Coldstream Community Trust (St Cuthberts)
                                        Charity Registration No. SC027990

Coldstream Community Centre – Conditions of Hire

Please read these conditions carefully as they apply to all groups and individuals who use any part of the Coldstream Community Centre

1.      The user shall use the premises only for the purpose requested on the booking form and comply with any legislative requirements, including Health & Safety and equality associated with that use.

2.      Smoking is prohibited in all parts of the Community Centre.

3.      The user shall use only the accommodation and equipment identified on the booking form except for any equipment provided by  the user themselves which shall be in a safe condition and comply with any safety guidelines or regulations

4.      Any equipment brought in must be removed by the end of the let unless special arrangements have been made beforehand to store it. The Management Committee will not accept responsibility for users equipment stored in the Centre.

5.      The user named on the booking form is responsible for any damage caused to the building or contents during the period of let. Nothing to be attached to, or hung on the walls without prior consultation with the Janitor. The user should notify a member of the Community Centre staff of any incident resulting in damage or injury as soon as possible after the event

6.      The user is responsible for leaving the facilities used as found, including switching off lights, heaters and other electrical appliances, removing any bottles, boxes and rubbish, cleaning and storing kitchen dishes and utensils.

7.      If food is being prepared and/or consumed on the premises, all food hygiene regulations must be adhered to. Serving tables must not be left unattended at any time. Unused food must be removed at the end of the function.

8.      The user is responsible for any payment due which must be paid prior to commencement of the let. A returnable deposit of £50 may be required for certain functions, which must be paid in advance of the let date. Deposits will be returned once the hall has been checked. Any damages or exceptional cleaning required will be deducted from the deposit monies or where appropriate, you will be asked to provide additional funds.

9.      Booking times must be adhered to. When making a booking you must include sufficient time for set up and cleaning

10.  The hall is not available for use by under 18s unless a sufficient number of responsible adults are in attendance at all times. At all times the user will be responsible for complying with child protection requirements. An adult must complete the booking form.

11.  Permission from the committee is required before alcohol can be brought onto the premises. If alcohol is to be sold the user is responsible for obtaining all consents and licenses beforehand, a copy of which must be provided. In all instances involving the consumption of alcohol, the user is responsible for complying with all licensing laws and the maintenance of order.

12.  Users are responsible, at their own cost, for ensuring there are sufficient number of stewards to efficiently protect the premises, prevent disorderly conduct and supervise all participants and other attendees

13.  The hall cannot be booked for any illegal purposes.

14.  The hall caretaker will open the hall and lock up after use. Contact should be made with a member of the community centre staff or management committee in the event that the start of the event is delayed or the conclusion is advanced resulting in the centre being left unattended

15.  Charges. will be in accordance with the schedule of charges determined by the management Committee from time to time

16.   Cancellations of bookings by the user should be made in writing or by email in good time. Cancellations made within 3 days of the event may be subject to a cancellation fee of 50% of the room booking fee and on the day of the event 100% of the fee.

17.  Whilst every effort will be made to avoid disrupting regular weekly bookings  there may be occasions when the hall is, or may become unavailable and other arrangements need to be made. As much notice as possible will be given, usually one month.

18.  The committee reserve the right to refuse to let the hall at any time and to refuse admission or evict any person from the Community Centre. It shall also have the right to restrict the number of persons using the facility. At no time should the number of persons exceed any permitted number which may be specified in the booking acceptance

19.  The Community Centre Committee shall not accept any responsibility for loss or damage to property brought to or left on the premises by the user.

20.  The committee may change the conditions at any time and their decision remains final.