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Holy Trinity Church Halls Parish Office Upper Brook St. Winchester SO23 0NX
HALL HIRE AGREEMENTPLEASE ENSURE YOU READ THIS DOCUMENT CAREFULLYBEFORE MAKING A BOOKING TERMS AND CONDITIONS OF USE: Sections in red must be read The UserIn these Terms and Conditions the term the user shall include those signing or lodging the application and any person or organisation on whose behalf the application is made, all of who shall be jointly and severally liable. DepositThe user must pay a minimum deposit of £20.00 depending on type of function, at the time of booking being accepted. Payment of an agreed deposit by regular users may also be applied. After the booking date, the deposit will be returned less any outstanding hire charges and any compensation for damage or breach of these conditions. An additional deposit will be levied if the kitchen is used CancellationThe user or the PCC may cancel the booking not less than 4 weeks before the booking date. For regular users, with contracts longer than 6 months either side requires three months notice. A full refund of all advance deposits and hire charges will be made in the event of cancellation within these conditions, but the deposit will not be refunded if booking is cancelled less than 14 days before the reserved date. Hiring Charges. The hire charges should be paid to the Hall Manager not less than 1 week before the date of use or by monthly, quarterly or annual payments in advance in the case of regular users as agreed with the Bookings Secretary. The PCC has an absolute right to refuse a booking ALL bookings must end by no later than 10.30pm. All property of the user and its agents must be removed from the premises by the end of the hire period. The PCC reserves the right to dispose of any property left on the premises. The user must allow themselves clearing up time when booking i.e. if your function ends at 5pm book the hall until 5.30pm. The user is responsible for the proper conduct of everyone using the halls during the period of use and shall do his/her best to prevent anyone causing an annoyance or inconvenience to other persons. Noise MUST be kept to a reasonable level as to not be a nuisance to neighbours to this end the main doors to the hall should be kept closed whilst any function is in progress but on quick release in the event of fire. Live or Disco music are not permitted as we DO NOT have a music licence and the hall is in a residential area. The PCC or its representatives may stop a meeting or function, which is not properly conducted. The user is responsible for the proper and safe conduct of children and young people attending any function. Organisers must be responsible for children leaving the halls as the car park is in constant use and is a danger to children. For safety reasons children must not enter the kitchen. Childrens parties are limited to maximum age of 10 years with an adult to child ratio of 6/8 children per adult. We do not hire for teenage parties. All childrens parties must end by 6.00pm allowing for cleaning up time and an additional £30 deposit is taken to ensure clearing up is complete and to our satisfaction it will then be refunded. Absolutely NO alcohol is permitted at childrens events, even if for adult consumption. Common sense rules/ requests All advertising and publicity for functions held at the halls must clearly display the organisers details. No nails screws sellotape or blue tack should be used on the walls or any furniture belonging to the halls. The hall must be cleaned and returned to the condition it was found in. If a previous hirer left the hall in a bad state and you follow them in please notify the Booking sec or PCC immediately. Please replace furniture as you found it. The numbers of chairs in a stack is set at 7 for safety reasons. Highly flammable or combustible substances are not to be brought into or used in any part of the halls or the Church Grounds. Any electrical appliance brought into the premises must be safe and in good working order the PCC reserves the right to refuse the use of any equipment they consider does not comply with safety rules. Child ProtectionThe user is required to ensure children are protected at all times, by taking all reasonable steps to prevent injury, loss or damage occurring and ensuring that all necessary Child Protection checks are undertaken. The PCC accepts no responsibility for the users failure to comply with these requirements, but reserves the right to close any function which in their opinion is a danger to children. These rules also apply to vulnerable adults using the halls. Insurance. The user shall keep the PCC fully indemnified against losses and demands as a result of damages or injury incurred whilst the premises are in the hirers charge. The user will also supply a copy of Public Liability Insurance cover. The Hall Manager can advise on suitable Insurance cover at the time of booking. Disclaimer The PCC, its officers, agents and servants shall not be liable to the user or to any person using or entering the halls for personal injury or for damage to, loss or theft of any property brought into the hall, however it may be caused. The user shall indemnify the PCC, its officers, agents and servants against all claims made by, and liability to, any person in respect of such damage, loss or theft. ParkingApart from the four/6six spaces at the front of the Hall there is NO parking in the church grounds for hall users. Fire and EmergenciesFor safety and to avoid risk of fire the use of candles is not permitted without prior consent. In line with all public buildings no smoking is allowed in the halls or anywhere in the grounds of the halls and Church. The user must familiarise themselves with the position of the fire exits and the fire extinguishers and ensure that sufficient responsible helpers are also aware of these The ideal ratio would be one helper per 25 visitors to ensure a quick and safe evacuation of the premises. Other emergencies during your stay should be directed to 01962 862524 or 07921362440
Holy Trinity Parish Church Parish Office Winchester SO23 8DG Hall Booking FormHall to be booked Meeting Room -------- Main Hall -------- The small hall includes tea-making facility. The main hall will need to book the kitchen at a Charge of from £10.00 if this facility is required. Storage is available at an additional cost of £5.00 per week for regular users who booked for more than 6 months at a time Refundable deposits will be required and will be notified at time of booking Date Required .. Minimum of 2 hours Time period start Finish Allow for prep and clear up timeDetails of Hirer Organisation . Name of Hirer: ..must be over 21yrs Address . .. Post Code .. Phone No. Home ..Mobile . Email address Please print Intended use .. .. Name and contact details of two responsible persons who will attend on the day. 1, 2 . I have read and understood the Terms and Conditions
Signature .. Print name Enclose cheque for :
If paying by BACS/ internet banking our bank details are; Holy trinity PCC ac. No. 00321567 sort code 55-81-26 Please email confirmation of payment to trinity.crafts@o2.co.uk
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