Terms and conditions of booking

Bookings of the Centre and its facilities are accepted by ST MARY’S WHITKIRK PARISH CHURCH PAROCHIAL CHURCH COUNCIL (hereafter, “the PCC”) subject to the following Terms & Conditions unless otherwise agreed by the PCC in writing.

1. 20% of the hiring charge, calculated by reference to the relevant hire charges at the time of booking, must be paid by way of deposit at the time of booking and will be subject to forfeiture at the discretion of the PCC on cancellation by either party. The balance shall be calculated with reference to the hire charges applicable at the date the balance falls due and must be received 14 days prior to the date of the function.
2. A booking is provisional until confirmed in writing by the Booking Secretary and the booking form and deposit received. The application form must be returned within 7 days of the provisional booking being made or the booking will be cancelled.
3. The PCC reserves the right to cancel or amend any booking at any time for any reason it considers necessary, and will not be responsible for any loss sustained by the HIRER as a result of such a cancellation or amendment. The PCC will give as much notice as possible of any cancellation or amendment.
4. The precise nature of the function for which the Centre is booked must be made clear at the time of booking. No bookings will be taken for the following functions: engagement parties, birthday parties for the ages 13 to 21 years inclusive, acts of worship. The PCC reserves the right to refuse bookings from groups whose aims are not in alignment with St Mary’s ethos and values. Any misrepresentation of the nature of a function will be deemed to be a breach of these terms & conditions and the booking will be cancelled.
5. The HIRER shall be held liable for the cost of any damage to the Centre’s fabric, fixtures, fittings or equipment during their occupancy of the Centre, and caused by any person attending the function.
6. Except by prior arrangement with the Booking Secretary, goods may not be left at the CENTRE before or after the end of a booking period. The PCC will accept no responsibility for the safety of goods left on the premises by HIRERS. HIRERS are advised to arrange their own insurance cover for goods left in the CENTRE.
7. The PCC shall not be liable to the HIRER for any cost, expense, loss or damage attributable in whole or in part to any matter or event which is not within the control of the PCC.
8. Decorations and or notices must not be affixed to the walls or doors, nor placed on the notice boards without the approval of the Booking Secretary.
9. The HIRERS shall use the premises or portion of the premises only for the purposes and hire period approved by the PCC and must ensure that as far as possible their use of a room or rooms does not interfere with the use by other HIRERS of adjoining rooms. Please respect the needs of others.
10. The HIRER shall be responsible for ensuring that at the end of the event tables and chairs are clean and stored correctly, floors are swept, and any litter cleared.
11. Members of the PCC shall be entitled to access the CENTRE at any time.
12. The HIRER whilst using the premises shall be responsible for the preservation of order and shall take all practicable steps to ensure that nothing shall occur on the premises which might offend against any statute or bye-law.
13. Music must be terminated at 11.00pm prompt and the CENTRE tidied and cleared by 11.30pm.
14. In accordance with the Entertainments Licence requirements, no exhibition, demonstration or display or any other use of laser equipment or pyrotechnics shall be given by any person.
15. A “No Smoking or Vaping” policy is in force in respect of the CENTRE.
16. It is the responsibility of the HIRER to ensure that all electrical equipment used on the premises has been PAT tested.
17. It is the responsibility of HIRERS to familiarise themselves with the fire safety information displayed in the vestibule of the CENTRE.
18. Only alcohol purchased at the bar may be consumed on the premises.
19. It is advised that the premises are kept secure during the times of all activities.