Vale Community Association
Standard Terms of Hire for the Centre

1. Under these Terms and Conditions the following words shall have the following meanings:

"Association"-shall mean the Vale Community Association CIO
"Trustees" – Shall mean the Trustees of the Vale Community Association
"Caretaker" - shall mean the caretaker of the Community Centre or a trustee

"Centre" - shall mean the Vale Community Centre or any part thereof which shall be the subject of a hiring
"Hirer" - shall mean the person, persons or body wishing to use the Centre or any part thereof
"Hire charge" - The amount payable to the Association for hiring the Centre.

2. The accompanying hiring application form, completed by or on behalf of the Hirer - who must be at least 18 years of age - and counter-signed on behalf of the Council, shall confirm the hiring, and must be made available for inspection at the Centre during the hiring period(s). The person completing the application form and by whom it is signed shall be considered the Hirer. Where a promoting organisation is named on the form that organisation shall also be considered the Hirer and shall be jointly and severally liable with the person who signed the form.

3. All payments should be made by Bank transfer, details of which will be provided if you proceed with your booking.

A notification that a payment has been made, should be forwarded by email to: thevalecommunitycentre@gmail.com.

Other payment methods may be agreed on a case-by-case basis.

To make a one-off booking firm a refundable deposit must be paid at the time of booking, this will be refunded.

• If the booking is cancelled with at least four weeks’ notice prior to the date of the booking.

• After the booking, the Association reserves the right to retain part or all the deposit to cover

  • Cost of overrun- Minimum charge 2 Hours

  • Contribution towards damages

  • Contribution towards extra cleaning costs

  • Use of an un-booked part of the Hall

Payment of the hire charge for one-off bookings must be made at least four Weeks prior to the booking time; or as otherwise determined by the Association. Failure to do so may lead to the cancellation of the hiring and retention of deposit.

Payment of the hire charge for regular bookings should be made within 10 working days (2 weeks) of the date of the invoice. If payment has not been received by that date a reminder will be issued to the Hirer. This will be invoiced monthly in advance

If a reminder is issued on more than two occasions (within a twelve-month period), an administration charge will be levied.

If payment is not received in full within 6 weeks of the date of the invoice, the hire agreement will be automatically revoked; and action taken to recover payment.

4. The hire charge covers lighting and heating and of such furniture and equipment as is provided by the Association in the room hired unless stated otherwise. Any additional chairs or furniture must be provided by and shall be at the sole risk and expense of the Hirer.

5. The Hirer shall be entitled to full use of the part of the Centre to which the hiring relates solely for the hiring period(s) referred to on the completed confirmation of the booking form, which shall include any time required by the Hirer for the purposes of setting up and clearing up. The Hirer must not use parts of the hall they have not booked The Hirer must not permit the hired room to be used for any illegal activity.

6. The Association must be notified of any cancellation by the one-off Hirer at least 28 days prior to the hiring, after which time the Council may at its discretion refund less than the full hire charge. If a cancellation occurs at shorter notice it is the Hirer's responsibility to let the Trustees know immediately by telephone; and confirm in writing or by e mail.

7. The Association reserves the right to close or prohibit the use of the Centre without giving any reason. In such cases the Associations’ liability shall be limited to a refund of the hire charge.

8. The Caretaker or authorised representatives of the Association are empowered to enforce the conditions of hire and to refuse entry to or require persons to leave the premises.

9. Except in the case of an emergency all persons entering or leaving the Centre must do so via the designated main entrance. The emergency exits must not be used for this purpose. The Hirer must familiarize themselves regarding the position of the emergency exits and any evacuation procedures. It is the Hirer's responsibility to ensure that all emergency exits in the room hired remain clear and accessible during hire.

10. THE SAFETY OF THE HIRER AND EVERYONE FOR WHOM THE HIRER IS RESPONSIBLE IS PARAMOUNT. Therefore, if during the hiring the alarm starts ringing, the Hirer MUST WITHOUT DELAY ENSURE THAT EVERYONE EVACUATES THE BUILDING in a safe and orderly fashion. THE HIRER IS NOT EXPECTED TO STAY IN THE BUILDING TO FIGHT A FIRE WHICH HAS NOT BEEN EXTINGUISHED IMMEDIATELY.

11. The Hirer shall during the hiring be responsible for the efficient supervision of the hired room including the effective control of children, the orderly and safe admission and departure of persons to and from the Centre and the orderly and safe clearance of the Centre in the case of an emergency. In particular, the person who signed the confirmation of hiring form shall be the person designated to take responsibility for the welfare of any disabled users, and for assisting in their safe and orderly evacuation in the case of an emergency.

12. In the absence of prior agreed arrangements to the contrary with the Association, all property belonging to the Hirer shall be removed immediately at the end of the hiring. In the event of the Association having to remove such property, the Hirer shall be liable for the cost incurred by the Association in such removal. This condition shall also apply to the utensils, refreshments, etc. of a caterer engaged by the Hirer, and the Hirer shall be responsible for ensuring that such caterer leaves all parts of the Centre where such refreshments are prepared and/or served in a clean and tidy condition at the end of the hiring. The Hirer shall also ensure that all areas of the Centre associated with the hiring are left in a clean and tidy condition at the end of the hiring period.

13. The Association, its officers and agents shall not be responsible for the loss, theft or removal of any product brought to or left in or on any part of the Centre (whether in locked cupboards or cabinets or not), and the Hirer shall indemnify the Council and its officers and agents from and against all claims, demands, actions and proceedings in respect of such loss.

14. The Hirer must ensure that all doors giving egress from the Centre shall be kept shut but unlocked and immediately available for exit during the whole of the hiring, and that no obstruction is placed or allowed to remain against any door or in any corridor or passageway within the Centre. The Hirer must ensure that any access control system is used to control access to the centre. The Hirer must ensure that the Centre is not left unattended at any time during the hiring. An Exception to this will be opening doors for Ventilation during Covid Measures

15. The Hirer must take measures to ensure at the conclusion of the hiring period, that prior to leaving all exits are secured, and main exit is locked on departure (as per procedures specified in the induction to the building).

The only exception to this requirement is if the next Hirer and/or the Caretaker is present and takes responsibility for securing the building.

16. The Hirer shall indemnify the Association against all claims, demands, actions and proceedings arising out of any infringement or copyright or the unauthorized playing, performance or use of any record, apparatus, or equipment during the hiring of the Centre.

17. The Hirer shall indemnify the Association against all claims, demands, actions or proceedings in respect of the death of, or injuries to any person howsoever caused at the Centre. It is essential that the Hirer has liability insurance cover for the hiring activity, and including Public Liability, and must furnish the Council with a copy of this insurance policy on request.

18. Every Hirer who has charge of children or vulnerable adults during a hiring period must have a Safeguarding Policy; and would be expected to be in possession of a Disclosure & Barring Service (DBS) check.

The Hirer must furnish the Association with a copy of the Safeguarding Policy on request

19. Full details of any accident sustained during the hiring must be notified by the Hirer to the Association as soon as practicable and in any event not more than twenty-four hours from the occurrence thereof.

20. The Hirer shall be responsible for and shall pay to the Association on demand the amount of any damage done or occasioned to the premises or to the fixtures, fittings, apparatus, equipment, furniture, crockery, utensils, or other property of the Association during the use of the Centre by the Hirer; the amount of such damage shall be certified by the Trustees whose decision shall be final. No nails or screws shall be driven into any part of the Centre, no decoration, or notices (external or internal) shall be put up and no alterations made in the arrangements of the Centre except with the approval of the Association and such approval to be subject to such conditions as the Association may specify.

21. Explosives, inflammable liquids or unnecessary inflammable articles shall not be brought into or used in any part of the Centre.

22. No part of the Centre shall be used for the sale of furniture or other goods by auction or otherwise except when the Centre is specifically hired for the purpose of holding a sale of work or other similar hiring and in such case any auction or sale shall be incidental to the main purpose of the hiring and approved in writing by the Association.

23. The Association’s Officers, together with its authorised agents and contractors, shall always during the hiring have free access to the Centre and instructions must be given by the Hirer to permit their admission.

24. No dogs or other animal shall be brought into the Centre except for guide or assistance dogs.

25. The Hirer shall always comply with the instructions of the Association or Caretaker.

26. The Centre shall not be used for any purpose other than that for which it is specifically hired.

27. The Hirer must not engage in, or allow others to engage in, any activities which promote extremist* views, or activities which might lead to the radicalization* of any individuals; or to the planning or execution of any criminal or terrorist* acts.

The Hirer also has a responsibility to notify the Trustees if they are aware that, or have reasonable ground to suspect that, any activities are being undertaken by those within their charge during the hire, which promote extremist* views, or which might lead to the radicalization* of individuals; or to the planning or execution of any criminal or terrorist* acts

(* terms as defined by the UK Government ‘Prevent Strategy’ 2011)

28. The Hirer shall use the fixed and/or portable items of electrical equipment provided by the Association in the Centre. The use of other electrical appliances brought to the Centre by the Hirer or his/her/its agent (e.g., caterer) shall be entirely at the Hirer's risk, and must be PAT tested. The Hirer shall be liable to the Association for any loss or damage, direct or indirect, caused using such appliances.

29. A strict no smoking policy applies to the whole of the Centre including any grounds. Hirers are required to ensure that this policy is rigidly always adhered to.

30. The Hirer shall obtain all licenses or consents which may by law be required in connection with any entertainment which shall take place in the Centre during the period of hire. The terms and conditions of all licenses and consents issued in connection with the Centre or any part thereof or the use of the Centre for any entertainment shall be observed and performed.

31. No Alcohol shall be sold on the premises.

32. In the event of a hiring being disrupted by violence or anti-social behavior (or the threat of either) from persons outside the Centre, the Hirer is advised to contact the police immediately and not to put him/herself at any risk by confronting the perpetrators.

33. Any complaints regarding the use of the Centre or any of the arrangements connected therewith must be made in writing to the Association within twenty-four hours of the occurrence.

34. Any notice demand or request by the Council to or upon the Hirer may be sent by ordinary prepaid post addressed to the Hirer at the Hirer's address given in the application form and shall be deemed to be made or served at the time when the letter containing the same would be delivered in the ordinary course of post.

PRIVACY STATEMENT

Personal Data Privacy

The Trustees are committed to protecting your privacy; and we are responsible for the storing and processing of all personal data in a fair, lawful, transparent, and secure way.

Personal Data Held

The only personal data we hold are the names, addresses, and contact numbers, as supplied to us on this Booking Form.

What this data is used for

We use the data supplied by you to facilitate the hire of space at the community centre named on this form.

Why you need to supply this data

You are not obliged to provide the information requested here; but you need to do so if you wish to enter into a contract between yourself (or the organisation you represent) and the Association, for the purpose of hiring space at this community centre.

Who may we pass this information on to?

The data provided on these forms will not be made available to the public; but will be passed to Community Association trustees involved in the hire of space, and payment of hire charges.

How long we keep this information

This data will be held for two years, after which records will be deleted; except where there is any legal action, or investigation in respect of the hire, pending.

The information provided by you may also be used for the purpose of any other function carried out by the Association.
 

The Data Controller is the Vale Community Association address as above.

The Data Protection Officer is the current Chair of the organisation. You can contact the data protection officer at the above address.

The new data protection law known as the General Data Protection Regulation provides for the following rights as prescribed by the legislation:

• A right to request a copy of your information

• A right to request rectification of inaccurate personal data

• A right to request erasure of your data known as ‘the right to be forgotten’

• A right to in certain circumstances to request restriction of processing

• A right in certain circumstances to request portability of your data to another provider

•  A right to object to processing of data in certain circumstances

• A right regarding automated decision-making including profiling

Please note that if you are unhappy with a decision regarding the handling of your data you have the right to complain to the Information Commissioner’s Office at Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. See also the Information Commissioners website at https://ico.org.uk/your-data-matters/ .

Please note under the COVID-19 Measures you must:

You must not enter the building with symptoms of COVID-19

If you get a message from the Track and Trace app to isolate and then it starts a countdown you must inform the Trustees of the Centre and immediately go home

You must not use public transport

You must always wear a mask unless exempt until you are out of the building

You must use the NHS QR Code Track and Trace or sign in at the entrance point and fill in the form and put in post box

You must use hand gel on arrival, before using the toilets and before leaving the centre

Parents/Carers must not enter building or congregate within unless to pick up a child showing symptoms.

You must follow the one-way system

You must arrive on your own and leave on your own

You must not congregate outside the centre until you leave the boundary of the centre you must ensure you keep to the 2-metre distancing

You must not stop and talk in the corridors or toilet areas

You must adhere to all signage within the centre, wash hands regular, adhere to toilet queueing system and cleaning of said toilet and kitchen areas

You must keep to the 2-metre social distancing and not to hug, or talk to people or shout across the room or sing

You must clean tables and chairs before and after use using the products at the cleaning station and flip over the signs that the tables have been cleaned

If you break the rules very severely on the third count you will be asked to leave the centre and your hire will be revoked with no refund.

You must stick to the bubble of six

You must adhere to any new guidance from the Government that is implemented with the centre otherwise your booking will be revoked.

Last updated March 2021