0.1 For the purpose of these terms & conditions the term ‘Hirer’ shall mean an individual hirer or where the hirer is an organisation, the person signing as an authorised representative.
0.2 For the purpose of these terms & conditions the term ‘Provisional Booking’ shall mean a date provisionally booked awaiting written confirmation from the hirer that this date is required and correct.
0.3 For the purpose of these terms & conditions the term ‘Confirmed Booking’ shall mean a date confirmed as correct and required by the hirer as a booking.
0.4 For the purpose of these terms & conditions the term ‘STN’ shall mean St Thomas Norwich and will encompass all aspects of the STN group including, but not limited to, St Thomas PCC, St Albans PCC, St Barnabas PCC, STN Trading Ltd and any future stakeholders in the STN Group.
1.1 In order to book a hall the hirer must contact STN, via telephone (01603624390), email (firstname.lastname@example.org) or via our website www.stn.org.uk. Upon receipt of this STN will check the bookings diary and if the requested date is free a provisional booking will be generated.
1.2 A provisional booking form will be sent to the hirer via email (digitally) and confirmation requested from the hirer that the details are correct. A provisional booking will be held for 4 weeks prior to it being offered to other people.
1.3 Upon written confirmation from the hirer, STN will confirm the booking and send a confirmed booking form to the hirer with details of how to pay for the booking.
2.1 The hirer is required to pay a hire fee as stipulated at the time of booking by STN. Bookings are charged individually inline with the STN schedule of charges, the fee will be clearly marked on the booking form at the time of booking.
2.2 In addition to hire charges, there may be a requirement for additional fees, this could include the use of equipment and the cutting of keys. These charges will be clearly marked on the booking form if required.
2.3 Payment shall be made at least 14 calendar days prior to the time of hire unless agreed otherwise with the Halls Manager. If no payment is received prior to this time then STN reserves the right to offer the hall to other hirers. If a hirer requests a hall closer than 14 calendar days then payment is required within 24 hours of confirming the booking.
3.1 By Hirer - If a hirer wishes to cancel a booking at least 7 days before the date of hire any hire fees will be refunded in full. If a hirer wishes to cancel a booking less than 7 days before the date of hire a partial refund of 75% will be issued at the discretion of STN. In the case of regular hirers, the aforementioned refund rates will apply to the specific date of a cancelled event. For example, if one evening of a regular hire is cancelled within 7 days a refund of 75% will be issued for that night only.
3.2 By STN - STN reserves the right to cancel a booking by written notice in the following circumstances: 1, the premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election; 2, STN reasonably considering that hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements; 3, the premises becoming unfit for the use intended by the hirer and 4, an emergency requiring use of the premises as a shelter for the victims of flooding, snowstorm, fire, explosion or those at risk of these or similar disasters. In the instance of STN cancelling the booking at any time for one of the above mentioned reasons, the hirer will be given a full refund of any fees charged by STN. STN will not take responsibility for any other fees incurred as a result of this.
Access to the Hall/Time Period of Hire:
4.1 Standard bookings will relate to a specific date and time; with regular bookings relating to multiple dates and times.
4.2 Booking time will include time for setting up and packing down, this must be factored into the charged cost.
4.3 Access is allowed to the premises for the times booked and paid for only. If additional time is needed this must be accounted for in the booking.
4.4 STN have right of access at all time to the booked space in order to inspect the condition of it.
Use of Premises:
5.1 The Hirer will not use the premises for any purpose other than that stated and subject always to the maximum venue capacity for hall hired.
5.2 When using the kitchen and related facilities, children should be supervised at all times by an adult.
5.3 The Hirer will ensure that no smoking takes place on the premises during the period of the hire.
5.4 The Hirer will be responsible throughout the period of hire for the supervision and condition of the premises and their contents and the behaviour of all persons using them. The Hirer will ensure that throughout the use of the premises at least two adults (ie 18 or more years old) are in attendance.
5.5 The hire of the Hall includes the use of the passageways around the Church and Hall for entry and exit only.
5.6 STN have obtained the relevant music licences only (i.e. recorded and live music). All other licensable activities will need to be covered by a temporary event notice obtained from the local authority. It is the hirer's responsibility to apply for this licence.
5.7 Hirers are required, if needed, to provide their own food and drink, unless otherwise agreed and recorded on the booking form. Hirers are also required to provide their own tea-towels should they be needed.
5.8 Hirers are prohibited from using glitter in the hall.
5.9 The Hirer will have regard to the fact that the premises are situated in a residential area and will ensure that the use of the premises does not create any nuisance or annoyance to local residents. Loud music has to cease at 11pm.
5.10 All hirers must remove all rubbish at the end of the period of hire. There are no facilities to dispose of waste on site.
5.11 Following period of hire all external doors and windows must be secured via the locks and burglar alarms (if applicable) set. If there are any issues with this Hirers are expected to make all reasonable attempts to contact STN to inform them as per instructions given by STN at time of hiring.
5.12 Following period of hire, hirers are expected to return any keys they have been issued within line with instructions from the STN halls manager.
6.1 All hirers must make themselves, and any individuals using the premises as part of their Hire, aware of emergency escape routes and fire alarm procedures.
6.2 All hirers must ensure that all emergency escape routes are clear and accessible for use by all persons using the hall.
Licensed Activities and Sale of Alcohol:
7.1 The consumption of alcohol is permitted onsite in moderation. Hirers are responsible for all behaviour onsite when alcohol is being consumed. If the consumption of alcohol becomes a licensable activity it is the hirer's responsibility to make sure they are covered as per item 5.6 of these terms.
8.1 No alterations or additions may be made to the premises nor may any fixtures be installed in any way to any part of the premises without the prior written approval of STN.
8.2 The hirer will be held responsible for any damage caused during the period of hire to any part of the premises, both internally and externally. Any damage caused by the hirer or hirer’s guests must be paid upon receipt by the hirer of the total cost of repairs or replacements.
9.1 The hiring agreement constitutes permission only to use the premises and confers no tenancy or other rights of occupation on the hirer.
10.1 STN shall not be liable for damage to or loss of property howsoever caused sustained by the Hirer its servants or agents or others entering the premises with regard to the hiring.
10.2 STN shall not be liable for injury or death of such persons unless due to the negligence of STN.
10.3 Public liability insurance, if applicable, is the responsibility of the hirer.
11.1 Primarily, as a Church Hall, and thereby an extension of the mission of STN Church, STN reserve the right to refuse any application for the use of any hall if it interferes with the mission vision of the Church or would interfere with Church Activity.