Chewton Keynsham Mission Church, Chewton Keynsham

Terms and conditions of hire of Hall

NB Please ensure that you read the terms and conditions carefully before filling in the booking form and paying your deposit!

Provisional Bookings

Enquiries and provisional bookings can be made through the Parish Office by telephone 0117 986 3354, email or in person between 10am - 12pm Monday - Friday. Provisional bookings must be confirmed in writing on an official booking form within one week. The person responsible for oversight of bookings is Mrs. Victoria MacRae – Assistant Office Manager.

Confirmed Bookings

To confirm your booking you must submit a completed, signed booking form together with a deposit of £10 or 25% of the hire charge, whichever is the greater. The deposit will only be refunded after the event if the hall has been left in a satisfactory condition. Deductions will be made for any damage incurred or for extra work needed to clear/clean up after you. The payment of the balance is required 28 days before your event.

Please note that the person making the reservation will be responsible for ensuring that the Terms and Conditions below are observed.

We hope you enjoy your event

Charges

Room / Fee
Church Hall, Kitchen and Ancillary room / £30 per 3 hour session
£50 all day
£10 per hour after 5pm
Prices include the use of basic kitchen facilities, tables and chairs

Cancellation

Notification of cancellation must be given, in writing, to the Parish Office. The following conditions apply;

28 days notice or more / Full refund of any payment made.
8-27 days notice / 50% cancellation charge
7 days and less / No refund

On behalf of Chewton Church, Keynsham Parish Office reserves the right to cancel bookings if it is absolutely necessary e.g. for hall maintenance. On the rare occasion when a booking has to be cancelled reasonable notice will be given except in emergency situations. Chewton Church accepts no other liability in the event of cancellation and hirers should consider taking out insurance for large scale events e.g. wedding receptions.

Your attention is drawn to the following:

The Keynsham Parochial Church Council has a Policy and Procedures for Safeguarding Children and Vulnerable Adults and Code of Safer Working Practice for Church Workers with children and young people. You are required to ensure that children and vulnerable adults are protected at all times, by taking all reasonable steps to prevent injury, illness, loss or damage occurring, and that you carry full liability insurance for this, or have arranged insurance through the PCC. In particular you must ensure that you comply with the policy and code on the parish website.

Terms and Conditions

  1. Chewton Church has Public Liability Insurance for private parties but regular users must ensure that they have cover for their activities. The user is responsible for any accident or injury arising during use of the premises. It is their responsibility to ensure that the premises are safe for the purposes for which the user intends to hire them. Details of any accident or incident occurring during the hire of the premises giving rise to injury must be entered in the Accident Book kept in the vestry of the building before the premises are vacated. The person responsible for the event must be the first to arrive on the premises and the last to leave. He/she should ensure that a good standard of behaviour is maintained throughout, and that the guests leave on time.
  1. Nothing must be fixed to the walls, ceiling or floor including with blutack. The premises are to be left clean, tidy and in good decorative order. Any damage caused will be charged to the user.
  1. The kitchen (if used) must be cleaned and no items should be left in the fridges and freezers. Refuse and bottles are to be removed. The kitchen is out of bounds to children under 16.
  1. Under the provisions of the Licensing Act 2003 the user must obtain the permission of the Hall Committee to sell or consume alcohol on the premises. If a charge is made for alcohol, a donation requested or alcohol is included in the price of a meal or an entrance ticket a Temporary Event Notice (TEN) must be obtained by the premises user. The TEN must be handed in to the Parish Office one week before the event in order for alcohol to be served at the event. (TEN available from B&NES
  1. Details of any caterers to be used must be submitted to the Parish Office before the event.
  1. Any children who attend the function must be supervised by an adult at all times.
  1. Car parking is limited to 8 vehicles in the car park of the church. There is limited road side parking.
  1. Users should be aware of their fire, health and safety responsibilities. In particular smoke or dry ice machines must not be used as they will set off the fire alarms. Electrical equipment brought onto the premises must be in good/safe working order and is the responsibility of the hirer at all times. Notices must be adhered to.
  1. Chewton Church cannot accept responsibility for any loss of or damage to personal property.

Please complete the following and return this page to the Parish Office, 1 The Park, Keynsham, Bristol BS31 2BL together with a deposit of £30 or 25% of the total hire charge, whichever is the greater. Full payment is required at least 28 days before the function. Cheques should be made payable to Chewton Church, Keynsham.

Please print:

Contact Details / Name of person responsible for function:
Contact address including postcode:
Daytime phone number(s):
Email address:
Name of group or organisation:
Function Details / Date of Function:
Time function starts: / Time function ends:
Type of function (eg., party, concert, fayre, meeting):
Rooms and Resources / Name of room(s) booked:
TEN required? Will alcohol be served?:
Finance Section / Total hire amount agreed: / Amount of deposit paid:
Date full payment made
(office use)

Iagree to accept the Terms and Conditions as set out above and agree to abide by them.

Signature of hirer ………………………………...... Date…………………….

Signature of staff member ………………………………..Date…………………….

February 2015