1. Hirers must be an adult. Acceptance of a let by the Hirer constitutes acceptance of conditions. The relevant policies (Lettings; Health & Safety, Alcohol, Safeguarding) are on the Centre’s website. Separate written permission must be sought if the event is deemed to be entertainment (live music, recorded music or film). Please note that the site is a designated NO SMOKING area and this includes vaping. A copy of this form must be signed and returned to the Bookings Manager (a signed electronic copy is acceptable).
2. A £10 non-refundable booking deposit must be paid at the time of booking to secure the hire. This can be made by BACS:
Account name: The Parochial Church Council of the ecclesiastical parish of Heathfield with Cotford St. Luke
Sort code 60-23-06;
A/C no.75149303
3. The Hirer is liable for any loss or damage caused to the premises or equipment during the period of hire. You must take reasonable steps to ensure the Health and Safety of those attending your event(s) and follow the Health & Safety procedures. Please use the accident book provided to record any incidents at the time of occurrence. You will find this book with the First Aid kit in the designated cupboard in the Kitchen.
4. Prior to the first session the balance of the booking fees, or a proportion thereof, agreed with the Bookings Manager must be paid. The Management Committee reserves the right to withhold the deposit or charge for any damage, loss, extra cleaning or overrun during the hire period.
5. One calendar month’s notice will be given to the Hirer in the event of non-availability on a specific occasion, except in circumstances beyond the Committee’s control (e.g. severe weather damage). Compensation in pre-paid rent for that same occasion being refunded or rent for that occasion yet to be paid.
6. The Centre does not have parking facilities. Hirers should use the Village car park adjacent to the Coop store. Hirers are asked not to use The Chapel car park or Rogers Walk (except for delivery and collection of materials and equipment).
7. In the event of a complaint of noise or nuisance, or any other serious or persistent breach of the conditions the Committee reserve the right to terminate any letting at any time without compensation.
8. The Hall and Meeting Room must be vacated by 11pm (Monday to Saturday) and 10pm on Sundays and left in a clean and tidy condition with chairs stacked away and waste / rubbish removed from the site.
9. We do not permit the use of candles except for small candles on celebration cakes. If a fire does start please call the Fire & Rescue service immediately.
10. Please ensure that all Fire Exits are kept clear at all times. It is the Hirer’s responsibility to familiarise themselves with the Fire Plan located in the kitchen. Regular users should conduct a fire drill with their members at least annually.
11. All Hirers should ensure they have their own Insurance and Safeguarding policies, where applicable. Any safeguarding concern should be reported to the Rector or the PCC’s safeguarding officer, Lindsay Hall, within 24 hours of the concern being raised.
12. Long term bookings involving the care of children under eight years of age for more than two hours at a time must be registered with Ofsted or have official exemption. Evidence must be shown to the Bookings Manager or nominated Committee member.
13. Hirers wishing to sell alcohol must ensure that they have the necessary current licences. Evidence must be shown to the Bookings Manager or nominated Committee member. In the event of Alcohol being consumed an additional £100 refundable deposit will be required and will be returned after the hall has been checked after the letting. The Centre’s Alcohol policy must be followed.
14. Assistance dogs are permitted in the building but other dogs by agreement only (such as specific Church events and dog training).
15. Hirers are expected to follow all reasonable requests of the Management Committee and the Committee reserves the right to refuse a booking. In the case of a dispute the Rector will be the final arbiter.