Lettings Policy
The churches and halls are valuable resources to the mission of St Francis and S Clare’s churches. They provide a means for worship, witness and celebration, a source of income, and allow the churches an important means to fulfil their role as a valued part of the community.
Both churches and halls exist in residential areas and the Parochial Church Council place great importance on maintaining excellent community relations, especially with its immediate neighbours.,
The PCC reserve the right to refuse to let Church property to activities inconsistent with our purpose as Christian churches.
For one off bookings, we require a deposit of £40 for cleaning/damage to be taken at the time of booking. The PCC reserves the right to retain all or part of this sum to cover any damage caused and any cleaning or for removal of rubbish costs. Damage to fittings, furniture or equipment must be reported to the lettings manager immediately.
Account name: St Francis & St Clare’s Parochial Church Council
Sort code: 40-22-26
Account no: 64009711
Ref: Lettings
Public Liability Insurance
Outside groups and organisations (excluding private social events) must provide proof that they hold their own Public Liability Insurance cover to a minimum of £5 million. Please enclose a copy with your booking.
Keys
Please contact Lettings at least 2 weeks before your event to arrange entry. If necessary, you will be asked to collect keys in advance. Lost keys will be charged at £10 each and refunded if found and returned.
Cancellation
If St Clare’s is obliged to cancel a confirmed booking due to circumstances beyond its reasonable control, the liability of the St Francis & St Clare’s PCC to the party making the booking will be limited to returning any fees paid.
Charges for Cancellation by Hirer
Less than 7 days - Full Charge
1 – 4 weeks - 50%
More than 4 weeks - No Charge
Terms and Conditions of Hire
Please take time to read the following before your event and retain for your information:
Your Responsibility
While you are using the Centre the person named on the booking form is responsible for:
• Your guests and their good behaviour.
• Leaving the rooms as found - clean and tidy with chairs, tables etc stacked away. Remove rubbish.
• Care to ensure no damage to walls or surfaces using adhesives/screws etc.
• Reporting any breakages or damage to stclareslettings@gmail.com.
• Paying for the costs of damage, repair or replacement to contents or building.
• Switching off the lights, taps etc when you leave, shutting windows and locking all doors used.
• If the foyer is unattended please lock the outside doors when all your members have arrived.
• Ensuring fire and first aid procedures are followed.
Admission
The Church/Lettings team or any other authorised official on duty has the right to refuse admission to any person considered undesirable and shall not have to give a reason for doing so.
Alcohol
Alcohol may only be served by prior arrangement with Lettings. As St Clare’s holds no licence, alcohol must not be sold on the premises. We will not permit the purchase of a special licence for these premises.
Animals
All Church and Centre buildings are animal-free zones (except for Assistance Dogs).
Bouncy castles and other entertainers
It may be possible to accommodate a bouncy castle or other inflatable for your child’s party and it is essential that you inform the office staff at the time of booking and indicate this when
completing your form so that we can send our bouncy castle guidelines to you. It is essential that you hire from a reputable company and that they provide you with proof of their Public Liability. insurance. The church’s insurance does not cover this type of activity.
Child/Vulnerable Adult Protection
The House of Bishops Policy Document on safeguarding requires the PCC to ensure that any activity within our premises that involves children, young people or vulnerable adults is carefully organised. You are therefore required to ensure that children and vulnerable adults in your group are protected at all times, that your group leaders, staff and volunteers have had appropriate DBS checks, and that all reasonable steps have been taken to prevent injury, illness, loss or damage occurring and that you carry full public liability insurance for this.
Children
Children must be supervised by a responsible adult at all times while on the Church premises or in the grounds.
First Aid
First Aid boxes are to be found in the foyer, and kitchens.
Gaming
The hirer is not permitted to contravene the law regarding gaming, betting and lotteries.
Hirer’s Equipment
Any equipment brought into the building must be effectively earthed and be fitted with a 3 pin 13amp plug fused at not more than 13amps.
Locking up
When provided with keys, the hirer is expected to ensure that windows are locked, lights are switched off, water taps turned off, and doors locked before leaving premises. Key to be returned to lettings manager. (Arrangements to be made when collecting keys.)
Noise
Out of consideration for our neighbours you are asked to ensure that nothing happens, including noise, to disturb them. All functions, therefore, must end by 10.30pm and the premises must be vacated by 11 pm.
Numbers
There are certain restrictions on the numbers of people permitted to be present at any one event. St Clare’s Lettings will tell you if any apply to your function.
Parking
St Clare’s has a small amount of on site parking. If you are hiring the Church Space, please use the Cabell Road parking area (GU2 8JW). If you are hiring the Hall, please use the Applegarth Avenue parking area (GU2 8LZ). Use of the other car park may be possible by arrangement. Whilst there are no parking restrictions in the area, it is very busy and on a bus route. Please park with consideration for the law and our neighbours.
Smoking
All Church and Centre buildings are No Smoking Zones.
Trading
We reserve the right to refuse any booking, for commercial activity or otherwise, which may be considered to contravene, or be in contrast to, the principles, morals or fundamental beliefs of
St Clare’s Church. We do not allow the buying and selling of goods that are not connected with the church or its ethos.
Usage
The hirer is not permitted to use the premises for any unlawful purpose and can only use the premises for the purpose described in the agreement. The hirer must not sublet the premises.
Use of the Kitchens
- We suggest you might arrange a visit to view the kitchen facilities and discuss your needs when you book.
- It is advisable that food is prepared by those who hold a Basic Food Hygiene Certificate. In any event the person making the booking will be responsible for ensuring the safety of catering for that event.
- After using the kitchen/kitchenette it is essential that everything is clean and put away before you leave and that all appliances have been switched off ( excluding fridges and freezer).
- For safety reasons please do not allow children into the kitchen areas.
- If you arrange to use contractors or outside labour in the kitchen, you should obtain agreement from the Church Administrator and bear responsibility for their compliance with the Centre’s Policy and Kitchen Guidelines.
- Church crockery/cutlery if used should be washed and put away as found.
Liability
The St Westborough and Park Barn Parochial Church Council accepts no responsibility or liability whatsoever in respect of personal injury suffered at the Church/hall or in connection with the use of these facilities and accepts no responsibility or liability whatsoever in respect of the loss of or damage to property suffered at the Church/hall or in connection with its use. Users’ and their guests’ property is not insured while on the premises by the St Clare’s & St Francis Parochial Church Council or on its behalf. The St Clare’s building is operated in accordance with policies laid down by the PCC covering lettings, health and safety, fire, equal opportunities, child protection and disability discrimination.
FIRE SAFETY
The responsible person should: Take account of their own lack of familiarity with the layout of the premises and the associated fire safety provisions.
Note the fire exits and pass on this information to members of the group.
If anyone discovers or suspects a fire - break the glass on the nearest fire alarm call point and telephone the fire brigade, dialling 999.
If the fire alarm sounds direct the group out of the nearest fire exit, closing doors on the way. Do not stop to collect personal belongings.
Make provision for any members of their group who may need assistance in the event of an evacuation or who may be unable to hear the fire alarm.
Gather in the Vicarage front garden and check all members of the group are present.
Do not allow anyone to re-enter the buildings until directed to do so by a Fire Officer/Emergency services team.
Safeguarding Declaration
Required for all public bookings.
This does not apply to hire by private individuals for personal use.
Westborough PCC adopts the policy statement of the Church of England, currently set out in “Promoting a Safer Church 2017” and your booking is conditional on you complying with this unless you are already bound to an equivalent policy of your own.
· You are required to ensure that everyone and in particular children, young people and vulnerable adults are protected at all times, by taking all reasonable steps to prevent injury, illness, loss or damage occurring; and that you carry full liability insurance for this.
· In particular this requires that:
you will provide the church with a copy of your organisation’s safeguarding procedures;
you will recruit safely all current paid and voluntary workers who work with children and/or vulnerable adults, ensuring that
you will keep a list of the names of all paid and voluntary workers with regular and direct contact with children/vulnerable adults, and update it annually;
you will always have at least two leaders over the age of 18 years in any group of children and young people, no matter how small the group;
no person under the age of 18 years will be left in charge of any children or young people of any age;
no child or group of children or young people should be left unattended at any time;
a register of children, young people or vulnerable adults attending the activity will be kept securely – this will include details of their name, contact details of parent / guardian / carer etc., date of birth and next of kin;
you will immediately (within 24 hours) inform the Parish Safeguarding Officer of:
a) the occurrence of any incidents or allegations of abuse or causes of concern relating to members or leaders of your organisation, and contact details for the person in your organisation who is dealing with it;
b) any known offenders against children or vulnerable adults seeking to join your membership, and manage such allegations or agreements with offenders in co-operation with statutory agencies, and with the church.
The Safeguarding representative at St Clare’s is: Karen Taylor (Churchwarden) e-mail: stclareswarden@gmail.com
A COPY OF THIS SAFEGUARDING DOCUMENT WILL BE EMAILED TO YOU TO RETURN AND SIGN BEFORE BOOKING IS FINALISED.