Terms and Conditions of HireLes Tèrmes et Conditions des Rêsèrvâtions
This Agreement constituting the Hire Booking Form and these Terms and Conditions is made between the Hirer and the Centre. The parties agree that the hiring will be carried out in accordance with this Agreement.
1. Definitions and Interpretation
1.1 Centre means the St Mary’s Youth and Community Centre acting through the Management Committee
1.2 The premises means the building in which the hire or use of facilities takes place
1.3 The Hirer means the person and organisation who has submitted an application to hire or use facilities
1.4 Fees means the amount, including GST, that the Hirer is required to pay to the Centre
1.5 Period of Hire means the period set within these T&Cs of this Agreement.
The following conditions must be complied with by all Hirers. Failure to do so may result in the withdrawal of the booking and forfeiture of any charges already paid.
2. Areas of Use & Capacity
2.1 Activities, including the setup and clear down of the activity, must be confined to the period of hire and areas of the premises which have been approved, and all areas used should be left as found, and in Good Order. The Hirer shall not transfer, assign or sub-let any part of the premises or equipment hired. Alterations to the premises, such as the fixing of apparatus and equipment or decoration, are prohibited unless agreed in writing by the Centre. Repairs required as a result of damage to the premises will be charged to the Hirer with an associated Service Charge of £100
2.2 Users do not have the right to enter another User’s session without their consent. Unauthorised intrusion into active User sessions is strictly prohibited and constitutes a violation of these Terms and Conditions
2.3 The Management Committee may, at its discretion, attend any session without prior notice to assess and ensure compliance with the Terms and Conditions of Hire. Members of the Management Committee granted such access will have undergone DBS checks, be part of the update scheme, and will make it a practice to notify the User upon their arrival at the Centre.
3. Health and Safety
3.1 The Hirer shall appoint a competent and responsible person “person in charge of booking” who shall be present and in charge during the period of use, and an adequate number of competent persons for supervisory duties, including fire evacuation, who shall take appropriate action to safeguard the health and safety of all participants and to prevent any form of damage to the premises or any misuse of the facilities granted by the Centre. The person in charge will be responsible, unless otherwise stated, will be the person who made payment for the booking.
4. Evacuation
4.1 On hearing the fire alarm, all Hirers must leave the facility. The person in charge of booking is to call the appropriate emergency service.
5. Reporting of Accidents/Incidents and First Aid
5.1 The Hirer is responsible for any damage to the premises and equipment and for the conduct of the members of the organisation/club during the period of use. First Aid: Adequate first aid precautions must be taken as appropriate i.e. Hirers must provide their own First Aid Kit at all times. Any injury to a person or damage to property must be reported via the All Enquiries form, here.
6. Uncontrolled Hazards
6.1 The Centre will be responsible for informing the Hirer and person in charge of any uncontrolled hazards which may pose a risk to the members of any group using the facilities and which may not be readily identifiable by the Hirer and person in charge (e.g. damaged flooring, blocked access routes or other hazards which may be of a temporary nature due to construction works etc).
7. General conditions
7.1 Advertising: Permission to display advertising materials on the premises is only permitted following written authorisation from the Centre. All materials should be removed at the end of the event. (Charges may apply). Footwear and Clothing – it is the responsibility of the Hirer to ensure that the correct clothing and footwear are worn for specific activities. Indoor non-marking soles and, Cultural differences and the specific needs of disabled people will be respected
7.2 Personal Property: The Centre will not be liable for any damage, injury or loss of property brought to or left in the premises or the premises’ car park by persons using the premises
7.3 Electrical Equipment: Portable electrical equipment may only be used on the premises if it has been PAT tested to ensure that it has no electrical defects which could constitute a safety hazard. It should be noted that this may be audited at any time during the let period. Information on PAT testing certification can be obtained from the British Standards Institute website
7.4 Flooring: In order not to damage the floor, please lift/carry and not drag items across the floor e.g. tables and chairs
7.5 CCTV: The Centre operate a system of CCTV cameras in and around their premises for the purposes of security, public safety and good management
7.6 Conduct: Behaviour deemed inappropriate may result in the cancellation of a booking without a refund. The Centre reserves the right to investigate any incidents deemed to be serious in nature or where complaints have been received
7.7 Car Parking: Where car parking is available, this must be limited to the duration of which you have hired the facility
7.8 Alcohol: The Centre does not have a licence for the sale of alcohol and persons under the age of 18 are not permitted to consume alcohol on the premises
7.9 Gaming, betting and lotteries: The Hirer is to ensure that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries
7.10 Explosives and flammable substances: The Hirer must ensure that highly flammable substances are not brought into or used in any part of the premises. No internal decorations or a combustion combustible nature (e.g. polystyrene, cotton wool) are erected
7.11 No Smoking Policy: It is the policy of the Centre that smoking and vaping is prohibited in all of our buildings and halls with no exceptions. This policy has been developed to protect all employees, service users, customers and visitors from exposure to second-hand smoke and to assist in compliance with the Restriction on Smoking (Amendment No 2) (Jersey) Law 2006 and the Restriction on Smoking (Workplaces) Regulations 2006
7.12 Animals: The Hirer is to ensure that Guide dogs, Hearing dogs and assistance dog owners are allowed on the premises.
8. Safeguarding children, young people and vulnerable adults
8.1 The Hirer must ensure that any activities for children, young people and other vulnerable adults are only provided by fit and proper persons in accordance with any applicable legislation such as the Children (Jersey) Law 2002. When requested, you must provide us with a copy of your Safeguarding Policy and evidence that you have carried out relevant checks through the Disclosure and Barring Service (DBS).
9. Film
9.1 The Hirer must restrict children from viewing age-restricted films classified according to the recommendations of the British Board of Film Classification. You must ensure that you have the appropriate copyright licences for film. This Agreement confers the required permission on you.
10. Bouncy Castles or similar inflatable children’s play equipment
The Hirer must not use Bouncy Castles or similar inflatable children’s play equipment unless you have provided in advance:
10.1 a copy of the RPII/PIPA annual safety inspection certificate for the inflatable proposed to be used
10.2 evidence of portable appliance testing for all electrical items
10.3 a risk assessment and method statement (including a site-specific installation plan)
10.4 Bouncy castles used inside the Centre must not exceed 2.9m in height to avoid damage to the ceiling
10.5 All equipment must be removed prior to the end of the Hire period and the facility is to be returned to Good Order, see Clause 2.1.
11. Public safety compliance
11.1 The Hirer must comply with all conditions and regulations made in respect of the premises and in particular, our health and safety policy, risk assessment and fire precautions.The Hirer must call the States of Jersey Fire and Rescue Service to any outbreak of fire, however slight.
12. Public Liability Insurance
12.1 The Hirer shall indemnify the Centre against all costs, expenses, liabilities, injury, loss or damage howsoever arising due to any act or omission of the Hirer, or any of his agents, volunteers or staff in connection with the hire of the premises or the activities carried out during the period of let. Commercial establishments, Clubs and Associations must obtain and maintain in force a policy of public liability insurance to cover such indemnity. Such insurance shall be for the minimum sum of £5 million in respect of any one incident.
12.2 The Hirer must exhibit to the Centre if requested, a certified copy of the insurance policy and evidence that all premiums are paid and up to date.
13. Cancellation
The Centre provides the following cancellation terms:
13.1 If notified 72 hours in advance of the Hire date and time, the hire rates less £10 will be refunded;
13.2 If notified 48 hours to 72 hours in advance of the Hire date and time, the hire rate less £20 will be refunded;
13.3 If notified less than 48 hours in advance of the Hire date and time, the full rate is charged and no refund is available.
14. Late Arrival
14.1 The Centre reserves the right to offer your timeslot to other Hirers if you arrive more than 15 minutes late for the booking without notifying us of your delay.
15. Review of Charges & Payment
15.1 Review of Charges: The schedule of fees will be reviewed in line with all the Centre’s hiring charges on a regular basis
15.2 Payment: Payment for your booking must be made online and in advance only. Your booking will be confirmed by email within 24 hours. Customers who fail to take up their booking without prior notice will be charged the full hiring fee. The Centre cannot be held responsible for cancellations, including inclement weather, due to circumstances beyond their control. If the Hirer fails to comply with these payment arrangements, the Centre may cancel and/or reject any future bookings.
16. Responsibility
16.1 The Hirer must familiarise themselves in advance of the booking with these terms and conditions before hiring or using the Centre premises.
17. Commercial, Community and Private Individuals for parties, functions and general hire
17.1 Commercial Rate
To individuals, businesses, government and profit-making organisations. The full cost of fees and changes applies to groups and organisations such as:
17.1.1 Businesses, corporations, and political parties
17.1.2 Private individuals for parties, functions and general hire
17.1.3 Government of Jersey
17.1.4 Private Health Care providers.
17.2 Community Hire Rate
This rate applies to not-for-profit groups and organisations such as:
17.2.1 Groups located within the municipality
17.2.2 Residential Associations
17.2.3 Primary and Secondary schools
17.2.4 Registered Charities and Associations.
18. Cleaning
If you use tables and chairs please ensure these are cleaned and put away at the end of your session.
18.1 Cleaning equipment is available for use to ensure the Centre is left clean and tidy for the next occupant. Further cleaning charges may be made should the Centre and surrounding corridors and toilets not be left in a clean and tidy state. In such events, the Management Committee will also apply a Service Charge of £100
18.2 Kitchen Equipment: Any kitchen utensils and equipment used must be washed, dried and put away after use. All surfaces are to be wiped clean, the floor is to be swept and rubbish put in the bin provided.
19. Electrical Equipment
19.1 Check that all electrical equipment such as the urn and cooker is switched off at the wall/mains.
20. Locking up
20.1 All doors and windows must be shut and locked when you leave the Centre. Please also ensure all light switches are turn off.
21. Maintenance checks
21.1 Users will carry out maintenance checks prior to and after use including but not limited to the following areas; Windows and doors, Electrical Equipment, Lift, Walls and floor, Chairs and tables, Toilets, Kitchen and Lights. If there is anything untoward, an All Enquiries form is to be submitted, here.
22. Privacy and Data Protection
22.2 The Centre will use personal data for the purposes of managing the Centre, its bookings and finances, running and marketing events at the Centre, staff employment and its fundraising activities. Data may be retained for up to 7 years for accounts purposes and for longer where required by the Centre’s insurers.
23. No alterations
23.1 The Hirer is not to make any alterations or additions to the premises nor install or attach any fixtures or placards, decorations or other articles in any way to any part of the premises other than notice boards provided for this purpose.
24. No rights
24.1 This Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on you.
25. Other information
25.1 Please note by booking and settling payment the Hirer accepts these terms and conditions. Bookings are provisional until confirmed by the Centre.
25.2 If required, arrangements should be made for the front door key to be collected from the Parish office during normal opening hours, which are 8.45 am to 12:30 pm Monday to Friday.
25.3 When the Centre is vacated, the key is to be returned to the key box to the right of the entrance.
25.4 The Hirer is responsible for ensuring that all rubbish/refuse is placed in the euro bins at the rear of the building – far end of the Hall through the fire escape and that all latches are to be closed.
25.5 The hiring of the Centre is done at your own risk. The Centre takes no liability for loss or injury arising in connection with your use of the venue. The Centre reserves the right to refuse a booking or cancel a booking and refund any monies paid should it be necessary.
25.6 If you anticipate more than 20 vehicles needing to park at the Centre or in the areas close by then please detail your requirements via the All Enquiries form, here.
25.7 A First Aid kit is located in the kitchen. Please let us know if it has been used so that we can ensure it is appropriately re-stocked.
25.8 Important contacts
- Duty Centenier: 07797712972;
- States of Jersey Police: 612612 if appropriate; and
- Emergency Services: 999.