Terms and Conditions for Hire of Sunray Community Centre (SCC)
- Acceptance of Conditions and Basis of Hire
1.1 The use of the Premises or part of the Premises is permitted only on the basis of these Conditions. The completion of the Hiring Agreement shall constitute an acceptance of the Conditions.
1.2 The Hirer acknowledges that no tenancy is intended to be created and no relationship of landlord and tenant exists between the SCC CIC and Hirer, and the Hiring Agreement does not confer any other right of occupation on the Hirer.
1.3 The Hirer shall not sub-hire or assign to any third party the Premises nor the benefit of the Agreement. The Hirer shall not permit during the Hire Period any other party to use the part or parts of the Premises included in
the Agreement.
1.4 SCC CIC reserves the right of entry for its representative, a police officer on duty or a member of the ambulance service, fire brigade or a safety officer, to access to and remain on any or all parts of the Premises at
all times. SCC also reserves the right to refuse admission to, or remove from the Premises, any person or persons without stating any reason therefor. SCC CIC shall not be liable to pay any refund or compensation arising from such exclusion.
1.5 SCC CIC reserves the right to cancel any session of the hire on giving not less than the Notice Period (7 days for “SCC CIC”, except in case of emergency when less notice than the Notice Period may be given) and to
terminate the Agreement at any time in the event of a material breach of any of the Conditions.
1.6 For one-off bookings, the Hirer must give the Notice Period (14 days for “The Hirer”) to SCC CIC of any cancellation of the hire for SCC CIC to refund the Hiring Fee. If the Hirer wishes to cancel a booking before the
Hiring Period commences where there is not sufficient time for the Notice Period and SCC CIC is unable to arrange a replacement booking, SCC CIC may at its absolute discretion refund the Hiring Fee(s) (plus the
Security Deposit), but shall be under no obligation to do so. In the event of SCC CIC cancelling the booking, prior to the commencement of the Hiring, all Hiring Fees (including the Security Deposit) paid by the Hirer shall be
refunded.
1.7 For regular or block bookings (sessions of 4 or more consecutive bookings), where payment has been made one month in advance, cancellation of any of the sessions must be made a minimum of one month prior to the start date of the block booking to secure a refund. Repeated cancellation of block bookings are unsustainable for SCC CIC to accommodate and the hire agreement may be terminated if regular hirers are unable to provide continuity.
1.8 Service of such cancellation notice is sufficient if it is in writing to the respective addresses of the Hirer and SCC CIC or by email to the Hirer or to SCC CIC at the email addresses shown in the Booking Form. - Payment of the Security Deposit and Hire Fees
2.1 The Hirer shall make all payments to SCC CIC as described in the Booking Form. A booking is not confirmed until the Security Deposit and Hire Fees have been received. To confirm a provisional one-off booking, the
security deposit and hire fee must be paid within 14 calendar days of the provisional booking. If this is not received within this timeframe, SCC CIC reserves the right to cancel the booking. The hall is in high demand and
the SCC CIC team want to ensure it is available to be used by as many people as possible so encourage prompt booking confirmation.
2.2 The Security Deposit, should it be required, is to be held by SCC CIC against the arrears of the Hiring Fee and the cost or anticipated cost of damage to the Premises or replacement of fittings at the Premises where
damage is caused during the Hiring Period and SCC CIC will retain as much as it considers necessary to cover such cost, without prejudice to Condition 13 listed below.
2.3 The Hire costs for the SCC are £25 per hour for commercial hire and £20 per hour for charities and constituted community groups.
2.4 The Hire period must include any time required for setting up and taking down including cleaning. This includes setting up or putting away of any furniture used within the hall, and any outside inflatables or other equipment. SCC CIC cannot store any equipment on behalf of hirers.
2.5 An additional fee is payable by the Hirer for each hour or part of the hour, that the premises are retained by the Hirer beyond the expiry of the contracted period, until the Hirer has returned control thereof to SCC CIC.
2.6 Block bookings: on return of the signed contract, the Hirer shall enclose either (i) the full amount due or (ii) the first month’s payment (as appropriate). Where payments are made on a monthly basis, these shall be paid monthly in advance for the duration of the booking.
2.7 Single bookings: on return of the signed acceptance sheet, the Hirer must enclose the full amount due. The contract document shows the amount of the basic hire charge and any additional hire charges that shall be paid by the Hirer. A returnable deposit of £200 is also required and will be forfeited if the hall is left in an unreasonable condition, damaged or the function over-runs its exit time. This is at the discretion of the SCC CIC and is not negotiable. The hirer will be responsible for ensuring that the hall is left neat and tidy after use, and that any rubbish is removed and spillages cleaned up. - Use of the Premises
3.1 The Hirer shall only use the Premises for the Purpose of Hiring described in the Booking Form.
3.2 No pets or animals (except assistance dogs) are permitted to be present on the Premises.
3.3 No contaminative or hazardous substances nor anything of an especially combustible, inflammable or explosive nature may be brought on to the Premises. Due to the nature of product involved we cannot
unfortunately allow foam parties.
3.4 No bolts, nails, tacks, screws, pins, hooks, spikes, strong adhesive or other such like objects may be used or driven into in or on any part of the Premises or its fabric furnishings and no decorations are to be put up
near light fittings.
3.5 The Hirer shall not permit more than the maximum number of people shown in the Agreement to be at the Premises at any one time.
3.6 The Hirer shall during the Hiring Period be responsible for supervision and security of the Premises, protection of the fabric and contents from damage and the behaviour of all persons using the Premises. The
Hirer shall ensure that no drunk and disorderly, abusive or violent person is permitted to enter, remain or otherwise make use of the Premises. The Hirer is responsible for maintaining adequate control, supervision and quiet and orderly conduct of the Premises. The Hirer shall not cause or permit to be caused any nuisance to other occupiers of the Premises or any adjoining premises and will take particular care to ensure that the minimum of noise is made on arrival and departure from the Premises.
3.7 The Hirer is not permitted to make use of any of the outdoor areas of the Premises for any part of their hire without prior agreement from SCC CIC in writing.
3.8 The Hirer is responsible for the control of all persons and parties who are admitted to the facility and that they conform in all respects to the regulations governing the use of the facility. The Hirer should also ensure
that noise is maintained at a reasonable level so as not to cause disturbance and nuisance to residents in the vicinity, particularly during hot weather when windows and doors may be open. All loud music must end at
11.00 pm; background music which cannot be heard outside the hall may continue until 11.30 pm. - Signage and Advertisements
No external or internal decorations, flags, emblems, posters, placards, advertisements or notices shall be displayed upon or outside the Premises without the previous express consent of SCC CIC. - Electrical Equipment and Installation
The Hirer shall ensure that any electrical equipment used by the Hirer on the Premises shall be safe, in good working order, and used in a safe manner in accordance with the Electricity at Work Regulations 1989 (as
amended from time to time). The Hirer is not permitted to bring any small electrical appliances into the kitchen for use during the hire. - Smoking, Drugs, Alcohol, Gaming and Trading
The Hirer shall not allow smoking or the consumption of drugs or any other illegal substances on the Premises. The Hirer will ensure that during the Hiring Period no alcohol is purchased or sold on the Premises. The Hirer
shall ensure that nothing is done on or in relation to the Premises in contravention of the law relating to gambling, betting and lotteries, and the Premises shall not be used at all for the purpose of gambling.