Hire the CENTRE

These conditions apply to all hiring of the Association’s premises. (Updated Jan, 2015)

1. The hirer

The hirer shall be the person, not under 18 years of age, who signs the booking form, thereby accepting responsibility for being in charge of the premises throughout the period of hiring and for ensuring that all the conditions of this Agreement are met.

2. Restrictions on use of premises

a) Smoking is not permitted on the premises.

b) Maximum capacity of any hired room in the centre must not be exceeded. The limits are: Main Hall = 100; Lounge = 20; Small Office = 6; Main Office = 10.

c) Nothing shall be brought onto the premises which may endanger the premises or render invalid any insurance policies in respect thereof.

d) The premises may not be used for any purpose other than that described on the Booking Form.

e) The hirer may not sub-let the premises.

f) The premises may not be used for any unlawful purpose.

g) The premises are not licensed for the sale of alcohol.

h) The premises are not licensed for gambling.

i) The premises are not licensed for public use of sound recordings at fee-paying events, except those arranged by the CCA.

j) The premises may not be used for performances involving danger to the public.

k) The premises may not be used for performances of a sexually explicit nature.

l) The premises are licensed for public entertainment on Monday to Friday, from 9am to 11pm.

m) No pyrotechnics, fireworks, gas barbecues or smoke machines are to be used on the premises.

3. Responsibilities of the hirer before the period of hire

Documentation should be available for inspection by the Bookings Secretary, if required.

a) The hirer shall ensure that any equipment or service, such as bouncy castle, conjurer or disco, to be provided by the hirer, or by a third party, for use on the premises during the period of hire, is covered by Public Liability Insurance. The hirer shall further ensure that the policy provides adequate coverage of all persons involved in, and viewing, the performance, and that it indemnifies the Association for the cost of repair of any damage to the premises and contents resulting from the import and use of such equipment or service.

b) The hirer shall ensure that all activities planned for children less than 16 years of age, young people and vulnerable adults, comply with statutory requirements, including the Children Act 1989, subsequent legislation, Home Office guidelines, OFSTED Conditions and Codes of Practice and Oxfordshire County Council Area child protection practice. The hirer shall further ensure that those organising such activities are fit and proper persons and are subject to the current DBS enhanced disclosures. (DBS checks not needed for organisers of private parties).

c) The hirer shall ensure that any electrical appliance, to be taken to the centre for use during the period of hire, is in safe working order.

d) Hirers should be aware that use of sound recordings in public without a PPL licence may be an infringement of copyright law. PPL application forms may be obtained from Bookings Secretary.

e) Hirers should ensure that they have the appropriate copyright licence for any film shown on the premises.

f) Hirers should ensure that any planned raffles or games of chance do not contravene the current Gambling Act.

g) The hirer shall study the attached fire regulations for the premises and shall accept the responsibility of being in charge, or appoint another responsible person to be in charge, in event of fire during the period of hire. At no point should the fire alarm be disabled in any part of the building.

h) Further to fire safety precautions, the hirer shall inform the Bookings Secretary if persons with a disability are expected to be present during the hire.

i) The hirer shall prepare a register in which to record arrival and departure of all participants at the event.

4. Supervision during the period of hire

a) Ensure that only invited guests enter the premises, and that arrivals and departures are recorded.

b) Ensure supervision of car parking arrangements to include clear access for emergency vehicles.

c) Ensure that the hallway and all exit doors are kept clear of all objects at all times.

d) Be responsible for the behaviour of guests on the premises.

e) Be held accountable for any damage to the premises and contents.

f) Ensure that guests smoking outside the building use the receptacle provided for cigarette ends.

g) Ensure that noise is kept at a reasonable level at all times, but especially as guests arrive and depart. The CCA’s public entertainment licence mandates maximum average noise level to be 40dB, as measured 1 metre from any residential building in the neighbourhood.

h) Ensure that all relevant food health and hygiene legislation is adhered to in the preparation, serving and selling of food on the premises. In particular, meat, dairy products and vegetables must be stored in the refrigerator in compliance with the Food Temperature Regulations.

5. Supervision: at the end of the period of hire

a) Ensure that the premises are left clean and tidy, chairs stacked against walls, big tables stacked in storage cupboard, all food and other mess cleared from floors and furniture. Broom and mop are in the storage cupboard.

b) In the kitchen, ensure that work surfaces, stove top and microwave are wiped after use, but please do not use abrasive cleaners. All used utensils and crockery should be washed, dried and put away. Hirers should provide their own drying cloth. Electric switch to urn must be off.

c) Ensure that all rubbish is carried away from the premises; also, unused food and supplies. Hirers should provide their own rubbish bags.

d) Ensure that all taps are turned off in kitchen and toilet rooms and that sinks and wash-basins are emptied.

e) Ensure that all lights are switched off, including that in the disabled toilet.

f) Ensure that the emergency exit in the main hall is closed properly, that all toilet and kitchen windows are closed tight, that all inner doors, except to the disabled toilet, are locked, and that the main exit is double-locked.

g) Hirers or group leaders should submit a written, signed report of any malfunction of utilities or equipment, or damage to buildings or contents, found on entry or occurring during hire period.

6. Important information

a) There is a First Aid box in the kitchen, attached to the wall on the right hand side of the door.

b) In the event of persistent disturbance or harassment from persons not connected with your hiring, call Thames Valley Police – 101 or 999 if an emergency.

c) All food hygiene equipment and monitoring is stored in a drawer clearly marked in the kitchen.

d) The table store cupboard, in the hall, should be left unlocked.

7. Hiring information

a) The hirer will be required to pay the total hiring fee plus a refundable deposit when making the booking. The deposit, or part thereof, may be retained in the event of breach of any of the conditions of hire. Otherwise, it will be refunded in full after an inspection of the premises.

b) Arrangement for the handing over, and return of, the keys to the premises will be made between the Booking Secretary and the hirer after the booking form and fees have been received.

c) Lost keys will result in the hirer being charged for new locks and numerous new keys.

d) Fees will be refunded only if the booking is cancelled at least 7 days in advance, or at the discretion of the Booking Secretary.

e) If, before the hire date, the building, or any parts thereof, should be rendered unfit for the use for which it has been hired, the hirer will be notified immediately and may choose to cancel or postpone the booking. The Association shall not be liable to the hirer for any resulting loss of income apart from the hire fee and deposit, which shall be returned to the hirer in the event of a cancellation, or held over for a postponement.