Conditions of Hire, Kylemore Community Centre

The booking period is the total time for the hire session including set up and clearing away.

You are not permitted to pin, blue tack or Sellotape anything to the walls.  Balloons must be popped or removed from the premises.  Candles or naked flames are not to be used in the building.

Earlier access or later finish will not be allowed unless paid for and can only be agreed by prior arrangement.
Evening functions must finish by 10.30pm and the Centre vacated by 10.45pm.

The Association reserves the right to claim additional payments, pro rata, for non-compliance with these requirements, which will be deducted from any deposit; or may refuse any further bookings if the Association believes circumstances warrant such action.

HIRE CHARGES

• The Association reserves the right to amend the hire charges.
• The Association reserves the right to refuse any booking of the Centre without being
  required to give any explanation for such refusal.
• Deposits are charged at the discretion of the Association.  When a booking is made,
  Hirers will be told what the deposits are for and whether they are returnable.
• Payment of all hire charges must be made at least 30 days in advance of the event taking place, unless otherwise agreed by the Association.  Failure to pay the hire charge in advance may mean that the booking will be cancelled.
  Regular users will receive monthly invoices in arrears.
  
  

CANCELLATIONS

Any cancellations must be received by the Association in writing/email at least 14 days before the booking date and will be subject to the retention fee below:
31-90 days 35% of the total hire fee
15-30 days 50% of the total hire fee
14 days or less 100% of the total hire fee

CONDITIONS

1. The Hirer must be the person named on the Booking Form and shall be solely responsible for any damage to the property of the Association.

2. Hirers must be over 21 years of age at the time of the Booking.

3. You must ensure that the rooms hired are left clean and tidy and in ‘good order’. Doors and windows should be secured, any washing up carried out and all equipment properly turned off.  If you wish assistance with this, an additional charge may be applied.

4. The cost of any damages for which the Hirer is held responsible will be taken out of any deposits that have been paid.  Any additional amounts required to pay for damage/repairs will be sought from the Hirer.

5. You are responsible for the conduct of all persons attending your function.  In the event of unacceptable behaviour, your function may be terminated and the police called.

6. For your Event, you will be responsible for safe evacuation of the building in an emergency.  The muster point is on the grass at the side of the building.

7. You must ensure that any activities for children or vulnerable adults comply with current child protection and vulnerable adult regulations and that only fit and proper persons have access to children or vulnerable adults. To view the Association’s Safeguarding Policy, click Here.

8. If the premises are used without consent for any purpose apart from that for which they were hired, the Association may, at their discretion, terminate the hiring without repayment of the hiring fee.

9. The use of any part of the premises shall be by way of hire only and shall be understood not to grant the Hirer any right or interest in the premises other than such temporary use as may be granted by Association.

10. The Association will not be liable for any loss, damage or injury arising in any way out of the use of the premises, except to the extent to which such loss, damage or injury is due to the negligence of the Association, its servants or agents, and the hirer shall fully indemnify the Association from and against all actions and claims and demands.  The same conditions will apply to any loss due to the hiring being interrupted, postponed or cancelled because of any breakdown of machinery, failure of electricity, leakage of water, fire, government restriction or act of God which may cause the premises to be temporarily or permanently closed.

11. You must ensure that there is no infringement of copyright during your hire of the Centre
and should consider whether you need The Music Licence: PPL/PRS.

12. No Hirer, Club, Association or other Body using the Centre or individuals visiting the Centre shall grant broadcasting (sound or television) or filming rights without prior consent of Association.

13. The maximum accommodation numbers allowed for fire regulation compliance must not be exceeded.

14. Smoking is not permitted within any area of the Centre.

15. No alcohol can be sold in the Centre without the appropriate liquor license.  The license must be shown to the Association at least three days before the date of the booking and must be displayed during the period of hire.

16. You are not permitted to pin or Sellotape anything to the walls.  Balloons must be popped or removed from the premises.  Candles or naked flames are not to be used in the building.

17. You must not interfere with any fittings or put up new ones unless the Association has agreed to it.  Equally, no notices or decorations shall be displayed or hung in or outside the Centre unless agreed with the Association.

18. If you wish to bring any equipment into the Centre this must be agreed with the Association prior to the event and must normally be removed at the end of the booking unless agreed by the Association.  Any portable appliances brought onto the premises must have visible proof of a valid Portable Appliance Test Certificate (PAT).   The Association will not be responsible for the safekeeping of any equipment left on the premises.  Equipment left longer than the agreed time may be disposed of by the Association without recompense.

19. You are strongly advised to consider if insurance cover is required to complement the cover provided by the Association.  A copy of the Association’s insurance policy is held by the Association Chairman and may be viewed on request.

20. The Association does not accept any responsibility for food safety.  You are responsible for food safety at your event and you must comply with the Food Hygiene regulations. (See separate Sheet: Additional Conditions for Parties and Events)

ADDITIONAL CONDITIONS FOR PARTIES & EVENTS

1. The Association does not accept any responsibility for food safety.  Hirers are responsible for food safety at their event and must comply with the food safety regulations.

2. To minimise the risk of food cross contamination, you must ensure that work areas, surfaces and equipment for raw food and ready to eat food are separated, either by physical separation or time separation.

3. If you are bringing in a caterer, the contract is between you and the caterer.  The Association has no involvement in this contract and it is therefore your responsibility to ensure the caterer complies with Health & Safety and Food Hygiene regulations.

4. The kitchen must be left in a clean and tidy state including the ovens, sinks, work surfaces and floor. All rubbish is to be removed and placed in the bulk bin outside the building.

5. All food, plates, dishes and remaining buffet items are to be removed at the end of the event.

General Data Protection Regulation – Policy Document May 2018

Information collected:

Names, addresses, telephone numbers, email addresses

Collected by booking secretary, who is also the Data Administrator.

Collected by telephone, booking form, email or Facebook personal message

Used to complete booking

Information partially shared with Treasurer for purpose of invoicing/receiving payment

Data on regular users

Data is stored on a personal computer which is not part of a network

Names, addresses, telephone numbers and email addresses are retained to service bookings by regular users.

Regular users informed by the Association that their details are being securely stored, that we do not share information with outside organisations or people.  Details may be reviewed/changed/requested to be deleted by users at any point.

Permission requested from regular users to store data for the appropriate purposes of booking and invoicing.

Relevant Invoice Data will be held for the appropriate period, as defined by taxation laws, before being deleted.

Data for one-off bookings

Data required to fill in booking form: name, address, telephone number, email address.

Booking form informs customer that their data will be held securely, for the purpose of fulfilling the booking.

Relevant Invoice Data will be held for the appropriate period, as defined by taxation laws, before being deleted.