TERMS AND CONDITIONS FOR HIRING THE OLD SARUM COMMUNITY CENTRE : REGULAR USERS: May15

Charity Number: 1161414

Pheasant Drive, Old Sarum, Salisbury, Wiltshire, SP4 6GH
Tel: TBC
Email: oldsarumcommunitycentre@gmail.com

INTRODUCTION
Old Sarum Community Centre is a registered charity, run and maintained by a Group of Trustees, for the
benefit of the residents of Old Sarum and its environs. The day to day management is undertaken by a
Management Group of up to 12 people. All users are to be represented by an applicant who makes the
application for a booking. If the application is agreed by the Trustees, the applicant enters into a formal
Hire Agreement with the Trustees. All applicants are required to read, accept and adhere to the Terms and
Regulations as set down in this Hire Agreement.

TERMS & CONDITIONS OF HIRING

1. The regular user will hire the premises on a termly basis. The Booking Form must be signed by the
designated leader of the group or its senior manager and given into the office each term. If there is
no booking form then the group cannot start its sessions.
2. A key will be given to regular users for their soul use and must not be duplicated unless the
Management Group has been informed.
3. Local residents have a discounted rate for using the centre, businesses pay a commercial rate. The
user will only use the rooms that they have paid for via the booking form. They may not use other
rooms even if they are empty.
4. The users nominated person must ensure that they have provided .
Their insurance policy
Copies of the DBS certification if working with children
Copies of the Risk Assessment that they have made for the room
Their Health and Safety policy.
Their Child Protection policy if appropriate.
5. The user group must apply on a separate Booking form termly and in advance, clearly stating when
they will be in the centre and on what days.
6. In case of dispute of any kind the Trustees of the Centre will meet with the User group to discuss
the issue.
7. Hire charges are to include setting up and clearing up time. The user groups must clean the room
themselves.
8. Applicants are to make specific arrangements with the Centre coordinator regarding access to the
room, via keys and alarm codes, and are responsible for securing the outside doors to the whole
building, especially fire doors after use.
9. No explosive, inflammable, toxic, hazardous or infectious materials are to be brought onto the
premises.
10. Fire safety equipment should not to be interfered with or moved except for its intended purpose in
an emergency. Notices, signs and emergency lighting are not to be interfered with or obscured.
11. All equipment should be secured in the cupboards in the main hall. The room is to be left clear of
equipment, clean and tidy after use and the floors lightly mopped with a damp mop and warm
water. Any damage, breakage or loss is to be reported to the Centre coordinator immediately. The
user will:
Return the room, toilet area, kitchen, and storage room to the condition in which it was
received.
Sweep the hall floor and mop any messy marks or scrapes with water on a damp mop.
Secure all doors and windows, and close fire exits.
Ensure that all water taps are turned off.
Turn off all lights.
 Unplug electrical appliances.
Complete the Accident Book if necessary.
Report any damage, breakages or losses to the Management Group via the Community
office.
Make any constructive suggestions regarding the management of the room, Fire Safety or
Health & Safety, to a Trustee or member of the Management Group.
12. The room, its fixtures and fittings are not to be modified for any purpose other than intended. No
new fixtures or fittings are to be installed, including pin boards, hooks, sheds, etc by the applicant
without the specific consent of the Trustees who are required to inform the Landlord.
13. Those attending sessions in the room are required to leave quietly, showing due respect for the
Centres neighbours and other Centre users.
14. The Trustees are authorized, and have a duty, to close the hall and terminate any session if they
have reason to believe that the Law, or the Terms or Regulations of the application have been or are
being broken.
15. Buggies must be left outside the halls on the grey floored corridors.
16. The partition between halls 2A and 2B must be treated with care and kept closed during the
Nursery sessions. Only a person trained to use the screen may open and close it. See instructions
once trained.
17. The grass outside play area is for the use of those renting 2A or 2B.
18. The Users are responsible for rubbish, removing black bags and putting new ones in the kitchen and
taking rubbish away with them.
19. No roller blades or similar may be used in the building.

REGULATIONS
1. Alcohol - No alcohol may be consumed on the premises, regardless of whether the alcohol is sold or
provided free of charge, unless the applicant has applied for, and been granted permission. Where
such permission is granted, it is the duty of the applicant to nominate a responsible person to assist in
the case of emergencies (eg fire evacuation). The trustees must be informed via the Centre manager if
a bar is planned, or alcohol will be available.
2. PRS - The Trustees currently have a Performing Rights Society (PRS) license and a Public Performing
License (PPL). We also have a Motion Picture License.
3. Fire - The legal capacity is as follows:
Main Hall 100 seated in cinema style , Halls 2A and 2B 30 seated in cinema style.

Fire Instructions are displayed by the entrance to the Centre and in halls. A Fire Safety Risk Assessment
is also available. It is the applicants duty to be familiar with the Fire Safety Risk Assessment and to
adhere to the Fire Instructions. It is a requirement that the applicant will arrange the delivery of a
briefing for those attending and keep fire exits clear during the event or activity. While all fire exit
routes are available to those with reasonable mobility, wheelchair users in particular, should be alerted
to use the main entrance if possible. Applicants organizing activities or functions attended by
vulnerable adults are advised to nominate able-bodied persons to assist individuals in the case of fire
evacuation.
4. Health and Safety - The standard HSE Poster is on display in the kitchen. The Trustees maintain a
Health & Safety Policy together with a basic Risk Assessment for the premises . These documents are
available on request. Hirers must conduct a Risk Assessment for the letting and have a duty to mitigate
all risks identified in their planning.
5. Insurance - The Landlord maintains building insurance and the Trustees maintain contents and
liability insurance to reasonably discharge duties regarding its own responsibilities and activities. The
Certificate of Insurance is on display in the hall. Applicants may view a copy of the policy on request.
This insurance may not provide adequate or even any suitable cover for applicants and their event or
activity. The user is required to obtain their own insurance to underwrite their sessions and activity, to
cover any property brought to the room, and to discharge their own liability towards others involved in
 or affected by their event or activity. Regular hirers are required to have liability insurance and a copy
of the annual policy given to the Community Centre.
6. First Aid - A First Aid box is situated in the kitchen. All accidents and incidents, whether requiring
First Aid or not are to be recorded in the Accident/Incident Book located in the kitchen. The completed
form should be given to the Centre coordinator in the office.
7. Smoking - In accordance with the Law, smoking is not permitted anywhere within the premises.
Smoking is permitted in one area of the car park, with due discretion and regard to the Centres
neighbours, provided that butts are disposed of responsibly. Smokers are to move clear of
manoeuvring cars.
8. Young and Vulnerable People - Events where children, young and vulnerable people are present
must conform to the Law. The Nursery must ensure appropriate supervision and that supervisors are
properly accredited. The Nursery will supply the Trustees with a copy of their Child Protection Policy
and copies of their DBS certificates.
9. Drugs and Substance Abuse - Drugs and substances that can be abused are not permitted on the
premises and applicants are responsible for appropriate supervision of their event to ensure drugs and
illegal substances are not available.
10. Parking - Hirers should endeavour to park within the Centres designated parking bays rather than
in surrounding streets.
11. Activities must be run by suitably qualified and experienced staff.

PLEASE KEEP THIS DOCUMENT AND REFER TO IT AS APPRORIATE