The person responsible for making a booking and organising the event and or group at St Luke’s, will hereinafter be referred to as ‘the hirer’ and shall ensure that the rules governing the use of St Luke’s, as detailed below, are complied with.
The hirer shall be responsible for ensuring that the premises are used only for the purpose stated on the hire agreement, and shall not sublet or use the premises for unlawful purpose or in any unlawful way, nor do anything or bring onto the premises anything that may endanger the premises, the users or the insurance policies relating thereto. Arrangements may be made in advance for the premises to be inspected to ensure its suitability for the purposes of hire.
The hirer shall be responsible for making arrangements to insure against any third-party claims against their organisation whilst using St. Luke’s. St Luke’s public liability does not cover users of their group. The hirer must be able to provide proof of relevant insurance upon request.
If hirers contract with entertainers or other outside entertainment, they must ensure the entertainers provide public liability insurance as St Luke’s insurance policy does not cover this.
The hirer shall ensure that St. Luke’s Health & Safety and Fire Policies & Procedures are respected and adhered to, and that alarm codes are kept confidential. The hirer shall be responsible for ensuring that:
- They sign for any keys or fobs borrowed and return them within the timescale agreed following completion of the hire period
- The building is properly secured, (i.e. alarm set and all windows, doors shut and locked) and all lights switched off before leaving the premises.
The hirer is responsible for replacing any lost keys or fobs, in the event of this you will be charged for each item requiring replacement.
The hirer shall be responsible for the supervision of the premises and the behaviour of all persons in their group using the premises during the hire period.
The hirer should be aware of and show due consideration to the needs of other groups who may be occupying the building at the same time as their group.
The hirer shall be responsible for ensuring that the noise level of the function will not interfere with other users or activities within the building, nor cause nuisance or inconvenience to resident organizations or occupiers of neighbouring properties. If this is not adhered to, the event may be terminated early, hire charges will still apply.
St. Luke’s reserves the right to request a person to leave the premises should that person’s behaviour become unruly or abusive. If an event is cancelled as a result of such action, then St. Luke’s regret that no refund of hire charges will be given.
St Luke’s church does not tolerate any form of discrimination, harassment, prejudice or intimidation.
The hirer shall remove all their property at the end of the hire period unless a specific arrangement is in place. Unless an arrangement in in place for storage of equipment, St Luke’s will accept no responsibility for any hirer’s, delegate’s or visitor’s property left in the building after the hire period.
The hirer must not make any alterations to the building, remove or dispose of any fittings or furnishings belonging to St Luke’s Church.
Damages
For damages beyond the normal wear and tear we kindly ask that you inform Emma or Church wardens, contact details will be provided before your hire period. The hirer is responsible for the cost of carrying out any repairs or damage incurred, due to their activities or negligence.
Decorations can be attached to walls using white tack, no permanent fixings are permitted.
The hirer is responsible for ensuring the premises are left clean and tidy by the time of completion of the hire period, this includes washing up and kitchen surfaces cleaned if used during your hire period. Hirers should ensure all their rubbish is collected and taken away with them. If this is not complied with charges will apply.
St Luke’s will provide access to cleaning supplies; the hirer must return all cleaning supplies and equipment back to the cleaning storage area.
All kitchen equipment must be put away and appliances turned off except fridge & freezer.
The hirer must ensure all tables and chairs used must be cleaned and returned to their original positions after their session.
The hirer should inform St. Luke’s of arrangements with outside caterers. St. Luke’s does not take responsibility for non-delivery.
All groups using the kitchen for cooking food must be registered with the Environmental Health and Licensing Dept. Hygiene regulations apply to all activities carried out in the kitchen, which must be supervised by a person with a Level 2 Certificate in Food Safety. St Luke’s does not accept liability for illness or injury’s that may occur through group activities when using the kitchen facilities.
The hirer must ensure that NO ALCOHOL is consumed on the premises during their hire period.
Smoking – including E-cigarettes, is strictly prohibited on St Luke’s premises.
The hirer shall be responsible for ensuring that the event finishes by the end-time stated at the time of booking. It may be possible that the event can be allowed to run over time, but this would be subject to the hirer checking with staff prior to the end-time and there not being another event booked in the same room directly afterwards. NB: Events and meetings that overrun may be subject to extra charges.
The hirer shall be responsible for ensuring that if the hire period is to start or end later than St. Luke’s normal hours of opening, arrangements are made prior to the session for access to and securing the building. Either the hirer or another nominated person will open or secure the building (following appropriate training) or wait at the premises until the caretaker arrives to open/secure the building.
Any electrical items used within St Luke’s must be within the date of their most recent PAT test. Staff will make checks on the day of the session.
St Luke’s is not responsible for any loss or damage to any property (including attendees vehicles), nor for any loss, damage or injury which may be incurred by, or done to, or happen to any person or persons that arise during the hire period as a result of the hirers activities or negligence.
A fire drill may be carried out at any time – the hirer will be informed should a fire drill be arranged during their session.
The hirer shall be responsible for ensuring that:
- All attendees are informed about St. Luke’s Fire Safety arrangements and Fire Emergency Evacuation Procedure as per the notices displayed on the wall near to the door in each room of St. Luke’s.
- Any fire-fighting equipment on the premises is not removed or tampered with. Emergency exits from the premises are not blocked or allowed to be blocked during the period of hire.
The hirer shall be responsible for the provision of proper precautions for the prevention of accidents to any persons on the premises during the period of hire and for informing all delegates about St. Luke’s Accident Procedure, as per notices which are displayed in each room.
Safeguarding
The hirer will abide by their own safeguarding policy and procedure which should include the Code of Safer Working Practice or adopt St Luke’s Parish Safeguarding Policy. If the organisation’s safeguarding policy isn’t deemed sufficient, they will be required to adopt St Luke’s Parish Safeguarding until their policy is updated to a sufficient standard. Should you choose not to adopt St Luke’s safeguarding policy if it is required, the hire will be suspended until a sufficient outcome is agreed upon, or potentially terminated if a sufficient outcome cannot be agreed upon. You are also required to sign the “Safeguarding Provision for Hire of Church Premises Agreement.”
The hirer upon signing this agreement, take full responsibility for the safety of the people using the room they hire by ensuring all activities are within St Luke’s health and safety policy and the Law. Children and young people under 18 years old using the rooms must always be supervised by at least 2 adults, no matter how small the group.
The responsibility to ensure you have necessary licenses or insurance should be attained by the hirer before the booking. Insurance policies should provide cover against any claims arising out of the hirers activity in relation to children and vulnerable adults taking part. The hirers safeguarding policy should be provided upon request.
Termination of the Agreement
The agreement may be terminated by either party, at any given time, where possible notice will be given.
St Luke’s reserves the right to terminate the agreement with immediate effect if the hirer does not adhere to the contract.
St Luke’s reserves the right to decline any booking request.
St Luke’s reserves the right to suspend or terminate the agreement with immediate effect if a safeguarding
risk is raised involving a member or leader of the organisation.
St Luke’s reserves the right to cancel a booking under exceptional circumstances, such as a funeral, in which case notice will be given at least 7 days in advance. In such a circumstance St Luke’s will reimburse the hirer and any additional costs incurred by the hirer will be borne solely by the hirer.
St Luke’s reserves the right to move a booking to a different part of the building that is an appropriate size for the hirer event, under exceptional circumstances. This will be agreed with the hirer should a different room not be feasible the booking may be cancelled.
