  2. The full cost of the hire is due at the time of booking.

  3. If you cancel the booking the following refunds will apply:
    a) 30 days before the event – full refund of hire charges.
    b) 29 – 7 days before the event 60% refund of hire charges.c) Less than 7 days before the event no refund will be made.

  4. For Children’s Parties, the hirer is required to provide a bond of £25.00, in cash, which should be handed to the keyholder at the start of the event. Once the building is checked and the keyholder is satisfied that all T & Cs have been met, then the bond will be returned. Overstaying at the end of the event will result in the bond being retained. For adult parties, this bond is £100 in cash and the same rules apply as above.

  5. The Community Centre Yorkley reserves the right to cancel the hire agreement. In such circumstances no hire charges will be payable and the hirer shall be entitled to a refund of all monies already paid.

  6. The Community Centre Yorkley reserves the right to ask you to change the time and/or date
    of your booking.

Payment and Cancellation – Regular Hire

  • The Hirer agrees to pay the appropriate hire fees for the use of the facilities provided. The length of the hire will include any time needed for setting up and clearing away. An extra five minutes either side of the hire time will be allowed for entry to and exit from the centre.

  • You will be invoiced at the end of each month.

  • Where requested the hirer agrees to pay a refundable deposit against damage or leaving the accommodation in an unfit condition.

  • Regular hirers may be permitted to store small quantities of equipment at the Centre, but this is at the discretion of the Trustees – please discuss this at booking stage. Our storage space is very limited and we currently limit regular hirers to keep no more than one small ‘under the bed’-type box in our storeroom. We reserve the right to change this allowance at any time.

  • The Community Centre Yorkley reserves the right to cancel the Hire Agreement. In such circumstances, no hire charges will be payable and the hirer shall be entitled to a refund of all monies already paid.

  • The Community Centre Yorkley reserves the right to ask you to change the time and/or date of your booking.

  • A deposit may be needed to secure the booking

  • Regular hirers may be allowed four sessions in any calendar year as ‘holiday’ at no charge (excluding bank holidays). Closure due to Illness and adverse weather is excluded from this allowance at the discretion of the Trustees. Missed sessions after this allowance of four weeks will incur a 50% charge.

General

  • The Community Centre Yorkley Committee reserves the right to refuse bookings.

  • Hirers are expected to make their own insurance arrangements to cover their own particular liabilities and circumstances.

  • If you wish to hire a bouncy castle for your children’s party then you, as the hirer, are responsible for ensuring that the relevant annual safety certificate is in place from the provider and that you have considered the need for liability insurance. The Community Centre Yorkley has no liability regarding such hire as it is not the hirer.

  • Any personal data you provide us will be stored on a secure database and will be used only for the purposes of charging for the hiring of our facilities and to contact you to discuss your booking.

  • By agreeing to make the hire you accept the full terms of conditions of Hire.

Revised Updated 8 April 2021