church centre terms and conditions of letting
august 2008
A copy of the terms and condtions for booking the Church Centre is available here for information only. Copies of the current terms and conditions will accompany all requests for bookings.
The Highfield Parochial Church Council (PCC) is pleased to welcome you to use our Centre and hope that your event goes well. Along with the church building the Centre is a resource for community groups and we would like you to feel very much at home here. In order that all groups using the building know what is expected of them and all can enjoy the facilities here to the full, we are sure you will understand the need for us to commit everyone to the following conditions of use.
booking information
Highfield PCC may accept regular or occasional bookings from approved organisations or individuals, but the right is reserved to cancel individual bookings if it is necessary to accommodate key church events (in such cases not less than three months’ notice will be given) or if an aspect of the booking is felt to be contrary to the values and ethos of the church.
Highfield Church Centre along with Highfield Church is run by the church council and as such seeks to use its buildings in a way that does not conflict with its faith foundation. We gladly make available to all who make a booking some information about finding out more about the Christian faith and other church activities. The PCC reserves the right to refuse an application if it believes the booking may compromise the integrity of its faith values, or create a mixed message. In such cases the Manager will defer the matter to the Vicar and the Churchwardens.
booking process
In most cases, this document accompanies a booking form for the church, which the Centre staff will provide following a request and discussion of the requirements of the hirer. The booking form should be returned either with payment (or a deposit of 25% in some cases) or billing information. Provisional bookings may be accepted by telephone, e-mail or in writing, but no agreement exists until the booking form has been received by the Centre Manager and approved on behalf of the PCC. After this the hirer may request a receipt or letter of confirmation.
Our fees are reviewed annually and any rent alterations are applied from 1st September. The hire rates are organised into sessions (morning, afternoon and evening). Bookings for less than this can be permitted and in some cases individual rates can be calculated at the discretion of the Centre Manager. All booking times should allow for preparation and clearance of equipment from rooms. Any additional costs incurred by extra caretaking will be charged to the hirer and we reserve the right to charge compensation if other groups are inconvenienced.
Any cancellations made within one week of the booking date will incur a charge of 25% of the total booking fee.
care of the facilities
Cleaning and Furnishings. While the PCC is responsible for general cleaning of the building, our staff who open and close the building are not responsible for the preparation of rooms for activities, or for clearing up the rooms after use. Hirers are responsible for clearing and sweeping the areas they have used, placing the rubbish in dustbins, and removing all articles and equipment brought onto the premises. Please close any windows that have been opened and turn off all lights before leaving the building. Furnishings should not be taken outside the building or moved from one room to another without permission. Tables should be wiped clean; chairs and tables that have been moved should be returned. Any spillages or stains on carpets or upholstery should be mopped with dry cloths to soak up the spillage before any attempt is made to remove; any spillages on the hard floors should be wiped up immediately. We reserve the right to pass on the hirer any costs for professional cleaning.
Toilet, Cloakroom and Kitchen Facilities. Hiring does not, unless indicated, include exclusive use of toilet, cloakroom and kitchen facilities. There are supplies of crockery and cutlery, and there are kettles, teapots and urns, which may be used by arrangement. Hirers are expected to leave all surfaces, sinks and cookers thoroughly clean. The person signing the booking form is responsible for ensuring that any use of the catering facilities complies strictly with the Health and Safety Regulations. Hire of the kitchen facilities will be charged separately.
Heat Conservation. In the winter months, the exterior doors and windows of the building must be kept closed, and curtains drawn, to conserve heat.
security and safety
Security / Loss or Damage. The PCC takes precautions towards the safety and security of the Church buildings; however we cannot accept responsibility for any damage to or theft of personal belongings brought onto the site. Closed Circuit Television (CCTV) is constantly recording. Please report any loss or damage to the Centre Manager or caretaking staff. Drawing pins, sellotape, blu-tac and such materials should not be fixed to walls or woodwork. Black-soled shoes should not be worn in the Main Hall as they mark the floor. When moving furniture or equipment around please take care not to damage the walls or flooring. Users must accept financial responsibility for any loss or damage caused by their group to the property and equipment, and pay for any breakages.
Liability. All private groups hiring the Centre must arrange their own public liability insurance cover. Social events and parties can be covered by special extension of the organiser’s household insurance. In all cases the PCC must receive a copy of the relevant insurance document or a letter of confirmation from the insurers. In the case of long-term bookings this must be supplied anew each year.
For voluntary or not-for-profit organisations the following contacts may be helpful: Ecclesiastical Insurance Direct Client Department 01452 334753. British Insurance Brokers Association 0901 814 0015 (premium rate).
Please note that any other service providers (eg. caterers, bouncy castle companies, etc) hired by a group hiring the Centre should provide liability information to the hirer, although Highfield PCC is not directly concerned with this process.
Accidents. If you have any accident or near-miss, please complete a form in our accident book, which is kept in the reception desk. Completed forms should be passed to the church office to be filed confidentially.
Fire Precautions. Please be sure to read and observe the fire notices. Please do not obstruct the fire exits in any way.
restrictions and policies
Alcohol. Highfield Church Centre is not licensed for the sale of alcohol. Any proposed use of alcohol on the premises must be discussed with the Centre Manager before the booking is accepted.
Smoking is not permitted anywhere within the Centre. If smoking outdoors, please move away from any doors, so that smoke will not enter the building.
Noise / Music. We are situated in a residential area. To minimise inconvenience to our neighbours and other users of the Centre any proposed use of loud music will only be allowed at the Centre Manager's discretion. Please make every effort to avoid noise in the car parks and the surrounding area in the evenings.
Parking. Any parking on the forecourt must not obstruct access by other vehicles to the main entrance and exit and should be confined to the marked areas. We advise you not to leave valuable items in your vehicle.
Child Protection. Guidelines established by the Diocese of Winchester state that anyone over 18 who has any contact with children or vulnerable adults at Highfield Church and Centre needs to be checked by the Criminal Records Bureau (CRB). Groups hiring the Centre are expected to take their own responsibility for this. Where appropriate we will enclose a copy of Highfield Church’s child protection policy for information. Please contact the Centre office for any further information.
Videos and Films. If you plan to show videos, dvds or films in any form, you will need a license for your event, from the Motion Picture Licensing Company (MPLC). You can find more information on this by calling 01323 649647 or at www.mplcuk.com.
finally
If you find any problem with the building or have any suggestions to make about how we may improve the facilities, please speak to a member of staff. We hope that you enjoy your time in the Church Centre.
