Community centre terms and conditions of hire

These should be read in conjunction with the Council’s Community Hub Lettings Policy. 

1. Definitions and interpretation 

1. In these Terms and Conditions: 

• ‘Booking Form’ – the online form for the booking of the Venue. 
• ‘Cancellation Notice’ – the notice served by the Hirer on the Council pursuant to clause 7.2. 
• ‘Deposit’ – the sum of £100.00. 
• ‘Event’ – the event for which the Hirer is to hire the Venue as specified in the Booking Form. 
• ‘Lettings Policy’ – the policy for the booking of the Venue as updated from time to time. 
• ‘Hire Agreement’ – the hire agreement comprising these Terms and Conditions, the booking form, the Lettings Policy, and any additional information or requirements communicated between the Hirer and the Council in relation to the hire of the Venue. 
• ‘Hirer’ – person(s) or organisation identified in the booking form. 
• ‘Hire Charge’ – the charge specified within the Council’s online booking system and any additional information provided by the Council in relation to the hire of the Venue. 
• ‘Hire Period’ – the period specified in the Booking Form. 
• ‘Insurance Contribution’ – the Hirer’s contribution to the Public Liability Insurance for the Venue as detailed on the Council’s online booking system or as otherwise communicated by the Council. 
• ‘Key Holding Charge’ – the charge for the key holding services as set out on the Council’s online booking system or as otherwise communicated by the Council.  
• ‘Lettings Team’ – the team appointed by the Council for the management and control of the Venue, together with any successor team or person notified by the Council. 
• ‘Regular Events’ – four or more Events booked by the same Hirer for the same activity within a period of 12 months as specified within the Booking Form. 
• ‘One-Off Events’ – an individual booking made by a Hirer who books less than four Events in total within a 12‑month period. 
• ‘Venue’ – the areas or rooms within the Council’s Community Centres to be hired by the Hirer under this Hire Agreement, as specified in the booking details.

1.2 In these terms and conditions, unless the context otherwise so requires: 

1.2.1 References to numbered clauses are references to the relevant clause in these terms and conditions. 

1.2.2 The headings in the clauses of these terms and conditions are for information only and do not affect the interpretation of the hire agreement. 

1.2.3 Any reference to an enactment includes reference to that enactment as amended or replaced from time to time and to any subordinate legislation or byelaw made under that enactment.  

1.2.4 The word ‘including’ shall be understood as meaning ‘including without limitation’. 

1.2.5 Where the Hirer consists of two or more persons, obligations expressed or implied to be made by or with them are deemed to be made by or with those persons jointly and severally (this means that they will each be liable for all sums due under this agreement and not just a proportionate part); and 

1.2.6 Words that indicate one gender include all other genders, words that indicate the singular include the plural and vice versa and words that indicate person shall be interpreted as extending to a corporate body or a partnership and vice versa. 
 

2. Bookings

2.1 All bookings for the hire of any venue must be made using the Council’s official booking platform. The booking details submitted through the platform shall be read and construed with these Terms and Conditions and the Lettings Policy and shall form part of the contract between the Council and the Hirer. 

2.2 If there is any conflict between the Letting Policy and these Terms and Conditions, these Terms and Conditions shall prevail. 

2.3 A One-Off booking will only be secured once full payment has been made and all required documentation has been submitted at least 2 weeks prior to booking.

3. Licence to occupy

In consideration of the payment by the Hirer of the Hire Charge, the Council grants the Hirer the right and licence for the Hire Period only to enter upon and use the Venue for the purposes of the Event or Regular Events as specified in the Booking Form in accordance with the terms of this Hire Agreement.

4. Payment

4.1 One-Off Booking Event

4.1.1 The Hirer shall pay the Deposit to the Council in full at the time of the booking. The deposit is separate to the hire charge and cannot be deducted for the payment.

4.1.2 The Hirer shall pay to the Council the Hire Charge, Key Holding Charge and any Insurance Contribution (in addition to the Deposit paid pursuant to clause 4.1.1 above) and any other fees or charges which become payable at the time of the booking.

4.1.3 All fees and charges stated are inclusive of vat at the prevailing rate where it is applicable.

4.1.4 If any sum payable is not paid then the Hirer shall not be entitled to use the Venue for the Event.

4.1.5 The Deposit serves as security against any loss, damage, misuse, or failure to comply with the agreed terms of use for the Venue or its equipment by the Hirer or their guests and/or delegates. The Council reserves the right to:

Retain the full Deposit and/or apply additional charges to cover:

a) Loss or damage to the Venue or its equipment.

b) Failure to thoroughly clean the Venue and return it to its original condition, including cleaning the kitchen and disposing of all waste.

c) Removal of unauthorized flyers or advertisements.

d) Replacement of lost keys or access devices.

e) Repairs or replacement of damaged equipment.

f) Lost income due to damage or misuse impacting subsequent bookings.

g) Exceeding the maximum capacity of the Venue, resulting in additional charges to cover any potential disruption, safety concerns, or damage.

The Venue, including the kitchen and any equipment used, must be returned in a clean and orderly state. Failure to meet these conditions will result in the full Deposit being retained and/or additional charges applied as necessary to cover costs incurred. The Deposit shall be refunded within 14 (Fourteen) business days after the end of the Hire Period, provided no deductions are required.

4.2 Regular Booking Event

4.2.1 Any hirer deemed as regular hirer would not be required to pay a deposit.

4.2.2 The Hirer shall pay to the Council the Hire Charge, Key Holding Charge and any Insurance Contribution paid pursuant to clause 4.2.1 above and any other fees or charges which become payable for the first event at the time of the booking with all subsequent bookings paid one month in advance.

4.2.3 All fees and charges stated are inclusive of vat at the prevailing rate where it is applicable.

4.2.4 If any sum payable is not paid by the due date, then the Hirer shall not be entitled to use the Venue for the Event or Regular Event.

4.2.5 Overdue Payments: If payment is not received within 30 (thirty) days of the due date, the Council reserves the right to initiate the cancellation process.

4.2.6 If the Hirer or their guests and/or delegates cause any loss or damage to the Venue or its equipment (in whole or in part), the Council shall be entitled to recover the reasonable costs of such loss or damage deemed reasonable by the Council, which may include retention of the Deposit or the application of other loss or damage charges.

4.2.7 Any additional bookings not included within the regular hire agreement to be booked and paid in full in at least three working days in advance.

4.2.8 Charges for any of the above will be invoiced after the Hire Period and are due for payment within 14 (fourteen) business days.

5. Charges

5.1 One-off bookings

5.1.1 The Council reserves the right to increase charges for the use of Venue from time to time without notice.

5.1.2 In the event that the Council has accepted the Hirer’s booking and Deposit payment, the Council shall give the Hirer at least 30 (thirty) days’ notice of any increased charges prior to the date of the Event or Regular Events. In such circumstances, the Hirer shall be entitled to cancel the booking and to the refund of the Deposit paid only and will not be liable to pay any Cancellation Charges. For the avoidance of doubt, the Council shall not be liable for any other payments to the Hirer.

5.1.3 Set up and clearing away times must be built into the times of hire specified by the hirer on the booking form.

5.1.4 In the event of lost or misplaced keys, the Hirer is required to report the incident immediately to the Lettings Team. The report should include detailed information such as the time and location of the loss, the specific area or room to which the keys were tagged, and any other relevant details. A replacement fee for lost keys will apply, and the Hirer is responsible for covering the associated costs. If the lost key necessitates a lock change due to site security concerns, the Hirer will be responsible for the cost of the new lock, its installation, and any replacement keys that need to be produced for the new lock. Additionally, an extra charge will be added to cover the cost of the lock replacement and any additional keys required. If keys are not returned within 2 weeks after the last booking, charges for all copies and lock replacement will be applied. Regular Hirers will be provided with two sets of keys. Any additional or extra sets of keys requested will be subject to an additional charge.

PAC Card Return for One-Off Bookings:

For one-off bookings, the Hirer is required to return the PAC card to the Security Team at the conclusion of the booking. If the PAC card is not returned, the Deposit will be retained, or an additional fee will be applied to cover the cost of replacement.

5.2 Regular bookings

5.2.1 The Council reserves the right to increase charges for the use of Venue from time to time without notice.

5.2.2 In the event that the Council has accepted the Hirer’s booking payment, the Council shall give the Hirer at least 30 (thirty) days’ notice of any increased charges prior to the date of the Event or Regular Events. In such circumstances, the Hirer shall be entitled to cancel the booking and will not be liable to pay any Cancellation Charges. For the avoidance of doubt, the Council shall not be liable for any other payments to the Hirer.

5.2.3 Set up and clearing away times must be built into the times of hire specified by the hirer on the booking form.

5.2.4 In the event of lost or misplaced keys, the Hirer is required to report the incident immediately to the Lettings Team. The report should include detailed information such as the time and location of the loss, the specific area or room to which the keys were tagged, and any other relevant details. A replacement fee for lost keys will apply, and the Hirer is responsible for covering the associated costs. If the lost key necessitates a lock change due to site security concerns, the Hirer will be responsible for the cost of the new lock, its installation, and any replacement keys that need to be produced for the new lock. Additionally, an extra charge will be added to cover the cost of the lock replacement and any additional keys required. If keys are not returned within 2 weeks after the last booking, charges for all copies and lock replacement will be applied. Regular Hirers will be provided with two sets of keys. Any additional or extra sets of keys requested will be subject to an additional charge.

5.2.5 For regular hirers, no Deposit is required. However, the Hirer agrees to cover any costs arising from the following, including, but not limited to, the listed issues:

• 5.2.5.1 Loss or Damage: Any loss or damage to the Venue or its equipment.
• 5.2.5.2 Cleaning and Condition: Failure to thoroughly clean the Venue and return it to its original condition, including cleaning the kitchen and disposing of all waste to the correct waste streams.
• 5.2.5.3 Unauthorized Materials: Removal of unauthorized flyers or advertisements.
• 5.2.5.4 Lost Keys or Access Devices: Replacement costs for lost keys or access devices.
• 5.2.5.5 Repairs or Equipment Replacement: Costs for repairs or replacement of damaged equipment.
• 5.2.5.6 Lost Income: Compensation for lost income due to damage or misuse impacting subsequent bookings.
• 5.2.5.7 Exceeding the maximum capacity of the Venue, resulting in additional charges to cover any potential disruption, safety concerns, or damage.
• 5.2.5.8 The Venue, including the kitchen and any equipment used, must be returned in a clean and orderly state. Failure to meet these conditions will result in additional charges to cover the costs incurred.

5.2.6 Charges for any of the above will be invoiced after the Hire Period and are due for payment within 14 (fourteen) business days.

6. Access

6.1 The Hirer may only access the Venue at the agreed times as specified in the online Booking Form.

6.2 The timing stated on the online form should include time for the setup and de-rigging of the event. The Event or Regular Events must conclude before the end of the Hire Period to allow sufficient time to return the venue to its original condition. The Venue must be cleaned and cleared of all items, effects, equipment, and guests and/or delegates. Removal of items, effects, or equipment brought into the Venue for the purposes of, or in connection with, the Event or Regular Events is the sole responsibility of the Hirer. Failure to vacate the Venue by the end of the Hire Period, or to remove any items, effects or equipment, will result in a cleaning and/or removal fee being applied, or in the case of a One‑Off Booking, may result in the Deposit being retained, and additional charges applied where necessary.

7. Cancellations

7.1 By the Council – The Council reserves the right to refuse or withdraw permission to use the Venue for any reason whatsoever or cancel any booking where the Venue or any part of it is:

• Required by the Council for any of its functions including for any purpose in connection with Parliamentary or local government elections.
• Required for cleaning, repair, or other maintenance purposes; or
• becomes unfit for hiring at any time.
• Is deemed unsuitable for the hire.

If the hiring is cancelled under clauses 7.1(a) to (d) inclusive, the Council shall provide the maximum practicable notice and refund the charges paid, including the Deposit where one has been paid, or an appropriate proportion of such charges. The Council shall have no further liability to the Hirer. For the avoidance of doubt, the Council will not be held liable for any costs, expenses, damages, or claims incurred by the Hirer.

7.2 By the Hirer – The Hirer may, by issuing a Cancellation Notice, cancel the hiring. Where the Hirer cancels the hiring by issuing a Cancellation Notice, any Deposit paid (where applicable) will not be refunded. The Hirer will not be refunded for the hire cost together with any additional expenses incurred by the Council where the Cancellation Notice is received less than 21 calendar days before the Event date.

7.3 In the event that the Hirer fails to take up their booking or notify the Council of cancellation by issuing a Cancellation Notice, the Council shall be under no liability to refund the hire charge together with any additional expenses incurred by it in connection with this Hire Agreement or the Event or Regular Events.

7.4 Substitutions or amendments to the purpose of the Event or Regular Events must be notified in writing to the Lettings Team before the Event or Regular Events who reserve the right subject to their sole discretion, to either cancel the booking or amend the Hire Charge, as appropriate. Cancellation by the Council pursuant to this clause 4.4 may result in the Hirer being liable for payment of the Hire Charge.

8. Conduct and control

The Hirer shall:

a) Keep the Venue clean, tidy, and clear of rubbish at all times.

b) Not do or permit or suffer to be done at the Venue anything which may reasonably be considered to be or likely to become or cause a nuisance, annoyance or disturbance to the Council, other licensees or to the owners or occupiers of neighbouring property or other people in the vicinity. This includes making of excessive loud noise.

c) Not to insert bolts, nails, tacks, screws, bits, pins, or other like objects into any part of the Venue.

d) Not to use the Venue for any purpose other than that identified in the Booking Form or for any dangerous, noxious, noisy, or offensive activity or any illegal or immoral act or purpose and not carry out any: trade, business, manufacture, or commercial activity therein.

e) Not to permit any animals (except for assistance dogs for the disabled) to access the Venue or any part of it without the prior written consent of the Letting Team. If consent is given it may be withdrawn by the Lettings Team at any time or made subject to specific conditions which the Hirer shall comply with at all times.

f) Not do or permit any act that would invalidate or increase the premium paid under the Council’s insurance policy for the Venue.

g) Keep the Venue secure at all times and comply with and procure compliance of all guests and/or delegates with the Venue’s safety procedures in force at the time of the Event or Regular Events.

h) Take all reasonable precautions to prevent fire occurring on or in the Venue.

i) Keep fire and other exits clear at all times.

j) Comply in all respects with the Health and Safety at Work etc Act 1974 and any other acts, orders, regulations, and codes of practice relation to health and safety made thereunder, as amended. The Hirer shall be responsible for the conduct of all its guests and/or delegates at the Event or Regular Events and shall comply with any specific health and safety requirements of the Venue.

k) Not permit smoking at the Venue or any part of it, including its grounds.

l) Manage, supervise, and control the Event or Regular Events in a responsible, lawful, and orderly manner having due regard to the reputation of the Council and the safety of all those on or in the Venue.

m) Have in place sufficient stewards, responsible persons and/or officials to fulfil its obligations and ensure that all its staff, agents, sub-contractors, guests/delegates comply in all respects with the provisions of this Hire Agreement and any instructions from the Lettings Team.

n) Not permit the maximum capacity of the Venue to be exceeded.

o) Comply with all reasonable instructions of the Lettings Team.

p) Comply with all legislation or regulations relating to the use of the Venue for the Event or Regular Events and duly obtain any relevant licence, permission, consent, or approval required for any such use.

q) Hirers must ensure that all equipment and areas used are left undamaged and clean, all Facility equipment has been returned to its assigned location and is not blocking fire escapes as instructed, failure to do so could result in a charge equal to a deposit.

r) The Hirer agrees to comply with the Prevent Duty requirements under the Counter Terrorism and Security Act 2015. The Hirer must ensure that no activities take place at the Venue that could promote extremism, radicalization, or any illegal activities. The Hirer is responsible for ensuring that their guests and delegates also adhere to these obligations. The Council reserves the right to take appropriate action if any concerns arise related to the Prevent Duty, including terminating the hire agreement.

s) Not to use the Venue for the dissemination of extremist views of any form.

t) Ensure that at the end of the Hire Period the Venue is vacated and cleared of the Hirer’s items, effects, equipment, and rubbish and left in the same condition it was in at the commencement of the Hire Period.

u) The Hirer must ensure that all equipment and areas used are left undamaged and clean, and that all facility equipment is returned to its assigned location and is not blocking fire escapes. Failure to meet these requirements may result in cleaning or damage charges being applied, or, in the case of One‑Off Bookings, the Deposit being retained.

v) The Hirer shall ensure full compliance with all obligations under this Hire Agreement and any additional requirements, instructions, or conditions communicated by the Council or Lettings Team, whether or not they are expressly listed above. This includes any legal, safety, operational, or reputational considerations necessary for the proper and lawful use of the Venue.

9. Right of entry

9.1 The Council reserves the right to enter the Venue or any part of it during the Hire Period

9.2 The Council reserves the right at its absolute discretion to refuse admission to or evict any person from the Venue whom there is reason to believe is behaving in a manner prejudicial to the compliance with these conditions of hire.

10. Assignment

This Hire Agreement is personal to the Hirer and shall not be assigned, sub-licenced, sub-hired, sub-contracted or disposed of by the Hirer.

11. Liability, indemnity and insurance

11.1 The Council shall not be responsible for any injury, loss, damage, cost or expense suffered by the Hirer if and to the extent that it is caused by the negligence or wilful misconduct of the Hirer or by breach by the Hirer of its obligations under the Hire Agreement.

11.2 Subject always to clause 8:

11.2.1 the aggregate liability of the Council in respect of all defaults, claims, losses or damages howsoever caused, whether arising from breach of the Hire Agreement, misrepresentation (whether tortuous or statutory), tort (including negligence), breach of statutory duty or otherwise shall in no event exceed Hire Charge paid or payable to the Council in respect of each event or series of connected events; and

11.2.2 In no event shall the Council be liable to the Hirer for any:

• Loss of profits.
• Loss of business.
• Loss of revenue.
• Loss of or damage to goodwill.
• Loss of savings (whether anticipated or otherwise); and/or
• any indirect, special, or consequential loss or damage.

11.3 Nothing in the Hire Agreement shall be construed to limit or exclude either party’s liability for:

• 11.3.1 Death or personal injury caused by its negligence or that of its staff.
• 11.3.2 Fraud or fraudulent misrepresentation by it or that of its staff; or
• 11.3.3 Any other matter which, by law, may not be excluded or limited.

11.4 The Hirer shall indemnify and keep indemnified the Council against all losses, damage, actions, claims, demands, proceedings, costs and expenses (including legal fees) whatsoever the Council may suffer or incur as a direct or indirect result of any act, omission, default or negligence of the Hirer, its employees, agents, servants, subcontractors, licensees, guests or delegates arising out of or in the course of or from this Hire Agreement save to extent that any such loss arises as a result of the negligence of Council, its employees or agents.

11.5 The Hirer shall repay to the Council the cost of reinstating, repairing or replacing or making good the Venue or any part of it which shall be damaged, destroyed, stolen or removed during the Event or Regular Events.

11.6 Public Liability Insurance:

a) For Events booked by Groups, Organisation’s, or Companies (including Regular Hirers)

11.6.1 the Hirer is to have in force throughout the Hire Period a policy of insurance effected with a reputable insurance company covering the Hirer against third party risks for a sum of not less than £5,000,000.00 (Five million pounds) per claim and a copy of the policy is to be supplied to the Council upon request.
Regular Hirers are required to maintain their own Public Liability Insurance at all times, even where bookings are made under an individual’s name.

b) For an Event booked in the name of an individual (One-Off Bookings)

11.6.2 For One-Off Bookings, the Hirer shall pay the Insurance Contribution to the Council before the date of the Event. The Hirer agrees and acknowledges that it will be required to pay any excess towards a claim, as advised by the Council.

11.7 The Hirer shall indemnify the Council against all claims, demands, actions and proceedings arising out of any infringement of copyright, or the unauthorised performance or use of any record apparatus or contrivance at the Venue during the Hire Period.

11.8 The Hirer shall give to the Council notice in writing of any accident, injury, or loss, and of any claim or demand within 24 hours, together with any such knowledge and information as may be required. With the exception of his Insurers the Hirer shall not discuss the question of liability with a third party.

11.9 The Council’s insurers will not indemnify the Hirer against loss or damage caused by or resulting from fire or explosion due to the Hirer’s negligence and in this respect the insurers may have the right of subrogation against the Hirer who should consider taking out his own insurance to cover this risk for a sum of not less than £5,000,000.00 (Five million pounds) per claim and a copy of the policy is to be supplied to the Council upon request.

11.10 The Council will not be liable for any loss due to any reason beyond its control including breakdown of machinery, failure of supply of electricity, leakage of water, fire, government restriction or act of God which may cause the Venue to be temporarily closed or the hiring to be interrupted or cancelled.

11.11 The Hirer must not do or permit any act that would invalidate or increase the premium payable by the Council under its insurance policy. Any cost resulting from failure to comply with this clause 8 shall be borne by the Hirer.

12. Alcohol

12.1 Unless the Hirer holds a Temporary Events Notice no excisable or intoxicating liquor shall sold at the Venue.

12.2 Under no circumstance’s musts a guest or delegate under the age of eighteen (18) be served or permitted to consume alcohol.

13. Objectionable articles, structural alterations, temporary structures and electrics

13.1 No person shall in any part of the Venue bring any article such as

a) Bouncy Castles

b) Pyrotechnics, smoke machines, or similar effects

c) Any inflammable items or explosive character

d) Any article producing an offensive smell, CFC gases, or items that have a detrimental effect on oxygen levels.

e) Any oil, electrical gas, or other apparatus

f) Bring, place, or erect any furniture, fitting, erection or structure or place

g) Fix any additional or decorative lighting or other material of whatever kind in or on any part of the Venue without the consent of the Responsible Officer.

h) Air filled balloons are, however, permitted but must be removed at the end of the Event or Regular Events.

13.2 No lighting, heating, power or other electrical fittings or appliances on or in the Venue are to be altered, moved or in any way interfered with.

13.3 No additional lighting, heating or power or other electrical fittings or appliances or computer equipment are to be installed or used without the prior consent of the Responsible Officer.

14. Car parks

The Hirer and those attending the Event must observe the statutory regulations relating to on street parking, delivering etc. in force at the time.

15. Property not removed

15.1 The Lettings Team may remove and store any items or property left by the Hirer in or upon the Venue at the end of the Hire Period. The Council shall not be held responsible for any damage to or theft of any such property by or during any such removal and storage.

15.2 The Hirer will be responsible for meeting all reasonable removal and storage charges if items of property and belongings left at the Venue at the end of the Hire Period.

15.3 The Council will remove and store the items for a maximum of twenty-eight (28) days. If the items are not collected within twenty-eight (28) days, the Council may dispose of the items and the Hirer will be liable for the reasonable costs of disposal. The reasonable charges and costs incurred by the Council may be deducted from any sale proceeds and if there are any charges and costs remaining, they will remain the Hirer’s liability.
Notwithstanding and in addition to paragraph 8 (CONDUCT AND CONTROL), the Hirer is responsible for the removal of any waste amounting to more than the general removal of waste from the waste baskets provided. The cost of such removal is to be borne by the Hirer.

16. Termination

16.1 Without prejudice to any other right or remedy it might have, the Council may terminate the Hire Agreement with immediate effect if:

16.1.1 The Hirer intends to use the Venue for a purpose different to that he has specified in the Booking Form.

16.1.2 the Hirer or his servants, agents, licensees, guests or delegates or any person using the Venue in connection with the Event or Regular Events breaches or fails to perform or observe any obligation (including but not limited to clause (Payment) under this Hire Agreement.

16.1.3 the Hirer becomes bankrupt, has an administration order made in respect of his assets, has a receiver appointed, makes an arrangement for the benefit of his creditors or becomes subject to any procedure for the taking of control of his goods by another.

16.1.4 where the Hirer is a company, the passing of a resolution for the winding up of the Hirer (other than voluntarily for the purpose of solvent amalgamation or reconstruction), or if an administrator or administrative receiver is appointed in respect of the whole or any part of the Hirer’s assets or business, or if the Hirer makes any composition with its creditors or takes or suffers any similar or analogous action (to any of the actions detailed in this clause 16.1.4) in consequence of debt in any jurisdiction.

16.1.5 If it appears to the Lettings Team that any of the conditions have been or are being violated or if for any other reason it appears to be in the public’s interest to do so.

16.2 Upon termination or expiry of the Hire Agreement, the Hirer shall immediately vacate the Venue and ensure that his servants, agents, licensees, guests, or delegates shall immediately do the same.

16.3 Such determination shall not release the Hirer from any obligation under these conditions or affect any right or remedy which the Council may have under these conditions or otherwise and the Council shall be entitled to retain for their own use and benefit any monies paid to them in respect of the hiring and recover any costs incurred, or for which the Council may become liable in connection with the Event or Regular Events.

16.4 The Hirer shall have no claims against the Council for any losses, damages, actions, claims, demands, proceedings, costs, and expenses (including legal fees) it may suffer or incur as a result of termination by the Council under this clause 16.

17. General

17.1 Each of the parties represents and warrants to the other that it has full capacity and authority, and all necessary consents, licences, and permissions to enter into and perform its obligations under the Hire Agreement.

17.2 This Hire Agreement shall not operate to confer any rights on any third party and no person other than the parties to it may enforce any provision of this Hire Agreement by virtue of the Contracts (Rights of Third Parties) Act 1999.

17.3 This Hire Agreement cannot be varied except in writing signed by the Hirer and a duly authorised representative of the Council.

17.4 Except as otherwise expressly provided by the Agreement, all remedies available to either Party for breach of the Hire Agreement whether under the Hire Agreement, statute, or common law) are cumulative and may be exercised concurrently or separately, and the exercise of one remedy shall not be deemed an election of such remedy to the exclusion of other remedies.

17.5 If any provision of the Hire Agreement is prohibited by law or judged by a court to be unlawful, void or unenforceable, the provision shall, to the extent required, be severed from the Hire Agreement and rendered ineffective as far as possible without modifying the remaining provisions of the Hire Agreement and shall not in any way affect any other circumstances of or the validity or enforcement of the Hire Agreement.

17.6 Birthday Party Age Restriction
The Venue is not available for hire for birthday parties where the primary attendees are aged between 12 and 21 years inclusive. The Hirer shall ensure that all events comply with this age restriction. Any booking found to be in breach of this condition may be cancelled, and the Hirer may be liable for any costs or charges incurred as a result.

17.7 We reserve the right to implement a new booking system at our discretion and to make any necessary changes to booking procedures.

18. Notices

18.1 Any notice to be given under the Hire Agreement shall be served by email to the address of the relevant Party set out in the Booking Form or such other address as that party may from time to time notify to the other party in accordance with this clause.

18.2 Notices served as above shall be deemed served on the working day of delivery provided delivery is before 5.00pm on a working day. Otherwise, delivery shall be deemed to occur on the next working day.

18.3 A notice of cancellation may be given either by submitting the Council’s official Cancellation Form or by sending an email to the address specified in the Booking Form (or any updated address notified under this clause). Any cancellation submitted in either of these ways shall be deemed valid and effective in accordance with clause 18.2.

19. Governing law and jurisdiction

The validity, construction and performance of the Hire Agreement, and all contractual and non-contractual matters arising out of it, shall be governed by English law and shall be subject to the exclusive jurisdiction of the English courts to which the parties submit.

Community hub policy

1. The Hirer must be at least 21 years of age. Evidence of age may be required.
   
2. The maximum capacity of rooms in the facility must not be exceeded.
   
3. At no time should the Hirer leave the venue unattended. Once the venue has been opened at the required time the Hirer is responsible for its security and must remain on the premises for the duration of the hire.
   
4. No nails, tacks, screws etc. or adhesives shall be fixed to the walls, floors, ceilings, or fixtures. The Hirer shall not tamper with any of the heating or lighting systems of the Hub. Helium balloons, party poppers, and inflatables, including bouncy castles are not permitted in the Venue.
   
5. Noise:
   a) Hirers are requested to keep the noise, especially of live and recorded music at a reasonable level in order to avoid disturbing nearby residents.
   b) On vacating the venue, hirers are requested to keep the noise level to a minimum.
   c) Please ensure that your guests leave the venue at the end of your event.
   
6. Safety:
   a) All buildings are NON‑SMOKING, including vaping and e‑cigarettes. This applies to all property grounds; smoking is only permitted outside the perimeter boundaries.
   b) Fire Precautions: The hirer must ensure the buildings emergency procures are strictly followed. The assembly point for each centre can be found below. The Emergency Exits around the venue must remain unlocked while the venue is in use. There are Fire exits signs above both internal and external doors, which are illuminated if the mains power should fail. The fire exit doors in the main hall should be kept clear at all times. Where the Venue contains a lift, hirers are reminded that lifts must not be used as part of emergency evacuations. The person responsible for the hire must ensure that a trained Evacuation Chair person is present to evacuate any attendees requiring assisted emergency escape.
   
   Assembly points:
   Emmer Green Community Centre – Car park on the left side of the building
   
   Fairview Community Centre – Opposite side of Great Knolly’s Street, behind the bollards opposite the Reading Buses depot
   
   Katesgrove Community Centre – In the car park
   
   South Reading Community Centre – Basketball Court next to the Annex
   
   Southcote Community Centre – Corner of the hub near library entrance.
   
   Sun Street Community Centre – Far end of the car park
   
   Tilehurst Community Centre – By the war memorial
   
   Battle Library Community Centre – Front car park area near the main entrance
   
   Coley Park Community Centre – The Berkshire Independent Hospital car park
   
   Whitley Wood Community Centre – Outside, in the car park.
   
   Hexham Road Community Centre – The car park adjacent to the play ground.
   
   Lyndhurst Road Community Centre – The end of the car park near the road.
   
   c) Burning of candles, incense or any naked flame of any type is not permitted.
   d) Fire Extinguishers are located throughout the venue.
   e) Fire alarm buttons are by each fire exit.
   f) There is a First Aid box in each site. NOTE – Should an accident/incident occur during your time of hire, please report this to facilities.lettings.team@reading.gov.uk
   g) Children should always be supervised by an adult and should not be left unattended.
   h) Electric scooters are not permitted to be ridden to, stored, or charged within any of our buildings or external areas. It is currently illegal to use electric scooters on private roads. Electric cycles are permitted in external areas only, and must not be recharged while on the premises.
   i) The hirer must ensure they have suitable and sufficient documented risk assessments appropriate to the activity taking place for the hire.
   
7. Security:
   a) Hirers must safeguard the well-being of their customers/clients by conducting any relevant security checks.
   b) The CCTV system is strictly used for security purposes and is neither accessible nor available for use by hirers.
   c) The Venue is subject to spot checks at any time by (the emergency services), the Facilities Maintenance Team, (RBC Licensing Enforcement), or other contractors as appointed by the Council to provide security services.
   d) On departure ensure all windows and exits are secure and alarm set where required.
   
8. Kitchen:
   a) If you are cooking in the Venue, please provide a copy of one of the below at the time of booking:
   i) A Chartered Institute of Environmental Health Level 2 Award Food Safety in Catering Certificate.
   ii) A documented food safety management system based on the principles of Hazard Analysis Critical Control Point (HACCP).
   NOTE – Simple food operations like tea making or simple food slicing do not require HACCP.
   b) No food to be stored in the fridge without prior arrangement with the lettings team.
   c) Wipe all kitchen surfaces.
   
9. Food Storage and Removal Policy:
   a) All food must be removed from the cupboards, kitchen, and Venue at the end of the Hire Period. The Hirer is responsible for ensuring that no food is left behind after the session or booking concludes.
   b) Failure to remove food items will result in additional charges for cleaning and disposal.
   
10. Waste Recycling and Management Policy:
    a) The Hirer is responsible for ensuring that all waste generated during the Hire Period is disposed of properly, with a focus on recycling wherever possible. The following conditions must be adhered to:
    b) Proper Waste Disposal: The Hirer must use the designated bins for waste disposal, ensuring that waste is sorted appropriately for recycling.
    c) Bin Maintenance: Bins must not be overfilled or left with overflowing waste. The lids of all bins must remain closed at all times.
    d) Excess Waste: If the amount of waste generated exceeds the capacity of the designated bins, the Hirer is responsible for arranging for the additional waste to be removed.
    e) Compliance: Failure to comply with these waste disposal guidelines may result in additional charges or retention of the Deposit.
    
11. The Venue must be left in the condition in which it was found, e.g., the toilets and kitchen should be left clean and tidy. If the Hirer fails to leave the kitchen, rooms, or toilets in a clean and tidy condition, a cleaning fee will be applied, or, in the case of a One‑Off Booking, the cleaning fee may be deducted from the deposit. The Venue reserves the right to determine the adequacy of the cleaning standards.
    
12. Advertising and Display Policy
    The display of advertisements, posters, banners, or free-standing promotional materials is permitted only during the Hire Period. These materials must be removed immediately after the session or booking concludes. No permanent advertisements or displays are allowed at the venue. Failure to remove the displays within the required timeframe will result in the retention of the Deposit or the application of additional charges for removal.
    
13. Where required we may ask for evidence that staff/volunteers running your sessions have been subject to a valid Disclosure and Barring Services check.
    
14. All hirers will be expected to have carried out their own suitable and sufficient risk assessment.
    
15. All equipment or belongings brought on to or left on site is done so at the risk of the Hirer.
    
16. Charges may be applied for the unauthorized use of equipment, including but not limited to printers or other facilities provided by the Council.
    
17. Katesgrove Community Centre
    All hirers will be expected to have carried out their own suitable and sufficient risk assessment which specifically addresses the proximity of the River Kennet which is close to the community hub.

Fire action

If you discover a fire:

• Operate nearest fire alarm point
• Call the fire brigade by telephoning 999
• Leave the building by the nearest exit
• Report to your assembly point
• Do not stop to collect personal belongings
• Do not use lift

Reading recycles

We require you to follow the centres recycling regime as a part of your booking condition to aid the council’s efforts to protect the environment. Many of us may not live in Reading, but it is important to remember our recycling is taken to the Re3 facility and should meet the same standard as household recycling across Reading, Wokingham, and Bracknell.

Recycling is great for the environment as it reduces the need for extracting and processing raw materials which can pollute the atmosphere and water. This also helps by saving energy, reducing greenhouse gas emissions, and helping us to tackle climate change.

Recycling as much you can prevents it from going to landfill which is harmful for the environment.

Recycling bins for paper, card, plastic, and cans can be found around the building, please see above image for what can be recycled.

Paper coffee cups are lined with plastic and should not be placed within the general waste. Likewise single use plastic and paper plates cannot be recycled. We therefore encourage the use of reusable crockery and cutlery.

Paper towels, kitchen roll and tissue are not recyclable. Make sure you place these items in the general waste bins.

At the end of your sessions please empty the bin into the external bins making sure that the correct bin is used. All bins are clearly labelled with either ‘Trade Waste’ or ‘Recycling’.

Any recycling materials should NOT be left in black bags, they should either be emptied into the bin or in a clear bag.

Any items must be free of any liquid or food waste prior to being deposited into the recycling bin. Bins should not be taken over capacity, with the lid able to close fully. In the event of a bin becoming full, the hirer is responsible for removing any remaining waste off site. Not complying with the guidance could result in additional fee charges.