The Meeting Place - Terms and Conditions

These Terms and Conditions of Hire apply to all hirings of the Hall. If the Hirer is in any doubt as to the meaning of the following, one of the Trustees should be consulted.

“Premises” shall from hereafter include the hall and the outside grounds.

“Hirer” shall mean an individual or where the Hirer is an organisation, the authorised representative.

Booking: A booking will only be secured on receipt of the invoiced payment by cash, (cleared) cheque or bank transfer. The agreed fee for the use of the accommodation must be paid in advance of the hiring together with a deposit if requested, this deposit will be refunded within 14 days of the hiring unless there has been any damage to the accommodation or the furniture and equipment for which the Hirer is responsible and in which the Trustees shall be entitled to retain the whole or part of the deposit as security for the cost of rectifying such damage.
Access: The code for access to the Meeting Place key safe will be given by arrangement with the Hall Booking Administrator and the keys must be placed back in the key-safe at the end of the hire period. Failure to return the keys as directed will result in the deposit being retained in its entirety to pay for replacement locks and keys.
License to Use: The Meeting Place Trustees retain control, possession and management of the accommodation and the Hirer has no right to exclude the Trustees from the premises. Any booking constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.
Damage during use: The Hirer is responsible for all damage (other than fair wear and tear) to the accommodation or any of the fixtures and fittings or equipment which is occasioned in whatever way by the use of the accommodation. No alterations or additions may be made to the premises nor may any fixtures be installed or placards, decorations or other articles be attached in any way to any part of the premises without the prior written approval of the Trustees. Any alteration, fixture or fitting or attachment so approved shall be removed at the end of the booking period by the Hirer, who must make good to the satisfaction of the Trustees any damage caused to the premises by such removal.
Acceptable Usage: The accommodation may only be used by the organisation and for the purpose and during the period indicated on the online application form submitted to the trustees and/or indicated to the Booking Administrator at the time of telephone booking. The Hirer shall not sub-let or use the premises or allow the premises to be used for any unlawful purpose or in any unlawful way nor do anything or bring onto the premises anything which may endanger the same or render invalid any insurance policies in respect thereof. Please also note that the building’s deed and covenant contains a clause stating that only orthodox Christian worship is allowed on the premises so we regret that we cannot entertain requests for usage from other religious groups and societies.
The Trustees may be entitled at any time on giving reasonable notice to the Hirer to require the Hirer to transfer if possible to alternative or comparable space and accommodation elsewhere within the building.
Smoking: The Hirer shall comply, and shall ensure that all their invitees comply with the Prohibition of Smoking in Public Places provisions of the Health Act 2006 and regulations made thereunder. Any person who breaches this provision must be asked to leave the premises.
Hirer’s Property: The Hirer must not leave within the accommodation any equipment, furniture or articles of any kind unless by prior written agreement from the Trustees who reserve the right to charge a separate fee for the provision of any such specified and agreed storage facilities. The Trustees accept no responsibility for any stored equipment or other property brought on to or left at the premises, and all liability for loss or damage is hereby excluded. All equipment and other property (other than stored equipment) must be removed at the end of each hiring or fees will be charged for each day or part of a day at the hire fee per hiring until the same is removed. The Trustees may, at their own discretion, in either of the following circumstances:
1. in respect of stored equipment, failure by the Hirer either to pay any storage charges due, remove the same within 1 day after the agreed storage period has ended.
2. in respect of any other property brought onto the premises for the purposes of the hiring, failure by the Hirer to remove the same at the end of the hire period; dispose of any such items by sale or otherwise on such terms and conditions as it thinks fit, and charge the Hirer any costs incurred in storing and selling or otherwise disposing of the same.
Risk, Injury or Loss: The Hirer agrees that the Trustees accept no responsibility for injury or loss to person or property arising out of the use of the accommodation apart from such injury or loss which arises from the Trustee’s responsibility for the general maintenance of the accommodation and the Hirer will keep the Trustees indemnified against any claims for which the Trustees are not responsible. Hirers should risk assess their proposed activities prior to first use and in the event of any significant change in procedure or personnel and carry out any recommendations to mitigate the risk of serious injury to users.
Defects: The Hirer must notify the Trustees of any defect in the accommodation or in any of the furniture or other equipment in the accommodation.
Licenses: The Meeting Place does not have an alcohol Licence. Therefore, the Hirer shall be responsible for obtaining such Licences as may be needed whether for the sale or supply of intoxicating liquor, in respect of consumption on the premises. No gaming, betting and lottery related activity is permitted on the premises. The Hirer shall, if preparing, serving or selling food, observe all relevant Food Health and Hygiene Legislation and Regulations.
Health and Safety: The Hirer will comply with the provisions of the church’s Health and Safety policy and will ensure that all those using the accommodation are aware of the appropriate safety procedures.
Electrical Appliances: The Hirer shall ensure that any electrical appliances brought by them to the premises with the intention of plugging them into the AC mains shall be safe and in good working order, and used in a safe manner. The Trustees reserve the right to examine the required certification issued by a competent Person or Company in respect to the testing of any such electrical appliances or equipment and refuse use of items which they believe may be unsafe.
Hire Equipment: Hirers bringing in hire equipment (eg. Bouncy Castles/Soft Play/catering equipment) should obtain and have available for inspection copies of paperwork from the hire company pertaining to the safe and correct usage of said equipment - ie. Risk Assessments, servicing records, PAT testing certificates.
Fire Risks: The Hirer shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, and the Local Magistrate’s Court or otherwise, particularly in connection with any event which includes public dancing or music or other similar public entertainment. The introduction of a new fire risk by the Hirer either as a source of ignition e.g. Lighting of Candles, or as new flammable materials e.g. solvents, paper hangings must be accompanied by a risk assessment carried out by the Hirer.
Trading: The Hirer shall, if selling goods on the premises, comply with Fair Trading Laws and any Code of Practice used in connection with such sales. In particular, the Hirer shall ensure that the total prices of all goods and services are prominently displayed, as shall the organiser’s name and address and any discounts offered are based only on Manufacturers’ Recommended Retail Prices. (The Hirer will be expected to be fully aware of the liabilities stated in the above legislation).
Noise: The Hirer shall ensure that the minimum level of noise is made on arrival, during the Hire period and departure, particularly late at night and early in the morning. During events, doors should be kept closed whenever possible to limit noise spillout.
Animals: The Hirer shall ensure that no animals (including birds) except registered assistance animals/guide dogs are brought into the premises, other than for a special event agreed to at the time of booking by the Trustees. No animals whatsoever are to enter the Kitchen at any time.
Departure: The Hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy condition, with all furniture and equipment left in the same position as at the commencement of the hiring, with the premises being properly locked and secured, otherwise the Trustees shall be at liberty to make an additional charge.
The Hirer must ensure that no vehicle used to bring persons to or from the Meeting Place in connection with the hiring shall be unlawfully parked, for example, by being parked upon any neighbouring private property including its off-street parking space(s). The Hirer must ensure that the parking of any vehicle used to bring persons to or from the Meeting Place in connection with the hiring shall not obstruct pedestrian or vehicular access to or egress from any property.
This agreement is not made for the benefit of, nor shall any of its provisions be enforceable by, any person other than the parties to this agreement.
In connection with any hiring the Hirer must comply and must ensure compliance with the reasonable regulations made from time to time by the Meeting Place relating to the use of the accommodation including those set out in the User Instructions published from time to time on the Meeting Place’s website. (In the unlikely event of conflict between the User Instructions and these terms and conditions, these terms and conditions shall prevail).
Cancellation by Hirer: The Hirer may cancel the booking up to 7 days before the date of the event an receive a full refund. For cancellations within 7 days, the hirer has no automatic right to refund and repayment of all or part of the Hire fee shall be at the discretion of the Trustees.
Cancellation by Trustees: The Trustees reserve the right to withdraw the use of The Meeting Place without notice and terminate this agreement immediately if:

at any time there is a breach of any of these conditions by the Hirer.
the premises are required for use as a Polling Station for a Parliamentary or Local Government election.
the Trustees reasonably believe that such hiring might lead to a breach of legal or statutory requirements
the proposed usage is believed by the Trustees to be in any way in contravention of the building’s founding deed and covenant as a place of exclusively Christian worship
the Trustees believe that any proposed activities may bring the reputation of The Meeting Place and/or its Trustees into disrepute.
the premises become unfit for the use intended by the Hirer.
in the opinion of the Trustees, the Hirer has misrepresented the purpose of the booking.

25. We require all external groups working with children, young people or adults at risk on the premises to:

comply with the provisions of The Children Act of 1989 and that only fit and proper persons have access to the children.
provide confirmation of up to date safeguarding policy and procedures;
ensure all paid staff and volunteers have been subject to DBS checks, in line with national government guidance; see https://www.gov.uk/government/collections/dbs-checking-service-guidance--2
be able to demonstrate that all paid staff and volunteers have completed the appropriate level of Safeguarding training.