Terms & Conditions of hire
(If THE HIRER is in doubt as to the meaning of the following, Croydon Jubilee Church should immediately be consulted)
For the purposes of these conditions, the term HIRER shall mean an individual hirer or, where THE HIRER is an organisation, the authorised representative
THE HIRER will, during the period of the hiring, be responsible for supervision of the premises, the fabric and the contents; their care, safety from damage however slight; or change of any sort and the behaviour of all persons using the premises whatever their capacity; including proper supervision of car parking arrangements so as to avoid obstruction of the highway.
Croydon Jubilee Church reserve the right to require the Centre Manager or other representatives to be in attendance for the preservation of good order and safety and to recover from THE HIRER any additional expenses incurred as a result of this condition.
- Use of Premises
THE HIRER shall not use the premises for any purpose other than that described in the hiring agreement and shall not sub-hire or use the premises or allow the premises to be used for any unlawful purpose or in any unlawful way nor do anything or bring onto the premises anything which may endanger the same or render invalid any insurance policies in respect thereof nor allow the consumption of alcohol thereon without written permission.
THE HIRER shall be responsible for obtaining such licences as may be needed whether for the sale or supply of intoxicating liquor, the use of live or recorded music or amplification from the Performing Rights Society (PRS) and or Phonographic Performance Ltd (PPL), or otherwise and for the observance of the same. THE HIRER must be in possession of the relevant licenses prior to the event.
- Gaming, Betting and Lotteries
THE HIRER shall ensure that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries.
- Public Safety Compliance
THE HIRER shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, and the Local Magistrates’ Court or otherwise, particularly in connection with any event which includes public dancing or music or other similar public entertainment or stage plays.
THE HIRER shall, if preparing, serving or selling food observe all relevant food health and hygiene legislation and regulations.
- Electrical Appliance Safety
THE HIRER shall ensure that any electrical appliances brought by him to the premises and used there shall be safe and in good working order, has up to date PAT certification and used in a safe manner. Where a residual circuit breaker is provided under terms of the PEL or CPL THE HIRER must make use of it in the interests of public safety.
- THE HIRER shall indemnify Croydon Jubilee Church for the cost of repair of any damage done to any part of the property including the curtilage thereof or the contents of the buildings which may occur during the period of the hiring as a result of the hiring.
THE HIRER SHALL BE RESPONSIBLE FOR MAKING ARRANGEMENTS TO INSURE AGAINST ANY THIRD PARTY CLAIMS WHICH MAY LIE AGAINST HIM OR HER (OR THE ORGANISATION IF ACTING AS A REPRESENTATIVE) WHILST USING THE HALL. (THE HALL IS INSURED AGAINST ANY CLAIMS ARISING OUT OF CROYDON JUBILEE CHURCH’S NEGLIGENCE).
- If requested by Croydon Jubilee Church THE HIRER will provide a copy of his insurance policy to Croydon Jubilee Church.
- Use of premises
Use of the premises is limited to the accommodation hired and necessary facilities such as toilets. THE HIRER should not permit Hall users to wander into other areas of the building.
- Health and Safety
THE HIRER will be responsible for providing first aid facilities that they deem necessary in accordance with the Health and Safety (First Aid) Regulations 1981.
THE HIRER must adhere to the Hall’s Health and Safety Policy. A copy of The Policy can be found obtained from the Centre manager. THE HIRER must read The Policy before the commencement of The Hire.
THE HIRER is responsible for ensuring they have an adequate list of all their guests’, staff and volunteers that are in the building, and are responsible for doing a roll call and accounting for all persons in the event of an emergency evacuation.
THE HIRER shall not smoke or permit users of the Hall to smoke on the premises. THE HIRER shall permit smoking within the environs of premises such that causes nuisance.
- Accidents and Dangerous Occurrences
THE HIRER must report all accidents involving injury to the public to a member of Croydon Jubilee Church as soon as possible. Any failure of equipment either that belonging to the Hall or brought in by THE HIRER must also be reported as soon as possible. Certain types of accident or injury must be reported on a special form to the local authority. Croydon Jubilee Church Centre Manager will give assistance in completing this form. This is in accordance with the Executive Reporting of Injuries, Diseases and Dangerous Occurrences Regulation 1995.
THE HIRER shall ensure that no animals (including birds) except guide dogs are brought into the Hall, other than for a special event agreed to by Croydon Jubilee Church and no animals whatsoever are to enter the kitchen at any time.
- Compliance with The Children Act and protection of vulnerable adults
THE HIRER shall ensure that any activities for children under eight years of age comply with the provisions of The Children Act of 1989 and that only fit and proper persons have access to the children. THE HIRER must adhere to Croydon Jubilee Church Child and Vulnerable Adult Protection Policy. A copy of the Policy can be obtained from the Centre Manager. THE HIRER must read the Policy before the commencement of The Hire.
- Fly Posting
THE HIRER shall not carry out or permit fly posting or any other form of unauthorised advertisements for any event taking place at the premises and shall indemnify Croydon Jubilee Church accordingly against all action, claims and proceedings arising from any breach of this condition. Failure to observe this condition may lead to prosecution by the local authority.
- Sale of Goods
THE HIRER shall, if selling goods on the premises, comply with Fair Trading Laws and any code of practice used in connection with such sales.
IF THE HIRER wishes to cancel the booking before the date of the event and Croydon Jubilee Church is unable to conclude a replacement booking, the question of the payment or the repayment of the fee shall be at the discretion of Croydon Jubilee Church.
For One Off and Ad Hoc Hires the following cancellation fees will apply:
- 30 days or less cancellation fee is 100%
- 30 – 59 days 50%
- 60-90 days 25%
THE HIRER may cancel a single occurrence of a regular booking (e.g. for holiday) with 30 days’ notice without penalty provided such cancellations do not exceed 10% of the agreed timetable.
- Unfit for Use
In the event of the Hall or any part thereof being rendered unfit for the use for which it has been hired, Croydon Jubilee Church shall not be liable to THE HIRER for any resulting loss or damage whatsoever.
- Refusal of Booking
CROYDON JUBILEE CHURCH reserves the right to refuse a booking without notice or to cancel this hiring agreement at any time either before or during the term of this hiring by written notice to THE HIRER in the event of:
a). Croydon Council exercising its right to use the Hall
in the event of a civil emergency,
for the holding of ballots or elections or as voting or counting stations for local general and European elections and any other related election activities,
to hold regular or occasional Councillor’s and MP’s surgeries, Police surgeries, and meetings for local Neighbourhood Watch Schemes
b).Croydon Jubilee Church reasonably considering that (i) such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements, or (ii) unlawful or unsuitable activities will take place at the premises as a result of this hiring.
- c) the premises becoming unfit for the use intended by THE HIRER
THE HIRER shall be entitled upon such notice to reimbursement of such monies including the deposit or a proportion of the same as have been paid by THE HIRER to Croydon Jubilee Church but Croydon Jubilee Church shall not be liable to make any further payment to THE HIRER and shall not be liable to THE HIRER for any resulting direct or indirect loss or damages whatsoever
- End of Hire
THE HIRER shall be responsible for leaving the premises and surrounding area in a clean and tidy condition, properly locked and secured unless directed otherwise and any contents temporarily removed from their usual positions properly replaced, otherwise Croydon Jubilee Church shall be at liberty to make an additional charge.
- Noise and nuisance
THE HIRER shall ensure that the minimum of noise is made on arrival and departure, particularly late at night and early in the morning. THE HIRER shall, if using sound amplification equipment, make use of any noise limitation device provided at the premises and comply with any other licensing condition for the premises. The HIRER shall ensure that noise or vibration will not emanate from their activities such as to cause interference with other users within the building or persons dwelling in the neighbourhood to be unreasonably disturbed.
THE HIRER should not permit anything to be said or done in or around the premises which would be a breach of public law or order or breach of the peace or which might injure the reputation of Selsdon Community Hall or Croydon Jubilee Church.
THE HIRER shall not use or permit to be used the parking spaces to the rear of the Hall. The loading bay to the rear of the Hall is for loading of heavy equipment and stores only and THE HIRER shall obtain permission from the Centre Manager prior to entering it with a vehicle.
THE HIRER will obtain from the centre Manager timed and dated car parking tickets for all Hall users who may occupy Sainsburys car park for more than two hours.
When as a result of the hire users may remain parked within Sainsburys car park beyond the car park opening hours THE HIRER shall make arrangements with the Centre Manager for late car park closure.
Car parking is limited and there is no right of car parking implied within this agreement. The Church may restrict issue of car parking tickets and Sainsburys may restrict car parking at any time.
THE HIRER shall not store any articles within the Hall except with express permission of the Centre Manager in designated storage space/s. Hirers granted storage shall clear away all their articles at the end of each session of use. The Church will not be held responsible for damage or loss to Hirer’s property. THE HIRER must remove all items belonging to THE HIRER stored in the Hall and all items from their designated cupboard/s and thoroughly clean the inside of the storage space/s, before the end of their hire period. If the spaces are not cleaned to the satisfaction of the Church, the Church will arrange to have the cleaning done at the expense of THE HIRER.
Footwear or powder which is likely to cause damage to the Hall floors are not permitted. Shoes with studs or spikes, French chalk, talc or equivalent must not be used in the Hall.
THE HIRER may use the bins to the rear of the Hall for general refuse. THE HIRER shall have due regard for environmental impact arising from their waste and shall take away and dispose of appropriately any recyclable material.
- Key holder status
Where a Hirer is granted key holder status by Croydon Jubilee Church a representative who will be the Nominated Key Holder will be given a set of keys/a key card (hereinafter known as “keys”) and the code to the intruder alarm.
On each occasion that The Hall is vacated, THE HIRER must ensure that all cooker knobs, extractor fan, taps and lights are turned off and that the windows are shut, the exit doors are closed, the external doors are locked and the intruder alarm set.
With the Church’s consent, THE HIRER may be permitted to hold more than one set of keys for the period of the Hire Agreement.
The keys must be held by Nominated Key Holders only. Key Holders are not permitted to duplicate or loan the keys, nor communicate the code for the intruder alarm to any other person.
If a key is lost, the relevant lock will need to be changed and replacement keys provided at the expense of THE HIRER.
Key Holders will be required to sign The Key Register confirming that they are a key Holder and that they accept these terms.
THE HIRER will not use the Hall as a postal address for the receipt of mail.
THE HIRER shall not alter or amend the fabric or fixtures of The Hall.
THE HIRER shall not drive any nails or screws or other fixing or fastening into walls, floors, ceilings, furniture or fittings to any part of the premises nor or use glue or blue tack anywhere in the Hall without the prior consent of the Centre Manager.
- Photography and Filming
THE HIRER will not permit users to film or record an event without prior arrangement with Croydon Jubilee Church. If permission is given – the requirement is that parents/guardians of all children must give written permission for them to be photographed. THE HIRER will be permitted to record an event for their technical use only.
- Force Majeure
If by reason of any strike, lockout, war, fire, epidemic, riot, natural calamity, national mourning, order of government or local authority, act of God, or other cause beyond the control of either party, the hire is cancelled, the agreement will be null and void, and no claim will be made by either party against the other.
- Data Protection
Croydon Jubilee Church is registered as a Data Controller with the Data Protection Registrar. Data will be shared with visiting companies if they are registered as a Data Controller with the Data Protection Registrar and handle the data in accordance with the terms of the Data Protection Act (1998). All data supplied to Croydon Jubilee Church from patrons purchasing tickets to productions will be handled in accordance with the terms of the Data Protection Act (1998).