The Hall refers to Ettington Community Centre: any of the rooms, the car park and the land immediately adjacent to the building.
The Committee refers to Ettington Community Centre Committee for the purpose of these Terms and Conditions.
The Hirer, as an authorised representative, refers to an individual or an organisation hiring the premises for an agreed purpose, and who will ensure compliance to these Terms and Conditions and all licenses attached to it.
These conditions prohibit the hire of the hall by anyone under the age of 18, and anyone booking the hall on behalf of anyone under the age of 18 must be aware of the responsibilities to which they will be liable.
The Committee reserves the right to decline requests for events in which the hall and all its rooms may be considered unsuitable, for example, a large teenage party.
Entrance to the hall is given via the Key Safe, the code to access the Key Safe will be provided 15 minutes prior to the agreed start time and only after a Hire Agreement has been signed and all payments toward the booking have been received. From this moment The Hirer accepts responsibility for the building and all its contents as described in these Terms and Conditions. The Hirer also accepts that the code and the keys must not be passed on to third parties, failure to adhere to this condition will render The Hirer responsible and liable to any damage that the building and/or its surroundings may suffer through said parties.
The Hirer agrees to make payments toward a booking as agreed with the Bookings Secretary prior to confirmation, and as described in the Hire Agreement.
A Refundable Deposit is requested of all events, this deposit will be refunded only after a representative of The Committee has visited the hall and after inspection it is decided that no damage has been done, and all areas of the hall are clean and tidy. Please read END OF THE LICENSE PERIOD at the end of this document.
A booking will be considered confirmed upon receipt of the signed Hire Agreement and payment of the Refundable Deposit. Settlement of the booking fees must be paid no later than a full month prior to the booked date. In the event a booking request is made with 4 weeks of the event date, then payment in full must be made at the time of signing the Hire Agreement. Any extra time requested will be payable at the hourly rate via invoice.
The Committee undertakes an annual review of the fees, bookings that are confirmed more than a year in advance of the event may be subject to changes in prices should any apply.
Cancellation of a booking must be made in writing directly to the Bookings Secretary. The cancellation will be effective from the moment it is received and may be liable to charge fees depending on the periods notice.
- Full refund will be made if the cancellation notice predates the booking by one full month.
- 50% refund will be made if the cancellation notice is received within one month of the booking.
- No refund will be made if the cancellation notice is received within two weeks of the booking.
The Committee reserves the right to cancel a hiring in writing notice to The Hirer in the event of any of the following:
- The Community Center being requested by the local government, or parliamentary councils for the purpose of setting up polling stations for elections and/or by-elections.
- To be used as an emergency shelter.
- The Community Center becoming unsuitable for the purpose intended by The Hirer.
Full reimbursement of any monies already paid by The Hirer will be made in these cases.
Our primary concern is to provide a safe and clean environment for our hirers and it is our privilege to protect and maintain our community centre on behalf of our village.
The property is managed and well cared for predominantly by volunteers and from a security perspective is not staffed 24/7.
CCTV was installed some years ago both inside and outside the property and is also clearly signposted inside and outside of the building. Cameras are positioned in plain sight, which is a requirement of the Information Commission. Within the building they are used in the main and small halls.
At the community centre, their purpose is to deter those who might wish to gain unlawful access to the centre and they are also provided for the security and safeguarding of users of the facility. Their presence supports hirers who may require the peace of mind of having video footage to resolve any potential misunderstandings with their attendees relating to the conduct of their sessions or with other hirers when start and finish times or the condition of the facilities may give cause for dispute.
CCTV is routinely used only under the circumstances outlined above and not as a matter of course. In line with guidance from the Information Commission, we are entitled to capture this content for use with Health and Safety assessments when needed.
Access to this footage is limited to a small number of people with DBS accreditations and is deleted after 1 month.
ACCIDENT AND DAMAGE
The Hirer shall compensate The Committee for the cost of repair of any damage caused to the Community Centre and its contents by members of The Hirer’s, or third parties’ permitted access by the Hirer during the License Period. Any damage to the hall or its fixtures and fittings should be reported to the Committee at the end of the License Period or sooner in case of serious damage.
It is the Hirer’s sole responsibility to ensure that the Community Centre is suitable for the specified purpose of hire. Should the Community Centre or any part of it be unfit for the said purpose The Committee shall not be liable to the Hirer for any resulting loss or damage whatsoever.
The Hirer must be present during the length of the License Period and accepts to supervise the Community Centre at all times, keep all doors locked and all electricity supplies switched off when the rooms are not in use, to obtain all necessary licenses and to comply with all and any such licenses. The Hirer is also responsible for the behavior of all persons in the hall during the event.
FOOD, HEALTH & HYGIENE
It is The Hirer’s responsibility to ensure that all food is handled and prepared to meet safety standards, it is also The Hirer’s responsibility to verify that a hired caterer has all the relevant food safety standards certifications.
Our license conditions state music must cease by 12 midnight on Friday and Saturday nights, 10.30pm all other nights. As a condition of the Hire Agreement you should always agree to cooperate fully with any advice given by officers of The Committee or Stratford District Council Officers.
The Committee has been advised by Stratford District Council (SDC) Public Protection Team to bring the following conditions of the Licensing Act 2003 to your attention:
The Hirer shall ensure that noise from the Premises does not cause a nuisance to persons in the neighbourhood. Any music and vocals at the premises shall be so controlled as to be inaudible within any neighbouring residential accommodation at all times.
FIREWORKS AND CHINESE LANTERNS
Chinese Lanterns are not permitted in the hall or within the halls’ outdoor boundaries. Fireworks may be allowed only after consideration of the request and at the discretion of The Committee and authorisation of the license application to the local authority by The Committee.
No animals are allowed in the hall and/or any of its rooms, with the exception of guide dogs, (please notify the Bookings Secretary of this visit).
In the case of the hire of the facilities for the training or exhibition of animals, while their wellbeing and the enjoyment of animal lovers is a very important consideration, the overriding concern must be to provide safe and hygienic surroundings for the majority of hirers where babies, toddlers, children or fitness groups are involved. The approach we take today as a centre and as a committee has been largely informed by engagement with these groups and noting their feedback over the course of several years.
With this consideration in mind, we will take a fair view, particularly if and when members of the immediate local community, approach us with a new request relating to the hire of the facilities for the training or exhibition of animals. This may therefore be subject to the application of a trial period with mutually agreed conditions. This will include the monitoring of how those conditions are met and inform any decision about the long-term running of the session once the trial period has concluded. Monitoring may take the form of CCTV footage, anecdotal feedback and direct two-way engagement between the hirer and a member of the management committee.
DECORATIONS, INTERNAL AND EXTERNAL EQUIPMENT FOR ENTERTAINMENT
The Hirer agrees to look after the premises by not using nails or adhesive tape to decorate the walls, mounting putty (eg. bluetack) may be used to put up decorations. All tables and chairs may be decorated with appropriate fabric or paper without the use of strong adhesives.
It is the responsibility of The Hirer to safeguard respectful use of all electric appliances in the kitchen, electronic equipment in the rooms, Projector and Projector screens, Sound System and microphones, Stage Lights and Speakers.
It is The Hirer’s responsibility to ensure that any outside entertainment company hired for the party is fully certified to operate, presents all current and accurate insurances and licenses, including safety procedures.
The Committee is not responsible for damages to vehicles or property left inside the vehicles.
FIRE SAFETY REGULATIONS
Your attention is drawn to the Fire Safety Notices displayed in the entranceway to the Centre. All Hirer’s should familiarise themselves with the advice therein and note that the Fire Assembly Point is on the playing field by the children’s play equipment.
END OF THE LICENSE PERIOD
The Hirer shall at the end of the License Period leave the Community Centre and its contents in the condition in which they were found at the beginning of the License Period, in particular making sure the Community Centre is cleaned throughout including but not limited to the kitchen and bathrooms, and all general and recyclable waste disposed off appropriately in the bins located by the car park.
All contents temporarily removed from their usual positions by the Hirer or any persons permitted access to the Community Centre by the Hirer are replaced, and the Hirer shall ensure that the car park and surrounding areas are left tidy.
Failure to adhere may result in the retainment of the Refundable Deposit and may incur additional costs.
Cleaning materials are located next to the disabled toilets.