Agreement for Hire of Premises

This agreement is between the Anglican Parish of Trentham (the Parish), acting through its Vicars and Churchwardens, and the hirer named in the booking.

Conditions of hire

1. Charges and payment

   • Charges are set by the current rate card and include GST.
   • One-off hire and the bond are payable in advance. Regular groups are invoiced each school term in advance.
   • Pay only into the bank account shown on your parish invoice, quoting the invoice number. The Parish will never change its bank details by email.
   • The bond is refunded within 14 days after the premises are checked, less any cleaning, damage or call-out costs.
   • For regular hire, the Parish will give at least two months' notice of any change in charges.

2. Use of the premises

   • The premises are used only for the purpose stated in the booking, by the hirer, and may not be sub-let.
   • St John's is a place of worship. Activities must be lawful and in keeping with that. The Parish may decline or cancel a booking that is not.
   • No parties, including children's birthday parties and 21sts.
   • Do not exceed the posted capacity of each space.

3. Hours

   • Use is limited to the times booked, including set-up and pack-up.
   • All hirers must have left by 9pm unless the Vicars or a Churchwarden agree otherwise in writing.
   • Please keep noise down when arriving and leaving; we have residential neighbours.

4. Alcohol, smoking and vaping

   • No alcohol unless agreed in writing in advance.
   • The buildings and grounds are smokefree and vapefree.

5. Children and vulnerable adults

   • The hirer is responsible for supervising everyone attending their activity, especially children and vulnerable adults, at all times.
   • Groups working with children must have their own child protection policy and safety-check their workers as required by the Children's Act 2014. A copy of the policy must be given to the Parish on request.
   • The hirer may lock the external doors during their session for safety, provided exits open from the inside and no one is locked in.
   • Report anyone acting suspiciously, or an unknown visitor, to the Churchwardens. Call 111 if anyone is in danger.

6. Health and safety

   • The hirer is responsible for the health and safety of their activity under the Health and Safety at Work Act 2015, and must check the fire exits, extinguishers and the evacuation assembly point (shown on the hall noticeboard) before the activity starts.
   • Do not block exits or corridors, or prop open fire doors.
   • Record every incident, injury or near miss in the incident booklet in the top drawer in the hall foyer, and tell a Churchwarden within 24 hours.
   • In an emergency call 111, then contact a Churchwarden.

7. Care of the premises

   • No tape, drawing pins, Blu Tack or similar on walls, doors or woodwork.
   • No hard balls (cricket balls, basketballs, netballs, rugby balls and similar) inside.
   • Return tables and chairs to where they were when you arrived.
   • Do not override heaters or equipment on a time switch. You will be shown how to use them if needed.
   • Do not move, disconnect or adjust the Parish's sound, projection or other equipment without permission.

8. Kitchen, food and cleaning

   • Anyone selling food must comply with the Food Act 2014.
   • No food or drink in the Molly Newman Room without permission.
   • Leave all spaces clean and tidy: floors swept, surfaces wiped, dishes washed and put away. Remove all your rubbish from the premises.
   • Babies and young children use these spaces regularly, so cleaning must be thorough. If further cleaning is needed, the cost is charged to the hirer.

9. Keys, alarm and security

   • Access arrangements are made when the booking is confirmed. Keys, fobs and alarm codes must not be copied or shared outside the hiring group.
   • Complete the lock-up checklist before leaving.
   • The hirer pays the cost of any alarm call-out caused by their group, and of replacing lost keys or fobs.

10. Damage and liability

    • Report any damage to a Churchwarden as soon as possible. The hirer pays the cost of repairing damage caused during their hire, other than fair wear and tear.
    • The hirer uses the premises at their own risk and indemnifies the Parish against claims arising from the hirer's activity, except to the extent caused by the Parish's negligence.
    • Regular groups and public events must hold public liability insurance and provide evidence on request.
    • The Parish is not responsible for property left on the premises.

11. Parking

    • Park only in marked spaces on sealed areas. If more parking is needed, use the eastern side of Smallfield Lane (nearest the church) or Moonshine Road. Keep driveways and emergency access clear.

12. Cancellation

    • The hirer may cancel with at least 14 days' notice for a full refund. With less notice, the Parish may keep up to half of the hire charge.
    • Funerals and urgent pastoral needs take priority. The Parish may move or cancel a booking for these reasons, or if the premises cannot safely be used, and will refund in full.
    • The Parish may end this agreement if its conditions are not met.

13. Regular hire

    • A regular hire agreement runs for 12 months from approval and is reviewed each year.
    • Tell the parish office of any change in contact person or meeting times, and of weeks you will not meet.

14. Privacy

    • The Parish collects the information in this booking to manage it, under the Privacy Act 2020. It is kept by the parish office and not shared except as needed to run the booking. You may ask to see or correct it.
    • Bookings appear on the parish website calendar, showing the organisation name or, if you ask, only 'Booked'. Contact details are never published.

Agreement

I have read and accept the conditions of hire, and I am authorised to make this booking for the hirer. Online, you sign by ticking the boxes and typing your name; the parish office countersigns when it confirms the booking.