Pucklechurch Community Centre

TERMS AND CONDITIONS OF HIRE

TERMS AND CONDITIONS OF HIRE

PUCKLECHURCH COMMUNITY CENTRE

 

This Agreement constituting the Room Hire Booking Form, these Terms and Conditions and the Health and Safety Information is made between the Hirer and the PCA. The parties agree that the hiring will be carried out in accordance with this Agreement.

 1.         Definitions and Interpretation

 

1.1       The PCA - means Pucklechurch Community Association, Abson Road, Pucklechurch, Bristol BS16 9RH    

1.2       The Hirer – means the person or organisation as set out on the Room Hire Booking Form.       

1.3       The Premises – means the Hall and/or the Meeting Room at the Pucklechurch Community Centre as set out in the Room Hire Booking Form. 

1.4       Total Amount Due – means the total amount that the Hirer is required to pay to the PCA as set out on the Room Hire Booking Form.

 

2.         Booking

2.1       The Hirer may submit his Room Hire Booking Form electronically however; the Hirer’s booking will only be accepted upon receipt of a signed Room Hire Booking Form.

 

3.         Use of Premises

3.1       The Hirer shall not use the Premises for any purpose other than that described on the Room Hire Booking Form 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 on the Premises without prior written permission of the PCA.

 

4.         Licences

4.1       The Hirer shall be responsible for obtaining any licences and for completing any returns that may be required by the Performing Rights Society, Phonographic Performance Limited, The Copyright Licensing Agency Limited and all other similar bodies in connection with the hiring and the Hirer shall indemnify the PCA against the consequences of the Hirer’s failure to do so.

 

5.         Gaming, Betting and Lotteries

5.1       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.

 

6.         Public Safety Compliance

6.1       The Hirer shall comply with all conditions and regulations made in respect of the Premises by the Fire Authority, Local Authority, the Local Magistrate’s Court or otherwise, particularly in connection with any event which includes public dancing or music or similar public entertainment or stage plays.

 

7.         Electrical Appliance Safety

7.1       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, and used in a safe manner and have been tested in accordance with current safety testing requirements.

 

8.         Alterations

8.1       The Hirer must not make any alterations to the Premises or any other part of the Pucklechurch Community Centre without the PCA’s prior written consent.

 

9.         Food and Drink

9.1       The Hirer shall if preparing, serving or selling food observe all relevant food and hygiene legislation and regulations.

9.2       If the Hirer wishes to use caterers on the Premises during the event the Hirer must ensure that the caterers comply with all health and hygiene legislations and regulations.

 

10.       Animals

10.1    The Hirer shall ensure that no animals (including birds) except guide dogs are brought onto the Premises other than with the prior written consent of the PCA.

 

11.       General regulations

11.1    The Hirer shall ensure that the following conditions are adhered to in full:

 11.1.1  No preparation may be applied to the floors.

 11.1.2  No interference with any equipment, books or any other materials.

 11.1.3  No interference with the heating system.

 

12.       Nuisance

12.1       The Hirer must not do or allow anyone attending their hiring to do anything on the Premises which is or may become a nuisance to the PCA or other hirers or to the occupiers of adjoining or neighbouring premises.  The Hirer shall be responsible for requiring any person causing such a nuisance to leave the Premises and the rest of the Pucklechurch Community Centre building.  It is the Hirer’s responsibility to ensure that the minimum of noise is made on arrival and departure.

 

13.       Children

13.1    The Hirer shall ensure that where a hiring involves activities aimed predominantly at children, and/or the activity is positively supported by the school for the attendance of children, they have appropriate child protection policies and procedures in place and that they themselves and those persons likely to have contact with children have been subject to enhanced Criminal Record Bureau checks. 

13.2    Where the Hirer wishes to use the Premises for a purpose which involves a regulated activity as described by the Safeguarding of Vulnerable Groups Act 2006 the PCA will require the Hirer to provide evidence that the necessary CRB or any other appropriate checks have been carried out on all persons. The PCA reserves that right to review child protection policies and procedures and to impose any additional requirement they consider appropriate in connection with the hiring.  If for any reason the PCA are not satisfied then they reserve the right to cancel any hiring and there shall be no liability to the Hirer other than to refund any of the Total Amount Due (including any deposit paid).

 

14.       Sale of Goods

14.1    The Hirer must not use the Premises for any auction sale, trade, business or manufacture without the written agreement of the PCA or for any illegal or immoral act or purpose and the PCA reserves the right to cancel with immediate effect any hiring where such use is taking or is intended to take place without refund of the Total Amount Due paid (including any deposit paid). 

 

15.       Unfit for Use

15.1    The PCA may cancel any hiring if the Premises or any of the Pucklechurch Community Centre building are rendered unfit or become unavailable due to unforeseen circumstances or are required for Drama production purposes or are required for use as a Polling Station for a Parliamentary or Local Government election or by-election and there shall be no liability to the Hirer other than to refund any of the Total Amount Due (including any deposit paid) for the cancelled hiring.

 

16.       Refusal of Booking

16.1    The PCA may cancel any hiring if in its opinion the hiring organisation for which the Premises are hired has racist policies, regardless of the stated reason for hiring the building. In such event the PCA shall incur no liability to the Hirer whatsoever, other than the return of any of the Total Amount Due that has been paid by him in respect of such cancelled hiring.

 

17.       End of Hire

 17.1    The Hirer shall ensure that the Premises are vacated at the time specified on the Room Hire Booking Form under ‘Finish time of event’ and no later than 11.45pm.   In the event that the Hirer and his party have not vacated the Premises or any of the Pucklechurch Community Centre building by the time stated the PCA shall at its discretion make an additional charge.

 17.2    The Hirer shall be responsible for leaving the Premises and surrounding area in a clean and tidy condition and any contents temporarily removed from their usual positions properly replaced, if this condition is not complied with the PCA shall at its discretion make an additional charge.

 

18.       Payment and Total Amount Due

 18.1    The details of the Total Amount Due are set out on the Room Hire Booking Form.

 18.2    The Hirer may be required to pay a deposit on making the booking.  On receipt of the deposit and the signed Room Hire Booking Form confirmation of the booking will be sent by the PCA.

 18.3     The Hirer shall pay the Total  Amount Due or any balance not less than 30 days before the hiring is to take place.  If the booking is made 30 days or less before the Premises are required the Hirer shall pay the Total Amount Due immediately. Cheques should be made payable to the  ‘Pucklechurch Community Association’ or ‘PCA’.

 18.4    If payment is not made in accordance with this clause 18 or if any other terms of this Agreement not complied with then the PCA reserves the right to cancel the booking. Any amount paid by the Hirer will not be refunded.

 

19.       Insurance

 19.1    During the period of hiring, the Hirer shall be responsible for all damages, losses, claims and costs arising out of their use of the Premises and shall indemnify the PCA from and against any expense liability loss claim or proceedings including claims for personal injury to or the death of any person whatsoever arising out of the course of or caused as a result of the hiring except where due to the negligence of the PCA or their respective servants or agents.

19.2   The Hirer is required to have adequate Public Liability Insurance in place for the use the Premises.

 

20.       Cancellation

 20.1    The Hirer must give the PCA at least 30 days notice of its wish to cancel the booking.  If such notice is given to the PCA the Total Amount Due less the deposit paid shall be refunded to the Hirer.

 20.2    If a booking is made more than 30 days prior to the date that the Premises are required and the Hirer cancels the booking without giving 30 days’ prior written notice may at its sole discretion refund 50% of the Total Amount Due less the deposit paid.

 20.3    If a booking is made less than 30 days prior to the date that the Premises are required and the Hirer cancels the booking the PCA will not be liable to refund any monies to the Hirer.

 

21.       Health & Safety

 21.1    The Hirer acknowledges that he has been provided with a copy of the risk assessment for the Premises. If the Hirer for any reason considers that the risk assessment document requires any amendment to reflect the Hirers proposed use of the Premises the Hirer must make the PCA aware and provide the PCA details in writing of the necessary amendments.

 21.2    The Hirer agrees to comply with the terms set out in the Health and Safety Information document.

 21.3    The Hirer acknowledges that he is familiar with the following:

a)    Fire alarm points

b)    Fire evacuation procedures, routes, refuge point and assembly point

c)    Location of telephone

d)    Location of first aid kit

e)    Location of the accident reporting book

21.4    In accordance with the Premises’ fire evacuation plan the Hirer is required to:

a)    Keep a register of people in the Premises and people who leave the Premises early;

b)    Familiarise all participants with the position of a telephone, fire alarm points, fire evacuation routes, fire refuge points and fire assembly point.

c)    Ensure that all necessary arrangements have been made to evacuate wheelchair bound participants from the building or to the fire refuge point.

21.5    The Hirer is advised to carry out a practice evacuation of the Premises to highlight any points for concern.

 

22.       Data Protection

22.1    Personal data supplied on the Room Hire Booking Form will be held on computer and will be used in accordance with the Data Protection Act 1998 for statistical analysis, management, planning and in the provision of services by the PCA and its partners. The Hirer’s data will not be used for any marketing purposes.

 

23.       General Terms

23.1    If any provision of this Agreement is held invalid or unenforceable by a court of competent jurisdiction, the remaining provisions of this Agreement shall remain in force and effect, and such invalid or unenforceable provisions or portion thereof shall be deemed omitted.

23.2    No term of this agreement shall be enforceable under the Contracts (Rights of Third Parties) Act 1999 by a person who is not a party to this agreement, but this does not affect any right or remedy of a third party which exists or is available apart from under that Act.

23.3    This Agreement will be governed by and interpreted in accordance with the laws of England and the English courts shall have exclusive jurisdiction with respect to any dispute arising under this Agreement.

 

 

 

PUCKLECHURCH COMMUNITY ASSOCIATION

HEALTH & SAFETY INFORMATION

 

Fire

A Fire risk assessment has been carried out for the Pucklechurch Community Association. The assessments have identified the controls in place for fire safety. To ensure that these controls are met the event organiser will be responsible for persons under his/her control whilst on site and must notify their group members of the fire arrangements for the building, i.e. nearest exit door and assembly point.

 

Fire Instructions

What to do if you discover a fire:

 

  • Raise the alarm immediately by pressing on of the break glass points
  • Leave immediately by the nearest safe exit route, move quickly but do not run
  • Check (if safe to do so) that everyone has been evacuated from the building
  • Report to the designated assembly point which is located on the corner of the car park.
  • Stay outside the building and await the arrival of the Fire and Rescue Service and only return to the building when a member of staff gives the all clear.

 

If you hear the alarm or are warned of a fire:

 

  • Leave by the nearest safe exit route, move quickly do not run.
  • Assist any person with disabilities
  • Report to the assembly point which is located outside the main entrance in front of the main car park.
  • Stay outside the building and await the arrival of the Fire and Rescue Service and only return to the building when a member of staff gives the all clear.

 

Disabled Access/Egress

 

The ground floor facilities are accessible for all members of the public. It should be noted that the Social Club rooms are on the 1st floor and accessible via a stairway.

 

 

Accident/Incident Book

 

Details of accidents which result in an injury must be entered in the accident book. This is a requirement of the Social Security (Claims and Payments) Regulations 1979. The accident book is kept at the Social Club. Any member of staff can make an entry in the accident book either following an accident to themselves or on behalf of the injured person.

 

 

 

First Aid

 

First aid boxes are located in the hall kitchen and in the Social Club on the first floor.

 

Risk Assessments

 

Risk assessments are completed for activities undertaken on site.

 

Hazardous Substances

 

An inventory of all chemicals kept on site is maintained and updated. Appropriate control measures are identified for all hazardous substances in the form of risk assessments. All cleaning supplies are stored behind a locked door.

 

Electrical Equipment

 

All electrical equipment kept on site is subject to regular inspection and testing. An inventory of all electrical equipment is available. Should you use your own electrical equipment whilst on site, you must ensure it is safe (i.e. through an inspection and testing regime) before it is connected to our electrical supply.

 

Facilities

 

Toilets are situated on the ground and first floor of the building and include changing room facilities for teams using the recreation ground.

 

Further Information and Advice

 

For further details regarding the hire and use of PCA facilities email pcahallbooking@gmail.com.