Terms and Conditions

One off Bookings

The Hive Community Centre Terms and Conditions

(For One-off bookings for the hire of Rooms and Facilities)

Tel: 01761 360021 Email: info@thehivepsj.org Website: www.thehivepj.org

TERMS AND CONDITIONS FOR PRIVATE HIRE

-These conditions of hire are effective from January 1st 2020 and may be subject to change without notice

- The signing of the Hive Community Centre (HCC) Booking Form by the Hirer confirms the acceptance of these and where appropriate the “Terms & Conditions – Alcohol and Late Parties”. If at any point it is found that the Hirer has been in breach of any of these Terms & Conditions the damage deposit will be forfeited (see below) and any future bookings will be refused

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 18

- The ‘Hive Community Centre (HCC) Management Team’ means the HCC Manager or its delegates employees

- ‘HCC’ or ‘The Hive’ means the entire Community Centre, it’s structure, resources and contents

THE EVENT

- There is a NO SMOKING policy throughout the building. Smoking must only happen to the side of the building near the smoking bin, and the smoking bin must be used

- Alcoholic drinks must not be brought onto the premises without checking with HCC Management first. Alcohol must never be sold on the premises, we do not have a license to cover this

- Hirers wishing to sell alcohol must apply for a Temporary Event Notice (TEN) from Bath and North East Somerset (BaNES). Full details of how to apply and the cost can be found on the BaNES website under ‘licensing’.

- Hirers may book live bands, discos, entertainers and bouncy castles and other inflatables. In the event that you hire any of these things, The Hirer is responsible for making sure that they hold PLI

- Smoke machines and indoor fireworks are NOT PERMITTED. These will set off the fire alarms.

- Neither the HCC Management or its officers can be held responsible for the loss or damage to equipment or personal property brought into the HCC by The Hirer or their guests. They also cannot be held responsible for any loss or damage to cars in the HCC Car Park that belong to The Hirer or their guests.

- The maximum number of persons in each room must not exceed the permitted number. This includes tutors/staff, bar staff, children, entertainers and musicians.

NOISE

- Music and singing are to 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 late at night.

- All live music and discos must end by 11.00pm and the premises vacated by 11.30pm.

- The HCC Management reserves the right to stop and/or close down any function whose guests or entertainment are causing disturbance or nuisance to residences around HCC.

- Under the conditions of the Licensing Act 2003 and of the Environmental Protection Act 1990: Section 80, excessive or intrusive noise caused by guests or by music or performers at any function or event at HCC may result in legal action and/or the confiscation of musical or related equipment.

INSURANCE

- Group Insurance: If you are an organisation or business booking the Centre for an event where you are charging the public to attend, then 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

- Any spillages of bodily fluids must be reported to The HCC Management. Cleaning equipment is available on request

- First Aid boxes are kept in the Kitchen cupboard, The Main Office, The Heather Room Kitchenette and the Acacia Room and Art Room Kitchenette

- A First Aid log book is kept in the Main Reception. Any incidents or accidents that occur on The HCC premises must be reported to our Reception volunteer or to HCC Management or staff

- Fire doors and fire exits must be kept clear at all times. The hirer must make themselves aware of fire exits, fire fighting equipment and the fire evacuation point (The main Car Park). If it is not deemed safe to stay in the car park then people must move across to the secondary evacuation point (The Recreation Ground across the road. It is the Hirers responsibility to ring 999 in the event of any fire related event

- In the event of an evacuation to the Recreation ground, care must be taken when crossing the road

- Furniture or equipment is not to be placed in front or on top of the heaters

- At no point must the HCC be left unattended during the hours of hire.

- At no point should the front door be propped open during the hours of hire

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 cleaning. Events that overrun will be charged on-costs for staff and room hire at an hourly rate. 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 General Terms and Conditions.

CLEANING

- The Hirer is responsible for making sure The HCC is left clean and tidy after use. Failure to do so will result in any future bookings being cancelled or refused.

- Users are required to bring their own black bags and take all rubbish away with them. Any black bags left on site or in our refuse bins will be charged at £5 per bag.

- Nothing should be stuck to the walls using blu tack or Sellotape. All banners and other decorations must be taken down at the end of your hire.

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.

- Any damage caused by doing the above activities in an area where it is not permitted will be charged to the Hirer, and it is their responsibility to ensure this cost is paid within 2 weeks of the invoice being issued

KITCHEN AND KITCHENETTES

- Crockery and cutlery in the kitchen can be used (glassware not included).

- 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. This includes washing any cutlery, utensils and crockery, drying it and putting it back in the correct place.

- Only labelled items showing regular users’ name and ‘use by’ dates will be kept in the fridge/freezer 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.

TERMS OF PAYMENT

- Provisional bookings can be made, but must be confirmed within 7 days. A booking is not confirmed until a booking form has been completed and signed and confirmation has been returned to The Hirer

- Full payment of the invoice must be made within one month of the event date. Failure to do this will result in one reminder invoice being sent. Failure to pay this immediately will result in the termination of the booking concerned

- All payments being made by cheque must be made out to ‘The Hive PSJ Ltd’; and dropped into the The Hive reception

- All payments made by BACS must be made to the following bank account:

o Name: The Hive PSJ Ltd

o Account Number: 83861805

o Sort Code: 20-68-15

NON-PAYMENT OF ROOM HIRE FEES – THE HIVE

- All room hire fees must be paid by the ‘payment due’ date on the invoice sent to the hirer

- Accepted payment options include bank transfer, cash at The Hive reception, card payment at The Hive reception and cheque

- Late Payment – If payment is not received by the due date, a late payment fee of £25 or 5% of the total hire cost, whichever is greater will be added to the outstanding amount

- Repeated late payments may result in the withdrawal of booking privileges

- Non-Payment – If the balance remains unpaid (14 days) after the due date, the Hive Community Centre reserves the right to:

o Cancel the booking without notice or refund

o Deny future bookings until all outstanding debts are cleared

o Initiate recovery action, which may include the use of a debt recovery agency or legal proceedings. Any costs incurred through this will be added to the amount owed

- Booking Cancellation due to non-payment

o If payment is not made by the specified deadline, your booking may be automatically cancelled. You will be notified by email.

o Cancellation due to non-payment will be treated as a cancellation by the hirer and subject to the cancellation policy

- Disputes and Queries

o If you believe a charge is incorrect or have any difficulty making payment please contact Katie Chun, Manager as soon as possible at manager@thehivepsj.org to discuss the matter before the due date

DAMAGES

- All damages and breakages must be reported to the HCC Management

- Disposal of rubbish and recycling in at the HCC and not taking it away will be charged to the Hirer after the event. The Hirer is responsible for ensuring this invoice is paid promptly

- Breakages, damage and extra cleaning costs will be charged to the Hirer and it is the Hirer’s responsibility to ensure this invoice is paid promptly

- All repair and replacement costs related to theft of or damage to HCC property caused during or as a result of any event may be charged to the Hirer either by means of the damage deposit or by invoice.

- Should any such theft or damage cause the business of The Hive to be suspended for any period of time, legal action will be taken against the Hirer.

CANCELLATIONS POLICY

- Notification of cancellations must be given in writing by email or letter, over the phone to the HCC Management or in person to the HCC Management. Due to difficulty re-letting, the following time scales and rules must be put in place and adhered to by the Hirer

o For cancellations greater than one (1) calendar month prior to the event means a full refund of any monies paid to the HCC by the Hirer

o For cancellations less than one (1) calendar month prior to the event, no monies will be refunded by the HCC to The Hirer. Full payment is due one month before the event, as highlighted in Terms of Payment above.

EVENTS OUT 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 endeavor 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.

Last updated: 1st October 2024

Regular Hirers