Conditions of hire 

St. James Church Hall: Conditions of Hire

Timeliness

• The hirer is responsible for arriving, clearing up, and departing according to the times specified in the booking. Late arrivals or departures may result in not being able to use the hall or additional costs.

Supervision

• The hirer is responsible for supervising the premises during the hire period, ensuring safety, and preventing damage.

Health and safety

• Fire exits must remain clear.
• The hirer must familiarize themselves with evacuation procedures.
• Any accidents must be reported and recorded in the accident book (located in the hall kitchen).

Use of Premises

• The premises shall only be used for the purpose stated in this agreement.
• Activities must align with the values of the church.
• No smoking or illegal activities are permitted. Alcohol consumption requires prior approval.
• Noise levels must be kept to a minimum, particularly during arrival and departure. 
• No noise after 10:30 p.m. in respect of our neighbours.
• The outdoor playground and  equipment is for the use of Growing Hope and not available for hire.

Cleaning and security

• The hirer must leave the premises clean and tidy, returning furniture to its original position.
• All rubbish must be removed from the site.
• Ensure all lights, taps, and appliances are turned off, and doors/windows are locked upon departure.
• The fire door must be closed securely. Please see the photos below. 
   

Stacking chairs

Chairs should be stacked in groups of six as shown in the photograph below. 

Closing the fire door

The fire door must be securely closed when you leave. The bolts at the top and bottom of the door should be in place. Please check that the door cannot be pushed open. This may require pulling the handle quite firmly. These photos should help you. 

Top bolts correctly secured


Bottom bolts correctly secured


 

Insurance and indemnity

• Hirers are liable for personal injury resulting from their activities and must provide proof of public liability insurance.
• The church’s insurance covers structural issues only.
• Hirers must take reasonable care, ensuring safety equipment and exits are not obstructed.

Safeguarding

• The hirer must comply with St. James’ Safeguarding Policy or provide their own equivalent policy.
• Measures include safe recruitment practices, maintaining attendance registers, and submitting incident reports to the Parish Safeguarding Officer.

Payment and deposit

• You will be asked for payment information when you book. Booking is online unless otherwise agreed. 
• Hire fees must be paid in advance. 
• If the premises are not left in good order, an additional fee of £50 will be payable. Hirers must agree to this being deducted from their bank before the booking can be confirmed. 
  • Before leaving, hirers must send photos of the premises and details of any breakages to admin@stjamesdownley.org.uk. If these are not received or the premises are not left in good order, then the additional £50 will apply.

Prohibited items

• Flammable substances, aerosols, and combustible decorations are not permitted without prior consent.
• No unauthorized heating appliances may be used.

Hire contract

• Upon approval of the booking, a hire contract will be emailed to the hirer for signature. This must be signed and returned prior to the event date to confirm the booking.