General booking information
When you hire the hall, you agree to:
- ensure that the hire period you book allows sufficient time for setting up before your event and for clearing away and cleaning after your event
- pay a security deposit of £100 (refundable) to confirm your booking and the cost of hire 14 days prior to your event
- consider the neighbours by ensuring that the volume of any music is kept at a reasonable level, the hall doors and windows are kept closed when music is played, and guests leave quietly at the end of the hire period
- vacate the premises before or at the end of your hire period. Should you be hiring the hall during the evening, ensure that you and your guests have vacated the hall by midnight
Collection of keys and access to premises
Contact the bookings secretary to arrange key collection the week prior to the booking on admin@worthychurches.org.uk or 01962 881879
Use of the premises
As the Hirer you must ensure that the hall is only used for the purpose specified on the booking form. You must not sub-hire the premises or allow them to be used for any unlawful purpose or in any unlawful way. Specifically, but not exclusively, you must not allow:
- the consumption of alcohol by minors
- the use of any illegal drugs
- any form of ‘adult’ entertainment
- any activity that involves gambling (apart from Lotteries that do not require a Gambling Commission licence or registration)
- the attendance of under-age children at films which carry an age restriction
- the use of candles/nightlights and fireworks is not permitted on any part of the premises of St Mary’s Church Rooms or the Chapel. This includes the outside area. The release of helium balloons/Chinese lanterns is also not permitted at either location.
No posters or other displays are to be fixed to walls, doors, etc. without written permission
Music Licensing
Commercial or business hirers who intend to play music during their hire period must hold a music licence.
Supervision
As the Hirer, you are responsible for the care and supervision of the premises, and for the behaviour of all persons present.
You are also responsible for supervising car parking arrangements to avoid any obstruction of the public highway. Parking for St Mary’s Church Rooms is available behind Church Green Close and are clearly marked. Parking for St Mary’s Chapel is very limited and vehicles should only be parked directly outside the front doors for the purpose of loading or unloading. Alternative parking can be found at Tubbs Hall nearby.
You must ensure that there are sufficient responsible adults (over the age of 25) present for the number of people in attendance at your event:
- at least 2 responsible adults present for any event with up to 25 people in attendance
- at least 4 responsible adults present for any event with over 25 people in attendance
The number of responsible adults present must be doubled if the majority of people attending are under the age of 16.
Health and safety
To minimise the chances of accident or injury, we ask all Hirers to adopt a common sense and responsible attitude to health and safety.
The responsible adults mentioned above must be familiar with the location and operation of the fire extinguishers, as well as the procedures for orderly evacuation of the hall in the case of fire or other emergency. (Please see the ‘Fire Procedures’ document for more information). You must ensure that chairs, tables and other equipment are arranged in such a way as to allow free and easy access to the fire exits, and with consideration for people’s safety in moving around them.
It is your responsibility to ensure that any outside agencies you employ for your event (such as catering companies, bands, DJs, etc) have the following:
- all electrical equipment they bring into the hall must have been PAT tested within the last 12 months
- public liability insurance. Note that you may be responsible if they do not
Health and hygiene
As the Hirer, if you – or any outside catering company – are preparing, serving, or selling food at your event, you must ensure that all relevant food, health and hygiene regulations are observed.
You must not allow any animals (or birds) except Guide Dogs to be brought into the premises buildings, other than for a special event agreed in advance by the bookings secretary. Animals are not permitted to enter the kitchen at any time.
Protection of children
Any Hirer using the Hall for purposes requiring Ofsted registration produce their registration certificate and child protection policy before the hire period commences. As the Hirer, you are responsible for the supervision and general safety of all children (under the age of 18 years) while they are on the premises. You must be present throughout the period of hire.
You must ensure that any activities for children under 8 years of age comply with the provisions of the Children Act of 1989 and that the relevant checks (eg. DBS) have been carried out on people with unsupervised access to the children. You must take all reasonable steps to keep children out of those parts of the premises that might present a potential danger to them (eg. the kitchen, cleaners’ storeroom or boiler room) unless they are supervised by a responsible adult.
Accidents and dangerous occurrences
As the Hirer you must report any accident involving injury to the public to the bookings secretary. Certain types of accident or injury must be reported to the Local Authority, and the bookings secretary will assist with this. The first aid box for St Mary’s Church Rooms is located in the cupboard in the hallway near to the internal doors to the Rooms. The first aid box for St Mary’s Chapel is located in the kitchen.
Insurance
St Mary’s Church holds public liability insurance for each premises when hired for occasional social events. However, this insurance does not cover the use of the premises for commercial purposes, or by formally constituted clubs or registered charities, or individuals who hire the premises on a regular weekly or monthly basis. Hirers in these categories must ensure that they hold adequate public liability insurance. If you have any doubts of the category which applies to you, please ask the bookings secretary.
In particular:
- Commercial and Business hirers must, before hire, produce evidence of at least £2m of public liability insurance cover.
- Any Hirer using a bouncy castle or other inflatable must before hire produce evidence of at least £2m of public liability insurance cover and comply with their insurer’s requirements
Cancellation
As the Hirer, if you cancel your booking, we reserve the right to make a cancellation charge as follows:
- charge if notice of cancellation given less than 14 days before the event = 50% of the total hire fee
In special circumstances, we may waive or reduce the amount of the cancellation charge. The bookings secretary also reserves the right to refuse a booking or to cancel a booking at any time, without being obliged to give a reason, and in this case, we will offer compensation where appropriate. This will, however, be limited to a maximum of the hire fee for the event, and we will not be liable for any further consequential losses.
Cleaning
As the Hirer you are responsible for ensuring that the hall is left clean and tidy, in a suitable condition for use by the next hirer – leave it as you find it. If you have moved anything in the hall, you must return it to its usual place. All rubbish generated by your event needs to be removed from the hall and taken elsewhere for disposal. The bookings secretary can advise on the location of cleaning equipment at the premises.
If you use them, you are also responsible for checking and tidying the grounds around the hall.
Please let the bookings secretary know of any breakages or any damage as soon as possible. We reserve the right to deduct an appropriate amount from your security deposit to pay for any damage caused or any additional cleaning required after your event.
Return of keys
At the end of your hire period, unless otherwise agreed, you must close any windows you have opened and lock all external doors. The keys should be returned in accordance with the instructions of the bookings secretary.
Our commitment
We will do our best to provide the hall and facilities in a suitable state for the activities, but we can’t be held liable for any circumstances or events outside of our control. If, through our own fault, we are unable to provide the hall and facilities in a suitable state, we will reimburse you appropriately.
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