Terms and conditions

The hirer agrees to the following terms and conditions:

1. Interpretation

1.1 “The Hirer” means the organisation or individual booking a room/s in Northway Community Centre. The Hirer is contractually bound by the clauses contained in the Northway Community Association (NCA) Conditions of Room Hire form.

2. Bookings Process

Enquiries and provisional reservations

2.1 Booking enquiries must be made through the NCA office in person, by phone or online at www.northwaycommunitycentre.co.uk/ or email northwaycommunity@gmail.com.
2.2 Provisional reservations will be held for a maximum of two weeks (10 working days) from the initial contact and if not confirmed will be cancelled without further communication from the NCA.

Booking confirmation

2.2 Reservations will be considered ‘provisional’ until a completed booking application form has been received by the NCA.

Bookings made over 6 weeks before an event

2.3 If a booking request is confirmed as available, a deposit invoice will be issued for 50% of the room hire charge. The booking contract must be completed and returned along with the deposit payment within 7 days of the date on the deposit invoice. The deposit is non-refundable. An invoice for the final 50% of the room hire charge will be sent 6 weeks prior to the event and must be paid within 7 days of the invoice date If payment is not received as above, or does not clear for any reason the booking will be immediately cancelled.
Bookings made within 6 weeks of the event
2.4 Provisional reservations will be held for up to 7 days. If a booking is confirmed as available, an invoice for the full cost of room hire will be issued together with the booking contract which must be returned completed with full payment within 7 days of the invoice date. If payment is not received or payment does not clear for any reason the booking booking will be immediately cancelled.

Value Added Tax

2.5 VAT will be charged at the appropriate rate on the hiring charge and on any other supply of services or goods under the hire agreement.

3. Cancellation

3.1. By the Hirer: If the Hirer for whatever reason cancels a confirmed booking over 1 month before an event, a cancellation charge of 50% of the hire fee will be made.. If the cancellation is within 1 month of the event the full hire fee is payable. Outstanding invoices not paid within the 7 days of invoice date will incur interest at 8% over the Royal Bank of Scotland base rate per annum. If a substitute booking is made, for a similar amount , the hirer making the cancellation will be refunded the full amount paid minus a 10% administration fee.
3.2. By the NCA: The NCA shall use their reasonable endeavours to provide facilities referred to in this agreement, In the event that the NCA is unable to provide the room booked under this agreement we reserve the right to offer an alternative booking, or cancel and refund any money paid. The hirer acknowledges that the NCA will not be responsible for any losses, financial or otherwise, which the user may suffer as a result of cancellation in accordance with this clause

4. Use of Premises

The Hirer agrees and undertakes as follows:

4.1. Not to use the premises other than for the purpose of the function specified in the hire agreement.
4.2. To provide the names and addresses of ……(number) nominated responsible person/s over the age of 21 who will act as stewards and will be in attendance throughout the function in case of emergency.
4.3. Under no circumstances are persons attending functions permitted to enter other sections of the community centre.
4.4. To ensure that good order of staff and guests is kept whilst on the premises and at time of exit and to ensure that no activity is carried out that shall cause nuisance or annoyance to members or local residents.
4.5. To ensure that property brought onto the premises during the period of hire and all debris is removed from the premises on expiration of the period of hire, and that the premises are vacated and left in a clean and orderly state.
4.6. To take all reasonable care of the premises and property therein, Any damage to the premises or loss or theft of property will be repaired or replaced by the NCA and charged to the Hirer thereafter.
4.7. In the event of the Hirer failing to comply with the obligations under sub clauses 4.5 and 4.6, the NCA shall be entitled to rectify the situation and costs connected therewith will be charged to the Hirer.
4.8. Not to permit any activity which may render an increased premium payable for insurance of the premises or any part thereof or to carry out any activity which may void any such policy of insurance.
4.9. To indemnify the NCA against all costs, expenses, actions, claims, demands and liability arising from any non-compliance with the terms and obligations of this Agreement or from any non-compliance with any regulation or direction that the NCA may from time to time give the Hirer pursuant to this Agreement.
4.10. To provide all sub-contractors names, addresses and telephone numbers at the time of the confirmation of the booking and indemnify the NCA against any loss, damage, claim or expense in respect of all sub-contractors engaged by the Hirer to carry out work in connection with the said event.
4.11. The NCA must approve all sub-contractors engaged by the Hirer in advance.

5. Equipment brought into the premises

5.1. The Hirer will provide any documents required by law appertaining to the event, including copies of risk assessments. The Hirer is required by law to supply staff who are trained and fit for the purpose for which they are employed.
5.2. Permission must be obtained from the NCA for the provision of display units, audio-visual equipment, decorations etc.
5.3. All equipment must be safe, comply with statutory regulations and have been properly tested, eg PAT testing of electrical equipment.
The NCA may decline any responsibility for goods, equipment, personal effects left at the Community Centre. Such items may be left at the Hirer’s risk only by arrangement with the NCA.

6. Insurance

6.1 It is the Hirer’s responsibility to ensure that adequate insurance cover is in place in respect of the Hirer’s legal Liability for
loss of or damage to the buildings and its contents. The Hirer shall indemnify the NCA against any losses suffered arising out of the activities of the Hirer. The Hirer shall be responsible for all property brought onto the premises and the property of their guests.

7. Music and Entertainment

7.1 Music, Entertainment and Dancing are allowed at the discretion of the NCA

8. Catering

8.1. The NCA disclaim responsibility for all matters connected with catering by the Hirer.
8.2. At the NCA’s discretion, a specialist caterer may be allowed into the premises but shall remain under the control of the Hirer.

9. Smoking

9.1. Smoking (including vaping) is prohibited throughout the building.

10. Unacceptable Conduct

The NCA reserves the right to:

10.1. Consider the hire contract to be void and terminate the function immediately and all monies paid or held will be forfeited and patrons will be required to leave the premises immediately if the function attracts adverse attention from Police, Fire Brigade, Environmental Health or any other social control agency, or if a breach of any law, by-law, or regulation occurs during the function.
10.2. Refuse entry to intoxicated persons or persons conducting themselves in an unseemly manner.
10.3. Refuse to serve alcohol to intoxicated persons
10.4. Close and terminate any function at which the Hirer contravenes the above conditions, departs from the previously agreed programme or permits guests to conduct themselves in an unseemly manner.