Terms and Conditions for Hire of Rooms and Facilities.

Terms and conditions for private hire

These Conditions of Hire are effective as from January 1st, 2020.  Any or all Conditions of Hire and rental or other charges may be subject to change without notice. It is the hirer’s responsibility to ensure that their activity complies with the latest government guidance regarding Covid 19 precautions.

The signing of the Hive Community Centre (HCC) Booking Form by the Hirer confirms the acceptance of these Terms and Conditions.  If at any point it is found that the Hirer has been in breach of any of these Terms & Conditions the HCC Management Committee reserves the right to terminate the Hirer’s contract.

In these terms and conditions

  • `The Hirer` is the person with whom the agreement has been made and who is responsible for ensuring the group/organisation/company comply with all aspects of the hire conditions. The Hirer MUST be over the age of 25 years.

  • The Hive Community Centre (HCC) Management` means the HCC management team or its delegated employees.

  •  `HCC` or `The Hive` means the entire community centre, its structure, resources and contents.

  • The St John’s Church Parochial Church Council (who are the trustees ultimately responsible for the buildings) will refrain from allowing the premises to be used for public use in a way that supports any one political party and shall not be obliged to allow use by persons whose objectives in using the premises conflict with the values and beliefs laid down in the HCC constitution (see website for details).  If in doubt about this, please discuss it with the HCC management team.

General

  • There is a NO SMOKING policy throughout the building.  The Hirer is responsible for ensuring that this policy is adhered to.  Smoking in the grounds is only allowed away from the main entrances.

  • Unless prior permission is sought and agreed by HCC Management, alcoholic drinks of any description are not to be brought onto the premises. (For private functions and parties, please see The Hive’s terms and conditions for private hire).

  • Smoke machines and indoor fireworks ARE NOT permitted due to the smoke detectors in the hall.

  • Neither the HCC Management or St John’s Church and its Officers can be held responsible for the loss of or damage to equipment or personal property brought into HCC by Hirers, nor for loss of or damage to cars or other vehicles belonging to Hirers, their guests or associates.

  • All electrical equipment brought into the HCC for use in groups and activities must have an up to date PAT test.

  • The maximum number of persons permitted inside each room must not be exceeded. This includes tutors/instructors, children etc.

Noise

  • Noise levels must be kept at a reasonable sound level. Consideration over noise levels must be shown to other users of the Centre and local residents. Please try to ensure that your group keeps noise to a minimum when leaving the building.

Insurance

  • Group Insurance: If you are an organisation or business (including self-employed) booking the Centre for an activity or event, we will need a copy of your public liability insurance which will be held on our system until the booking is completed.

Health and Safety

  • The Hive is a Covid-secure building and hirers must comply with the latest guidance as set out by the government and ensure that they do not exceed the maximum number of people for their room and/or activity.  Each hirer is responsible for:

  1. Ensuring the surfaces, switches and handles potentially touched by members of the group  are santizied before and after use – allow time for this when making the booking

  2. Ensuring that each person’s contact details are kept for 3 weeks

  3. Reminding each person to use the hand sanitizer on entry and exit of the building

  4. Reporting any spillage of body fluids  to the manager/caretaker / cleaner.  Cleaning materials and disinfectant are available.

  5. Checking that no-one attending has symptoms of Covid-19

  6. Ensuring that the appropriate social distancing rules are adhered to throughout the activity

  7. Informing the manager if any person in the group tests positive for Covid 19 and contacts have to be traced

  • A First Aid box is kept in the office.  Any injuries, which occur during any activity at HCC must be recorded in the logbook kept with the First Aid box and the HCC Management informed.

  • The Hirer is responsible for an appropriate and constant level of child supervision and supervisory control at all times in all areas including toilet facilities. Hirers and their staff who are running activities for children and/or vulnerable adults must have up to date DBS certificates, and have the appropriate ratio of staff to children in place. Public Liability Insurance must be in place and a copy of this along with DBS certificates and the Hirer’s safeguarding policy must be shown to the HCC manager and copies will be kept on file.

  • Fire doors and fire exits MUST be kept clear at all times. The hirer must make themselves aware of the firefighting equipment on site, the fire alarms and the assembly point (Recreation Ground) in the event of a fire.  It is the hirer’s responsibility to dial 999 and inform the HCC management in the event of any fire-related incident.

  • In the event of needing to evacuate the building, care must be taken when crossing the road to the assembly point (Recreation Ground).

  • Furniture or equipment is NOT to be placed or left in front of the heaters.

  • At no point must HCC be left unattended during the hours hired. Locking up procedure by key holders must be carried out in accordance with our building security document. The document is located on the door of the Centre Office.

Hire and care for the building

Timings

  • The Hirer is responsible for ensuring that sufficient time has been included within the hire period for preparation and pack-up including any necessary cleaning, as another activity may be following on after them.

  • The Hirer is responsible for ensuring that the room/s are vacated at the end of the period of hire and appropriate domestic action has been employed to meet the Terms and Conditions.

Cleaning

  • The Hirer is responsible for ensuring that the facilities used during the hire period are left as found and that at all times a policy of good housekeeping is employed.

  • Users are required to take away all their rubbish and recycling from their event. If you really cannot take your rubbish away, then you must inform HCC staff who will calculate the charge based on £5 per black bin bag.

  • Banners, messages and notices may only be fixed to walls with Blu tac.  Sellotape MUST NOT be used.  All such signs must be removed at the end of the activity.

Ball games

  • Unless previously agreed with the HCC Management, ball games of any kind, or other games involving kicking, throwing or hitting of a ball or other equipment, are only allowed in the sports hall and outside sports court.

  • Damage caused by the above activities in non-designated areas of the building will be charged to the Hirer.

Kitchen

Covid-19. The kitchen is currently out of bounds for hirers, please ensure that your members bring their own refreshments

  • All kitchen areas must be cleaned and tidied after use ready for others to use. Items must be removed from fridges and freezers after use.

  • Only labelled items showing regular users’ name and ‘use by’ dates will be kept for a limited period.

  • Fridges and freezers will be cleared and cleaned regularly to meet food hygiene regulations and to provide empty, clean appliances for future users.

Damage

  • Any damage caused to the building by people in your group will be assessed and a charge may be levied for any necessary repairs hence the need for insurance.

  • With some activities a damage deposit may be levied to cover the HCC in the event of damage. This will be reimbursed at the end of the Hirers contact less any amounts charged for repairs.

  • The HCC reserves the right to terminate a Hirers contract in the event of persistent and wilful damage to the building by the Hirer and/or their clients.

Security

  • Entrance to the building will be via a timed entry card.  It will be your responsibility to keep this safe and not give it to another person. The card should be returned to the manager at the end of the hire period.  Door codes to access each room will be given to you, please do not pass the numbers on to others.  They will be changed regularly and you will be informed of any changes.

 Bookings, Terms of Payment and Cancellations

Regular Users

  • Regular users will be charged by the half term in advance and an invoice will be issued. If hirers prefer to pay termly or annually please let us know

  • Regular users can book their sessions up to six months in advance.

  • Regular users must pay their half term fees at least 14 days in advance of the start of their first session.

  • Should a regular user want to cancel their slot, a half term’s notice or 8 weeks (whichever is longer) should be given.

  • There will be no refund given if an activity is cancelled part way through a half-term

  • Priority will be given to regular users when rebooking their sessions.

One-off Room Bookings

  • One-off users will be given a quote at the time of booking and if their meeting is more than six weeks away a non-refundable deposit of £10.00 will be required.

  • Full payment is required six weeks before the event.

  • In the event of cancellation, up to two weeks before the event, the hire fee will be refunded less £10.00 deposit.

  • There will be no refund for an event cancelled within two weeks of the event.

  • Provisional bookings can be made but must be confirmed within 7 days.

Payments

  • All payments to be made by cheque, payable to The Hive Community Centre, or by BACs (Bank transfer) as follows:

    • o   Account Name: The Hive Community Centre

    • o   Account Number: 83861805

    • o   Sort Code: 20-68-15

    • o   Bank Name: Barclays

  • Cheques should be posted to The Hive Community Centre, Bath Road, Peasedown St John, Bath  BA2 8DH

  • Our preference is for No Cash on the premises and there are no facilities for debit/credit card payments.

Events outside of our control. 

HCC Management reserve the right to cancel any booking where unforeseen circumstances prevail or due to legal or statutory requisition of HCC facilities. We will endeavour to meet your requirements and give as much notice as possible. In this type of situation, a full refund of booking fees will be given. HCC management team accepts no other liability in the event of cancellation.