Terms and Conditions for the hire of facilities at the Peterhouse Church & Community Centre

1) Payments

a) Occasional bookings, such as hiring the Main Hall for parties, will not be confirmed until at least half the full booking fee has been received.
b) Occasional hirers, such as those hiring the Main Hall for parties, will need to pay the full cost at least fourteen days before the day of the event (or at the time of booking if the booking is made less than fourteen days beforehand).
c) A £350 indemnity deposit is required for all party bookings. All or part of this deposit may be retained if hirers fail to comply with the following expectations:

  1. Access card(s) should be returned promptly.
  2. The room(s) hired should be left clean and tidy.
  3. The garden (if used) should be left clean and tidy.
  4. Small amounts of rubbish should be put in the correct bins; larger amounts of rubbish should be taken away.
  5. The room(s) hired should be vacated by the end of the booking slot.
  6. A minimum penalty charge of £50 may be levied for any violations.

d) Regular hirers will be invoiced monthly in arrears.
e) Payments can be made via:

  1. Bank transfers (please give the invoice number as the reference)
  2. Card payments either at Reception or over the telephone
  3. Cash payments at Reception
  4. Cheques payable to The Parochial Church Council of St Peter in the Forest

2) Agreed Facilities and Times

a) Hirers should only use the room(s) allotted to them. Unauthorised use of other rooms may result in a penalty charge ranging from a minimum of £50 to a maximum of the advertised cost of the rooms used.
b) Hirer should not enter the room(s) booked before the start of their booking slot, or remain there after the end of their booking slot. Overrunning may result in an additional penalty charge (£50), plus the advertised cost of the additional time.
c) Booking for Therapy Rooms during peak times [after 5.00pm, weekdays] should start on the hour and be for a multiple of whole hours.

3) Cancellations and Alterations

a) Cancellations made at least fourteen days before the date of the event will incur an administration fee of 10% of the total cost of booking.
b) Cancellations made between seven and fourteen days before the date of the event will be liable to a charge of 50% of the total cost of booking.
c) Cancellations made less than seven days before the date of the event will be liable to a charge of 100% of the total cost of booking.

d) Any major alterations will incur an administration fee of 10% of the total cost of booking.
e) If the booking has to be cancelled due to essential repairs or maintenance taking place in Peterhouse, a full refund will be made.

4) Liability for Loss or Damage

a) Hirers are responsible for any loss or damage suffered by the Peterhouse Church & Community Centre because of their activities as a hirer. This includes (but is not restricted to) damage to the premises, fixtures, fittings, furniture and equipment, call-out fees for false fire alarms, and loss of income.
b) Hirers are responsible for the actions of people that they admit to the centre as part of their booking, or who gain access to the centre because hirers fail to control access properly. This includes:

  1. Person(s) waiting in the Reception area for clients attending therapy sessions.
  2. Person(s) waiting in the Coffee Bar area for children attending an activity or event in the Main Hall or other area.

5) Access, Key Cards and Security

a) Access may be granted by:

  1. A member of staff or volunteer, who is present on site at the start of a booking slot, opening the building to hirers.
  2. The provision of a temporary access card, which can either be collected from Reception before the day of the booking, or from the Sentinel push button key safe outside of the front building on the day of the booking. (The latter option will require a code; this code, which is changed regularly, should be kept confidential).

b) There will be a £50 charge for any access card that is lost or damaged.
c) Hirers should not copy any access cards or key(s) loaned to them, nor pass on any codes to anyone else without permission.
d) The front and rear doors should not be left open and unattended. Hirers should tell members of their group to ring the door buzzer for the room. A notice may be temporarily attached to the front door explaining how to use the buzzers. There is a door control phone in each room so hirers can admit members of their group conveniently without having to go to the front door.
e) When leaving, hirers should check that all members of their group have left the building and that all doors and windows are closed and, if applicable, locked.

6) Your Equipment and Decorations

a) Hirers should obtain agreement in advance if they intend to introduce any materials or equipment into the premises (including the garden) that might introduce a safety hazard, cleaning problems or inconvenience to other users; for example, straw, hay, sawdust, flammable drapes, glues, paints or cooking equipment. Permission may be refused to introduce these items or additional conditions may be imposed to mitigate hazards.
b) Hirers may attach decorations to the hook fittings in the Main Hall.
c) Hirers may attach decorations to walls, doors, windows or tables with temporary fittings; for example, ‘BluTack’ or masking tape; these should be removed at the end of the booking slot.
d) Hirers should not use permanent or semi-permanent fittings, for example, nails, screws and staples. Drawing pins should not be used for any purposes – they are easily lost and are dangerous to small children.
e) Hirers should not attach anything to electrical, gas or water fittings.
f) Hirers should avoid letting balloons float up to the ceiling in the Main Hall.
g) Hirers must not use smoke machines in the building, as they trigger the fire alarm system.
h) Hirers should not let off fireworks.
i) Confetti should not be used unless hirers are willing to clear it up afterwards.

7) Alcohol, Illegal Drugs and Smoking

a) The consumption of alcohol is not permitted on the premises, or in the grounds.
b) The possession and/or the consumption of illegal drugs is not permitted on the premises, or in the grounds.
c) It is illegal to smoke in the building. Smoking in the garden, or any other part of the grounds, is also not permitted.

8) Fire Precautions

a) Hirers should read and comply with the fire notices posted throughout the building. A copy of the standard notice will be supplied on request. Hirers should familiarise themselves with the fire alarm points in each room, the location of extinguishers and the available escape routes.
b) Hirers should not prop any fire doors open, obstruct any fire doors or escape routes, damage any fire safety equipment, cause any dangerous accumulations of combustible materials to occur, or do anything likely to cause a fire risk.
c) In the event of a fire, hirers’ primary responsibility is to ensure the rapid and safe evacuation of the building.
d) If hirers know that a false alarm has been raised (for example, because a member of their group has accidentally triggered the alarm) the alarm may be cancelled by following the instructions by the alarm panel in the bar area. The hirer should only do this if they are certain that there is no fire.
e) If there has been a fire alarm, hirers should contact the Duty Manager, the Vicar, or one of the Churchwardens using one of the emergency numbers on the fire notices. This applies even if it was a false alarm, as the building may not be properly protected until the system has been completely re-set.
f) If any of the fire extinguishers has been used, whether deliberately or accidentally, hirers should inform the Duty Manager, the Vicar, or one of the Churchwardens using one of the emergency numbers on the fire notices.

9) Fire Escape Routes and Assembly Point

a) From the reception area, there are two fire escape routes.

  1. Through the porch and out of the front entrance.
  2. Into the back corridor and out of the back entrance.

b) From the Coffee Bar area, there are two fire escape routes.

  1. Through the porch and out of the front entrance.
  2. Through the stairwell and out of the side entrance.

c) From the Main Hall, there are two fire escape routes.

  1. Out of any of the three doors into the garden.
  2. Through the Coffee Bar area and the porch and out of the front entrance.

d) From the Main Kitchen and the corridor leading to it, there are two fire escape routes.

  1. Through the Main Hall and out of any of the three doors into the garden.
  2. Through the Coffee Bar area and the porch and out of the front entrance.

e) From the main toilets, there are two fire escape routes.

  1. Through the stairwell and out of the side entrance.
  2. Through the stairwell, the Coffee Bar area and the porch and out of the front entrance.

f) From the Parish Office, and the Cherry, Chestnut, Hawthorn Holly and Rowan rooms, there are two fire escape routes.

  1. Out of the back entrance.
  2. Through the reception area and the porch, and out of the front entrance.

g) From all the upstairs rooms (Beech, Hornbeam, Oak, Poplar and Willow), there is one fire escape route.

  1. Down the stairs and out of the side door.

h) The assembly point is within the car park

i) In the event of fire, the lift should not be used.

10) Noise

a) Unless otherwise agreed, all bookings should end by 22:00, when the cleaner comes on duty. If users are leaving late in the evening, they should be considerate of the neighbours and keep noise levels down.
b) All noise during bookings, including music, should be kept within the level set by the local authority, details of which can be obtained from the Environmental Health Department of the London Borough of Waltham Forest.
c) If there is a noisy activity going on in the Main Hall, especially in the evening, the fire escape doors into the garden should be kept shut.

11) Parking and Vehicle Access

a) The car park is small, with limited spaces. Cars should be parked in the bays provided. At busy times during the week, the car park may be restricted to named users.
b) Other cars should be parked considerately in adjacent roads. Please note: from 10.00am - 4.00pm on Monday to Friday, Controlled Parking Zones (CPZs) are in operation in adjacent roads; on-street parking is only possible with a parking permit. Parking permits can only be purchased from Reception if users are attending a parish event. (For more details on CPZs and parking permits, see details on the London Borough of Waltham Forest website).

12) Insurance

a) Peterhouse Church & Community Centre has public liability insurance.
b) Users are not insured against risks resulting from the activities they undertake – it is the hirers’ responsibility to insure against these risks.

13) Health & Safety

a) Hirers should ensure that their activities, levels of supervision, working practices and equipment comply with current health and safety legislation and guidance.
b) Hirers (and other users) should always take reasonable care for the safety of themselves and all others who might be affected by their actions.
c) Hirers are responsible for all aspects of safeguarding. Hirers may be required to show evidence of adherence to safeguarding procedures before being allowed to hire rooms.

14) Accidents

a) All accidents or near-accidents should be notified to a member of staff or volunteer, so that re-occurrences can be prevented.
b) There is a first-aid box in the Main Kitchen next to the microwave and in the Coffee Bar area next to the sink. Hirers should notify a member of staff or volunteer if they use any supplies, so that they can be restocked.
c) If there is no member of staff or volunteer available, hirers should send details of the accident and/or use of first-aid supplies to the general email account.

15) Afterwards

a) Furniture

  1. Furniture should be returned to its proper place.
  2. In the Main Hall, tables should be cleaned, folded and stacked on the trolley. Chairs should be stacked neatly in piles not exceeding 10 chairs.
  3. In the Hornbeam Room, tables should be cleaned, folded and stacked against the wall. Chairs should be stacked neatly in piles not exceeding 10 chairs.
  4. If furniture has been borrowed from another room, it should be returned to its proper place in that room.

b) Cleaning and Tidying

  1. The building is cleaned overnight. Hirers should ensure that the rooms they have used are left clean enough for the next users.
  2. Floors should be swept (and mopped if there were any spillages). Brooms, mops, buckets, dustpans, etc are available (stored behind a screen in the Hall, and in the boiler cupboard in the Hornbeam Room).
  3. If crockery and cutlery has been used, it should be washed up and replaced in the cupboards and drawers, or put in the dishwashers.
  4. Hirers should check the toilets and clean them if necessary.

c) Rubbish

  1. Rubbish, recyclables and food/garden waste should be separated and put into the correct receptacle.
  2. If the Main Hall is hired for a party, and there is no space in the main bins, rubbish will need to be taken away. Rubbish should not be piled up by the main bins.

d) Storage

  1. If the hirer has been allowed to store equipment on the premises, whether in a storeroom or elsewhere, they must ensure that it is stored safely and tidily so that it does not constitute a fire risk or any other hazard to anyone. Stored equipment should be removed or relocated promptly when requested.

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