Booking Form
* required fields
Terms & Conditions
£30 cheque/ cash deposit needs to be left with the facilitator (rather than including in the hire fee) when the premises are opened for the event. The deposit can then returned at the end of the event if all is in order. Payment for the hire can also be made by BACS payment to the following account details:
PAYMENT DETAILS:
Bank: The Royal Bank of Scotland, 6 Nessgate, York, YO1 9SF
Sort Code: 16-34-80
Account No: 10135342
Account Name: Holmefield Properties Ltd
Please see below for full list of conditions of hire. Submission of the form implies full understanding and acceptance of the conditions of hire.
GDPR Terms and Conditions - Data Protection Act 2018
Privacy Policy
Holmefield Properties Ltd is the controller of any personal data that you share with us when you hire the Community Centre. We always treat this data with care and confidentiality.
The data that we hold
We ask for your name address and contact details (email, address and telephone numbers) as part of our hiring agreement and key holder information. We will not collect any personal data we do not need to manage the hiring agreement between us. Please do inform us if any of the contact details we hold have changed or are incorrect.
How long we hold this data
We hold this data for the period of the hiring agreement. Once the agreement has finished we will only hold onto your data for as long as legally required, after which we will destroy it.
What we do with your data
No third parties have access to your data, unless the law allows them to, and we do not share your data. All data is held securely.
What are your rights
If at any point you believe that the information that we hold for you is incorrect, you can request to see this information and have it corrected or deleted.
CONDITIONS OF HIRE
1. THE HIRER must be aged 18 or over and present on site throughout the duration of the hire period.
2. THE HIRER shall, during the period of hiring, be responsible for supervision of the premises, protection of the fabric and contents from any damage and the behaviour of all persons present.
3. THE HIRER accepts responsibility for returning furniture and equipment to its original position and for putting out all lights and securing doors and windows of the premises when the premises are vacated.
4. THE HIRER shall ensure that the premises and surrounds are left in a clean and tidy condition, including removal of rubbish. The toilets are to be left in clean and hygienic condition, with any soiled material removed.
5. THE HIRER shall ensure the maximum occupancy limit of 50 people is not exceeded. THE HIRER is responsible for informing their users of the locations of the emergency exits and procedures in case of fire/other emergency, and to ensure that all doors, corridors and exits are kept clear and ready for use in an emergency.
7. THE HIRER is responsible for evacuating the building in the event of an emergency as outlined in the Emergency Action Plan (A copy of which will be provided separately and Is also clearly displayed within the Community Centre).
8. THE HIRER shall ensure that all evening events finish by 11pm and the premises are vacated by 11.30pm.
9. No amplified music permitted. THE HIRER shall ensure that general noise is kept to a reasonable level so as not to cause nuisance or annoyance to residents.
10. THE HIRER is responsible for each individual of its group wh
ilst in the building and shall ensure that each individual adheres to the No Smoking Policy and The Smoke Free Law (2007).
11. No naked flames, candles, barbeques or other cooking equipment are permitted either within the Community Centre or the outdoor space. No food may be cooked in the Centre.
12. THE HIRER shall ensure that appropriate use of the Community Centre outdoor space is confined to within the fenced boundary area of the Community Centre.
13. THE HIRER shall ensure that evening events are confined to the inside of the Centre.
14. THE HIRER shall ensure that any portable electrical appliance brought on to the premises has a current PAT certificate and each item has its own PAT tested sticker/label.
15. THE HIRER shall ensure that the facilities are not used for a period longer than that declared on the booking form. When booking, hirers should allow time for preparation of the activity and clearing away after the activity, as further charges may be incurred.
16. THE HIRER shall not use the facility for any purpose other than that for which it was hired. Holmefield Properties Ltd is not liable for any damages, injury or loss incurred or sustained by the hirer or any person using the facility.
17. THE HIRER shall not sub-let the premises or use the premises for any unlawful purpose in any unlawful way, nor do anything, or bring onto the premises anything which may or endanger the premises, other users, or any insurance policies relating thereto.
18. THE HIRER shall make arrangements to insure themselves against any third party claims which may arise against them/their organisation whilst using the Community Centre. (Holmefield Properties Ltd is insured against any claims arising from its own negligence.)
19. THE HIRER accepts responsibility for the cost of repair of any damage to the building. its surrounds and contents, as a result of the booking.
20. If any booked period of hire is cancelled as a result of a breach of any conditions of hire, THE HIRER shall remain liable for the charges due for the hire period.
21. Holmefield Properties Ltd or its representatives reserve the right to refuse any event booking which, in their judgement or on the basis of previous experience, is likely to cause undue damage to the premises, nuisance to the residents or an abuse of any of the conditions of hire.
22. Any cancellations of bookings must be done through the booking secretary with a minimum of 48 hours notice given. For any cancellations within the 48 hours or with no prior notice given Holmefield Properties Ltd or its representatives reserve the right to charge for the booking.
23. Use of the residents' laundry located within the Community Centre is excluded from all Community Centre hire arrangements.
24. The HIRER is responsible for any first aid cover that may be needed. A first aid kit is located in the main hall, in the main hall, in the alcove near the toilets.
25. The HIRER needs to have a mobile phone with them, as the HIRER is responsible for calling for any emergency assistance, fire, ambulance, or police, should this be necessary.
26. Holmefield Properties Ltd will not be held liable for any losses or claims arising should they either need to close the building or withdraw facilities leading to cancellation of events. If Holmefield Properties Ltd needs to cancel a booking, the HIRER shall be entitled to a refund of any hire fee and deposit paid.
27. Holmefield Properties Ltd is not responsible for, and will not be held liable for, any loss or damage to personal property of users of the Community Centre in the building or in the grounds or in the car park, nor injury to users in the grounds or car park.
28. The HIRER shall ensure that no unauthorised heating appliances shall be used on the premises without prior consent of Holmefield Properties Ltd or its representatives.
29. The HIRER shall ensure that no unauthorised heating appliances shall be used on the premises without prior consent of Holmefield Properties Lid or its representatives.
30. Holmefield Properties Ltd accepts no responsibility for any equipment or other property brought onto or left or stored at the premises. All liability for loss or damage to such property is excluded.
31. Any accidents or significant incidents that occur within the building or grounds must be reported to Holmefield Properties Ltd or its representatives at the time of the incident or as soon as possible afterwards.
32. There is limited parking on site. If you expect a large number of cars for your event, please direct those attending to park their cars in the university 'Campus South' car parks in Newton Way.
