KENDAL PARISH HALL HIRE AGREEMENT

Thank you very much for your enquiry about hiring the Parish Hall for your event, we look forward to welcoming you.

We are acutely aware of our responsibilities as good neighbours and for this reason we are strict about evening parties ending promptly at 11pm. We would ask for your cooperation in keeping noise levels down to that which you would expect to tolerate in a residential area and in ensuring that your guests leave the area quietly.  We raise these issues with you at this stage just in case you think that the restrictions we ask you to impose are unsuited to the party you have planned.  If that is the case, then please feel free to notify the CIO’s booking team within seven days of receiving this letter and any deposit you have paid will be refunded.

The Rules of Hire (referred to in the conditions below)

General

  1. All communications must be through the Church Office (email bookkph@gmail.com)
  2. The hall is a No Smoking area. This includes the area immediately outside the hall.
  3. Evening users must ensure that their guests leave quietly by 11.00pm and the hall is closed no later than 11.30pm.
  4. Please turn out all the lights on leaving. It is the hirer’s responsibility to ensure that all windows and doors are closed. Keys may not be lent, given or copied by any party.  The key must be returned to the key safe on leaving.
  5. Hire of the hall gives exclusive use of the booked area of the hall only but not to any other part of the building.
  6. If alcohol is to be sold at the event the hirer is responsible for applying for a temporary event notice, which should be seen by the CIO’s booking team before the event. You will be responsible for ensuring that no one under age contravenes regulations regarding alcohol and that any alcohol sold or unsold is used responsibly.
  7. Any letting of the premises requires a responsible person (over the age of 18) to be present at all times; this should be the contact given at time of booking; the Parish office must receive prior notification to any changes of responsibility.
  8. You are responsible for ensuring that outside contractors, employed by you, know of, and comply with, the terms and conditions of hire. Please supply the church office with the contractor’s details in advance of the booking.
  9. Any advertising material should be approved by the CIO.
  10. Only assistance dogs are permitted in the hall.
  11. If there are children or vulnerable adults in the Parish Hall during your booking time, please read the Safeguarding Policy Statement below carefully and ensure that you comply with the requirements; your booking agreement is conditional upon your complying with it. You are responsible for the children and vulnerable adults in your care and you are required to ensure that all children and adults who may be vulnerable are protected at all times, by taking all reasonable steps to prevent injury, loss or damage occurring and that you carry full liability insurance for this.

Furniture & Furnishings

  1. All furniture is to be returned, as found, in a clean and ordered manner.
  2. Nothing must be allowed to mark the fabric of the building. In particular, please do not attach any decorations to the walls or windows. Candles may be used as table decorations only; any wax deposits remaining after the hire period will be removed at your cost.
  3. Please remove all items brought to the hall for your event.

Cleaning

  1. Please leave the hall, kitchen and toilets clean and tidy.
  2. All cleaning equipment should be used with full understanding of instructions of use.
  3. Cleaning equipment is in the broom cupboard next to the North toilets and in the cleaning cupboard under the kitchen sink.
  4. Please follow the instructions in the kitchen for cleaning any spills
  5. There are no waste facilities for hall users. All waste is to be taken home with you immediately after the event. Any rubbish found subsequent to your event will be removed at a cost to you which will also include any resulting pest issues.
  6. Please leave the hall, kitchen and toilets in immaculate order so that other people can use it after you. Any costs incurred from failure to do so will be charged to the hirer.

Kitchen & Food Preparation

  1. It is your responsibility to ensure that caterers you employ are suitably trained and certificated in food hygiene. Advice can be sought here: https://www.nhs.uk/livewell/homehygiene/pages/foodhygiene.aspx

Insurance, Health & Safety Information

  1. You are advised to check your Insurance Policy to ensure that it includes liability cover for the activities at your function.
  2. The hirer is not permitted to use the facilities for any purpose other than the one agreed with the CIO’s Booking Team. No sub-letting is permitted.

Fire Regulations

  1. Ensure that your visitors are aware of fire exits.
  2. Fire equipment must not be removed from any locations.
  3. Doors are not to be propped open under any circumstances.
  4. Any portable electrical devices brought onto the premises and plugged in must have an accompanying up to date safety check; the hirer is not permitted to bring in any supplementary heating appliances.

 

Hiring Agreement for Kendal Parish Hall

THIS AGREEMENT is made on …………………. day of ……………………………………………………………………… 20……………

BETWEEN THE KENDAL PARISH HALL TRUST CIO (CHARITY NO.1206687) KENDAL PARISH HALL, KIRKLAND. KENDAL LA9 5AF (“The CIO”) and the person(s) or body named below (“the Hirer”) whereby in consideration of the sum(s) mentioned in paragraph 4 below: –

The CIO agrees to permit the Hirer to use the premises or part(s) of the premises designated in paragraph 3 for the purposes and period(s) and at the hiring fee specified below: –

  1. Purpose of Hiring
  2. Period of Hiring Date(s)                         Times:
  3. Description of rooms and facilities to be hired:
  4. Hiring Fee £

THE HIRER agrees to pay the hiring fee and to observe and perform the provisions and stipulations contained or referred to in the Trustees’ Conditions of Hire for the time being in force and as annexed hereto and in such rules (if any) governing the use of the premises (“the Rules”) and as the CIO may for the time being impose and of which the Hirer has been notified.

 

  1. Hirer Organisation (if applicable)

 

Address   

 

Email address      

Telephone number

 

Standard Conditions of Hire

1.. THE HIRER shall ensure that the Rules governing the use of the premises (set out above) are complied with.

  1. THE HIRER shall be liable to pay in full the above hiring fee unless more than seven days’ notice of cancellation is received and acknowledged by the CIO.
  2. THE HIRER shall during the period of hiring, be responsible for supervision and security of the premises, protection of the fabric and contents from damage, and the behaviour of all persons using the premises
  3. THE HIRER shall be responsible for obtaining any local authority or other licences necessary in connection with the booking, other than those (if any) already held by the CIO.
  4. THE HIRER shall be responsible for making adequate arrangements to insure against any third-party claims which may lay against the Hirer or his/her organisation whilst using the premises.
  5. THE HIRER shall be responsible for the observance of all regulations affecting the premises imposed by the Licensing Justices, the Fire Authority and the Local Authority or otherwise.
  6. THE HIRER shall not sub-let or use the premises for any unlawful purpose or in any unlawful way or do anything or bring onto the premises anything which may endanger the premises, their users, or any insurance policies relating thereto.
  7. THE HIRER shall indemnify the CIO in respect of the cost of repair of any damage done to any part of the premises including the curtilage thereof or the contents of the building during, or as a result of, a booking and in respect of any liability to third parties or otherwise arising out of the use of the premises pursuant to the booking.
  8. THE HIRER shall, if selling goods on the premises, comply with all relevant fair-trading laws and any local code of practice issued in connection with such sales.
  9. THE HIRER acknowledges that no tenancy is intended to be created between the CIO and the Hirer and no relationship of landlord and tenant exists between them.
  10. THE HIRER is reminded that they are responsible for any accident or injury arising out of the activity for which they have hired the premises. It is the responsibility of the HIRER to ensure that the premises are safe for the purpose for which they intend to use them. THE HIRER must, in the event of an accident, complete the accident book located in the kitchen providing details of who was injured, their home address and contact details, a detailed description of the accident and two witnesses with names and addresses.
  11. THE HIRER shall abide by the CIO’s Safeguarding Policy, acknowledge that this has been seen and that all concerns relating to abuse of vulnerable groups will be reported to the relevant statutory authority.

 

CIO Safeguarding Policy Statement- Safeguarding Children and Adults Who May be Vulnerable. Our policy follows the House of Bishops Policy Statement (2017) Promoting a Safe Church.

 

Every person has a value and dignity which comes directly from the creation of male and female in God’s own image and likeness. Christians see this potential as fulfilled by God’s re-creation of us in Christ. This implies a duty to value all people as bearing the image of God and therefore to protect them from harm. We commit ourselves to nurture, protect and safeguard all our members, particularly children, young people and vulnerable adults.  We recognise that safeguarding is the responsibility of the whole church community.  We undertake to exercise proper care in the selection, appointment, training and support of those working in both paid and voluntary positions with children or vulnerable adults, including the use of Disclosure and Barring Service (DBS) disclosures and making appropriate referrals to the Independent Safeguarding Authority.  We will respond without delay to concerns or allegations that a child or vulnerable adult may have been harmed, cooperating with the police and social care services in any investigation.  We will challenge any abuse of power by anyone in a position of trust.  We will seek to offer pastoral care and support to anyone who has suffered abuse, developing with them appropriate pastoral support.  We will seek to offer pastoral care and support, including supervision and referral to the proper authorities, to any member of our church community known to have offended against a child, young person or vulnerable adult.    Copies of The House of Bishops Policy statement and any specific guidelines and procedures are held by The Parish Office of Kendal Parish Church.