NORTH MUNDHAM COMMUNITY CENTRE

BOOKING INFORMATION AND CONDITIONS OF HIRE

North Mundham Community Centre (The Centre) is comprised of two parts which are owned by the North Mundham Parish Council and the North Mundham Playing Field Trust, referred to as the Centre Owners. For the convenience of users the whole centre uses one booking system and is contactable through the one Booking Secretary.

The North Mundham Community Centre referred to as The Centre, comprises the Playing Field, the Pavilion, The Annexe, The Small Hall, The Large Hall, and The Kitchen. Users may hire them singly or in combination but they are all covered by these Conditions of Hire.

1. Use of the Centre Use of The Centre is subject to the following conditions and the requirements set out in the Hiring Agreement.

2. Equal Opportunities The Centre shall be open to all members of the community regardless of race, gender, sexual orientation, age, disability, religious or political belief or marital status.

3. Maximum Capacity
3.1 The Centre Halls (The Halls) comprise the Small Hall and the Large Hall separated by a curtain and folding partition. The licensed capacity for the combined halls is:
(i) Closely seated audience 200 persons
(ii) Use with no tables 200 persons
(iii) Seated at tables 150 persons
(iv) These figures included helpers and performers and on no account shall these figures be exceeded
(v) A diagram showing the close seating plan is displayed in the corridor between the halls.
3.2 The Pavilion comprised of the changing rooms and the viewing room between them has a maximum capacity of 32 close seated audience and 24 seated at tables.
3.3 The Annexe has a maximum capacity of 100 close seated and 72 seated at tables.

4. Hours of Opening The Halls, Pavilion and Annexe are available, separately or together at these times:-
Monday to Saturday 09:00 to 23:59
Sunday 09:00 to 22:00
Christmas Day Closed

5. Applying to use The Centre.
5.1 Provisional bookings may be made by telephone. No booking can be regarded as firm until the booking form, damage deposit and payment have been received in full.
5.2 The right to refuse the use of The Centre facilities is reserved to the Centre Owners working through the Booking Secretary.
5.3 For private functions the charges exclude use of china, cutlery, glasses, etc.

6. Cancellation Policy.
6.1 The Centre Owners reserve the right to retain all booking fees for any cancellation by the Hirer made within 30 days commencement of the hire. Notification of cancellation must be in writing or by email.
6.2 All arrangements for the use of The Centre are subject to the Centre Owners reserving the right to cancel bookings when the premises are required for use as a Polling Station or are rendered unfit for the intended use. Should bookings have to be cancelled by the Centre Owners, immediate notice will be given and all monies refunded. The Centre Owners shall not be liable for any resulting expense or loss resulting from the cancellation.

7. Playing Field Use
7.1 Prior to the use of the Playing Field the Hirer or responsible person nominated by the Hirer is expected to examine the grounds to confirm their fitness for use. Whilst the ground is inspected regularly by the Centre Owners it is the responsibility of the Hirer to determine whether the grounds can be safely used during the booking period. There is a supply of loose soil provided at the west end of the pitch for filling in rabbit holes etc.
7.2 Marking of the Pitches is to be carried out by the Hirer. Correct flag posts are to be inserted into their respective sockets e.g. square posts into square sockets. Goal nets are to be erected by the Hirer and returned to their storage lockers after each game.
7.3 Use of the Playing Field is not automatically granted with the hire of rooms. It is the Hirer’s responsibility to check availability and hire cost when hiring the rooms.

8.Safety Requirements
8.1 General All conditions attached to the granting of The Centre’s Public Entertainment Licence, or other Licences shall be strictly observed. Nothing shall be done to endanger users of The Centre or invalidate the insurance policies relating to The Centre and its contents. The Centre has no permanent staff. It is the duty of those who hire the facilities to ensure the safety of their guests and other users of The Centre. A responsible person (not under 21) must be in charge, and present in The Centre for the duration of the hire. No alterations or additions are to be made to The Centre building without the consent of the Centre Owners. This includes damage by drilling holes, screwing or nailing fittings to any part of the walls, floors, ceiling or woodwork.
8.2 Emergency Exits There are ample Emergency Exits marked with Exit signs, fitted with push-bars, emergency-ceiling lights, and external lights that have battery backup. Obstructions must not be placed in any of the gangways or exits which must be immediately available for free public egress. The Assembly point is in the main car park.
8.3 Fire Fire fighting equipment shall be kept in its proper place and only used for its intended purpose. In the event of fire, the whole of The Centre must be evacuated via the Emergency Exits immediately and the Fire Brigade called. A very minor outbreak can be dealt with using the portable equipment. The responsible person must ensure that all users of the hall are alerted and not just their guests.
8.4 Portable Fire Equipment Please make yourself aware of the fire equipment in each room and its appropriate use.
8.5 Electrical Equipment All electrical equipment brought onto the premises shall comply with the current electrical equipment regulations.
8.6 First Aid Box First Aid boxes are readily available to all users on the premises and located in each kitchen in a cupboard marked FIRST AID.
8.7 Accidents Injury to people must be reported as soon as possible. All accidents must be entered in the accident book located next to the First Aid box and the Booking Secretary notified.

9. Supervision The hirer or person in charge of the activity shall not be under 21 years of age and shall be on the premises for the entire period of the hire or duration of the activity. When the premises or any part of them are used for the purpose of public entertainment there shall be a minimum of three persons none of whom shall be less than 21 years of age. For private functions, two ‘Stewards’ per room are recommended to assist in dealing with any crisis, including uninvited guests, and in particular to supervise the evacuation of The Centre in the event of an emergency. One Steward should be allocated to each emergency exit.

10. Intoxicating Liquid The Centre is not licensed for the sale of alcohol. Hirers are responsible for obtaining the necessary licence where required and must provide a copy to the Booking Secretary before the event.

11. Fireworks and Flammable Substances No fireworks, explosives or highly flammable substances shall be bought into or used in any part of The Centre. No heaters or cookers shall be bought into The Centre except electric heated trolleys.

12. Public Liability
13.1 The Centre is insured for Public Liability up to a limit of £5,000,000. Other non-commercial, i.e. non-profit making users of the hall will be indemnified up to a limit of £2,000,000 under the same policy. Profit making organisations must have their own public liability insurance of at least £5,000,000 and provide a copy of the policy with the booking form.
13.2 Hirers are advised that they should carry out their own risk assessments and ensure that policies are in place that reduce the identified risks as far as possible. No reliance should be placed on The Centre’s public liability insurance unless negligence of the Centre Owners can be proved.

13. Smoking The Centre operates a NO SMOKING policy in The Centre buildings.

14. Nuisance It is the duty of the Hirer to ensure there is no disturbance to neighbours or to other users of The Centre.
(i) Music must be turned down at 23:15hrs
(ii) Keep the emergency doors closed. Use the ceiling fans if necessary.
(iii) Guests must leave by midnight and in a quiet and orderly fashion.
(iv) Litter shall not be left in or about The Centre.
(v) Except in the case of guide dogs, dogs shall not be admitted to The Centre.

15. Heating and Cooling
16.1 For the Small Hall and Large Hall when the heating is needed the gas fired system is programmed to come on for your period of hire. If by mistake it has not been programmed to come on there is an override that provides one hour of heat. You will find the controls in the left hand corner of the large hall by the door to one of the store rooms.
16.2 For The Annexe turn the heating or cooling on/off using the remote control following the instructions on the User Guide.
16.3 For The Pavilion turn the fan heaters on/off using the switches on each heater.
16.0 No unauthorised heating appliances shall be used on the premises.

16. Loss of Property The Centre Owners cannot accept responsibility for damage to or loss or theft of users’ property.

17. Car parking Cars shall not be parked so as to cause an obstruction at the entrances to The Centre. Hire of any of the facilities does not imply sole use of the car park or the right to cordon off an area for sole use, nor a guarantee that spaces will be available. No cars shall be parked on the Playing Field or grassed areas without written permission.

19. Storage
19.1 The permission of the Centre Owners must be obtained before goods or equipment are left or stored at The Centre, except when the Booking Secretary authorises overnight storage of goods and equipment brought to The Centre for a particular event. Such storage is at the Hirer’s own risk.
19.2 Long term hirers of The Centre may be granted permission to store equipment at The Centre, however that does not imply any continuing rights to storage and allocation of storage is at The Owners’ discretion. Such storage is at the Hirer’s own risk.
19.3 The Owners’ do not accept any responsibility for ensuring the security of the storage or for preventing usage of stored goods by others.

20. Cleaning and Security. Users and hirers accept responsibility for returning furniture and equipment to their original position and for securing doors and windows of the premises as directed by the Booking Secretary. All users shall leave the premises and surrounds in a clean and tidy condition.

21. Caretaker/ Booking Secretary
Ashley Gardner T: 07703196114

Please arrange a visit with the Booking Secretary to familiarise yourself with The Centre.
Particular points to note and discuss include:-
a. General layout, including whereabouts of Emergency Exits, Fire Extinguishers and First Aid Box.
b. Operation of Burglar Alarm System – where applicable.
c. Requirements for china, cutlery, furniture, etc.
d. Collection and return of keys.
e. Cleaning up after a function.