Single Room Hire

St. Anthony's Parish Centre Craigavon. Hire form for single event.

Conditions for single event room hire

The Hirer agrees to the following terms and conditions:

• The Hirer agrees to pay the room hire rate and deposit no less than 7 days prior to the day of hire agreed or pay on the day of the room hire if agreed by the Centre manager.

• The Centre staff will ensure that the premises are available 15 minutes before a booking.

• The Hirer must leave the room in a tidy order.

• The Hirer must vacate the building at the time specified, switching off all lights that have been turned on during the event.

• The Hirer agrees to be considerate towards all other users.

• Any loss or damage to fixtures, fittings or property of St. Anthony's Centre must be reported to the centre manager or a staff member as soon as reasonably possible. The Hirer agrees to indemnify St. Anthony's 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.

• The Hirer undertakes to make certain that no more than the regulated number of persons shall be present at any time.

• Any food preparation carried out in the main kitchen must be undertaken by a qualified person who has a Food Hygiene Certificate.

• No alcohol may be sold for consumption on or off the premises. (Only parish functions can have a bar if required with a relevant licence applied for with permission agreed by the Parish Priest) Hirers may bring alcohol for an event (only in exceptional circumstances) if they have permission from the Centre manager (also agreed by the Parish Priest) but they are not permitted to sell it.

• The Hirer agrees to be bound by St. Anthony's Centre policies on Safeguarding Children and Vulnerable Adults, Health and Safety, and Equal Opportunities. Copies of these policies are available from the office on request.

• The Hirer is responsible for checking that the premises are in a suitable condition prior to using them. The Hirer is solely responsible for the wellbeing and safety of the users and occupiers of the loss and damage and personal injury arising from and during use by the Hirer, however caused. The Hirer will instruct users in the safe evacuation of the building in an emergency.

• The signatory below shall be the person responsible for such indemnity provided for in the previous paragraph, both in his/her personal capacity and on behalf of the organisation he/she represents.

• If the Hirer or his/her invitees are found to be in serious breach of the terms of this agreement St. Anthony's Centre reserves the right to terminate the use of the room hired immediately.

• The Hirer has the right to cancel this agreement giving no less than 7 days' notice to St. Anthony's Centre and will receive a full refund of any monies paid.

• In the event that St. Anthony's 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 impossible to accommodate the Hirer, St. Anthony's Centre reserve the right either to offer an alternative date, or cancel and refund all monies paid under this agreement. The Hirer acknowledges that St. Anthony's 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.

• In the event that a Parish Function takes place at St. Anthony's Parish 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.

Health & Safety

6.1 Whilst the Parish Centre Manager 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.

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

1. The term Children / Young People refers to those under the age of 18 as defined by the Children (NI) Order 1995.

2. The term Vulnerable Adult refers to: "any person aged 18 years or over who is, or may be, unable to take care of him or herself or who is unable to protect him or herself against significant harm or exploitation. This may be because he or she has a mental health problem, a disability, a sensory impairment, is old or frail, or has a form of illness. Because of his or her vulnerability, the individual may be in receipt of a care service in his or her own home, in the community or be resident in a residential care home or other institutional setting." (taken from the leaflet "Adult Abuse - Guidance for Staff", NIO, DHSS&PS, 2009)

The hirer confirms that they are responsible for Safeguarding, Insurance, Health and Safety, licensing and any necessary PPL and PRS music licences. A copy of the hirer's insurance must be provided to the Parish before commencing use of the Hall. Copies of all parties access N.I. Certificates must be provided and all supervision ratios must be based on over-18 year old staff.

The hirer confirms that prior to the event they will carry out a risk assessment, for which they may consult guidance from the staff of St. Anthony's Parish Centre.