FIRSWOOD COMMUNITY CENTRE – TERMS & CONDITIONS OF HIRE

 

1. Deposit and Payment Requirements

A refundable* deposit is payable at the time of booking. 
*Refunds are issued only where all Terms and Conditions have been fully complied with.

All hall hire fees must be paid no later than 24 hours prior to the booking, by cash or bank transfer.

 

2. Waste Disposal

All rubbish, waste materials, and personal items must be removed from the premises by the hirer. Nothing may be left inside the building or in the surrounding area.

 

3. Damage, Loss and Liability

Any damage, breakage, or incident occurring during the hire period must be reported to management immediately.
The deposit will be forfeited to cover the cost of repairs or replacement.
Where damage is substantial, Firswood Community Centre reserves the right to pursue legal action.
The hirer is responsible for ensuring that any electrical equipment brought into the premises has up‑to‑date and valid safety checks. Should such equipment cause damage to the centre’s electrical system, the hirer will be liable for all associated repair costs.

 

4. Cleaning and Resetting the Premises

The premises must be left in a clean and orderly condition. This includes, but is not limited to:

• Floors swept

• Tables cleaned and returned to their designated locations

• Chairs stacked and returned to their designated area

• Kitchen cleaned down and utensils washed, dried, and stored appropriately

Failure to comply may result in forfeiture of the deposit.

 

5. Additional Cleaning Charges

If the premises are left in an unclean or unacceptable condition, or if additional cleaning is required to ensure the centre is ready for the next group, the hirer will be liable for an additional cleaning fee. This fee is charged at £50 per hour and will be payable in full by the hirer. This charge is separate from, and in addition to, any forfeiture of the deposit.

 

6. Decorations and Wall Use

No items may be pinned, taped, tacked, glued, or otherwise affixed to the walls or pipes.
Notice boards may be used; however, existing materials must not be removed. Any additional items must be placed over the top only.

 

7. Supervision and Attendance

The building must not be left unattended at any time during the hire period.
A responsible adult must remain present for the full duration of the booking.

 

8. Car Park Disclaimer

Firswood Community Centre has no jurisdiction over the car park and accepts no responsibility for vehicles using it. Vehicles are left entirely at the owner’s risk.

 

9. Cooking Equipment Restrictions

No external cooking equipment that uses oil (including, but not limited to, deep‑fat fryers or any appliance containing hot oil) may be used within the building.

 

10. Alcohol and Substance Use

The consumption or sale of alcohol must comply with all relevant licensing laws.
If alcohol is to be sold, the hirer is responsible for obtaining a valid Temporary Event Notice (TEN).
Illegal substances are strictly prohibited. Any breach will result in immediate termination of the booking and forfeiture of all fees.

 

11. Noise and Neighbour Consideration

Hirers must ensure that noise levels are kept to a reasonable level at all times.
Doors and windows should be closed after 9pm to minimise disturbance to neighbouring residents.
Repeated noise complaints may result in immediate termination of the booking.

 

12. End‑of‑Hire Time Compliance

The hirer must vacate the premises by the agreed end time.
Overrunning the booking may incur additional charges at a rate of £30 per 15 minutes, deducted from the deposit or invoiced separately.

 

13. Fire Safety and Maximum Capacity

Fire exits must remain clear and unobstructed at all times.
The hirer must ensure that the number of attendees does not exceed the building’s maximum capacity of 90 people.
Smoking and vaping are strictly prohibited inside the building.

Fire extinguishers and other fire‑safety equipment must not be tampered with, moved, covered, or used for any purpose other than an emergency. Nothing may be placed on, hung from, or draped over any fire extinguisher or fire‑safety fixture.

If a fire extinguisher is accidentally discharged, damaged, or interfered with during the hire period, the hirer will be responsible for the full cost of refill, servicing, or replacement. This liability is separate from, and in addition to, any forfeiture of the deposit.

 

14. High‑Risk Items and Activities (Supervised Use Only)

The following items and activities are permitted only with caution and under the direct supervision of a responsible adult at all times:

• Candles or open flames

• Smoke machines

• Confetti cannons

• Any item or activity that may trigger fire alarms, create excessive mess, or pose a safety risk

The hirer is fully responsible for ensuring these items are used safely, appropriately, and without causing damage to the premises.
Any misuse, excessive mess, or activation of fire alarms resulting from these items may lead to additional cleaning charges, loss of deposit, or liability for repair costs.

 

15. CCTV and Security

CCTV is in operation for the safety and security of all users.
By hiring the premises, the hirer acknowledges and accepts the use of CCTV for monitoring and security purposes.

 

16. Insurance Responsibility

The hirer is responsible for ensuring they have appropriate insurance for their event or activities.
Firswood Community Centre does not provide insurance cover for private events or personal property.

 

17. Inflatables and Bouncy Castles

A standard 12ft bouncy castle will fit within the large main hall.
The hirer must ensure that the supplying company holds valid Public Liability Insurance.
Inflatables are not covered under the centre’s insurance policy.

 

18. Late Arrival and Non‑Attendance

If the hirer anticipates a late arrival, management must be notified at the earliest opportunity.
Failure to attend the booking without prior notice will result in the booking being cancelled.
In all cases of late arrival without notice or non‑attendance, both the hall hire fee and the deposit are strictly non‑refundable.

 

19. Booking Extensions

A minimum of 72 hours’ notice is required to request an extension to the booking.
Extensions will not be granted on the day of the event under any circumstances.

 

20. Behaviour and Conduct

Verbal or physical abuse towards any member of Firswood Community Centre volunteers will not be tolerated.
Should such behaviour occur at any time, including during or at the conclusion of the booking, the hire will be terminated immediately.
The hirer will be required to leave the premises, and both the hall hire fee and deposit will be forfeited.

 

21. Cancellations by the Hirer

• 14 days or more notice: Full deposit refunded

• 7–14 days notice: 50% of deposit refunded

• Less than 7 days notice: Deposit forfeited due to loss of earnings, as the booking is unlikely to be resold at short notice

 

22. Automated External Defibrillator (AED) Use and Responsibility

An Automated External Defibrillator (AED) is available on site for emergency use ONLY. The AED is a public‑access device, meaning that any member of the public may enter the building and request its use while the centre is operational, including during private hire events. The hirer must allow immediate access to the AED and must not obstruct or delay its collection under any circumstances.
If the AED is used during the hire period, the hirer must notify management immediately so that the device can be inspected, reset, and restocked as required. Where possible, the hirer should obtain the name and contact details of the individual who has taken or used the AED and provide this information to management.
Any misuse, tampering, or inappropriate activation of the AED will result in the hirer being liable for the full cost of repair or replacement. This liability is separate from, and in addition to, any forfeiture of the deposit.

 

23. Deposit Refund

Where all Terms and Conditions have been met and the premises are left in an acceptable condition, the deposit will be refunded in full.