Hall (Tamberlin Room)/Church Hire Agreement Form

Fees 2024

Tamberlin Room
Refundable deposit £50* Subject to clause 22 of the Terms and Conditions of Hire
Cost per hour or part thereof £25 (Charity/NfP £15)

Refundable Deposit £500* Subject to clause 22 of the Terms and Conditions of Hire
Cost per hour or part thereof £100 

*Cancellation 2 months before event = full deposit refund
*Cancellation 1 month before event = 50%
*Cancellation within 1 month of event no refund

Long Term Hire – Hall Only

Payments must be made monthly in advance via bacs.
Long term hires may only be granted for up to 6 months at a time.
The renewal of long term hires is at the discretion of the PCC.

Hirer Details

Event Details

Terms and Conditions of Hire

The person named in the Hiring Agreement shall be responsible for ensuring that the following conditions of hire of buildings at St John the Evangelist, Shirley are complied with in all respects.

The Hirer will enter into a Hiring Agreement with the Parochial Church Council of St John the Evangelist, Shirley hereafter referred to as St John’s.

St John’s regards the safe care and protection of children and vulnerable adults as of the utmost importance.  Groups that hire or use Church premises are expected to share this concern and make appropriate provision for the protection of children and vulnerable adults within their care. Our policy is available here: Safeguarding Policy – St John the Evangelist Church, Shirley, Croydon (stjohnsshirley.org.uk)

Your Booking
1.  That a booking is not confirmed until a completed hire agreement form has been received, agreed and any required deposit has been paid. This deposit will be returned in the event that the PCC cancels the booking.  The PCC reserves the right to cancel the booking if: exceptional, unforeseen circumstances arise; there is any breach of these conditions; or there is misstatement or material omission in connection with the hire agreement form, particularly relating to the purpose of hire.
2.  To pay the Hire Fees TWO weeks before the event. If the Hirer wishes to cancel the booking and The PCC is unable to arrange a replacement booking, The PCC may at its absolute discretion refund the fees (less the deposit) but shall be under no obligation to do so.
3.  That in the event of an important service such as a funeral taking place in the church, it may be necessary for the activity to be cancelled.  In the event of The PCC cancelling the booking (for this or any other reason) all fees (including the deposit) paid by the Hirer shall be refunded in full.
4.  That the premises may be inspected to assess suitability for the purpose for which they are hired.
5.  That no tenancy is intended to be created between The PCC and the Hirer and no relationship of landlord and tenant exists between them.
6.  That no parking is included in this hire agreement.

Preparing for your Event
7.  To be responsible for obtaining any local authority or other licenses necessary in connection with the booking.
8.    To be responsible for obtaining adequate insurance against any third party claims which may lay against the Hire or the Hirer’s organisation whilst using the premises.
9.    That no signs, notices, posters or banners are to be displayed on the inside or outside of the building without prior written approval of The PCC. All such publicity shall bear the name, contact address and telephone number of the hirer. A copy of the programme/advertising material should be attached to the hire agreement.
10.    That it has read The PCC’s safeguarding policy and agree to adhere to its recommendations in relation to their work with children, young people and vulnerable adults. Staff and volunteers involved in work or other organised activities with children or other vulnerable people will need to confirm that they have been DBS checked to assess their suitability to work with such people.
11.    To carry out a risk assessment of your activities and act on findings to mitigate any risk. If required, a risk assessment form can be downloaded from https://www.stjohnsshirley.org.uk/wp-content/uploads/2023/11/Risk_Assessment_Form.pdf

On The Day
11.  To be responsible during the period of hiring for supervision and security of the premises and protection of the fabric and contents from damage.
12.  To ensure that The PCC and St John’s staff have access to all areas hired during the period of hire.
13.  To ensure that the fire apparatus of the premises are not interfered with in any way and that all emergency exits are not obstructed and all persons using the premises are aware of the location of fire appliances and emergency exits.
14. To keep the amount of noise or other disturbance to an acceptably low level during the period of hire, and also during arrivals and departures so as not to cause nuisance. No music is to be played after 10pm.
15. To ensure that time for setting up and clearing away the event, are clearly defined in the hire agreement and adhered to.
16. To clear up after the event both inside the hired rooms and also outside where any mess may have been caused by the event (including any children’s rubbish, overflow of waste from the event and smoking mess).  If the kitchen is used, it must be left clean and tidy.
17. To look after the keys, and to return the keys as agreed.  If keys are lost or stolen, the Hirer will need to pay for a replacement key.
18. That all rubbish will be put into the bin at the entrance of Spring Park Road. It it is full, rubbish must be disposed of off-site by the Hirer. Please take home and recycle where possible.
19.  St John’s welcomes people of all faiths and none.  Yet you are reminded that this building is a place of Christian worship, and even though you may not share our beliefs, we ask that you are respectful of this fact in your use of the premises.  It is for this reason that certain activities will not be allowed.
20.  Not to permit unseemly behaviour that would be damaging to the mission or witness of St John’s, or containing material or language abusive in general to others, or that is blasphemous or idolatrous and do nothing in or near or in relation to St John’s that is calculated to, or does, bring the name of the Church into disrepute.

21. To accept full responsibility, for and to The PCC against all costs arising from injuries to any person, using the premises during the period of hire, except such as may be caused by the negligence of The PCC.  If any such injury does occur, the Hirer must inform St John’s of the details, such that it may be recorded in the Accident book.
22. To compensate The PCC for any damage or theft caused to the building, or to any fixtures, fittings or appliances belonging to St John’s during the period of hire or as a result of any breach of this agreement.
23. That The PCC will not be responsible or liable for any damage to, or loss of property brought onto, or left on the premises by the hirer or any other person.
24.   Access to the venue(s) is limited to the agreed hired times. Should you find you have left something behind or require any further access, please request it via [email protected]

I have read and accept the Terms and Conditions of Hire and agree to abide by them.
I have read the PCC Safeguarding Policy Statement and agree to adhere to its recommendations in relation to our work with children, young people and vulnerable adults.

I herby agree that my data entered in the contact form will be stored electronically, and will be processed and used for the purpose of establishing contact. I am aware that I can revoke my consent at any time.

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