BOOKING FORM A – RETURN WITHIN TWO WEEKS TO BOOKING SECRETARY
(RETAIN COLOURED CARBON COPY – DO NOT SEND TO BOOKING SECRETARY!)
A. BOOKING REQUIRED:
For one-off Booking -Date(s) ………………………………………………………………………
For Regular Bookings- Day …………………………………Term-time only /Not Bank Hols (circle)
Time required (Hours)
To include setting up time.
……………………… From ……………. to ……………….…. .
Group/Purpose of Hire
…………………………………………No of people……………….
B
THE HIRER:
Name ……………………………………………………………………………
Address ……………………………………………………………………………………………….
Post Code …………………………..Email address ………………………………………………
Telephone ……………………………mobile………………………… web site. www.
I have retained a copy of the Hire Agreement and Schedule 1 and accept the full terms and
conditions of hire contained therein.
Signature ………………………………………………Date ………………………………………
C THE ASSOCIATION (a) Registered Charity No: 1016780
(b)
Booking Secretary - Gloria Colston 54 Melbury Road, Knowle, Bristol BS4 2RP.
Telephone – 0117 9778065
Signature …………………………………………………….
Date ……………………….
This signed document also forms the receipt for the payment of the key deposit and damage
waiver and deposit as detailed at 2 on Schedule 1. An invoice will be issued for the balance of
payment if not paid directly to the Booking Secretary.
D.
HIRE CHARGES - for exclusive use of the building
Regular weekly/monthly hire - Commercial use - £10 per hour
Non-commercial Community Group - £8 per hour
One-off bookings -
£10 per hour
Charity fund raising events at the discretion of the management committee.
----------------------------------------------------------------------------------------------------------------
OFFICE USE ONLY - Cheques payable to Redcatch Community Association
Total cost of hire £ ……………….
Deposit paid…………………..date …………………
Balance Due
£…………. ….
.paid …………………..
Key Deposit
paid ………….
returned……………….
Damage Waiver
paid …………
returned …………………
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BOOKING FORM B – TO BE RETAINED BY HIRER WITH SCHEDULE 1 AND
HIRING AGREEMENT
A. BOOKING REQUIRED:
For one-off Booking -Date(s) …………………………………………………………………..
For Regular Bookings- Day …………………………………Term-time only /Not Bank Hols (circle)
Time required (Hours)
To include setting up time.
……………………… From ……………. to …………………
Group/Purpose of Hire
………………………………………No of people……………………..
B
THE HIRER:
Name …………………………………………………………………………….….
Address ……………………………………………………………………………………………............
Post Code ……………………Email address …………………………………………………………..
Telephone ……………………. mobile…………………………. web site. www.
I have retained a copy of the Hire Agreement and Schedule 1 and accept the full terms and
conditions of hire contained therein
Signature …………………………………………………. Date ………………………………………..
C THE ASSOCIATION
(a)
Registered Charity No: 1016780
(b)
Booking Secretary - Gloria Colston 54 Melbury Road, Knowle, Bristol BS4 2RP.
Telephone – 0117 9778065
Signature …………………………………………………….
Date ……………………….
This signed document also forms the receipt for the payment of the key deposit and damage
waiver and deposit as detailed at 2 on Schedule 1. An invoice will be issued for the balance of
payment if not paid directly to the Booking Secretary.
D.
HIRE CHARGES - for exclusive use of the building
Regular weekly/monthly hire - Commercial use - £10 per hour
Non-commercial Community Group - £8 per hour
One-off bookings -
£10 per hour
Charity fund raising events at the discretion of the management committee.
----------------------------------------------------------------------------------------------------------------------OFFICE USE ONLY - Cheques payable to Redcatch Community Association
Total cost of hire £ ……………….
Deposit paid…………………..date …………………
Balance Due
£…………. ….
.paid …………………..
Key Deposit
paid ………….
returned………………..
Damage Waiver
paid …………
returned …………………
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P.T.O
SCHEDULE 1 - STANDARD CONDITIONS OF HIRE
1.
BOOKING IS NOT SECURE UNTIL the Booking Secretary has received this
signed agreement, within two weeks of receipt, with a £5/£10 non-returnable
deposit or payment in full - cheques payable to Redcatch Community
Association.
2.
£60 Deposit. Key Deposit ( £10) and Damage Waiver (£50) by cash or
cheque - as agreed with Booking Secretary. See section 16 for conditions.
Key to be collected from the Booking Secretary at least two days before
the event.
3.
Sale of Alcohol is forbidden. See section 10
4.
Return all tables and chairs to correct store cupboard always using
wheeled carriers to protect the wooden floor. Return all catering equipment
to the correct kitchen cupboards as marked inside the doors.
5.
CHECK BOTH FIRE DOORS ARE SECURE on leaving and ALL LIGHTS
ARE OFF – (gents and ladies lights are automatic – disabled toilet light is
not). Ensure no-one remains in the building.
6.
TURN OFF ALL ELECTRICAL SWITCHES and unplug any appliances in the
kitchen.
7.
No tea-towels or rubbish bags are provided.
8.
Take All rubbish away for disposal – There is no collection at the centre.
9.
No sticky tape, bluetac or drawing pins are to be used on walls – use only
the hooks provided for decorations. No property or fittings are to be
removed from the premises. No food or drink are to be left at the centre.
10.
No bouncy castles, smoke machines, silly string or bubble machines
may be used.
see section 6 f.
11.
Lock front door and gate on leaving - and close the gate for security during
your period of hire.
12.
A Responsible person must be in attendance during the period of hire and
any damage must be reported to the Booking Secretary immediately. See
section 16 regarding retention of damage waiver and payment of any
excess.
13.
Fire Exits are identified by lit ‘running man’ signs – two at front of building,
one in the small meeting room. Fire Extinguishers – in kitchen for electrical
fires - powder filled and a fire blanket mounted on wall. In electricity room
powder filled . In hall mounted on wall Foam filled for non electrical fires.
14.
Leave the centre clean for the next user – broom cupboard is at the back of
the main hall. Use only a damp mop for spills on the parquet floor.
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HIRING AGREEMENT
BOTH PARTIES
1) The person or organisation named in clause B of Booking Form (‘the Hirer’).
2) The Redcatch Community Association acting by its Management Committee (‘The
Association’) represented by the Booking Secretary at clause C of Booking Form
AGREED as follows:
In consideration of the hire fee described in clause D of Booking Form , the Association agrees
to permit the Hirer to use the premises for the purpose and for the period(s) described at
clause A of Booking Form . This Hiring Agreement includes the annexed Standard Conditions
of Hire set out in the attached Schedule.
General Rules Governing the Use of REDCATCH COMMUNITY CENTRE
Redcatch Road, Knowle, Bristol BS4 2EP
The management of the community centre is vested in the Management Committee of the
Community Association, whose powers and composition are defined in the constitution, a copy
of which may be obtained from the secretary of the association. Under the provisions of the
constitution, the Management Committee is empowered to make rules or to withdraw or amend
them.
1.
Use of centre
Use of the community centre and its facilities is subject to the following rules and, in the case of
hirers, the signing of these rules forms the official hiring agreement.
2.
Equal opportunities
Users of the community centre must comply with the Equality Act 2010. They must ensure that
the community centre is open to all members of the community regardless of sex, sexual
orientation, nationality, age, disability, race, or of political, religious or other opinions. No
harassment or abuse on the premises will be tolerated and actions which will be taken are
detailed in the Association’s Equalities Policy.
3.
Applying to use the centre
(a)
Application for use of the centre shall be made to the Booking Officer. See attached
Booking Form.
The right to refuse any application for the use of centre facilities is reserved to the
Management Committee or the Booking Officer, provided that the Booking Officer
reports his/her action to the next meeting of the Management Committee. The
Management Committee may refuse an application to use the centre’s facilities if the use
by a particular association or individual presents a risk of public disorder or of alienating
the Association’s beneficiaries or supporters, or causing a disturbance to local residents.
In any circumstance of doubt, the Booking Officer shall report the matter to the Chair and
shall not confirm the letting without the agreement of the Chair.
P.T.O
(b)
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(c)
(d)
4.
All arrangements for the use of centre facilities are subject to the Association reserving
the right to cancel bookings when the premises are required for use as a Polling Station
or are otherwise rendered unfit for the intended use.
Sections and affiliated groups of the Association shall normally have priority use of its
facilities, but all arrangements to hire facilities made with outside bodies and individuals
shall be honoured by the Association except as provided for in (c) above.
Hours of opening
Facilities at the community centre are normally available for the use of its members and of
outside hirers between the hours of 8am and 11pm.
5.
Maximum capacity
The centre hall has a maximum capacity of 150 (these figures include helpers and performers)
and on no account shall these figures be exceeded.
6.
Safety requirements
All conditions attached to the granting of the centre’s Premises Licence or other licences shall
be strictly observed. Nothing shall be done which will endanger the users of the building or
invalidate the policies of insurance relating to it and to its contents. In particular:
(a)
obstructions must not be placed in gangways or exits, nor in front of emergency exits,
which must be immediately available for free public egress;
(b)
the emergency lighting supply is always turned on and illuminates all exit signs and
routes;
(c)
fire fighting apparatus shall be kept in its proper place and only used for its intended
purpose.
(d)
the Fire Service shall be called to any outbreak of fire, however slight, and details of
the occurrence recorded in the Fire/Accident book in the First Aid Box and the Booking
Officer must be informed.
(e)
performances involving danger to the public shall not be given.
(f)
highly flammable substances shall not be brought into or used in any part of the
premises. No bouncy castles, disco smoke machines or foam making machines may be
used and no silly string used. No internal decorations of a combustible nature (such as
polystyrene, cotton, etc.) shall be undertaken or erected without the consent of the
Management Committee;
(g)
no unauthorised heating appliances shall be used on the premises;
(h)
the First Aid box is located on the wall in the main hall. An entry must be made in the
Fire/Accident book (kept in the first left hand top cupboard in the kitchen) of any accident
or injury occurring on the premises and the Booking Officer must be informed.
(i)
all electrical equipment brought into the building shall comply with the Electricity at Work
Regulations 1989 and any subsequent legislation. The Management Committee
disclaims all responsibility for all claims and costs arising from the use of any equipment
that does not so comply.
(j)
there is no telephone on the premises - it is the responsibility of the hirer to ensure a
mobile phone is available for emergencies.
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7.
Supervision
The hirer or person in charge of an activity shall not be under 18 years of age and shall be on
the premises for the entire period of hire or duration of the activity. S/he shall not be engaged in
any duties which prevent him/her from exercising general supervision.
When the premises or any part of them are used for the purpose of public entertainment, there
shall be a minimum of two persons, neither of whom shall be less than 18 years of age, on duty
where under 100 persons are attending the entertainment. The number of adult attendants
required is increased in the following circumstances:
(a)
where 100-150 people are present - to three;
(b)
when the majority of those present at the entertainment are less than 16 years of age
and/or when many people with disabilities are expected to attend, the numbers of adult
supervisors required will be increased.
All persons in charge or on duty shall have been informed of the procedure for evacuation of the
premises and shall familiarise themselves with the fire fighting equipment provided.
8.
Safety of vulnerable people
No activities or groups involving either children or vulnerable adults will be permitted on the
premises except with the agreement of the Management Committee, which will require that the
relevant provisions of the Children Act 1989 and subsequent legislation, the Home Office Code
of Practice Safe from Harm and any conditions required by the Office for Standards in
Education (OFSTED) or by the local Social Services Department (as appropriate) are complied
with before giving such permission.
All organisers of activities involving children and/or vulnerable adults should comply with the
recommendations of Community Matters technical guidance on ‘Safeguarding Children and
Young People’, ‘The Criminal Records Bureau’ and ‘The Vetting and Barring Scheme’ and the
Management Committee reserves the right to exclude from the premises any organisation that
fails to comply with this requirement. In the case of affiliated groups or outside hirers, it is the
responsibility of the organisers of the activities concerned to ensure compliance with these
requirements, so that only fit and proper persons have access to young children and/or
vulnerable adults and that such persons shall at all times be in attendance upon children and/or
vulnerable adults who are on the premises for the activities concerned.
9.
Supply of food and drink
Only persons who have satisfactorily undertaken any relevant training required by the Council’s
Environmental Health Department, and otherwise satisfied the requirements of current
legislation, shall be permitted to prepare food on the premises. Such persons at all times shall
observe the Code of Conduct displayed in the kitchen.
10.
Intoxicating liquor
Under the terms of the lease no intoxicating liquors are permitted to be bought or sold on any
part of the premises.
P.T.O.
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11.
Music in the centre
The premises are licensed with PRS for Music and with Phonographic Performance Ltd (PPL)
for the playing of recorded copyright music and for the live performance of copyright music. Any
hire for commercial use ie Keep Fit classes, must also obtain their own PPL licence. An
application form can be obtained from the Booking Secretary.
12.
Betting, gaming and lotteries
Nothing shall be done on or in relation to the premises in contravention of the law relating to
betting, gaming and lotteries and the persons or associations responsible for functions held in
the centre premises shall ensure that the requirements of the relevant legislation are strictly
observed.
13.
Storage
The permission of the Management Committee must be obtained before goods or equipment
are left or stored at the community centre, except that the Booking Officer is authorised to grant
permission for the overnight storage of goods and equipment brought to the centre for a
particular function or event. No food or drink items are to be left or stored at the centre.
14.
Loss of property
The Association cannot accept responsibility for damage to, or the loss or theft of, centre users’
property and effects.
15.
Nuisance
(a)
Litter shall not be left in or about the centre premises and all rubbish must be taken away
for disposal. Smoking is only allowed in the garden and all butts must be disposed of in
the receptacle provided.
Except in the case of trained guide dogs for sight or hearing impaired owners, dogs are
not allowed on the premises or in the garden.
Hirers and organisers of events in the community centre are responsible for ensuring
that the noise level of their functions is not such as to cause inconvenience for the
occupiers of nearby houses and property and should avoid undue noise on arrival and
departure.
(b)
(c)
16.
Cleaning and security
All use of centre premises and facilities is subject to the users accepting responsibility
for returning furniture and equipment to their original position and for securing doors
and windows of the premises as directed by the Booking Officer. All users shall also
leave the premises and surroundings in a clean and tidy condition, as may be directed by
the Booking Officer. Once it is confirmed that the centre has been left in an acceptable
condition the damage waiver and key deposit will be returned. In the case of damage, part or all
of the damage waiver will be retained and you will be advised accordingly. The cost of any
damage in excess of the damage waiver will be charged to the hirer.
END
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