Conditions of Hire - Salem Community Resource Centre

For a downloadable version of the conditions of hire, please click here

1a. All applications for the hire of the centre must be in writing on the official application form. The person signing the form will be considered as the hirer. Where a promoting organisation is named in the application that organisation shall also be considered as the hirer and shall be jointly liable with the person who signs the form. Acceptance of an offer in writing shall be deemed to include an agreement to be bound by these conditions and charges.

1b. No hiring shall be deemed to be accepted until the hirer has received confirmation. The hired premises shall not be used for any other purpose than that specified on the application form and approved by the Council of Management. Such approval does not guarantee that the function complies with all legal requirements.

1c. All hirers must restrict both their activities and their users to those areas of the building that have been officially booked in advance. At no time is it allowed for users or hirers to congregate in public access areas, to intrude into other parts of the building or to block access or exit to and from any part of the building. If the hirer wishes to access any additional areas of the building they must complete a booking form and receive written confirmation of approval prior to the event taking place.

1d. Salem Community Centre is a no smoking building throughout and no smoking is allowed anywhere within the premises. The Ground Floor Project has a strict 'no illegal substances' policy which all hirers and users are asked to comply with. This includes the possession of cannabis, alcohol (unless the event has informed us in advance that alcohol will be available and then only to people over the age of 18 years) and/or solvents intended for human consumption while within the Community Centre. All hirers must inform the police in each and every case involving the bringing of illegal substances into the building and must inform the Council of Management in writing as per our complaint procedure (see below) in each and every occasion. It is the hirers' responsibility to ensure that their users understand and comply fully with these instructions. Failure to do so may result in the withdrawal of all future bookings.

1e. Where the hire is for the purpose of holding an event that will be open to the public, whether by admission charge or by free access, then copies of all publicity and/or press releases must be made available to the Council of Management at least seven full days prior to public release. The Council of Management retain the right to veto or demand to be placed thereon a disclaimer on any and all publicity which, in its absolute discretion, may be misleading or cause offence to others.

1f. On all publicity, the organiser's full name, organisation and permanent address must be prominently displayed.

1g. The hirer is responsible for ensuring that all events, public or private are fully ensured and they are required to produce said insurance if required.

CHARGES

2a. A deposit of up to 50% may be required within ten days of receipt of confirmation of the booking.

2b. The balance of the booking MUST be paid no later than seven days after the use of the facilities.

Note:

All fees and charges are subject to variation by the Council of Management at any time and without notice.

Cheques should be made payable to: - GROUND FLOOR PROJECT.

The Council of Management reserves the right to cancel hirings without notice or liability if payments are not made as required.

THEATRICAL PRODUCTIONS

3a. Should the hirers production require a theatre licence then it is the responsibility of the hirer to provide such and the said licence displayed in the Centre foyer prior to the commencement of the production.

3b. No film or video presentation or exhibition shall be presented in the Centre without the express written permission of the Council of Management and in accordance with the prescribed conditions.

3c. All conditions attached to occasional licences concerning liquor or theatrical productions shall be duly observed by the hirer.

SUB-LET

4. The hirer shall not sub-let the hired premises or any part thereof without permission. Should he do so or attempt to do so the hire will stand cancelled and any charges paid for will be forfeited.

LOSS OR DAMAGE

5a. The hirer shall take good care of, and shall not cause any damage or permit or suffer any damage to be done to the Centre or to any part or parts thereof, or to any fittings, equipment or other property therein, and shall pay to the Council of Management the full cost of repairing or making good any loss or damage thereto (including accidental damage and loss by theft) caused by any act or neglect by either the hirer, their employees and acquaintances or any person resorting to the Centre by reason of the hired premises by the said hirer.

5b. The Council of Management may, if they fear that damage is likely to be done to their property in connection with any hiring, either a) refuse the hire or b) require a deposit in addition to the usual charges to be made.

5c. Groups using the building will be liable for the replacement and/or repair costs for damage caused during their session. If groups discover any damage at the start of the session, it is their responsibility to report the damage by leaving a note in the the post box on the middle floor, otherwise the group may be liable for the costs relating to that damage.

5d. Under no circumstances will the Council of Management make good or accept either responsibility or liability in respect of any damage, theft or loss of any property, goods, articles or things whatsoever placed, deposited, brought into or left upon these premises, either by the hirer or by any other person or left deposited with any representative of the Council.

5e. The Council of Management shall not be liable for any loss due to the breakdown of machinery, failure in the supply of electricity or gas, leakage of water, fire, government restriction, acts of God, strikes or lock-out, the declaration of a period of mourning or any other cause which may result in the temporary closure of the Centre or the hiring to be interrupted or cancelled.

COUNCIL REPRESENTATIVES

6. For the purpose of ensuring compliance with these conditions, the right of entry is retained by any member of the Council of Management or any other representative of the same. Any Police Officer and/or Fire Officer on duty shall also be admitted at any time during the hiring.

SUPERVISION / HEALTH & SAFETY

7a. The hirer shall during the period of hiring be responsible for

  • Security of the building and all possessions therein.
  • The efficient supervision of the Centre including the effective control of children, the orderly and safe admission and departure of persons to and from the Centre and the orderly and safe clearance of the premises in case of an emergency.
  • Ensuring all doors giving exit from the Centre are kept unobstructed and in the case of the main stairwell both unobstructed and unfastened and immediately available for exit in case of emergency throughout the whole period of the hiring.

7b. The hirer shall provide such attendants and stewards as may be required by either restrictions stated in an occasional licence or may be, in their opinion, felt necessary by the Police, Council of Management or their representatives and the Council reserve the right to instruct the hirer to refuse admission to any individual and eject from the premises any person behaving improperly or interfering unnecessarily with the comfort or enjoyment of any other persons present.

RESTRICTIONS OF USE AND VACATION OF PREMISES

8a. No bolts, nails, tacks, screws etc; shall be driven into or affixed to any part of the Centre nor shall any placards or other articles be fixed thereto nor shall the hirer alter, remove or interfere with any fixtures, fittings or furniture of the Centre without the written consent of the Council of Management or their representative.

8b. No flags, emblems or other decorations shall be displayed outside the Centre without previous consent of the Council of Management or their representative.

8c. The hirer shall immediately remove any flag, emblem, poster or other decoration either inside or outside the building if, in the opinion of the Council of Management or their representative it shall be in their absolute opinion it would be considered unseemly or expose the Centre to an undue risk of fire.

8d. On no account shall inflammable materials be used for decoration or any other purpose.

8e. No article of a dangerous or offensive character shall be brought into the building.

8f. No additional lights or extensions from existing light fittings shall be used without previous written consent.

8g. No part of the Centre may be used for the sale of furniture or other goods by auction or otherwise except when the hired premises are specifically hired for the purpose

N.B. The general public shall not be admitted unless all the above criteria are adhered to.

8h. The hirer is responsible for making sure the Centre is not left unsecured at the end of the hire period.

8i. Where the upper kitchen facilities are required, the hirer is responsible for ensuring that all kitchen utensils and equipment which may have been used are clean before leaving the premises. If the same is not left in a clean condition, the hirer shall pay to the Council of Management the cost of cleaning the same.

8j. Except for Guide Dogs, no animals whatsoever will be allowed to enter or remain in the Centre other than by special arrangement with the Council of Management or their representatives.

8k. The hirer shall, at the expiration of the period of hiring, leave the premises in a clean and orderly state and shall remove from there all effects, equipment, rubbish and similar brought into the Centre by the hirer or with the hirer's permission. All rubbish is to be taken away and not left for the Centre to dispose of. Failure to leave the Centre in a clean and orderly state or not to remove any rubbish may result in a charge to cover the cost of cleaning the Centre and/or disposal of rubbish and possible cancellation of any future bookings.

CANCELLATIONS

9a. The Council of Management must be informed of any cancellation, in writing as soon as possible. If notice of the cancellation is less than 14 days before the date of hire, then the hirer will be charged 50% of the overall booking fee.

9b. Any representative of the Council of Management so authorised may terminate (without incurring any liability to the Council of Management whatsoever) any entertainment or hire etc; if it proves to be of a different nature from that declared when the Centre was hired, or if any performance or lecture be of an immoral or otherwise objectionable character.

9c. The Council of Management may without notice terminate (without incurring any liability to the Council of Management whatsoever) any entertainment or hire if, in the opinion of any authorised representative of the Council of Management, sufficient precautions have not been taken to prevent damage from fire or any other cause of these hire conditions.

BREACH OF CONDITIONS

10. The hirer shall observe and perform the foregoing conditions and shall ensure that the same shall be observed and performed by all persons entering or being within the Centre or any part thereof at any time during the period of the hire. If any breach thereof shall occur the Council shall have the right to cancel the hiring or any future hiring by the said person. The Council of Management shall not be liable in respect of any losses sustained by the hirer as a result of such cancellation.

COMPLAINTS

11. Any complaints arising out of the hiring must be made in writing to the Council of Management within one calendar month of the booking date.

ROOM BOOKINGS - SALEM COMMUNITY RESCOURCE CENTRE

We have a number of rooms available at the community centre; however, with many users already, space is at a premium; therefore we prefer direct contact so we can discuss specific needs and room availablity.

A guideline of our charges -

Our two smaller halls cost £35 (Mon - Fri 9.00am - 5.00pm and from 6.00 - 10.00pm) for a three hour session and £50 at weekends.

Our two larger halls cost £50 (Mon - Fri 9.00am - 5.00pm and from 6.00 - 10.00pm) for a three hour session and £75 at weekends.

Single hourly sessions MAY be available daytime from £15 for a small room or £20 for a large hall; evening hourly rates start at £25/£35. These sessions depend on availability and staff time.

However, if your group's aims fit within the priority areas outlined within our aims and objectives (such as providing what the Council of Management would class as a priority social benefit to local disadvantaged people), you will not be making any personal income out of the activities, you are able to undertake duties such as open and closing yourself (ie a member of your group is known to us), or this is likely to be a regular weekly booking, a substantial discount (at the Council of Management's discretion) may be applied.

It may also be possible to increase the amount of space made available to you (such as providing various combinations of rooms as a single booking), or increase the hours available at the same price as three hours, depending on availablility and the precise nature of your aims and objectives.

It should be noted that arts and leisure activities are not generally classed as priority activities under our aims and objectives. We may class fundraising activities by appropriate groups as a priority activity, and of course some of the other criteria may also apply.

Please note that due to the age, character and ownership situation of Salem Community Resource Centre, disability act exemptions apply to this building. As a result, although the building has full disabled toilets on the ground floor level, only the middle landing is accessable to people with mobility via a stairlift.

Please feel free to contact us to discuss your requirements in more detail.

For a downloadable version of the conditions of hire, please click here