The Winthorpe Community Centre Charity- Conditions of Hire and Useful Information

The Winthorpe Community Centre Charity Conditions of Hire

  1. The Winthorpe Community Centre Charity hereby nominates the HIRER as the person responsible for overseeing, and on the premises, during the term of this letting.
  2. HIRING FEES. An invoice for the full hire charge will be issued on approval of the booking. If the invoice is less than £100, payment in full is required on booking.
    Over £100 a 50% non-refundable deposit is payable with the balance paid 14 days prior to the event. Should the invoice not be paid in full 14 days prior to the event, the booking will be deemed to have been cancelled by the hirer.
    1. In the event of the HIRER cancelling the deposit is NON-FUNDABLE and the balance is at the discretion of the Executive Committee.
    2. To enable the booking to be confirmed, the hirer will need to supply the Booking Secretary their proof of address (e.g. driver’s license, utilities bill)
    3. The Management committee have the right to refuse to hire the community centre out where they believe, based on previous experience, that the event presents an unacceptable level of risk to the charity.
  3. The HIRER shall indemnify the Executive Committee for the cost of repair of any damage that should occur to any part of the property, including the curtilage thereof, or contents of the building, or to any adjoining property, during the period of hiring.
    The booking secretary reserves the right to add a £100 refundable damage deposit to the hire charge. This shall be paid with the hire charge 14 days before the period of hire and returned within 7 days after the period of hire. The cost of any additional cleaning as stated in condition 18 or the cost of repair to any damage to premises caused by the hirer shall be deducted before the return of the deposit if the costs exceed the damage deposit the hirer shall be liable for the additional costs.
  4. The main hall is automatically heated; it is pre-set to come on 1 hour prior to an event. PLEASE DO NOT TOUCH THE HEATING CONTROLS. THIS IS CONTROLLED BY HIVE
  5. NO SMOKING, VAPING OR RECREATIONAL DRUGS ARE ALLOWED ON THE PREMISES.
  6. HIRERS are asked to remove any excess waste or recyclable packaging, etc, created by themselves when leaving. Please do not leave excess waste by the side of the bins unless agreed with the Booking Secretary
  7. THE HIRER, during the period of hire, must be familiar with and carry out the fire and health and safety procedures detailed on the notice in the foyer, be responsible for the supervision of the premises, the fabric and the contents, their care, safety from damage however slight, and the behaviour of all persons using the premises whatever their capacity, including proper supervision of car parking arrangements so as to prevent obstruction of the highway and in particular ensure that no nuisance in the way of noise is caused to the occupants of nearby dwellings.
    The Centre is fitted with fire detection systems, and the alarm should sound automatically. In addition, there are several manual call points, which are tested weekly.
    The alarm is not connected to the Fire Service - in the event of a fire call 999 and a Community Centre trustee.
    There are several fire extinguishers located throughout the premises. Please familiarise yourself with their location and use.
    The fire action plan is located at each call point. The assembly point is at the end of the car park.
    Exits must be always kept clear. Users are responsible for the safe evacuation of everybody present and should also consider carrying out regular fire evacuation exercises.
  8. THE HIRER shall be responsible for ensuring that there is no interference with persons hiring other parts of the premises.
  9. THE HIRER shall not sub-let, without prior approval of the Executive Committee, or use the premises in any unlawful way or bring onto the premises anything, which may endanger the same or any insurance policies in respect thereof.
    Any hirer needs to ensure that they have adequate insurance for the type of event that they are running.
    The Community Centre carries full public liability insurance in respect of the use of the premises by the hirer, this does not cover the activities carried out by the hirer on the premises. The community centre is not responsible for any loss or damage caused to any person caused by the hirer’s activities to any person or any goods.
  10. THE HIRER shall be responsible for obtaining all licences (Temporary Event Notice) that may be needed, whether for the consumption of intoxicating liquor or otherwise, and for the observance thereof and of all other regulations appertaining to the premises. The Winthorpe Community Centre Charity does hold an alcohol licence and this can be used for your event at a cost and with prior notice at the time of booking. The Winthorpe Community Centre Charity also holds a Music Licence.
  11. THE HIRER shall if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations.
  12. THE HIRER shall be responsible for ensuring that any electrical equipment brought onto the premises is safe and has a valid Portable Appliance Test certificate.
  13. IN THE CASE OF HIRING INVOLVING THE SALE OF GOODS including Jumble Sales, the name and address of the hirer's organisation must be properly displayed.
  14. NO NAKED FLAMES or anything that might be a fire hazard are allowed on the premises e.g. candles, tea lights.
  15. NO BIKES, SCOOTERS, SKATEBOARDS OR ROLLER BLADES ARE ALLOWED IN THE BUILDING.
  16. NO STUDS ON BOOTS are allowed anywhere in the building except for the changing rooms.
  17. THE HIRER must not use drawing pins, adhesive tape, or anything else that might mark/damage the appearance of the building to hang notices, balloons or decorations (which must be fire retardant) on any part of the structure of the Centre. In the main hall is a picture rail which can be used to hang decorations. If notices, etc, are to be displayed, the Hirer must use the noticeboards provided. No materials or equipment shall be used that may damage the floor or other parts of the building.
  18. PARTY POPPERS, metallic confetti/decorations shall not be used in the building; the dye indelibly stains the floor when wet. SMOKE MACHINES shall not be used, as they will activate the fire detection system. Helium Balloons are not permitted in the large hall
  19. THE HIRER at the end of each hire period, shall be responsible for leaving the premises and surroundings in a clean and tidy condition, properly locked and secured unless otherwise directed, and any contents temporarily removed from their usual positions properly replaced. Lighting, cooking and electrical equipment must all be turned off and all cutlery and crockery washed up and put away. Any equipment or other items (including food) brought on to the premises by the hirer must be removed at the end of the hire period unless express permission to do otherwise has been given by the Bookings Secretary prior to the event. Please sweep floors and ensure any spills are quickly mopped up, particularly on the
    wooden floor in the main hall. Only a minimum of water should be used when cleaning the hall floor. If the premises are left in a condition necessitating other than routine cleaning by the cleaner a charge of £20/hour of the cleaner's time will be made. A mop and bucket can be found in the changing/cloak room. There is a Henry Hoover and scissor sweeping brush in the table storeroom and a dustpan and brush in the kitchen.
  20. ALL TABLES ARE PROPERLY CLEANED PRIOR TO STORING AWAY.
  21. IN THE EVENT of the Community Centre or any part thereof being rendered unfit for the use for which it has been hired, the Executive Committee shall not be liable to the hirer for any resulting loss or damage whatsoever except for the refund of any fees paid in advance
  22. No animals, other than Guide Dogs for the Blind, are allowed on the premises without the express permission of the Bookings Secretary.
  23. The hirer should take all reasonable steps to ensure that patrons awaiting entry to the premises, or leaving the premises, do not cause annoyance, or nuisance, to any other person in the vicinity of the premises including speeding in the village.
  24. If the premises and their contents are not treated with reasonable care and respect the Executive Committee may decide not to accept further bookings from the hirer.
  25. The HIRER must ensure that vehicles used by those attending the event are parked on the car park and not left outside the gate. The gate will be locked at 1.00a.m. and reopened the following morning at approx. 8.00 a.m.
  26. All music played must be stopped no later than 11.30 p.m. and the premises vacated no later than 1.00 a.m.
  27. The hirer must not set off fireworks at the community centre, inside or outside.
  28. If the hirer opens the fire exit (double doors) in the main hall, please make sure when you leave that this is closed property to avoid the intruder alarm sounding. If, when you have vacated the premises, the alarm sounds and triggers an engineer being called, you may be liable for the call out fee of approx. £50.00.
  29. On making a booking for the centre, the hirer will need to have acknowledged with the booking secretary that they have read the terms and condition of hire.

 

CONTACTS
Booking Secretary Chris Randall - 07964128426
Maintenance Andy Warner - 07889189207
Miles Harriman – 07710086299
Chairperson Miles Harriman – 07710086299
Vice Chair Andy Warner - 07889189207
Treasurer Richard Cuene - Grandidier -07932110915
Secretary Michele Cammack – 07951728079


Useful Information
• DEFIBRILLATOR CODE C159X
There is a first aid box behind the bar and a second box in the kitchen above the wall mounted cupboard.
There is an accident book behind the bar, any incident that results in injury to any person using the community Centre should be recorded with full details in the log and a trustee informed as per the contacts above.


• Alarm System (Disabled Toilet)
If the alarm is set off for any reason in the disabled toilet, to switch it off and reset it, the green button on the panel above the door of the toilet must be pressed.


• Access
You will have gained access by using the key from the key safe. Please keep this safe and ensure that you return to the safe and unscramble the number when leaving the building. Make sure all doors and emergency exits are closed at the end of your session. If you have opened the fire exit (double doors) in the main hall, please make sure when you leave that this is closed properly to avoid the intruder alarm sounding. There is a diagram on the closing mechanism for you to make sure it is closed


• Kitchen
The kitchen is well equipped for most catering needs. There is a dishwasher, the instructions are displayed in the kitchen. There is a fridge available for your use. Please make sure that you remove all food items after your session.


• Cloak Room

You will find coat pegs on the wall in the hallway. Please note that this is a fire exit route therefore do not leave any items on the floor.


• Accidents and incidents
There is a First Aid box stored on top of the kitchen cupboard and in the bar area. If there is an incident/accident, please record in the accident book located in the bar area behind the optics.


• Utilities
If you smell gas: Evacuate the building immediately. Do not use any electrical devices or phones inside the building. Once you are safely outside, call a trustee. If you notice any water leakages: Report them to a trustee as soon as possible.


• Defects and breakages
Please notify the booking secretary of any breakages.


• Departure checklist
Please wipe and put away table and chairs, sweep floors, clean kitchen and leave the Centre as you found it. Please put any bagged rubbish in the outside bins and take away any recyclable rubbish with you. Do not leave rubbish bags by the bins as this attracts rodents. Check all windows and doors are closed. Turn off lights. Lock all external doors and return key to safe.