Terms and conditions

The Boiler House Community Space (BHCS) Terms and Conditions of Hire

Please read and agree to the Terms and Conditions (Section 1) and the relevant hire agreement (Section 2 OR 3).

Section 1: Applies to everyone hiring the BHCS

Section 2: Private Hire Agreement (eg for parties and occasional hire)

Section 3: Session Providers Agreement (eg those providing a class or community activity)

Section 1: All BHCS Hirers

Use of the Centre

Use of the Community Centre is subject to the following rules and in the case of hirers, to certain standard conditions incorporated in the hiring agreement

Equal Opportunities

The Community Centre shall be open to all members of the community regardless of race, gender, sexual orientation, age, disability, religious or political beliefs or marital status.

Applying to use the Centre

a) Application for use of the Centre shall be made to the Centre Management.

b) All arrangements for the use of the Centre facilities are subject to the Management reserving the right to cancel bookings in case of emergency or when the premises are required for use as a Polling Station or are rendered unfit for the intended purpose.

c) Local groups shall normally have priority use of the facilities but all arrangements to hire facilities made from outside bodies will be honoured except as provided for in (b) above

d) BHCS reserves the right to cancel confirmed bookings if the subject contravenes BHCS’s Terms and Conditions.

e) BHCS reserves the right to refuse entry to persons if in BHCS’s opinion, such persons cannot be safely accommodated in the room or if such numbers would likely cause a breach of any regulations affecting BHCS.

f) BHCS reserves the right to alter these conditions at any time without notice. The hirer agrees with BHCS to observe and perform the provisions and stipulations contained or referred to in BHCS’s Terms and Conditions and Hire Agreement for the time in force (an understanding of which the hirer acknowledges), together with any special conditions which may be imposed.

Hours of Opening

Facilities at the Community Centre are normally available for use between the hours of 9am to 9pm, with some exceptions.

Maximum Capacity

The Centre hall has a maximum capacity of 50 and on no account shall these figures be exceeded.

Safety Requirements

All conditions attached to the granting of the Centre’s Premises shall be strictly observed. Nothing shall be done to endanger the users of the building and the policies of insurance relating to it and its contents. In particular:

a) Obstructions must not be placed in the gangways or exits, nor in front of the emergency exits which must be immediately available for free public access.

b) Fire fighting equipment shall be kept in its proper place and only used for its intended purpose.

d) The fire brigade shall be called to any outbreak of fire.

e) Performances involving danger to the public shall not be held.

f) Highly flammable substances shall not be brought into or used in any part of the building.

g) No unauthorised heating appliances shall be used on the premises.

h) The First Aid box shall be readily available to all users of the premises and is located in the kitchen.

i) All electrical equipment brought onto the premises shall comply with the current Electricity at Work Regulations. Each item must be Portable Appliance Tested by a certified electrician.

j) There is a No Smoking policy throughout the building

Responsibilities

The BHCS shall not be responsible for any loss or damage to any property arising out of holding a function or any injury which may be incurred by or be done or happen to any person during the holding of a function arising from any causes whatsoever, or for any loss due to breakdown of machinery including technology i.e. Internet access, failure or supply of electricity or telephone, leakage of water, fire, riot restriction or act of God which may cause BHCS premises to be temporarily closed or the function interrupted.

The hirer must notify BHCS before confirmation of booking if any young person under the age of sixteen shall be attending the function. The hirer is responsible for undertaking all necessary risk assessments in relation to the function and any activities to be carried out by the young persons in their care.

 

Supervision

The hirer or person in charge of the activity shall not be under 18 years of age and shall be on the premises for the entire period of hire or duration of the activity. When the premises or any part of them are used for the purpose of public entertainment there shall be a minimum of two persons aged 18 or over on duty. Any event with children requires an adult supervision ratio of 1:8 (1 adult over the age of 25 for every 8 children/young persons).

Intoxicating Liquor

The sale of Alcohol is not permitted within the community centre.

 

Use of Wireless Internet

Use of BHCS wireless Internet – All users of BHCS’s wireless Internet are governed by UK legislation, this includes the Computer Misuse Act 1990. Details of any users found to contravene this legislation will be forwarded to the authorities.

The hirer shall be responsible for any loss or damage arising from their participants misuse of BHCS’s wireless internet.

 

Storage

The permission of the Centre Management must be obtained before goods or equipment are left /stored at the centre, except when the Centre Manager has authorised overnight storage of goods & equipment brought to the Centre before a particular event.

Loss of Property

The BHCS cannot accept responsibility for damage to or loss or theft of Centre user’s property and effects.

Car Parking

There is No parking anywhere on the estate, Hirers’ cars may be brought onto the estate premises to off-load and load only.

Nuisance

a) Litter shall not be left in or about the Centre premises

b) Hirers are responsible for ensuring that the noise level of their function is not such as to interfere to cause inconvenience for the occupiers of nearby flats & property.

Cleaning & Security/Care of Centre

All use of the Centre premises & facilities is subject to the hirers accepting responsibility for returning furniture/equipment to their original position and for securing doors/windows of the premises as directed by the Centre management.

All hirers shall leave the premises & surrounds in a clean & tidy condition. Hirers will be required to pay a refundable Damage Deposit & the amount will vary depending on the type of event/function being held.

Section 2: Private Hire Agreement (eg for parties and occasional hire)

You need to leave a £50 deposit with the person letting you in and out of the premises, this will be returned at the end of your hire as long as the general terms (section 1 and hire agreement terms are met).

  1. ALL guests must have left by the time your hire ends.
  2. Any music must be turned off by this time
  3. The Hall must be left in a tidy state by this time and swept.
  4. All rubbish (this includes food, bottles, paper plates, paper etc) must be put in bin bags and taken to the bins outside. Where possible please recycle as much as possible (recycling bins are immediately outside the centre)
  5. Music volume must be kept low. If you can hear your music outside the building, then it is too loud. Keep doors and windows closed to minimize noise in respect for residents living close by.
  6. ALL chairs and tables must be neatly stacked away (as you found them) before you leave (even if you have paid for a cleaner).
  7. Any damage caused will be deducted from your deposit, you may also endure additional charges which you will be billed for.
  8. NO PARKING ANYWHERE ON THE ESTATE this includes in front of the community centre, we have been instructed by the housing association TO KEEP YOUR DEPOSIT if this happens. Free parking is available in the surrounding roads around the estate.
  9. Please leave quickly & quietly, respecting others living nearby J
  10. If you are decorating the hall, do not use cellotape on the mirrors or hang anything on the curtain rail or curtains. They break easily.
  11. The Boiler House Community Space charity has a zero tolerance policy and we take it very seriously if any of our staff are treated in an abusive or violent way. Aggressive behaviour, be it violent or abusive, will not be tolerated and may result in you being removed from the building and, in extreme cases, the Police being contacted.

The Cleaner – If you have paid for the cleaner they will mop the floors, kitchen and clean the toilets, further cleaning necessary will be taken off your deposit.

 

Section 3: Session Providers Agreement (eg those providing a class or community activity)

When your booking has been accepted the Centre Management will issue your hire agreement for you to read and sign.

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