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Grange Park Parish Council

Terms and Conditions

For hire of Grange Park Community Centre

1. When the booking has been made, the hire charge will be confirmed and full pre-payment is required within 2 weeks of making the booking.  For block bookings a full month’s rental must be paid in advance at the beginning of the month prior.  In the event of cancellation any monies to be refunded will be in accordance with our cancellation policy.
   
2. All cancellations must be made in writing.  Cancellations may be made up to 4 weeks in advance of hire with no charge (full payment will be refunded), 4 weeks notice a 50% charge will be levied, 7 days or less notice a 100% charge will be levied and no refund will be given.
3. A post-dated holding cheque deposit of £100.00 is required with all bookings, which will be destroyed after the hire providing no loss or damage is encountered during the period of hire and the facilities are left in the condition found (see cond. 4).  If the facilities are not left as found, the Parish Clerk and the lead councillor will decide the charge to be made.
4. The hirer must leave the premises in a clean and tidy condition.  Tables/chairs & equipment provided should be stored away at the end of the event within the specified times.  Crockery and cutlery should be washed and put away.  All refuse must be taken off the premises and disposed of by the hirer.  Failure to do so will incur a charge for cleaning and this will be deducted from the holding cheque deposit.  If the cleaning charge exceeds the amount of the holding cheque an invoice will be raised of which the balance is to be paid within 7 days.
5. The hirer shall report all breakages or damaged items to the Bookings Clerk at their earliest convenience.  In the event of loss or damage to the premises/furniture resulting from the hiring, the hirer will be responsible for the cost of replacement or repair. In the event of damage exceeding the holding cheque deposit, action will be taken to recover costs.
6. The hire of the Community Centre may be made on the basis of a private function with the hirer being responsible for guests attending the event.  Any function where a charge or sale of tickets is to be made to the public, will require permission at the time of booking.  The selling of tickets on the door is strictly forbidden.  All tickets must be sold prior to the function.
7. The hirer shall not advertise by fly posting any activity at the premises or the surrounding area.
8. Food and entertainment may be brought into the premises with the approval of Grange Park Parish Council (GPPC).  Kitchen facilities are available upon request but the hirer is responsible for providing any food and refreshments required.
9. To comply with public entertainment regulations, the maximum permitted numbers for a function in the main hall is 300 standing, in the small hall is 200 standing and in each divided part of the small hall is 100 standing.
10. The main hall is fitted with a noise limiter, which cuts the power to the sockets in the hall if the music is played at a volume higher than that permitted.  The unit will display first amber and then red lights to indicate that levels are reached/exceeded.  Should the unit cut the power and a key holder is called out to reset the unit, the cost of the callout will be charged to the hirer.
11. The Community Centre does not have a bar or license. Hirers wishing to have a bar must gain permission from GPPC or authorised person at the time of booking and then make their own arrangements for a bar.   A copy of the license certificate, obtained by the hirer must be shown to the Booking Clerk prior to the hiring of the facilities.
12. Smoking is prohibited within the Community Centre/MUGA.
13. The bar must close at 23.00 hrs, following which drinking up time is allowed until 23.20hrs.  Music must finish no later than 23.30hrs.  Clearing up time is allowed until 24.00hrs, at which time the Community Centre must be vacated. 
14. Failure to comply with agreed vacation time of rooms will result in a charge of £25.00 per ¼hr over, which will be deducted from the holding cheque deposit.
15. The hirer must not use the premises for any purpose other than that stated on the booking form and agreed by GPPC.
16. The GPPC reserves the right to impose any additional condition/s with regard to any matter in relation to the hire of the premises.
17. Any goods sold within the premises must comply with the terms and conditions of the Sale of Goods Act, 1979 as amended by the Sale and Supply of Goods Act 1994 and any other relevant legislation.  The GPPC accepts no liability whatsoever for any goods sold to third parties.
18. The agreed let time is that which is stated on the booking form.  Any alterations to this must be agreed in writing and additional hours paid for in advance.  Please ensure that booking time is sufficient to set up and return the premises to their original condition before departure.
19. Access to rooms within the Community Centre will only be available from the agreed let time.
20. No decorations may be put up without permission from GPPC.  All equipment, goods and personal effects owned or leased by the hirer must be removed at the end of the hiring time unless agreed otherwise.  Any storage of equipment outside the agreed let time must be agreed in writing.   Helium filled balloons are strictly prohibited from the premises as they can entangle in the ceiling fans.  Should this occur, the cost of removal and repair to the fans will be charged to the hirer.
21. Regular bookings are accepted on the condition that they may be subject to cancellation should the venue be required for any purpose deemed necessary by GPPC this will be arranged in conjunction with the hirer and any monies will be refunded.
22. The hirer is responsible for the safety of persons in the hall during the period of hire and must inform those persons, of the positions of fire extinguishers and of the evacuation procedure.  Compliance with Health and Safety legislation and the GPPC Health and Safety Policy is mandatory.
23. The hirer must ensure that all reasonable precautions for the safety of children are taken.  The GPPC shall be entitled to specify any other precautions which is considers necessary for the safety of persons or property.
24.  Emergency procedures are displayed in the entrance hall.  It is the hirers responsibility to familiarise themselves with these procedures and to ensure that they are complied with if necessary.  FIRE EXITS MUST BE KEPT CLEAR AT ALL TIMES.  Fire equipment must not be interfered with except for the intended purpose. 
25. The hirer shall not cause or permit obstruction by persons or property of any gangway, passage.
26. The bar area is equipped with a ‘panic button’ linked to a silent alarm. If the button is pressed the police will automatically be called.  Hirers will be responsible to the police for any false alarm.
27. The hirer must insure themselves against loss, theft or damage of property belonging to them or any other party within the hall during the period of hire.  It is the responsibility of the hirer to ensure that adequate public liability insurance is in place.
28. GPPC accepts no responsibility whatsoever for theft, loss or damage howsoever caused to personal effects, goods or equipment belonging to the hirer or any person in the hall during the period of hire nor for any third party liability.
29. Cars are parked within the Community Centre at the owner’s risk.  We request all users to please park in the car park and keep on-road parking to a minimum.
30. The hirer is responsible for maintaining good order throughout the event at all times.  The hirer shall observe and undertake any instruction displayed by notice or expressed by employees of the GPPC.  The hirer shall comply immediately with the instructions of the GPPC staff whether written or verbal.
31. Gaming is prohibited unless carried on within the conditions of Section 41 of the Gaming Act 1968 or any modification or re-enactment there-of (allowing the raising of money for purposes other than private gain).
32. No acts of nudity (including kiss-o-grams) may be introduced into the Community Centre  without permission of GPPC at the time of booking.  No obscene acts of any kind are permitted at any time.
33. The hirer shall not allow the use of obscene or profane language on the premises or permit any drunken disorderly or undesirable behaviour, but shall eject any such person forthwith.  The GPPC reserve the right to require the hirer to refuse admission to or eject from the premises any person/s without stating any reason.  Unacceptable behaviour will result in the loss payment and a request to vacate the premises.
34. The hirer shall ensure that their guests entering and vacating the premises shall do so quietly paying respect to the needs of the local residents.
35. All regular users should provide details of individual insurance policies.
36. MUGA users are requested:
    To report any accidents or incidents to the community Centre’s member of staff on duty even if assistance is not required, to be recorded in the accident book, which is located outside the Parish Office in the Community Centre
    Not to move goals or the weights which stabilise them or move/remove any parts of any equipment
    Not to access the school property under any circumstances
    To ensure shoes are clean, no spikes or studs over 6mm
    Not to take food or drink inside fencing
    To take all kit and close gates when leaving
37. All payments must be made by cheque, no cash will be accepted.
38. GPPC and officers acting on their behalf have the right to refuse hiring or admission to any individual/s and may require person/s to leave the premises at any time without giving reason.