General hire terms and conditions
1)
Please familiarise yourself and all participants with the fire exits and fire evacuation point,
which is in the pocket park. There is a fire bell (by the door that leads to the loos) which you
should ring if you need to alert everyone of the need to exit. You will need to take a register of
all participants so you can check that everyone is out of the building. We recommend
appointing a fire procedure person for each group that uses the hall (maybe course organiser
or another responsible adult).
2)
The Hirer will make sure that fire exits and main doors are kept clear at all times.
3)
If members of the public are going to be coming to the event please send us a copy of your
Public Liability Insurance.
4)
Candles, matches, and sparklers must be used with care. Candles must be placed in suitable
holders and kept away from flammable materials. Never leave any kind of flame unattended.
Fully extinguish any flames before vacating the building.
5)
There is no rubbish or recycling collection from the Trinity Rooms. The Hirer will provide their
own refuse bags and remove any rubbish from the premises.
6)
There is a noise curfew of 10.30pm on weekdays and 11pm on Friday and Saturday evenings.
Please turn down music and other noise by this time.
7)
The Hirer confirms that they are familiar with any guidelines/legislation affecting their work in
the Trinity Rooms, for example with regard to hygiene in food preparation, or safe working with
children or vulnerable adults. The Hirer will abide by any such rules.
8)
If taking photos or films of any one in the Trinity Rooms please only do so if you have their
permission.
9)
If the Hirer brings in any furniture or equipment they will remove this at the end of the hire
period. The TRCH are not responsible for any items brought into or left in the building.
10)
Please do not put any kind of sticky tape on the hall or Base floor. Removing the tape removes
the varnish from the floor. Any damage done to the floor must be rectified.
11)
If you use the kitchen, please read the Kitchen Hirer’s Guide. This can be found hanging in the
kitchen and also in the green folder on the shelf above the hatch in the kitchen. In particular,
please ensure that crockery etc is washed and returned to its place and that the hot water is
turned off at the switch under the sink.
12)
The Hirer will ensure that the room hired, and the toilets, are left clean & tidy. All furniture
should be returned to where it was found. Doors should be closed before you leave.
13)
The Hirer will report any damage or breakage to the Hub Coordinator straight away.
14)
In case of accident or other incident, the Hirer will fill in an accident form. These are in the
green folder in the kitchen. Make sure the Hub Coordinator receives a copy of the completed
form.
15)
First aid equipment can be found in the kitchen. If used, the Hirer will tell the Hub Coordinator
so that items can be replaced.
16)
Sale of alcohol is prohibited without a licence, although alcohol brought in may be consumed.
Booking & Cancellation Policy
1)
As a charity, Stroud Earth Community (SEC), who manage the Trinity Rooms, has a legal obligation to charge a commercial rate for hiring out the Trinity Rooms, except when the space is hired by other charities, or is used for charitable purposes, when the rate may be reduced.
2)
Your booking will be confirmed when:
● the booking form is completed and returned to the Trinity Rooms Community Hub by email
AND
● a deposit of 50% of the full fee has been received.
3)
Full payment is due 7 days before the event.
4)
If the Hirer cancels the booking
● more than 14 days prior to the event: the deposit will be refunded
● within 7-14 days of the event: the deposit is non-refundable
● within 6 days of the event: the full fee is due
5)
TRCH reserves the right to cancel a booking in the event of:
● the premises being required for use as a Polling Station for an election
● if the TRCH trustees consider that (i) such hiring will lead to a breach of licensing conditions, or
other statutory requirements, or (ii) unlawful or unsuitable activities taking place
● the premises becoming unfit for the use intended by the Hirer
● an emergency requiring use of the premises as a shelter for the victims of disasters
6)
In such cases the Hirer will be entitled to a refund of any deposit paid, but TRCH will not be liable for any resulting loss or damages to the Hirer.
7)
We reserve the right to refuse — or cancel without notice — any booking which in our
considered view is likely to give a platform to hate speech, spread disinformation or stir up
violence against individuals or different sections of our community.