Parochial Hall

1.

Introduction

The Parochial Hall is controlled by the Parochial Church Council of St Nicholas, Kenilworth ('the PCC') which is prepared from time to time to hire out its hall and rooms. The Parochial Hall has a Licence under the 2003 Licensing Act (Village Halls and Community Premises Order 2009/1724) from Warwick District Council subject to a number of conditions ('the conditions'). Any person who hires the Parochial Hall ('the Hirer') will be assumed to be the 'responsible person' and must comply with the conditions as far as the conditions affect them or the activity they propose.

2.

Requirements of Warwick District Council

A copy of the conditions, which cover all activities as well as the sale of Alcohol, can be obtained from the Parochial Hall booking agent or the Licensee (whose contact details are given below). A copy will also be placed in the cupboard in the kitchenette.  It is the duty of the Hirer to ensure that they are familiar with, and comply with, the conditions. To assist Hirers a summary of the requirements is shown in '5' below.

3.

Terms of Hire

3.1

The Hirer is responsible for ensuring that the conditions imposed by Warwick District Council and the terms of hire imposed by the PCC are complied with. The period of responsibility includes any advertising of the event, the periods of preparation and clearing up, as well as the event itself. It includes the orderly arrival and departure of attendees and all those involved in or attending the event, both inside, and outside in the vicinity of the Parochial Hall.

3.2

If in the opinion of the Licensee (The Management Committee appointed by the PCC), the Parochial Hall booking agent or any person appointed by the Licensee to act on his behalf there has been a breach of the licence conditions or the terms of hire then a hiring may be terminated immediately and without notice. The Hirer and all persons present will be required to vacate the Parochial Hall immediately.

3.3

When booking the Parochial Hall more than 12 weeks in advance a 50% non refundable deposit shall be paid covering the duration of the booking including any set up or clear up time, but excluding the hours from 11pm to 8am on the day preceding an event. The balance shall be paid at least 12 weeks in advance of the event. Where a booking is less than 12 weeks in advance of an event then the full booking charge shall be paid at that time. Bookings for regular sessions on a weekly or monthly basis may be booked either annually or quarterly, by arrangement.

3.4

Cancellation:-
12-4 weeks 50% rebate
4-2 weeks 25% rebate
Less than 2 weeks - full amount is due

If the Parochial Hall booking includes a Friday or Saturday the following terms will apply:-

More than 26 weeks notice – no charge
Less than 26 weeks but at least 18 weeks – 50% rebate
Less than 18 weeks but at least 12 weeks – 33.3% rebate
Less than 12 weeks but more than 8 weeks – 25% rebate
Less than 8 weeks – full amount is due

However the scale of charges may be replaced by a £100 administration charge if the facilities are re booked at an amount equivalent to the original booking, at the discretion of the PCC. In all circumstances notification of cancellation must be made in writing and will be effective on the date the notification is received by the PCC.

3.5

For 'regular use' bookings, as opposed to one off bookings, a minimum of one month's notice of termination of use is to be given by either side. The PCC also reserves the right to cancel/change any hiring at any time if the Parochial Hall is required for any Church related activity or as a Polling Station for Election purposes. Whenever possible adequate notice will be given, however the PCC shall not incur any liability to the Hirer whatsoever other than for the return of any charge paid in respect of such cancelled hiring. The PCC will not allow any events to take place between Maundy Thursday and Easter Day and only regular bookings will be allowable during the Monday to Wednesday of Holy week. A regular use Hirer must give at least 14 days notice where a booking is to be cancelled – failing which the standard charge will be incurred.

3.6

After use, the Parochial Hall is to be left clean and tidy. Any rubbish or unwanted articles must be removed from the premises. Where the Hirer is unable to comply with this condition, clear up can be provided at an additional charge On vacating the premises the Hirer shall check that all doors and windows are closed and secured, including all fire and smoke stop doors and that the main doors are fastened.

3.7

Hirers will be responsible for any damage or loss/breakages caused to the Parochial Hall or the equipment supplied.

3.8

The Hirer shall take note of the information provided in the 'Fire safety' leaflet supplied with the booking confirmation. Before the event the Hirer should also make themselves known to the PCC representative to ensure that they understand The Parochial Hall Health & Safety and Security systems, including fire precautions, and the need to effectively communicate the information to attendees. For some events public announcements will be required.

3.9

The door entry security codes shall not be disclosed to any other person.

4.

General Conditions

Hirers are responsible for ensuring that the Parochial Hall is appropriate for the intended use.

4.1

The hire of the Parochial Hall does not entitle the Hirer to use or enter the Parochial Hall at any time other than the specific hours for which it has been hired unless prior arrangements have been made with the Booking agent.

4.2

The Hirer shall be responsible for ensuring good order is kept in the Parochial Hall during the hire period.

4.3

In the event of the Parochial Hall or any part thereof being rendered unfit for use for which it has been hired the PCC shall not be liable to the Hirer for any resulting loss or damage whatsoever.

4.4

The PCC cannot be held responsible for any loss, damage, injury or penalty incurred to any property during the period of hire.

4.5

The Hirer shall indemnify the PCC in respect of the cost of repair of any damage done to any part of the premises including the curtilage thereof or the contents of the building during or as a result of the hiring.

4.6

The Hirer shall be responsible for making arrangements to insure their legal liability for Third Party claims and loss or damage to property arising during or as a consequence of the hiring. Hirers who use the Parochial Hall for commercial or business events are required to produce written evidence of insurance covering the hire period. The Limit of Indemnity for Public liability cover must be at least £5 million. Private party organisers are advised to arrange insurance cover or check with their household insurer that third party liability extends to cover the event.

4.7

The Hirer shall, where the premises are to be used by children, comply with the Church's Child Protection Policy (copy available on request) or with the Government's guidelines set out in the document 'Safe from Harm'. The Hirer shall be responsible for the safety of children in the accommodation and ensure that they are kept safe from harm at all times during the hire period.

4.8

The sale of alcohol on the premises is prohibited unless it has been agreed in writing prior to the event and complies with current licensing conditions. Only approved suppliers will be permitted to run a bar on the premises. Please ask for details.

4.9

All Buildings are "No Smoking Areas" The garden area may be used for smoking but Hirers are respectfully asked to ensure the cigarette disposal devices are used and that other users' wishes are respected. No fireworks are allowed to be set off in the garden area.

4.10

No equipment shall be brought into the Parochial Hall unless it has been disclosed on the Hiring Application form and approved by the Booking agent. All electrical equipment must have a valid PAT certificate.

4.11

Hirers must familiarise themselves with the location of all exits, emergency exits and fire extinguishers. No exits may be blocked, chairs or obstructions placed in corridors, or fire appliances removed or tampered with.

4.12

Details of any accident or incident occurring which could give rise to injury or illness must be reported to the Parochial Hall Manager. This must be done as soon as possible and in all cases within 24 hours. An Accident Book is provided for recording such details and also details of any witnesses, apparatus etc involved. Any apparatus or equipment involved by law must be retained for inspection. The Accident Book is located in the Kitchenette.

4.13

Storage and use of notice boards is at the sole discretion of the PCC and must be negotiated with the Parochial Hall Manager.

4.14

No advertisements, bills, flags, emblems or other decorations shall be displayed inside or outside the Parochial Hall without the previous written consent of the Booking agent who has absolute discretion to withhold such consent. No bolts nails tacks or screws bits pins or other like object shall be driven into any part of the Parochial Hall nor shall any placards or other articles be affixed thereto.

4.15

The Hirer shall leave the Parochial Hall in a clean and orderly state.

4.16

Private Party Bookings. All rubbish and food etc. must be taken away from the premises by the Hirer.

4.17

The Parochial Church Council reserves the right to refuse admission to any person or persons at its absolute discretion.

5.

Summary of Warwick District Council Conditions

5.1

Neither the event nor its advertising shall cause any offence or be likely to encourage crime or public disorder.

5.2

Stage acts or performances involving hypnotism are only allowed under the detailed terms set out in the licence. Detailed terms also apply to the use of "smoke machines" and "strobe" lights.

5.3

The person hiring the Parochial Hall is responsible for the Health and Safety & Security of persons attending or involved with the event, including the safe evacuation of any disabled or handicapped persons in the event of fire, and for ensuring that all exits are clear and unobstructed. Hirers will be asked to complete a Health and Safety risk assessment form as part of the Hiring Application process. The risk assessment will be considered an integral part of the Hiring Conditions and no booking will be confirmed until the risk assessment form has been approved.

5.4

After 8.00pm, there shall be no sound or noise arising from within the premises that is audible inside any of the neighbouring houses. Any noise heard in the street outside the Parochial Hall shall be only marginally higher than the general noise level of the High Street. In the event of excessive levels of (music) noise a momentary power cut off will be activated automatically. If this occurs Hirers must ensure that noise levels are reduced to within the permitted levels when the power comes back on. We also ask Hirers using the garden to be aware of noise levels for surrounding residents at all times.

5.5

Persons leaving (or arriving) shall not unreasonably disturb local residents by noise or unruly behaviour.

5.6

The person hiring the Parochial Hall, or our preferred caterer, is responsible for the observance of the Food Safety and General Food Hygiene regulations. It is a requirement that all food preparation and storage on the premises should be under the control of a person with an appropriate food hygiene training whilst all food sourced externally should be obtained from a registered supplier. (The term "Food" includes liquid refreshment). Hirers are reminded that there is a legal requirement to keep perishable foods chilled below 8 deg. C (or to be consumed within 4 hours) and to serve or keep hot food above 63 deg. C (or to be consumed within 2 hours) and for temperature records to be kept. Records should also be kept of the food and the number of people being served. Cleaning and disinfecting of the kitchen to be the responsibility of the Hirer or caterer. It is suggested for the avoidance of doubt that Caterers from our preferred suppliers list are used in almost all circumstances and on no account may food be brought onto the premises without the prior approval of the Booking agent.

5.7

Any Doormen employed shall be registered by the Warwickshire Door Safe Scheme (to be replaced by the Security Industry Agency).

5.8

No Hirer under the age of 25 will be accepted.