TERMS AND CONDITIONS

A Charitable Incorporated Organisation. Registered Charity Number: 1157964

Terms and Conditions

Booking

The following time slots will be allocated to sessions:

Monday to Saturday:   Morning     8am – 1pm

                                Afternoon   2pm – 6pm

                                Evening     7pm – 11:30pm  (booking can be made to 12:00 to facilitate clearing up)

Sundays:                   Morning     9am – 1pm

                                Afternoon   2pm – 6pm

                                Evening     7pm – 10:30pm  (booking can be made to 11:00 to facilitate clearing up)

These times may be varied at the discretion of the Trustees.

The hire period includes setting up and clearing away. If the hall/room is not vacated promptly at the end of the hire time a further charge, equivalent to two hours hire, may be levied at the discretion of the Trustees.

All evening events are required to end promptly at 11:30pm. Clearing up may be done after this time. All hirers are requested to minimise noise when leaving.

On New Year’s Eve and New Year’s Day bookings will only be taken for Community Events open to all Duxford residents.

Booking can only be made by persons aged 25 years and over.

The hirer shall ensure the limit on the number of people attending their event is not exceeded. These limits are (NB for non Covid times): 

RoomStandingTheatre or lecture styleSeated at tables
Peter Stribling Hall195150120
Small Hall856540
Linda Martin Meeting Room 20-2512

The Trustees of the Duxford Community Centre CIO reserve the right to refuse any booking. They also reserve the right to cancel or interrupt a booking if they consider an event is or might be reasonably thought to be unlawful, might lead to a breach of licensing conditions or is materially contrary to these Conditions of Hire.

Private parties

Private parties in the evening will only be booked to hirers who are Duxford residents.

For Saturday evening events, the charge is equivalent to booking both halls.

Weddings

Bookings for weddings during term time will only be agreed subject to approval by the Trustees, and community events will take priority. If agreement is given, access to the venue will only be available after earlier bookings have finished. This includes setting up.

Catering and drink

Hirers have three options:

  • Bring in own plated food, which must be consumed in the room booked for the event.
  • Using the Community Kitchen to plate up and serve food and/or drink, for which there will be a charge of £25 for private parties.
  • Arrange catering for their event with our in-house Café 19.

Hirers have four options:

  • Provide their own drink, which must be consumed in the room booked for the event.
  • If hirers intend to charge for drink they must first apply for a Temporary Event Notice for the sale of alcoholic liquor (https://www.scambs.gov.uk/licensing/types-of-licence/alcohol-and-premises/temporary-event-notice/). Hirers should plan for this at least four weeks in advance of their event.  
  • Use the Community Kitchen to serve drink, for which there will be a charge of £25 for private parties.
  • Book the services of our local landlord for the charge of £50. He will set up a bar and charge for sale of drinks.

Payment

The minimum charge for any hire is two hours.

Deposit: A non-refundable deposit is payable on receipt of booking confirmation and must be received within 7 days:

  • for single bookings, the deposit will be £20 or 20% of the total hire fee, whichever is the greater.
  • for new weekly bookings, the deposit will be £20 or 20% of the 1st Month’s fee, whichever is the greater.
  • for new monthly bookings, the deposit will be £20 or 20% of the 1st Quarter’s fee, whichever is the greater.

Full Payment:

  • In the case of a single booking, full payment must be received no later than one calendar month before the event.
  • Where the hire is weekly, payment should be made by the first day of each month in advance.
  • Where the booking is for a monthly hire, an invoice will be issued quarterly in advance and payable within 7 days of receipt.

The Trustees of the Duxford Community Centre CIO reserves the right to alter        these arrangements in consultation with the hirers.

The Trustees of the Duxford Community Centre CIO are unable to waive hire charges for any booking. In exceptional circumstances groups may apply for a hardship grant. Any such application must be accompanied by:

  1. a clear rationale indicating the value to the community of the group’s activities,
  2. financial data demonstrating the group’s current position, and
  3. an on-going budget.

Community Discount Rate

The discounted community rate is available, on request, to the following users:

  1. Clubs/associations which are locally based and not for profit
  2. Individuals running a community activity, who are resident in Duxford village, are ‘not for profit’, and whose activities are demonstrably community-based. Hirers who derive any income from the proposed activities are therefore not eligible.

Hirers wishing to receive the Community Rate must be a member of the Duxford Community Centre CIO (Charitable Incorporated Organisation). Membership is free and members are entitled to attend and vote at General Meetings. Clubs and Associations with a management structure in place are entitled to become Affiliate Members. All other hirers receiving this rate must become Individual Members.

Membership forms, which are available from the Secretary or the Bookings Officer, must be received and approved by the Trustees before the booking is confirmed and invoiced. The discount rate cannot be applied retrospectively. Hirers receiving this rate may be required to submit their financial records for inspection at the discretion of the Trustees.

 Members receiving the discount are requested to support the Community Centre by holding at least one fund-raising event each year and donating the proceeds to the Duxford Community Centre CIO. It will be left open to each hirer how they do this. Money raised in this way will be used to improve the facilities of the Community Centre and to promote community activities.

Damage deposit

A damage deposit of £200 is required for parties, with the exception of children under 12 years of age, to be paid one month ahead of the event, to cover any damages, necessary extra cleaning or late departure. After the event, the cost of any repairs or necessary cleaning will be deducted from this and the balance refunded.

Cancellation

  • If a booking is cancelled more than 28 days before the event, no further charges will be made.
  • If a booking is cancelled between 14 and 28 days before the event, 50% of the hire fee will be payable.
  • No refund will be due if the booking is cancelled within 14 days of the event.
  • Hirers may wish to consider cancellation insurance

Please note that public holidays, bank holiday weekends or large numbers of attendees may incur additional costs for cleaning, caretaking etc. If there are additional costs at these times for the Community Centre these will be passed on to a hirer in the hire charges.

In the case of the changing rooms the cleaning fee will be automatically applied unless it can be demonstrated that they will be left in the same condition as they were found.

Preparation for the event

All group hirers must have appropriate Public Liability Insurance.

With respect to private hirers, the DCC have public liability cover already in place. There is one exception to this, where the hirer is employing a third party to facilitate any part of the event. In this case, it is the responsibility of the hirer to make sure that they obtain a copy of the public liability insurance of any company that they engage with during their hire of the hall, for example bands, DJs, bouncy castles.

All hirers must undertake an induction with a member of the DCC prior to the start of their booking. This will highlight the facilities available whilst also covering the responsibilities of the hirer, for example fire safety and security.

For private parties, the induction will normally take place about a month ahead of the event and will cover:

  • confirmation of numbers attending and the names of the attendants (see Supervision below),
  • finalising bar and catering details,
  • receipt of the £200 damage deposit,
  • briefing on access to facilities (e.g. tables/chairs), use of the Community Kitchen (if relevant) and noise management,
  • hirer responsibilities in terms of fire safety, security, health & safety, first aid,
  • overall responsibility to leave the facility as found, in terms of tidiness/cleanliness.

Managing the event

The overall principle is that premises must be left in the same condition as they were found. If additional cleaning is required a fee of £20 per hour may be levied. Breakages or damage to the premises will be charged for.

Furniture must not be moved from the room in which it is stored without prior agreement. Neither should equipment belonging to DCC (including tables and chairs) be taken outside without permission.

No decorations (banners, streamers, balloons etc.) may be attached to walls.

Smoking Policy

Duxford Community Centre prohibits the smoking of cigarettes within the building and surrounding area in line with the Health Act 2006. This smoking policy also applies to the use of electronic cigarettes.  Anyone wishing to smoke should go outside into the designated area and dispose of cigarette ends, matches etc. in a tidy and responsible manner, so as not to cause a fire.

A designated smoking area has been allocated under the canopy facing the Recreation Ground, and is clearly marked. It is the responsibility of event organisers to ensure all attendees comply with this policy and current legislation by providing a smoke-free environment. Any person who breaches this provision shall be asked to leave the premises.

Loss of property

The Committee cannot accept responsibility for damage to, or the loss or theft of, Centre users’ property, possessions and effects.

Car parking

Cars shall not be parked so as to cause an obstruction at the entrance to, or exits from, the car park. Hirers should note that the car park belongs to Duxford Parish Council, rather than the DCC, and there is no sole use of the car park for any event.

Users of the Centre should avoid undue noise on arrival and departure.

Neither the DCC nor the DPC can accept responsibility for damage to, or the loss or theft of, Centre users’ property and effects, theft of vehicles and possessions.

The car park barrier will be closed when the building is locked after an event, so all attendees should leave promptly and quietly.

Supervision

The hirer accepts full responsibility for the booking and shall remain on the premises, supervising the safety and behaviour of all guests and ensuring no damage is done to contents, fixtures and fittings. The hirer shall notify the DCC of any damage occurring on the premises during their booking.

The hirer or person in charge of an activity shall not be under 25 years of age. They shall not be engaged in any duties which prevent them from exercising general supervision. If they have to leave the building for any purpose they should nominate a suitable replacement.

Hirers must ensure that sufficient attendants, each over the age of 18, are on duty on the premises during each hire period, to assist people entering or leaving and to supervise the event taking place but subject to the following minima:

up to 20 people:                    one attendant

between 21 and 100 people:    two attendants

between 100 and 200 people:  three attendants

Such supervision must include ensuring that alcohol is not served to under 18s and that there are no unauthorised entrants to the event.

Safety of vulnerable people

Regulated activities involving either children or vulnerable adults will not be permitted on the premises except with the agreement of the DCC Trustees. Anyone booking events for these groups must sign the DCC’s Safeguarding Policy found on the booking page of our website or available from the DCC Secretary.

Safety requirements

Hirers must acquaint themselves with fire safety instructions available in all rooms.

The Fire Assembly point is situated on the right of the Recreation Ground as you exit the building

The Fire Service must be called to any outbreak of fire, however slight, and details of the occurrence shall be given to the Trustees.

Highly flammable substances must not be brought into or used in any part of the premises. No internal decorations of a combustible nature (such as polystyrene, etc.) shall be erected. No candles should be used in the building. The use of fireworks, Chinese lanterns, other pyrotechnic effects, smoke machines, bubble machines, glitter or confetti cannons is not allowed on the premises or on the Recreation Ground.

Obstructions must not be placed in gangways or exits, nor in front of emergency exits, which must be immediately available for free public egress.

The hirer shall not use the premises for any unlawful purpose or bring anything onto the premises which may endanger the building, its users or any insurance policies.

A first aid box is available to all users of the premises. It is located in the foyer, between the doors to the Peter Stribling Hall and the Community Centre notice board.  Any accident should be written in the accident book stored with the first aid box. The DCC accepts no responsibility for any accident during the course of the booking.

The Community Kitchen

The Community Kitchen is only available for use by room hirers, and by prior agreement. No children under the age of 12 are allowed in the Community Kitchen.  When Café 19 is open for business, food and drink from the Community Kitchen or other sources external to the Community Centre cannot be consumed in the communal areas at the front of the building including the foyer.

Alcohol

All alcohol sales for consumption on the premises are to cease by 11:30pm Monday to Saturday, 10:30pm on Sunday. As one of the licence conditions, Hirers have a responsibility to avoid causing unnecessary disturbance to neighbouring residents on departure.

Music

The premises are not licensed with PPL for the playing of sound recordings or with PRS for the public performance of musical compositions. However, a licence is not required for private functions, business/club/society events or weddings, where there is no financial gain for the person hiring the venue.

If the event where music is required is a fundraiser then a single event licence is available at £19.50. For more details visit the websites of PRS or PPL

It is the full responsibility of the Hirer to secure all the necessary licences and permits for their activities.

Regulated entertainment on the premises must cease by 11:30pm Monday to Saturday, 10:30pm on Sunday. All external doors are to be kept closed after 10:30pm except to allow access.

The Small and the Pete Stribling Halls are both fitted with a Noise Pollution Control System. This continuously monitors the sound level and disconnects the mains supply to the 3 pin sockets in the halls for 5 seconds if the maximum level is exceeded. A coloured LED indicator in each hall shows when the sound level is approaching the maximum level.

Green: – Normal operation

Amber: – 6 dB below trip level

Red: – 3 dB below trip level

Flashing Red: – Output disconnected

Television

The Community Centre does not have a valid TV licence or a ‘Public Video Screening Licence (PVSL)’ so hirers cannot show TV, movies or cartoons without prior agreement with the Committee.

Betting, gaming and lotteries

Nothing shall be done on or in relation to the premises in contravention of the law relating to betting, gaming and lotteries and the persons or Committees responsible for functions held in the Centre premises shall ensure that the requirements of the relevant legislation are strictly observed.

Storage for equipment

Storage for equipment may be possible at the discretion of the Trustees, and if space allows for groups and associations.  The charge will be £35 per square metre per term (four months).

Duxford Community Centre CIO reserves the right to review and amend these conditions at any time; in the event of changes the terms of existing bookings will be honoured.   

Document revised 13/05/2021

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