1.         Individuals and Coordinators

 Any group or individual wishing to hire all or part of the Community Centre or Pavilion must provide details of the name, address, telephone number or e mail address of the individual person coordinator responsible for the booking on the booking form.

 

2.         Bookings, charges and payments

 (a)        Booking Form: A booking form must be completed by the Hirer and  submitted to info@leybournechase.org for approval

 (b)        Payments: -

Regular Hirers:  Payment will be required following invoices which are sent out via email monthly.  Please note reminders will not be sent. Non-payment could lead to immediate cancellation of future booking(s).

 Party Hirers: Payment will be required following receipt of the invoice, which will be sent out via email one month prior to the booking date. Non-payment by the week prior to the booking date could lead to immediate cancellation of the booking.

(c)        Set up and clear downtime must be included in the hall hire time

      

 3.         Code of conduct

Hirers are reminded that the facilities are situated in a residential area.  All individuals must conform to any regulations in force, with respect to the site and comply with any instructions they may receive from staff appointed.

Please ensure that facilities are used correctly. Please respect the neighbours and keep noise levels down to a minimum.

Persistent offenders will have their booking cancelled with no refunds given.

 

4.         Health and safety

(a)        No alcohol shall be brought or consumed in any part of the Community Centre or Pavilion

(b)        In event of an accident or injury the Hirer or coordinator should contact the emergency services. You must contact the bookings clerk to notify them of the accident /injury so they may supply an accident report for you to complete and return.

(c)        Hirers are responsible for ensuring that they complete a check of the venue space prior to their event to ensure it is free of hazards. Any damage or maintenance issues should be reported to info@leybournechase.org as a matter of urgency.

(d)        Hirers are responsible for completing an appropriate risk assessment for their activities and complying with all terms of their public liability insurance. Public liability insurance must be valid and in date prior to hire of the facilities.

(e)       Hirers are responsible for keeping a register of attendees to ensure they can account for anyone present and missing in the event of a fire.

 

5.         Cancellation and refunds

The Hirer may relinquish the right to use the room at any time on presentation of one month's written notice.

 

6.         Renewal policy 

If you wish to renew your booking, we would endeavour to offer the same room if possible.

 

7.         Liability

 The Hirer or Coordinator is responsible for all loss, damage and claims arising out of this agreement.  For business hirer’s, public liability insurance is a condition of hire, proof of cover must be submitted along with the booking form.

(a)        We accept no responsibility for any personal injury, accidents, damage to or loss of property or belongings sustained by individuals or members of the hiring organisation or any other person arising as a consequence of hiring or use of the Community Centre or Pavilion

(b)        The Hirer will be responsible for any damage caused to Community Centre or Pavilion by their own customers or guests. Details of any damage and the cost will be emailed to the coordinator. You, the coordinator will be charged and agree to pay for the damage in full.

 

8.         Community Centre or Pavilion access: - 

 Regular hirers will be provided with a key and required to sign a key log. Individual hires will be provided with a key at a time to be arranged prior to  their booking and returned in the same way.

     Party Hirers will be provided with the access code to the key box in the week prior to their booking.

     Please ensure that the Community Centre or Pavilion is left in clean and tidy state. You, will liable to pay for any damage caused.

     Under no circumstances are additional keys to be cut.

     The sub-let of the facilities is not permitted.

 

9.         Car Parking

 Park your cars in the designated car park provided. Do not double park or block others. We do not take any responsibility for damage to vehicles or loss and theft of valuables from the vehicles.

 Parking for the Community Centre is opposite the Centre across the road. Parking for the Pavilion is in the car park adjacent to the building.

 

10.       Party Hire Equipment / Entertainer

 You are responsible for all aspects of the health and safety and any liability insurance for party equipment on the day of your event.  LGM CIC must receive a copy of the public liability insurance for the hire of party hire equipment eg Bouncy Castle or for a children’s entertainer prior to the party date.

  

By making payment and signing the booking form you agree to all the terms and conditions stated herein.