LETTINGS POLICY & CONDITIONS OF HIRE

For the Coventry Caribbean Association Community Centre and Social Club (hereinafter called The Association'.)
Letting* available to a) recognised community groups
Individuals holding private social functions, ie. weddings, birthdays and Engagement
parties
Individual member promoting private functions
Christenings
1. Any extra cleaning expenses incurred by the centre will be taken out of the returnable
deposit.
2. All request for letting* must be made on the centre's Booking Form and must be
returned with a copy of this letting* policy, signed by the hirer,
3. The person in whose name the application was made and to whom the letting has been
granted must make him/herself known to the Steward or member of the Committee on arrival Failure to do
so may result in delay in opening the accommodation required.
4. Hirer's must obtain public liability insurance cover for their event.
Caution Clause - The kitchen can only be hired out when it is not in use by the centre and the hirer must
produce a current food hygiene certificate end insurance for accidental food poisoning and fire.
The hirer is responsible for any claims for damage or loss arising from the actions or negligence of any
person taking part in activities associated with the hire and under the hirer's control or defects in
equipment, not provided by the Association and used on the premises by the Hirer, with or without the
Associations consent.
5. NO FACILITIES CAN BE CONSIDERED BOOKED UNTIL: A letter of confirmation has been received.
The returnable deposit has been paid.
6. All monies due to the Centre in respect of the hiring must be paid in full at least 2 weeks
prior to the event,
7. Any damage caused to the Centre's property or facilities will be the responsibility of the
hirer and an appropriate sum to cover any such damage will be deducted from the returnable deposit.
8. The hirer is advised that he/she is responsible for the activities of those attending their
Function and accordingly will be charged for any damage or other misdemeanour caused by any of his/her
guests. The hirer shall be present at all times during the function and be is responsible for the maintenance
of good order.
Special attention shall be given to:
The behaviour of those In attendance and those representing the hirer
ALL attending must be searched for offensive weapons and drugs
The interests of residents in the neighbourhood must be taken into account when music is played so
that they are not unduly disturbed or caused any inconvenience.
No illegal drugs are to be used or sold in the premises
No guns, Knives, or any object that can be deemed a* offensive weapon is permitted on the premises.
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To regulate their functions in such a manner that other functions being held elsewhere in the premises
are not interfered with.
No alcohol is to &e taken In the premises to be consumed or sold,

9. Unnecessary activation of the fire alarm/security system will result in the hirer being
charged 90,00 for each such Incident.
10. 'The Association' cannot accept responsibility for loss or damage to personal belongings, nor for damage to
2! centre premises during any functions.
10(a). The charge due will be that applicable at the date the letting takes place.
11.

Deposit

a) a deposit 50% of the letting fee is required at the time of booking.

The Balance of the total hire charge MUST be paid on the Monday prior to the
Function.
b) A further deposit of 150 (returnable) must be paid in addition to the full
fees. This returnable deposit will be refunded during the week following the function.

11(a)

Cancellation: The Management Committee reserve the right at anytime to refuse or cancel any
function without assigning a reason and may agree, in such circumstance to fully reimburse the hirer of
monies paid to the centre.
Cancellation Charges: a) cancellation with more than 4 weeks notice - NO CHARGE
b) with less than 4 weeks notice - 50% of the charge fee
c)
leas than 2 weeks notice - FULL FEE PAYABLE

Booking forms will be shown to the authorities if requested,

IMPORTANT NOTICE TO ALL HIRERS - PLEASE NOTE
The use of the hired premises shall be restricted to those areas for which specific approval has been
given end to those times specified in the hirer's application. Use of the premises furniture, apparatus and
other equipment win be subject to prior approval, NONE of the equipment shall be taken from the
premises.
All equipment (Sound, etc.) plus personal belongings, MUST be removed directly after every function. If
equipment is left overnight, this will result in the loss of your returnable deposit. We will accept no
responsibility for any items whatsoever - nor will we make any arrangements For the Centre to be
opened outside of normal hours.
14.
15.

16.

The Centre is licensed to accommodate no more than 300 people at anyone time.
Health and Safety: The hirer shallcomply with ail safety directives issued
ensure that all passageways, exits and stairways in the premises are kept dear during the hiring period.
Ensure that the number of people admitted to he premise* does not exceed the maximum determined
by the centre, to comply with safety standards (see item 15).
Notify a member of Management or a member of staff
immediately in respect accidents that may arise during the hiring
period,
The hirer shall not.
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a) Without the consent of The Association introduce equipment for use in the premises, alter fixed
installations, alter or remove fire and safety notices or equipment, or otherwise take any action which may
create a hazard.
b) Intentionally or recklessly interfere with or misuse anything provided in the interests of
health, safety and welfare,
17. Prohibitions: All approvals to the use of the premises are subject to the following.
NO bolts, nails or tacks are driven into any part of the premises or the furniture.
That flammable materials and articles of an explosive nature are not allowed in the centre,
(c) No animal is allowed on the premises
That no alteration, addition or variation is made by the hirer to the lighting or other electrical installations
(except by prior permission of the head of centre), heating, fittings, fixtures or other arrangements of
the premises.
That no butane or calor gas canisters and articles that are dangerous or offensive are brought on to the
premises.
That no apparatus, furniture or appliances are delivered to the hired premises by or on behalf of the hirer
unloaded, placed In position and removed by the hirer or persons employed by him for such purposes
unless with the written consent/agreement of the head of centre,
(g) Putting and returning all equipment in dean condition i.e. tables and chairs, (h) The hirer will be
responsible for putting out the equipment to be used, l.e tables and chairs.
18. Right of Entry: The Centre reserve the right to free and unimpeded entry to any person/persons
authorised by them to any part of the hired premise*
Children and Young Persons Act 1933 The hirer shell comply with the requirements of
section12 of the Children and Young persons act
a) Where there is provided in any building an entertainment for children, or an
entertainment at which the majority of persons attending the entertainment exceeds 100, it shall be
the duty of the persons providing the entertainment to station and keep stationed wherever necessary
a sufficient number of adult attendants, properly instructed as to their duties, to prevent more children
or other persons being admitted to the building or to any part thereof, that the building or part can
property accommodate, and to control the movement of children and other persons admitted while
entering or leaving the building, and take all reasonable precautions tor the safety of the children,
19.

Indemnification: The hirer shall indemnify the Management Committee against:any damage done to the hired premises, furniture, fittings, apparatus, appliances or other property
whatsoever during the period of the function and the expenses of making good such damage,
any accidents, loss, injury (including death) or damage whatsoever sustained by any person or thing on the
hired premises during the period of the function or arising as a result of the function.
any infringement of copyright arising from the function,
any costs, claims or demands arising from (a) to (c).

20.

Advertising: Flyposting on Public Highways: The hirer shall not publicise any event of activity taking
place in these premises by the use of display boards, posters, etc. within the boundaries of the City of
Coventry so as to affect an infringement of the relevant bye-laws and sections of the Road Traffic/
Highways Act {No flyposting on lamp posts or road signs).

21.

Under the 1949 Wireless Telegraphy Act advertising on unlicensed radio station is a criminal offence, hirers
are advised not to use unlicensed stations to promote their events. A list of licensed radio stations can be
obtained from Ofcom, Riverside House
2a Southwark Bridge Road, London, SE1 9HA or from the Centre,

22.

Copyright
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The Company hold a license from the Performing Rights Society Limited for the performance of
copyright music under their control,
23.

ROYALTIES
The Hirer to responsible for paying all Royalties chargeable in respect of the function.

24.

Opening times:
The centre is opened from 9am to 5pm Mondays to Fridays for community activities. Anyone wish to hire
the centre outside those times must make prior arrangements with the
Community Officer.
Bar opening times are
Mondays
12noon to 3pm
Tuesdays
Under review
Wednesdays
Under review
Thursdays
Under review
Fridays
7pm to 4am
Saturdays
7pm to 4am
Sundays
7pm to 23.00pm

25.

The Associations directors will have free access throughout the building including the main hall at

26.

Additional security to be at the expense of the person booking the hail. There might be other things
to consider and that may have 10 be included in the terms and conditions update, I.e it a live
document

all times.

I have read and understood all the above conditions of letting and agree to abide by the conditions
as laid out
I also agree to the withholding of any part of the deposit in the event of any of the above conditions
not being adhered to by me or my agent /s or anyone acting on my behalf.

Name

Date of Function:

Signature

Date signed:

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