Conditions for Hire at St Paul old Ford

1. Booking, Payment and Deposit

1.1 A booking is not confirmed until a completed hire agreement form has been received and accepted by the Parochial Church Council (“PCC”).

1.2 The Hirer shall pay a deposit of £100 (or such higher amount as may be specified for particular bookings). The deposit shall be refundable within 7 working days following the event, provided no breach of these Conditions has occurred.

1.3 The PCC reserves the right to withhold the deposit in whole or in part in the event of any breach of these Conditions.

1.4 The Hirer shall pay all hire charges in advance or, where agreed by the PCC, within 30 days of invoice. All bookings must be paid for unless cancelled in accordance with these Conditions.

2. Cancellation by Hirer or PCC

2.1 Where the Hirer cancels a booking with at least 7 days’ notice, no charge shall be payable (unless otherwise agreed in writing).

2.2 Where the Hirer cancels a booking with less than 7 days’ notice, the full hire charge shall remain payable.

2.3 Where the PCC is unable to provide the premises due to unforeseen or exceptional circumstances, all sums paid (including any deposit) shall be refunded in full.

2.4 Where the PCC cancels a booking for any other reason, all sums paid by the Hirer shall be refunded in full, but the PCC shall not otherwise be liable.

3. Use of Premises and Conduct of Hire

3.1 The Hirer shall only use the premises for the purpose stated in the booking form and shall not sub-let or permit the premises to be used for any unlawful purpose.

3.2 The Hirer shall not permit any activity that may endanger the premises, its users, or any insurance policies relating thereto.

3.3 The Hirer shall ensure that no unseemly, abusive, blasphemous, or otherwise inappropriate behaviour occurs, nor anything that may bring the Church into disrepute.

3.4 The Hirer shall remain within the agreed hired areas and shall ensure no intrusion or disruption to other users of the building or neighbouring properties.

3.5 The PCC reserves the right to inspect the premises during the hire period and to require access to any area in use.

4. Supervision, Responsibility and Staffing

4.1 The Hirer shall be responsible for the supervision, conduct, and safety of all persons attending the premises during the hire period.

4.2 The Hirer shall ensure adequate control of entry and exit and the behaviour of guests.

4.3 The Hirer shall ensure proper supervision of parking arrangements so as not to obstruct the highway or cause inconvenience.

4.4 The Hirer shall ensure PCC staff are granted reasonable access to all areas hired during the hire period.

5. Health, Safety, Fire and Security

5.1 The Hirer shall ensure that all fire exits remain unobstructed and that all fire safety equipment remains undisturbed.

5.2 The Hirer shall ensure that all users are made aware of emergency exits and fire safety arrangements.

5.3 The Hirer is responsible for ensuring the premises are safe for their intended use during the hire period.

5.4 The Hirer shall ensure that any accident or incident occurring during the hire period which has or could have resulted in injury to any person is recorded immediately and in full (and in any event before the premises are vacated) in accordance with Part C of this Agreement (Accident/Incident Report Form), which forms part of this hire agreement. The Hirer shall ensure that witness details and statements are obtained wherever reasonably practicable.

6. Insurance and Liability

6.1 The Hirer shall be responsible for obtaining adequate public liability insurance covering use of the premises.

6.2 The Hirer shall indemnify the PCC against all claims, losses, damages, costs, or expenses arising from:
injury to persons, or
loss or damage to property
occurring during or as a result of the hire, except where caused by the negligence of the PCC.

6.3 The PCC shall not be liable for any loss or damage to property brought onto or left on the premises.

7. Damage and Cleaning

7.1 The Hirer shall be responsible for any damage to the premises, contents, fixtures, or fittings occurring during or as a result of the hire.

7.2 The Hirer shall compensate the PCC for the cost of repair or replacement of any such damage.

7.3 The Hirer shall leave the premises clean and tidy, including:
sweeping floors
wiping tables
disposing of litter in designated bins

7.4 For certain bookings (including, but not limited to, weekend hires), the PCC may require a mandatory post-event cleaning service to ensure the premises are prepared for subsequent church use. Where this applies, a cleaning charge of £50 shall be payable by the Hirer and will be notified in advance.

7.5 Without prejudice to clause 7.4, where the Hirer fails to leave the premises in the condition required under clause 7.3, the PCC reserves the right to recover reasonable additional cleaning costs, which may be deducted from the deposit or invoiced separately.

 

8. Licensing, Legal and Regulatory Compliance

8.1 The Hirer shall obtain any licences required for their activity, except those already held by the PCC.

8.2 The Hirer shall comply with all applicable laws, including fair trading legislation where goods are sold on the premises.

8.3 The Hirer shall comply with all requirements of Licensing Authorities, Fire Authorities, and Local Authorities.

9. Prohibited Activities and Restrictions

9.1 The following are strictly prohibited unless expressly agreed in writing:

smoking, smoke machines or indoor fireworks or flares
illegal drugs or controlled substances
excessive alcohol consumption
sale of alcohol
confetti, rose petals, glitter, rice, or helium balloons
burning of incense or other ignitable substances

9.2 Noise shall be kept to a reasonable level at all times. No music shall be played after 11:00pm.

 

10. Safeguarding

10.1 The Hirer shall comply at all times with the Parish Safeguarding Policy Statement 2026 (the “Safeguarding Policy”), as adopted by the Parochial Church Council (PCC), a copy of which is provided with these Conditions of Hire and/or is available on the parish website.

10.2 The Hirer acknowledges that the Safeguarding Policy forms part of these Conditions of Hire and agrees that all activities carried out under this agreement shall be conducted in accordance with its requirements and safeguarding ethos.

10.3 The Hirer confirms that they have read, understood, and agree to be bound by the Safeguarding Policy, including the requirement to report any safeguarding concern or allegation immediately to the appropriate statutory authority and/or the Diocesan Safeguarding Adviser where applicable.

10.4 In the event of any inconsistency between these Conditions of Hire and the Safeguarding Policy, the Safeguarding Policy shall take precedence.

11. Church Use and Religious Character of Premises

11.1 The premises remain a place of Christian worship and the Hirer shall show due respect to this character.

11.2 The PCC reserves the right to prohibit any activity deemed incompatible with the mission, witness, or Christian character of the Church.

11.4 The Hirer shall not cover, obscure, relocate, or in any way interfere with any religious symbols, fixtures, furnishings, or artefacts within the premises, including but not limited to crosses, altar furnishings, stained glass, or liturgical items, without the prior express written consent of the PCC.

12. Publicity and Communications

12.1 No public announcement, advertising, signage, or promotional material shall be issued without prior written consent of the PCC.

12.2 All approved publicity must clearly identify the Hirer and include appropriate contact details.

12.3 A copy of all promotional material shall be provided to the PCC prior to use.

13. Staffing, Access and Shared Use

13.1 The PCC reserves the right to permit use of other parts of the building during the hire period.

13.2 Common areas including entrances, lobbies, and toilets may be shared with other users.

13.3 The PCC may cancel or relocate bookings where required for essential church services or events (including funerals), in which case all fees shall be refunded in full.

14. Legal Status

14.1 Nothing in this agreement shall create a tenancy or any relationship of landlord and tenant between the PCC and the Hirer.