MUDEFORD WOOD COMMUNITY CENTRE

TERMS AND CONDITIONS OF HIRE

 Issue 5 Dated 11th February 2018

 

1          DEFINITIONS

 

In all correspondence, posters or similar printed matter, the Centre shall be referred to as Mudeford Wood Community Centre (MWCC).  The MWCC is administrated and operated by the Mudeford Wood Community Trust (MWCT) from whom VAT invoices will be submitted.

 

2          BOOKING PROCEDURE

 

All bookings should be made through the MWCC Office and confirmed by signing, and returning, a copy of the Booking Confirmation.  Bookings will be for specified areas and times as detailed in the Booking Confirmation.

 

All payments should be made in accordance with the Terms of Payment stated on the invoice and failure to do so will result in termination of the Letting Agreement.

 

3          CANCELLATION POLICY

 

Cancellation by the Hirer must be made in writing to the MWCC Office. The Hirer should give at least 7 days written notice.  In the event that the Hirer cancels a booking and gives less than 7 days written notice, the Trustees reserve the right to apply cancellation charges.  The level of charges will be applied at the discretion of the Trustees and will be discussed with the Hirer prior to their application.

 

The MWCT reserves the right to cancel any booking or to close or prohibit the use of the Centre.  Any hire charge paid in respect of the booking, which has been so cancelled, shall be refunded.  MWCT shall not be liable for any expenditure incurred or loss sustained directly or indirectly by the Hirer or any person whomsoever arising from any booking so cancelled.  MWCT reserves the right to rearrange bookings in order to stage tournaments, competitions or other special events, or in the event of repairs or renovation works being carried out to the Centre or in the event of a civil emergency. Bookings relate to the agreed period of hire only and MWCT cannot guarantee that further continuation bookings will be available.

 

 

4          INSURANCE AND INDEMNITY

 

The Hirer shall use the Centre entirely at their own risk, and the Hirer shall be liable for and indemnify MWCT against any claims, actions, demand, proceedings or costs whatsoever made by any person whomsoever, and arising out of or by reason of or in connection with the hire of the Centre.

 

The Hirer shall ensure that they have assessed their needs and have adequate insurance appropriate to their activity and if required provide evidence of such to MWCT.

 

5          DAMAGE AND LOSS

 

In the event of damage to the Centre or damage to or loss of any facility or equipment comprising or contained in the Centre (fair wear and tear excepted) arising out of or by reason of or in connection with the hiring, the Hirer shall pay to MWCT on demand the cost of repairing and making good any such damage and/or replacing any such loss.

 

6          ANIMALS

 

No animals shall be admitted to the Centre without the prior permission of Mudeford Wood Community Trust.

 

7          USE OF THE CENTRE

 

The right of the Hirer to use the Centre is not transferable. The Hirer shall use the Centre for the purpose expressed in the booking, and for no other purpose.

 

As the MWCC does not have a licence, the sale of alcohol on the premises is strictly forbidden without a TEN (temporary event notice) issued by the Local Authority and for which Hirers are responsible to make any application.  A copy of any TEN issued to a Hirer must be supplied to the Trust at least four weeks in advance of their event.

 

It is the responsibility of the Hirer to ensure that the “NO SMOKING” rule is strictly observed throughout the Centre.

 

The Hirer shall ensure that no alterations are carried out to the Centre’s structure and that no apparatus, equipment or decorations be fixed or fixings made therefore without the prior permission of MWCT.

 

MWCT may give permission to Hirers to leave equipment in a store at the Centre. There may be an additional charge associated with this.  MWCT cannot accept any responsibility for loss or damage to such equipment whilst at the Centre and Hirers are recommended to insure any items of value.

 

MWCT reserves the right to refuse admission to, or evict any person or persons from the Centre, at its discretion.

 

MWCT undertakes to:

 

  • Provide the facilities as detailed in the Booking Confirmation.

 

  • Provide necessary booking/report/incident forms.

 

  • Provide training in the use of security and fire alarm systems.

 

  • Monitor the actions of users as required.

 

  • Take appropriate action against any user not complying with the conditions of use as set out and agreed with the representative of that Hirer’s group.

 

 

 

8          FIRST AID AND SAFETY

 

It is the responsibility of Hirers to ensure that they make adequate first aid provision appropriate to their activity.

 

Any incident involving injury, any perceived risk or anything involving the emergency services in a visit to the site must be reported to the MWCC Office at the earliest possible opportunity.  The Duty Volunteer will complete an Adverse Incident Report.

 

9          CONTRACTS (RIGHTS OF THIRD PARTIES) ACT 1999

 

For the purposes of Contracts (Rights of Third Parties) Act 1999 and notwithstanding any other provision of the Agreement created by the acceptance of this application, such Agreement is not intended to and does not give any person who is not a party to it any right to enforce its provisions.  Furthermore any right of a person other than a party to that Agreement may have to enforce the provisions of that Agreement which may have been created by implication, may be rescinded or varied by the parties to that Agreement without the consent of any such third party.

 

10        GENERAL CONDITIONS OF USE

 

All Hirers are required to comply with the requirements set out in the MWCC Conditions of Use document (Reference A) with the exception of paragraph 1 which applies to Casual Hirers’ Bookings only.

 

11        PAYMENT OF INVOICES

 

All monthly fees relating to the hire of the Centre must be paid in full within 14 days of the invoice date.

 

12        VAT STATUS

 

MWCC is registered for VAT with the full VAT breakdown of our charges shown on the Monthly Invoice.  To comply with statutory accounting procedures we need to know which Hirers are VAT registered and, if relevant, their VAT Registration number (see the attached Certificate of Acceptance).

 

13        TERMINATION

 

This Agreement may be terminated by MWCT by seven days’ notice in writing in the event of any breach of the above conditions.

 

Reference A: MWCC Conditions of Use v9 dated 11th February 2018 (attached to the covering letter)

 

 

Reference:

 

CERTIFICATE OF ACCEPTANCE

 

(Please sign and return to MWCC)

 

I confirm that I have read, and agree to comply with, the conditions set out in this document (MWCC Terms and Conditions of Hire, Issue 5, dated 11th February 2018). In addition, I can confirm that the details below are correct.

 

 

 

………………………………………Signed on behalf of:

 

 

Date: ……………………………….

 

 

INSURANCE STATUS

 

 

I can confirm that the Insurance Status of my Club/Group is as follows (please tick the appropriate section):

Either:

We do not hold Public Liability Insurance for our Club/Group:  _____________

Or:

We do hold Public Liability Insurance for our Club/Group:  ________________

The provider of the policy is: _______________________________________

The next renewal date is: _________________________________________

Please attach a copy of your Insurance certificate.

 

VAT STATUS

I can confirm that my business is/is not (cross out as required) registered for VAT.

If registered for VAT our VAT number is:

 

 

 

 

 

 

 

MUDEFORD WOOD COMMUNITY CENTRE

TERMS AND CONDITIONS OF USE

 

  1. Booking Procedure

 

The booking procedure requires you to conform to the following steps:

 

  1. You will receive two copies of the Booking Confirmation plus this MWCC Terms and Conditions of Use sheet;
  2. You must read, and understand the content of this MWCC Terms and Conditions of Use and then sign and return one copy of the Booking Confirmation with your deposit;
  3. You must pay a non-refundable deposit of £20 within 7 days of receiving the Booking Confirmation (see note i). Failure to do this may result in your booking being cancelled.
  4. Two weeks prior to your event, you must have paid the balance of the payment due for your booking either in person, by post or electronically. Cheques should be made payable to Mudeford Wood Community Trust.  Credit transfer payments can be paid direct into the Trust’s Bank account using the details quoted on the invoice.  You must include your booking reference as the “payment reference” and advise us that you have paid using this method, and when, to allow us to confirm safe receipt of the payment made.  If payment has not been received by this time a reminder will be sent advising that your booking will be cancelled after a further 48 hours and that you will lose your deposit unless payment is made;
  5. Three days prior to the event, you should visit the Centre to collect the key and be briefed on security access. Note: this step cannot be completed without the signed copy of the Booking Confirmation and payment in full having been received.

 

  1. Health and Safety

 

Whilst in the building, every Hirer is responsible for the security and for the safety of its contents and the safe running of their event. If the Hirer is the sole occupant, either keep the front door locked or place someone ‘on duty’ at the front door to prevent access by unauthorised persons. Please note that Tennis Club Members are allowed free access to the building when using the MWCC outdoor tennis courts.

 

A first aid kit is available in the kitchen but each Hirer is strongly advised to have their own kit available. The Centre is a non-smoking environment and MWCC does not hold a licence for the sale of alcohol.

 

Please be aware that due to the sensitive nature of the smoke alarms in the Centre we do not allow the use of any type of smoke machines. Where this rule is breached, any costs incurred from emergency services call outs will be passed onto the Hirer. Please also note that naked flames, candles or pyrotechnics of any sort are strictly prohibited.

 

You may not use corrosive, hazardous, explosive or toxic chemicals without express written permission of Mudeford Wood Community Trust (MWCT). Such permissions need to be sought no later than 1 month prior to the start date of the term of hire.

 

The use of a bubble machine with a disco is prohibited because the residue makes the floor slippery and dangerous for subsequent Hirers.

 

Animals are not allowed into the Centre unless by written permission by MWCT is given with the sole exception of guide/assistance dogs, which are permitted regardless.

 

All electrical appliances brought into the Centre by the Hirer(s) MUST be PAT tested and bear all relevant labels. The Centre Staff and Trustees retain the right to request evidence regarding this matter.

 

3        Kitchen

 

The kitchen (and its associated facilities within) are provided, at no extra cost, for the use of all Hirers (including party bookings and other activities). As a result, when there are multiple Hirers in the Centre (including Hirers using the outside facilities) all have equal right to access the kitchen and its facilities. Please note that sharp knives are not kept in the kitchen and unaccompanied children under the age of 10 years must not be allowed in the kitchen at any time.

 

The urns, kettles and electric cooker must be turned off at the appropriate wall switches before leaving the premises. Please also check that all water taps are turned off.

 

  • Toilets

 

Hirers are responsible for checking the toilet facilities during and after use of the Centre. Hirers must ensure that sinks and toilets are not blocked and that the toilet facilities are left by them in an acceptable condition.

 

  • The Main Hall and all other Rooms

 

On leaving, Hirers should ensure that the areas used by them are left clean, tidy and undamaged. All spillages should be cleared up immediately they occur. Hirers are responsible for removing all of their rubbish from the Centre and taking it away for proper appropriate disposal. Rubbish must not to be placed in the refuse bins adjacent to the Centre. Please note that we will carry out inspections after events and if the Centre is left in an unsatisfactory condition the Trustees retain the right to charge you for any additional cleaning that is required. In the unlikely event that this occurs the Trust will write to you informing you of its decision and of the additional charge that will apply and that must be paid in full to prevent further legal action being taken. If decorations are hung they must be removed together with all pins, bluetack or tape and the surface cleaned and made good. Liquid glue adhesives are not permitted. The Hall and Rooms must be used for the intended purpose of hire made clear to the Centre whilst booking.  If a change of use is needed then the Centre Staff must be informed at least one week (seven days) prior to the event.

 

Large Tables (if used by you) must be replaced onto the trolleys provided and stacked “side on” to prevent them falling forward (a maximum of 7 tables should be stored on each trolley).  Any chairs used by you, should be stacked no more than 6 high and folding chairs placed on the relevant trolley and secured with the strap.

 

Please ensure that you turn off all room lights. The corridor lights stay on at all times. Movement sensors control toilet lights coming on and turning off automatically.

 

6        All Weather Pitch (AWP)

 

It is the responsibility of the Hirer, to check the condition of the AWP prior to use, to ensure that it is safe for play. The Centre can take no responsibility for accidents/incidents if these safety procedures are not complied with. Hirers are responsible for any damage or breakages and may be charged for rectification costs.

 

All Hirers of the AWP must avoid the sites of the six tennis post sockets. All Hirers of the facilities are deemed because of this condition to be aware of the existence of the sites of the tennis post ground sockets and shall take appropriate care near these areas. Without prejudice to any other provisions of the Agreement, Mudeford Wood Community Trust shall not be liable for any injuries to or damage to any property of or any other liability incurred by the Hirers of the AWP in respect of these areas.

 

No wheeled methods of transport are to be taken on to the AWP unless specified and agreed in writing in advance with the Trust. This includes, but is not exclusive to, bicycles, scooters, skateboards.

 

No litter must to be left on the AWP and Hirers will be held accountable for any left behind.

 

 

7        Equipment stored at the Centre

 

MWCT may give permission to Hirers to leave equipment in a store at the Centre. There may be an additional charge associated with this.  MWCT cannot accept any responsibility for loss or damage to such equipment whilst at the Centre and Hirers are recommended to insure any items of value.

 

8        Locking up and securing the Building

 

Check all windows and doors are closed, especially the fire doors and the cupboard door at the end of the Main Hall. Check that the five double doors with top closure sensors are closed correctly; otherwise the alarm may fail to set resulting in a call-out. In addition, please ensure that right hand (as you look out) section of the front door is secured using the bolts at the top and bottom of the door. For the alarm code and exact locking instructions, please refer to the notice issued when you collected your key.

 

Ensure that the kitchen is left in a safe state with all equipment turned off, plugs removed from sockets where appropriate and skylight windows are secured in the closed position.

 

9        Action in the Event of a Fire

 

If the alarm is not already sounding, break the glass at one of the fire points to raise the alarm. DO NOT attempt to tackle the fire unless you have been trained in the use of Fire Extinguishers. Direct everyone in the Centre to the assembly point, which is in the overflow car park by the entry road to the Centre (with the height-restricting barrier at its entrance), making sure that any disabled persons are assisted if necessary. Check all rooms are empty if it is safe to do so. The Fire Brigade will be called automatically. The Community Centre’s address is Pipers Drive, BH23 4TR. Do not go back in to collect any personal items. The Senior Fire Officer will advise you when it is safe to return to the building.

 

10      Action in the event of a False Alarm

 

If there is no fire, smoke, smell of burning or the alarm has been activated accidently/maliciously, recheck the Centre and contact the Trustee on Duty as advised on the main notice board by the front entrance. You will not be able to reset the fire alarm yourself. You must evacuate the Centre with your group/party to the overflow car park by the entry road to the Centre (with the height restricting barrier at its entrance) and await instructions from Fire Officers/Trustees.

 

11      TENS License

 

Alcohol must not to be sold on the premises without a TEN (temporary event notice). These can only be applied for by contacting Christchurch Borough Council. The Centre cannot not supply or organise a TENs license for any Hirer. A copy of the TENs License must be provided to the Centre staff prior to a booking, which involves the sale of alcohol. This must be done at least 4 weeks prior to your party/event. Failure to do so will invalidate your booking and cancellation charge will apply.

 

12      Good Order

 

Hirers are required to assume responsibility over their friends, family, guests, performers and contractors present at their invitation or otherwise. This extends to the behaviour of these people within the Centre during the period of your hire. Conduct defined as drunk and disorderly or breaching of the peace outside of the Centre or abusive or lewd behaviour to members of the public or to Centre Staff/Volunteers will not be tolerated and will result in police action. Breakage of any Centre equipment including that belonging to either MWCC directly or to another Hirer, which is stored at the Centre, must be reported as soon as possible to Centre staff by phone or email. Other than tables or chairs, no equipment, which is not the property of Hirers, must be used unless express permission is given in writing in advance. Use of Pre-school equipment is strictly prohibited. Failure to comply with this will result in charges for any rectification for damage and other associated charges.

 

Note: (I) in exceptional circumstances the Trustees have the discretion to return deposits