SECTION A
1. Primary Intent
1.1 The premises are primarily to be used for the hosting and promoting of Church activities.
1.2 A secondary function of the premises is to act as a resource to the wider community through its use not only for Church activities but also Church sponsored activities and suitable community activities which help to integrate the Church and the local community.
2. Letting Restrictions
2.1 Our attitude towards an application for the use of our premises will be a positive one. We will seek to encourage appropriate organisations to use the premises for meetings and activities, where such meetings are complementary to the Church's regular activities. The Parish may request references from a new user before agreeing a booking.
2.2 The Parish reserves the right to refuse requests to hire for a use that, in the opinion of the Parish, is contrary to its charitable objectives, and/or where the Parish considers that such use or activities may cause offence to the teaching of the Catholic faith.
2.3 Lettings will not interfere unduly with Church life. They will not normally be accepted if the premises are already booked for a Church event.
2.4 Out of respect to other users and our neighbours surrounding the premises, we expect all users to conduct themselves in a reasonable and courteous manner whilst on the premises, and when leaving the premises. Lettings will not normally be taken for events likely to create noise or other nuisance to neighbours, e.g. where a live band is involved.
2.5 All events are to finish by the stated finish time. The premises will not be available to the Hirer before the beginning of the booking time, and must be vacated 15 minutes after the end of the booking.
3. Administration
3.1 Bookings of the premises will be administered by the Parish Secretary/Parish Centre Manager: Micky ("the Responsible Person"). This includes the acceptance and declining of bookings in consultation with the Parish Priest and members of the PFC if necessary. The Parish Priest will act as final arbiter if required.
4. Charges
4.1 We will normally charge for the use of the premises by external organisations; however, charges may be waived or reduced in exceptional circumstances and at the discretion of the Parish Priest/Parish Finance Committee (PFC).
4.2 The Hirer agrees to pay the room hire rate, regularly at the end of each calendar month or weekly, as agreed. If this payment is not made within 14 days the Centre reserves the right to allocate the room to other users.
4.3 Charges are not set at a commercial rate. They will be reasonable rate and consistent with covering costs and providing a modest contribution to maintenance costs. The schedule of Charges may be reviewed from time to time.
4.4 If the Hirer does not use the room on the days specified the Hirer is nonetheless required to pay the regular monthly cost.
4.5 If the Hirer wishes to cancel the booking, the Parish Priest/PFC may, at his/its absolute discretion, refund any fees paid, but shall be under no obligation to do so.
The Parish Priest reserves the right to cancel the booking if exceptional unforeseen circumstances arise and without a reason being stated. In the event of the Parish Priest/PFC cancelling the booking, all fees/deposits paid by the Hirer shall be refunded.
4.6 A refundable security deposit must be paid, the amount of which is set out in the Particulars.
4.7 The Hirer has the right to cancel this agreement on giving no less than 10 days notice and will receive a full refund of any monies paid.
4.8 In the event that the Centre is unable to provide the room booked under this agreement all possible steps will be taken to provide an alternative room. If it is not possible to accommodate the Hirer, the Centre reserves the right to offer an alternative date, or cancel and refund all monies paid under this agreement. The Hirer acknowledges that the Centre will not be responsible for any losses, financial or otherwise which the Hirer may suffer as a result of cancellation in accordance with this clause.
4.9 In the event that a Parish Function takes place at the Centre all other users must acknowledge that this has priority and hire of rooms on that particular evening may be cancelled due to the Parish Function taking place.
5. Access and Security
5.1 The Hirer is responsible for all setting up and putting away of any equipment used.
5.2 Any letting of the premises will require a responsible person to be present at the beginning and end of the letting period on each occasion that a letting is to take place to check that the facilities are in order. The premises must not be left unattended during the period of the booking.
5.3 The Hirer must vacate the property at the time specified and ensure that the rooms that have been used are clean and free of all litter. The room should be left as it is found.
5.4 The Hirer agrees to be considerate towards all other users.
5.5 If a key is provided, then this must be safeguarded at all times and returned to the Responsible Person at the end of the letting period or as soon as is reasonably possible. The keys shall not be copied nor given or lent to any third party. If keys are provided, it is the Hirer's responsibility to ensure that all fire doors and windows are closed, all doors locked and all lights switched off (including the toilets) at the end of the letting period.
5.6 The right is reserved for a representative of the PFC or their appointed officer to enter any part of the building at any time.
6. Health and Safety
6.1 Whilst the Parish will take steps to ensure the premises are safe to use, it is the responsibility of the Hirer to ensure the safe conduct of their activity during the period of hire, including the presence of a suitably qualified First Aider if necessary.
Any accident involving personal injury must be reported to the Responsible Person to be recorded in the Accident Book located in the Parish Office/Hall Office.
6.2 All entrances and exits must be kept clear and where relevant external gates and doors to be kept open at all times and the number of people attending must be declared at the time of booking to ensure that this does not exceed the maximum number allowed for the Premises. The Hirer will be responsible for ensuring that Security, Fire and Health and Safety requirements are met.
6.3 No alterations, temporary or permanent can be made to the premises such that it increases the fire risk or impeded the ability to vacate the building.
6.4 Any portable electrical appliance or device brought in from elsewhere and used on the premises must have an up-to-date test certificate which must be made available for inspection upon request.
6.5 The Hirer is not permitted to bring in supplementary heating appliances.
7. General
7.1 A strict No Smoking and Vapping Policy applies to all rooms (including toilets) in all the premises. The premises are fitted with smoke alarms, which will be activated by cigarette smoke.
7.2 Alcohol cannot be sold in the building. The Hirer is not permitted to apply for Occasional Licences for the sale of intoxicating liquor in the building. Only parish functions can have a bar, if required, with a relevant license applied for with the permission of the Parish Priest. In exceptional circumstances, Hirers may bring alcohol for an event only if they have the permission of the Parish Priest but they are not permitted to sell it.
7.3 Any advertising material must be submitted to the Responsible Person for approval by the Parish Priest and, if needed, the PFC before commencing advertising. All such material must clearly display the name of the person or organisation responsible for the event.
7.4 No animals are permitted in the building except for guide dogs.
7.5 No adhesive or fixing material maybe used which may damage the fabric of the premises.
7.6 No permanent or temporary fixings to ceilings, floors, walls, doors or windows either internally or externally are permitted without the prior consent of the Parish Priest.
7.7 Alterations to the fixtures and fittings and equipment of the premises are not allowed without the prior consent of the Parish Priest.
7.8 Chewing gum is not allowed on the premises.
7.9 All rubbish must be taken from the premises by the Hirer and must not be deposited in the outside refuse bins without the prior consent of the Parish. No food or drink must be deposited on the ground outside the premises or in the car park.
8. Car Parking if Applicable
If applicable the use of the Church/Hall Car Park is available to Hirers, but is not part of the Licence and Hirers must be ready to vacate in case of emergency Church needs.
9. Responsibilities
9.1 The Parish gives no warranty as to the fitness of any of the premises used for the detailed activities and the Hirer enters and uses the premises for the activities detailed above entirely at their own risk and that the parish shall have no liability to the Hirer what so ever for any loss or damage which may be sustained by you or any other person as a result of the activities undertaken.
9.2 The Hirer agrees to indemnify the Parish against any personal injury loss or damage sustained by any member of the parish staff, by you, or by any other person through use of the premises for the activities whether such personal injury loss or damage is caused by you or any other person as result of the activities.
9.3 The Hirer will be responsible for ensuring that all users are aware of the procedures for safe and correct use of equipment and facilities, and shall report any deficiencies on the occasion of each use.
9.4 The Hirer shall ensure that there is a responsible adult or adults present and able to supervise at all times during the letting. During the period of hire, the Hirer is responsible for the orderly behaviour of guests/members on the premises.
9.5 The Hirer must leave the premises in a clean and tidy condition. Hirers may rearrange tables and chairs in the premises, but must restore them to their original places immediately at the end of the letting. The PFC reserves the right to make an additional charge for cleaning if it is considered that an excessive amount of mess has resulted from the hiring of the Hall and Kitchen.
9.6 Any loss or damage to fixtures, fittings or property of the Centre must be reported to a staff member as soon as reasonably possible. The Hirer agrees to indemnify the Centre in respect of any such loss or damage (fair wear and tear excepted) and any such indemnity will not be limited to the deposit already paid.
10. Kitchen Use/ Refreshments (if applicable)
Applications for the use of the Kitchens in the premises must be indicated in the Particulars section and will be subject to separately approval. Kitchens may be used by approved personnel and with the prior agreement of the Responsible Person. It will be the responsibility of the Hirer to provide the refreshment materials unless agreed otherwise in this Licence. It is the responsibility of an external Hirer to ensure that any persons using the kitchens are aware of the requirements of the relevant Food Hygiene Regulations and Food Safety Act Codes of Practice. Particular attention should be paid to the cleanliness of the kitchen, kitchen utensils and crockery at the end of the letting. Any breakages must be reported immediately in writing and will be subject to an additional charge.
11. Insurance
11.1 It is the responsibility of the Hirer to effect whatever insurance is required in accordance with Section C of this licence agreement. The Parish/ Parish Priest/PFC/Diocese accept no liability for any accidents, injuries, damage and/or loss of personal property as a consequence of using the premises.
11.2 It is the responsibility of the Hirer to effect insurance cover for any equipment or property belonging to them. This should include insurance cover for the storage of any material/equipment on parish property where an event may take place over more than one night up to 'long-term' or 'permanent' storage.
12. Legal Requirements
12.1 The Hirer must comply with any legal requirement concerning music, singing and dancing licences, theatre licences and copyright. The Hirer shall be fully responsible for obtaining any such licences or any other permission required, always providing that no such application shall be made without the approval of the PFC.
12.2 Hirers will comply with all statutory requirements and Diocesan policies for the Safeguarding of Children, Young People and Vulnerable Adults in accordance with Section B of this licence agreement.
12.3 The Hirer shall not use the premises for any other purpose than that specified in the Licence Agreement, and is specifically forbidden to use, or allow the use of the premises or its surrounding grounds for any illegal or immoral purpose.
12.4 The Hirer undertakes to make sure that no more than the regulated number of persons shall be present at any time.
12.5 Where a premises is subject to an Entertainments Licence, it is the responsibility of the Hirer to comply fully with the terms of the Licence and to bear any costs involved in meeting these terms where this does not fall under the scope of the existing Entertainments Licence.
13. Compliance
Failure by the Hirer to comply with any or all of the terms of this Licence Agreement where applicable, whether intentionally or not, may be deemed by the PFC to be just cause for immediate cancellation of any letting or series of lettings and may result in forfeiture of the entire security deposit.
14. VARIATIONS AND AMENDMENTS FOR THE ABOVE (IF AGREED)
Bookings by Individuals (Safeguarding and Insurance)
Where the Hirer is a private individual for 'one-off" bookings (for example a children's birthday party), safeguarding arrangements are the sole responsibility of the parents/carers of those children or young people attending. An "individual Hirer would be a single booking, where there is noon-going and repeated contact with children or young people, and is regarded as a private arrangement between the organiser and the parents/carers of the child or young adult such as would exist if the event was to take place in the Hirer's own house
An "individual" Hirer will be liable for any claims for injury or damage arising out of their negligence e.g. accidents caused by lack of supervision. Most householders' policies cover Personal Liability wherever that might occur. The provision of the details of the Householder Policy and confirmation that Personal Liability is included will, in these limited circumstances, satisfy Section C - Insurance below.
SECTION B
Safeguarding
As a Parish that provides the use of facilities and services to individuals and groups who work with children, young people and vulnerable adults (service users), it is our responsibility to ensure that all reasonable steps are taken to safeguard children, young people and vulnerable adults using our facilities and services.
The Diocese of Dromore has clear policies and procedures in relation to safeguarding children and vulnerable adults. Any group/organisation, whether Parish based or external, must comply with the Diocesan policy requirements.
We therefore require detailed information in respect of your application to ensure that the safety and well-being of the service users, with whom you work, are maintained by your organisation/ group.
Details of person(s) who will be in charge during use
