Neuadd Ni Terms and Conditions of hire

The following definitions are applicable within the Terms and Conditions.

Church: The charity known as Ardal Gweinidogaerth Bro Celynnin Ministry Area
(charity No 1185028) with buildings at Rosehill Street, Conwy, County of Conwy.

Hirer: The person that signed the booking form, or if signed on behalf of an,organisation, the named organisation on the booking form.

Deposit: The refundable amount taken to secure the booking and used to offset any
fees that may become applicable according to these terms and conditions. The
deposit fee as notified at the time of booking may be provided as a post-dated
cheque (single bookings only), cash or by bank transfer.

Booking Fee: The total fee due for the hall hire booking calculated based on the
room rates and any additional charges. Any adjustment from the advertised rates
must be agreed with the Church in writing.

Booking Form: The completed form setting out the required booking rooms, dates,
times and durations.

Bookings, Cancellations, Amendments

1. To request a booking the Hirer must submit their Booking Form along with
   payment of the Deposit. The booking is only confirmed once the Deposit has been
   paid and the Church has provided confirmation to the Hirer.
2. Any provisional booking will not be binding until the booking has been confirmed
   by the Church in writing.
3. All the conditions, plus any special conditions imposed at the time of booking,
   apply unless specifically excluded when the booking is confirmed. Likewise, any
   special requests are only applicable if confirmed by the Church in writing.
4. The Hirer is responsible at all times for ensuring compliance with these Terms
   and Conditions. The Church will assume that anyone signing on behalf of an
   organisation is duly authorised to do so.
5. Single bookings must be paid at least 7 days in advance.
6. Regular bookings are invoiced monthly in arrears, with payment due 14 days from
   the date of the invoice. A discount can be offered if regular bookings are paid 6
   months in advance.
7. For single hires, any Deposit paid will be returned after the hiring period (less any
   deductions). For regular bookings, any Deposit paid will be deducted from the first
   month’s invoice.
8. Please notify the Church as soon as possible if you wish to cancel or amend your
   booking. Cancellations made with less than 7 days notice will result in a loss of your deposit. Cancellations made with less than 48 hours notice will result in a loss of the Booking Fee.
9. The Hirer may only use the rooms that have been booked for the periods
   submitted on the Booking Form. Access to the Hall will be granted according to the
   times on the Booking Form. Use beyond that which has been booked will be
   deducted from the Deposit or raised as an additional invoice.
10. The Church retains control, possession and management of the accommodation
    and the Hirer has no right to exclude the Church from the premises.
11. The Hirer shall not sub-hire or allow the building to be used for any unlawful
    purpose.
    
    Notice
12. The Church may terminate this agreement immediately at any time if there is a
    breach of these conditions by the Hirer.
13. The Church reserves the right to cancel a booking at short notice if the buildings
    or access to the buildings is deemed unsafe, as a result of snow/ice/flood/electrical
    faults etc. A refund will be given for any booking cancelled for such a reason.
14. The Church is entitled, on giving reasonable notice, to require the Hirer to
    transfer to alternative comparable space elsewhere within the Hall. If the alternative
    space is not acceptable to the Hirer the Church will refund any corresponding
    booking payment and any Deposit paid.
15. The Church reserves the right to give one weeks notice to terminate or amend
    the hire agreement if any of the hire dates conflict with unforeseen Church activities
    such as funerals. The Church shall not be liable to the Hirer for any resulting direct or
    indirect loss or damages whatsoever. In such a case the Hirer shall be entitled to a
    refund of any Booking Fee and Deposit paid applicable to the dates in question.
16. The Church reserves the right to increase charges to Hirers with regular
    bookings giving two months notice.
    Purpose
17. The premises should not be used for any activity that is in conflict with the
    purposes, doctrines or beliefs of the church. For details of these please visit the
    Church website at http://www.caruconwy.com
18. The accommodation may only be used by Hirer for the purpose and during the
    period indicated on the Booking Form submitted to the church.

Access and Vacation of the Building

19. If the Hirer is unable to gain access to the building at the booked times, they
    should use the Booking Contact Number.
20. At the end of the booking, rooms should be left in the condition in which they
    were found.
21. All furniture and equipment must be returned to the same position in which it was
    found.
22. Cleaning equipment is available for your use. Any crockery used must be
    washed up and returned to the cupboards.
23. All waste is to be removed off site by the Hirer.
24. The Hirer must ensure that all lights are switched off and windows are closed.
25. Unless agreed in writing it is the Hirer’s responsibility for setting out and clearing
    away any furniture.
26. Any breakages or damage should be reported to the Church as soon as
    possible.
27. The Hirer is responsible for all damage (other than fair wear and tear) to the
    building, furniture and equipment.
28. Costs involved in replacing or making good any damage or breakage may be
    deducted from the booking Deposit or added to the Booking Fees
29. The Hirer must not leave in the building any equipment, furniture or articles of
    any kind unless by prior written agreement with the Church. Separate fees may
    apply for the provision of any storage facilities.
    
    Building Use
30. The Hirer (or his/her authorised representative) must be present during the
    period of hire and ensure that these term and conditions are observed.
31. No smoking or vaping is permitted anywhere in the building.
32. A temporary events notice should be obtained from the local authority if alcohol
    is to be served. The storage, supply or consumption of alcohol is not permitted
    outside the building.
33. Bookings made without full use of the kitchen are permitted access to the kitchen
    only for the purposes of access to water (hot, cold and boiling water) and to assist
    cleaning. Any further use of the kitchen including; use of kitchen equipment (other
    than the hot water boiler), use of crockery, use for storage purposes, use for food
    preparation etc requires the kitchen to be booked in addition to any other rooms. If significant use of the kitchen is expected for making drinks for a large group, the kitchen must be booked.

34. Only one booking of the kitchen will be permitted at any one time, but does not
    guarantee exclusive use, since other bookings are to be allowed access for water
    purposes, as set out in clause 29. Hirers are asked to cooperate with other users of
    the building needing access to water in the kitchen.
35. The Hirer shall ensure that no activity takes place that is in contravention of the
    law.
36. Hirers must respect that other rooms in the building may be used at the same
    time for other bookings or activities and this may impact the busyness of shared
    areas, such as the toilet facilities.
37. Any behaviour which may be deemed as threatening or abusive at any time on
    the Hall premises will result in an immediate termination of any booking.
38. No advertising of any kind may be put up anywhere on the Hall premises or
    grounds without prior written agreement.
39. Car parking is not included within the Hall Hire. Public car parking is available in
    the Vicarage Road Car Park and other similar in the town.
40. Hirers must respect the privacy and wellbeing of the Church’s neighbours and
    should ensure that any amplified music is kept to a minimum with windows closed.
41. The Hirer must not leave the building unattended or unlocked.
42. The Hirer must be mindful of the security of the building at all times.
43. Any use of Church equipment (such as PA, projectors, DVD etc) must be
    requested in advance.
44. Any special equipment (such as Bouncy Castles), especially if it is electrical or
    could reasonably be considered as having a fire or damage hazard, must be agreed
    with the Church in writing before the booking is made.
45. Any additional help provided to Hirers by Church volunteers that are not agreed
    on the Booking Form are provided on a goodwill basis and is not a commitment to
    provide such help on an ongoing basis.
    
    Injury or Loss
46. The Hirer agrees that the Church accepts 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 church’s responsibility for the general maintenance of the
    building and the Hirer will keep the Church indemnified against any claims for which the Church is not responsible. As such the Hirer is responsible for arranging their own insurances, licences and policies as may be legally required for the purpose of the booking. The Church reserves the right to decline, cancel without notice or curtail hire if the Hirer cannot provide documentary evidence of compliance with this condition when requested.
    
    Safety

48. The Hirer must ensure that appropriate policies and procedures are in place and
    observed where activities are being provided to Children and/or Vulnerable adults.
49. The Hirer must have appropriate public liability insurance in place that covers
    the activities to be undertaken in the building.
50. The Hirer is responsible for ensuring all persons present with their booking
    familiarise themselves with the positions of the fire exits and fire fighting equipment.
    In the event of a fire, the first priority is to evacuate the building and call the Fire
    Brigade. The Hirer should take every precaution to prevent fire, observe the Fire
    Alarm system and not to obstruct the emergency exits.
51. The Hirer should record the details of any accident or incident occurring during
    their hire period which did or could give rise to injury or illness as soon as possible
    after the accident/incident and in all cases before leaving the premises. The accident
    book is located in the main corridor towards the front of the Church building. The
    Hirer should also notify the Church Office within 24 hours of all such incidents.