Booking Terms and Conditions | Newchapel Community Hub

VENUE BOOKING TERMS AND CONDITIONS

The Newchapel Community Hub welcomes users from the local community and beyond. Since the Hub is closely linked with the neighbouring St James’ Church, and will also be used for Church activities, the Parochial Church Council reserves the right to refuse bookings where the use of The Hub is in conflict with the ethos and teaching of the Church of England.
The hire of the Newchapel Community Hub covers the Hub, itself with its tables and chairs. The churchyard, containing graves, is not to be for any activities, games or gatherings and should be treated with relevant respect.
Car parks are (unless expressly agreed in advance) for the parking of vehicles only and must not be used for any activities, games or gatherings. The maximum number of event participants cannot exceed 200 under any circumstances, 160, if the room is arranged with tables for dining, and 80 if used for sporting /physical exercise activities. These capacities reflect the absolute need to comply with Fire Regulations.
Hirers must familiarise themselves with the location of all exits, emergency exits and fire extinguishers. Chairs or other obstructions must not be placed in front of the doors. No exits may be blocked, or fire appliances removed or tampered with. If a fire extinguisher or fire alarm is set off when there is no fire, any related costs will be charged to the hirer.
The hirer is responsible for keeping the hall in good order during the period of hire. Please ensure that at the end of your event tables and chairs are put away, the floor swept, rubbish bagged and taken away at the end of hire. Cleaning materials and brushes are available to tidy the hall when finished. The hirer must provide their own refuse sacks. The hall must be returned to the state in which it was found at the start of the period of hire, otherwise cleaning charges will apply and will be taken out of the hirer’s deposit
The hirer, who is named on the Booking Form, is responsible for any breakages or damage which occur during the period of hire. The cost to cover any repairs or replacement shall be taken out of the hirer’s deposit. If the costs of any damage or breakages exceed the amount of the deposit, an invoice will be issued by the Newchapel Community Hub to the named hirer to cover the full amount of repair or replacement. This will also include the costs of any damage or breakages done by any third party persons, e.g. caterers. It is the responsibility of the hirer to ensure any third party persons have suitable Public Liability Insurance, so they can recover the cost of any potential breakages or damage to the building.
The hire period includes the time required to set up and clear away after the event.
No decorations or ‘sticky-tac’ may be used on the walls, fixtures and fittings within the Hub, but ‘sticky-tac’ may be used on the windows.
All buildings are ‘No Smoking’ areas. This includes e-cigarettes and any other vaping devices. People are also asked not to smoke in the vicinity of the building, and to be thoughtful regarding the disposal of cigarette butts.
The Parochial Church Council cannot be held responsible for any loss, damage injury or penalty incurred to any property or persons during the period of hire. Cars and their contents are left on the car park at owner’s risk.
The Parochial Church Council reserves the right to refuse admission to any person or persons, with good reason, at its absolute discretion.
In the event of The Hub or any part thereof being rendered unfit for the use for which it has been hired, The Parochial Church Council shall not be liable to the hirer for any resulting loss or damage to the hirer’s possessions or equipment. This should be covered by the hirer’s own insurance.
The hirer shall be responsible for making arrangements to insure against any third-party claims which may arise whilst using The Hub. Private Party organisers are advised to check their household insurance to ensure that third party liability extends to cover their event. Corporate Bookings should ensure that their insurance covers them for third party claims.
The hirer shall, where the premises are to be used by children or vulnerable adults, comply with the Church’s Safeguarding policy (copy available on request) or provide a copy of their own Safeguarding Policy. The hirer shall be responsible for the safety of children and/or vulnerable adults and ensure that they are kept safe from harm at all times during the hire period.
The hirer shall make sure any noise levels within the Hub do not cause a disturbance to the local businesses and neighbouring dwellings. The noise levels shall be kept to a minimum and the fire exit doors must be kept shut during the period of hire to reduce noise levels. The hirer should terminate all music and any other noise by 11.00pm in accordance with local by-laws, cease activities at 11.00pm and vacate the premises as quietly as possible by 11.30pm.
Party bookings will only be taken at the discretion of The Parochial Church Council . A detailed description of activities may be requested where any concerns arise that terms and conditions may not be met and maintained.
Naked flames (including candles in glass/jars) are only permitted at the discretion of The Parochial Church Council .
Any large or obtrusive items required for the period of hire, e.g. Bouncy Castles, must have prior approval from The Parochial Church Council.
The hirer shall ensure that any electrical appliances brought by themselves onto the premises and used there shall have been tested according to the ‘PAT Testing’ regulations and be a good, safe, working condition.
Details of any accident or incident occurring which gave rise to harm, or could have given rise to injury or illness, must be reported using the form provided at the time of booking. This must be done as soon as possible and in all cases within 24 hours of the accident/incident. Any apparatus or equipment involved, by law, must be retained for inspection. A wall-mounted First Aid box (stocked with permissible consumables) is locate d within the kitchen.
The Hub will be heated as required during the months of October to May inclusive. The central heating will be switched off from 1 June to 31 August inclusive, unless there are exceptional weather circumstances. The central heating may be used during the months of June, July and August at the request of the hirer, in which case a fee of £25 per session will be chargeable.

Book Fees, deposits and Insurances

A deposit and a completed Booking Form is required to secure any booking. The deposit is set at either £50 or £100 depending on the nature of the booking. The deposit will be returned within 28 days of the end of period of hire, minus any costs incurred for cleaning, breakages or damage. The reason for any deductions will be explained in writing.
Full payment for the booking is required by cheque (made payable to MCT Newchapel Hub), cash, or by BACS (details supplied on request) no later than 14 days prior to the period of hire. Failure to pay on time may result in the cancellation of the booking and loss of deposit.

Regular HUB users

One month’s notice of termination of hire should be given by either side.
The Parochial Church Council may cancel a hiring if the Hub is required for the purpose of a Church activity that cannot be held in the Church itself. Reasonable notice will be given, however the Parochial Church Council shall not incur any liability to the hirer whatsoever other than for the return of any charge paid in respect of such cancelled hiring.
The hirer should give 14 days’ notice on any occasion when the Hall is not required for an activity.
A deposit will be required from regular Community Hub users who are granted use of a key. The deposit will be refunded upon return of the key on termination of use.
Charges will be subject to review with effect from 1st January each year.

Restrictions

The Hub shall NOT be available for:

Any illegal activities. The selling, provision or use of illegal drugs or banned substances. The sale of alcohol, other than by prior arrangement and as part of a larger event. The Organiser should provide a copy of the Licensee’s Certificate before the event. Meetings with the purpose of incitement of racial discrimination. Worship activities or meetings of non-Christian faiths. Activities relating to satanism, spiritism and witchcraft (including Hallowe’en parties). Meetings to pursue Eastern spiritual philosophies, or practices which are implicitly connected to Oriental Religions (for example Yoga, Reiki). The pursuit of gambling (for example Poker, Roulette, Horse Racing). Requests to allow Bingo, Beetle Drive, or similar where part of a larger activity may be acceptable, but permission needs to be sought from the Parochial Church Council and where necessary, in consultation with the St James Church Parochial Church Council. The public or private screening of pornographic films, videos, or DVDs, or the public or private reading of pornographic literature. No animals other than assistance dogs, except by permission agreed in advance. Any activity which in the opinion of the Hub Committee may be considered as abusive, discriminatory, anti-social or against the ethos of the Church of England. Cancellation Policy

If the hirer wishes to cancel the booking within 28 days of the event, the deposit will be non-refundable.
If the hirer wishes to cancel the booking more than 28 days before the event, a refund of the deposit will not be unreasonably withheld.
If the Parochial Church Council cancels the hire for any reason, all monies paid will be refunded.

Rev 7 (08 February 2024)