Common use of CONDITIONS OF HIRE Clause in Contracts

CONDITIONS OF HIRE. 2.1 The letting of the premises or use by Third Party / hire groups is under responsibility of the Parochial Church Council (PCC). Delegated authority will be given to a Churchwarden or any appointed responsible person to administrate Parish lettings. Any long term or contract hire is only with the approval of the PCC and or delegated authority. For the use of Parish buildings, a written and signed agreement has to be made, with reference to this agreement. Sub-hire or use of the premises for any purpose other than described in the agreement is prohibited. All liability for loss or damage of any equipment or other property brought onto or left at the premises is excluded, because the PCC does not accept responsibility for such. No alterations or additions may be made to the premises. 2.2 Our attitude towards an application for the use of our premises will be a positive one. We will seek to encourage appropriate organisations to use the premises for meetings and activities, where such meetings are complementary to the Church’s regular activities. 2.3 The PCC may request references from a new user before agreeing a booking. We will not, however, accept bookings for activities which are in conflict with the Christian gospel as understood by the PCC; which will prevent our regular activities from functioning in full; or which promote any political party or opinion. 2.4 The Parish reserves the right to refuse requests for hire by groups or for activities which, in the opinion of the Church, are either contrary to the purposes and beliefs of the Church of England, or where the Church considers that such use or activities may cause offence, on grounds of their religion or belief, to a significant number of people. 2.5 Out of respect to other users and our neighbours surrounding the premises, we expect all users to conduct themselves in a reasonable and courteous manner whilst on the premises, and when leaving the premises. 2.6 All events are to finish by 10pm (or agreeable time), with the premises to be empty by midnight. The premises will not be available to the Hirer before the beginning of the booking time and must be vacated by the end of the booking time (or with discretionary agreement). The hirer must allow for set up and set down time within the hire period (two hours’ minimum time). Regulations and Licences 2.7 Third parties and other users are responsible for the observance of all regulations affecting the premises imposed by the Licensing Justices, the Fire Authority, the Local Authority and other (Authority) Governmental bodies. No Premises licences, or licence from the Performing Rights Society, or any other licence needed to cover any activity or performance are provided by the church or Parish. It is the sole responsibility of the Third Party or performer for obtaining such authorisation as may be needed. 2.8 Third Parties and other users are primary liable for any accident or injuries which arises out of their activities whilst using the premises. It is their responsibility to ensure that the premises are safe for the purpose for which they intend to use them and to take care for the premises, its fabric and contents. Doing or bringing anything on the premises that may endanger the same or render invalid any insurance policies or which are in contravention with the law is not allowed. 1) The Church is covered by the normal building policy for fire theft and damage to the structure as well as Third Party insurance for damage caused by a structural fault, (i.e., a tile falling from the roof); 2) The policy provides personal injury cover for all engaged in Church activities on the premises: a) and also for loss or damage to property for all attending church activities, b) there is also cover for church activities off the premises, but this does not extend to personal property. 3) For non-Church and secular activities on the premises the only cover provided is that outlined in 1, plus injury resulting from negligence by a Church official. This means that external organisations must insure for: o Personal injury resulting from their own activities; o Loss / damage to their own property and to any property kept on church premises. In addition, insurance companies expect all to take 'reasonable' care. Never remove or tamper with any safety equipment, block exits or fire escapes and be aware of the emergency procedures. Report immediately any defects in any safety equipment. 2.9 All hire groups / Third Parties and/or persons bear the responsibility for all those attending their activity and must have their own public liability insurance to cover for their activity whilst on church premises. 2.10 Activities should be evaluated and monitored to ensure minimum risk and must comply with Health & Safety and First Aid & Fire regulations, which is attached to this agreement. More copies are available from the wardens or on the website of the Parish. It is the responsibility of all to see that every precaution is taken to ensure the safety and wellbeing of persons on the premises at all times. 2.11 At least one person should be present who is adequately instructed to act as ▇▇▇▇▇▇▇ in order to maintain order and safety. This person must carry a usable mobile phone and a torch in order to provide light in case of a power failure when daylight has faded. In the event of an accident or fire, the emergency services must be notified including the church representative. 2.12 All Hire groups and Third Parties can only use electrical equipment, which is safety tested and up to date certified and appropriate for use on the particular premises. When children or other vulnerable groups are involved, the measures put in place for safety for these groups must be followed. Where appropriate, users must have a Child Protection (or Safeguarding) Policy which complements the downloadable Parish Safeguarding Policy and use the DBS Service. A minimum of three adults is required for activities in which children are involved. All users are required to record any accident or incident with (the likelihood of) injuries occurred during the event, before vacating the premises on the downloadable reporting form. 2.13 The charges for hiring of the Parish Room is per published on the website. Church buildings are subject to a separate negotiated price. 2.14 The minimum hire period is two hours to allow for preparation and tidying up after the event. The premises can only be hired for whole hours, for which the hourly rate will be charged. However, it will usually be possible to arrange an additional half hour for setup and tidy away, by arrangement with the Administrator. 2.15 Premises‘ hire will be in addition to the following chargeable services where available: (i) Wifi where available, (ii) Hire of Audio Visual System, (iii) Tea and Coffee Urn, (iv) refreshment arrangements with local caterer, (vi) Heating contribution and (vi) Verger. 2.16 Payments should normally be made by bank transfer or standing order once an invoice is received by the Hirer from the Administrator. All one-off bookings will be considered provisional until the Administrator has received a signed Safeguarding document and signed Terms and Conditions document and full payment is received. 2.17 Regular long-term Hirers should submit their premises hire requirements for the following two month payment period to the Administrator, 1 month before the start of the payment period. This is to ensure that the Hirer will not be charged when they do not need the premises, and to make sure the premises will be available to the Hirer, except in exceptional circumstances. 2.18 This is also the date by which the Administrator will let Hirers know that the premises will or will not be available, due to planned church activities, for the following payment period; although normally this information will be shared much further in advance. 2.19 If any other Hirer wishes to cancel any booking, notice of cancellation must be received in writing at least four weeks before the hire date. After this date, the PCC may, at its absolute discretion, refund any fees paid, but shall be under no obligation to do so. The deposit is non-refundable and is equivalent to 2 hours hire for each date booked. 2.20 The PCC reserves the right to cancel a booking if exceptional unforeseen circumstances arise and without a reason being stated. In the event of the PCC cancelling the booking, all fees/deposits paid by the Hirer shall be refunded.

CONDITIONS OF HIRE. 2.1 The letting of the premises or use by Third Party / hire groups is under responsibility of the Parochial Church Council (PCC). Delegated authority will be given to a Churchwarden or any appointed responsible person to administrate Parish lettings. Any long term or contract hire is only with the approval of the PCC and or delegated authority. For the use of Parish buildings, a written and signed agreement has to be made, with reference to this agreement. Sub-hire or use of the premises for any purpose other than described in the agreement is prohibited. All liability for loss or damage of any equipment or other property brought onto or left at the premises is excluded, because the PCC does not accept responsibility for such. No alterations or additions may be made to the premises. 2.2 Our attitude towards an application for the use of our premises will be a positive one. We will seek to encourage appropriate organisations to use the premises for meetings and activities, where such meetings are complementary to the Church’s regular activities. 2.3 The PCC may request references from a new user before agreeing a booking. We will not, however, accept bookings for activities which are in conflict with the Christian gospel as understood by the PCC; which will prevent our regular activities from functioning in full; or which promote any political party or opinion. 2.4 The Parish reserves the right to refuse requests for hire by groups or for activities which, in the opinion of the Church, are either contrary to the purposes and beliefs of the Church of England, or where the Church considers that such use or activities may cause offence, on grounds of their religion or belief, to a significant number of people. 2.5 Out of respect to other users and our neighbours surrounding the premises, we expect all users to conduct themselves in a reasonable and courteous manner whilst on the premises, and when leaving the premises. 2.6 All events are to finish by 10pm (or agreeable time), with the premises to be empty by midnight. The premises will not be available to the Hirer before the beginning of the booking time and must be vacated by the end of the booking time (or with discretionary agreement). The hirer must allow for set up and set down time within the hire period (two hours’ minimum time). Regulations and Licences 2.7 Third parties and other users are responsible for the observance of all regulations affecting the premises imposed by the Licensing Justices, the Fire Authority, the Local Authority and other (Authority) Governmental bodies. No Premises licences, or licence from the Performing Rights Society, or any other licence needed to cover any activity or performance are provided by the church or Parish. It is the sole responsibility of the Third Party or performer for obtaining such authorisation as may be needed. 2.8 Third Parties and other users are primary liable for any accident or injuries which arises out of their activities whilst using the premises. It is their responsibility to ensure that the premises are safe for the purpose for which they intend to use them and to take care for the premises, its fabric and contents. Doing or bringing anything on the premises that may endanger the same or render invalid any insurance policies or which are in contravention with the law is not allowed. 1) The Church is covered by the normal building policy for fire theft and damage to the structure as well as Third Party insurance for damage caused by a structural fault, (i.e., a tile falling from the roof); 2) The policy provides personal injury cover for all engaged in Church activities on the premises: a) and also for loss or damage to property for all attending church activities, b) there is also cover for church activities off the premises, but this does not extend to personal property. 3) For non-Church and secular activities on the premises the only cover provided is that outlined in 1, plus injury resulting from negligence by a Church official. This means that external organisations must insure for: o Personal injury resulting from their own activities; o Loss / damage to their own property and to any property kept on church premises. In addition, insurance companies expect all to take 'reasonable' care. Never remove or tamper with any safety equipment, block exits or fire escapes and be aware of the emergency procedures. Report immediately any defects in any safety equipment. 2.9 All hire groups / Third Parties and/or persons bear the responsibility for all those attending their activity and must have their own public liability insurance to cover for their activity whilst on church premises. 2.10 Activities should be evaluated and monitored to ensure minimum risk and must comply with Health & Safety and First Aid & Fire regulations, which is attached to this agreement. More copies are available from the wardens or on the website of the Parish. It is the responsibility of all to see that every precaution is taken to ensure the safety and wellbeing of persons on the premises at all times. 2.11 At least one person should be present who is adequately instructed to act as ▇▇▇▇▇▇▇ in order to maintain order and safety. This person must carry a usable mobile phone and a torch in order to provide light in case of a power failure when daylight has faded. In the event of an accident or fire, the emergency services must be notified including the church representative. 2.12 All Hire groups and Third Parties can only use electrical equipment, which is safety tested and up to date certified and appropriate for use on the particular premises. When children or other vulnerable groups are involved, the measures put in place for safety for these groups must be followed. Where appropriate, users must have a Child Protection (or Safeguarding) Policy which complements the downloadable Parish Safeguarding Policy and use the DBS Service. A minimum of three adults is required for activities in which children are involved. All users are required to record any accident or incident with (the likelihood of) injuries occurred during the event, before vacating the premises on the downloadable reporting form. 2.13 The charges for hiring of the Parish Room is per published on the website. Church buildings are subject to a separate negotiated price. 2.14 The minimum hire period is two hours to allow for preparation and tidying up after the event. The premises can only be hired for whole hours, for which the hourly rate will be charged. However, it will usually be possible to arrange an additional half hour for setup and tidy away, by arrangement with the Administrator. 2.15 Premises‘ hire will be in addition to the following chargeable services where available: (i) Wifi where available, (ii) Hire of Audio Visual System, (iii) Tea and Coffee Urn, (iv) refreshment arrangements with local caterer, (vi) Heating contribution and (vi) Verger. 2.16 Payments should normally be made by bank transfer or standing order once an invoice is received by the Hirer from the Administratororder. All one-off bookings will be considered provisional until the Administrator has received both a signed Safeguarding document completed Parish Rental Agreement and signed Terms and Conditions document and full payment is a minimum deposit for two hours’ hire charge are received. 2.17 All bookings are made online. Full payment should be received within 48 hours of booking and hire: 2.18 Regular long-term Hirers should submit their premises hire requirements for the following two month payment period to the Administrator, 1 month before the start of the payment period. This is to ensure that the Hirer will not be charged when they do not need the premises, and to make sure the premises will be available to the Hirer, except in exceptional circumstances. 2.18 2.19 This is also the date by which the Administrator will let Hirers know that the premises will or will not be available, due to planned church activities, for the following payment period; although normally this information will be shared much further in advance. 2.19 2.20 If any other Hirer wishes to cancel any booking, notice of cancellation must be received in writing at least four weeks before the hire date. After this date, the PCC may, at its absolute discretion, refund any fees paid, but shall be under no obligation to do so. The deposit is non-refundable and is equivalent to 2 hours hire for each date bookedrefundable. 2.20 2.21 The PCC reserves the right to cancel a booking if exceptional unforeseen circumstances arise and without a reason being stated. In the event of the PCC cancelling the booking, all fees/deposits paid by the Hirer shall be refunded.