Terms & Conditions of centre use/hire

The community centre is owned by Trafford Council and is managed by us (Humphrey Park Community Association or HPCA) on a day to day basis. HPCA is a Charitable Incorporated Organisation (CIO) which is registered with the Charity Commission for England & Wales (1170767).

The following documents form the contract between us (HPCA) and you (the hirer or user of the facilities):

  • these terms and conditions

  • your booking form

  • the invoice/account showing your hire charges or membership fees

  • the receipt showing your payment(s)

By completing the booking form and/or using the centre facilities, you become the hirer/user and agree to be bound by these terms and conditions at all times.


1. Application

You can apply to book the community centre by phone, email, letter or via the website. To secure your booking, you must:

  • give us a fully completed booking form, preferably via the online form, and

  • make your payment as requested on the invoice we send you.

Your booking is not complete, and you won’t be given access to the centre, until this has been done and we confirm receipt of payment by email or in writing. 

We can refuse a booking without giving a reason.

To make a booking, you must be at least 18 years old.


2. Status of Hirer/User

If you book the community centre for a business, club or any other organisation, you must:

  • have the power to enter into a contract with us on their behalf,

  • tell us the name and address of the organisation, and your position there, on the booking form.


3. Invoicing & Payment

One off (ad-hoc) hirers of the centre.

  • If your booking application is successful, we will send you an invoice.

  • You must pay the room hire charge in full by bank transfer, cheque or cash by the due date given.

  • When we receive your payment, we will send you a receipt.

  •  If your payment is not received by the due date, you will receive notification, usually by email, that your booking has been cancelled (just let us know if this is an oversight and you wish to reinstate it).

Regular users of the centre, group coordinators, trustees or associate members of the CIO.

  • To improve efficiency, we may set up a "Membership Fee Account" for you. Your account will be in the form of a Google Spreadsheet. This serves as your invoice for payment. To access this, you must have a Google Drive account.

  • We will update your account at the end of each month to include:

    • new membership fees based on your use of the community centre facilities - up to and including the whole of the last week which commenced during that month,
    • your payment of fees received by us by the 28th of the month.
  • Payment of fees:

    • is monthly by the 28th of the month,
    • must cover the rolling balance shown on your account, unless you have reached another agreement with us which is specified on your account,
    • should be made preferably by bank transfer (although we will accept a cheque or cash if necessary),
    • must include the name of your group, or your reference number, so we know who the payment is from.

Non Payment of Charges and/or Membership Fees

In the absence of prior written agreement to the contrary, payment of our charges is required in line with these terms and conditions of centre use/hire. Failure to make payment within 28 days of the due date may result in the matter being referred to P&J CDS our debt collection agents whose charges will be added to and payable with the invoice debt.

Regular member accounts will be graded from 0 to 4 in accordance with the following table. Grades will usually be increased by 1 for each month a payment is not received or is not sufficient to cover the outstanding amount, but may also take into account other information at the discretion of the charity trustees.

0

Account is up to date

1

Month 1 - 1st payment reminder

2

Month 2 - 2nd payment reminder

3

Month 3 - Suspend bookings until paid in full

4

Month 4 - Refer to P&J CDS

Free use of our facilities

The centre may be used free of charge for certain "one-off" community events or meetings where all the following apply:

  • The event will benefit the local community as a whole.
  • Any member of the community is welcome to attend without unreasonable restriction.
  • No charge is made for attending the event.
  • There is no exchange of funds, with the exception of raising money for charity or accepting donations.
  • Individuals or organisations involved in running the event offer their services free of charge on a voluntary basis.


4. Data Protection

So we can manage your bookings, we need to hold your personal data, both in electronic and paper form. This may be within our accounts records, on local computers or within documents in the 'cloud' which are shared with other trustees of the CIO who need access. 

All data held about you will be limited to your name, postal address, email address, telephone numbers and similar details relating to any company or organisation you represent. Every effort will be made to hold your data securely. It will not be shared with anyone outside of HPCA or Trafford Council without your permission, unless it is required by law. You must tell us if your data changes and needs updating.

You can refuse permission to hold your data. If you do refuse, we will not be able to process your bookings and we may continue to hold limited data if this is required for our accounts.


5. Entry to the centre

You must only use the rooms booked and only at the agreed times.

Sub-letting is not permitted.

Members and other regular users of the Centre (coordinating regular daily, weekly, monthly etc. sessions):

  • We will provide you with a set of keys after a short settling in period.

  • All keys to the centre remain the property of HPCA. They must be returned on request or if you stop using the centre regularly.

  • You must not have extra keys cut unless we give you permission to do so and record this within our records. 

  • When the main shutter has been opened, the bolt must be left in place to prevent it being lost.

  • If you loose the bolt, you will need to pay for:

    • a new lock/bolt,

    • new keys for all key holders (including committee members and other regular users of the centre),

    • any other related costs.

Other users of the centre:

  • We will meet you at agreed times to open and close the centre for you.


6. Electrical Equipment (safety and prevention of electrocution)

Electrical equipment being used in the building must have a current electrical test certificate. You must show us this certificate if we ask for it. For one off hire, a circuit breaker will be acceptable.

Do not stack chairs and other items in front of heaters.


7. Seating capacity and equipment

You must tell us (on the booking form) how many people will be attending your session. You must make sure that the number of people who do attend is no more than the maximum numbers given below:

Maximum Capacities: (Standing / With Chairs & Tables)

Main Hall: 172 / 86

Small Hall: 99 / 49

Combined Hall: 271 / 135

Annexe: 50 / 30

Committee Room: NA / 17


For safety reasons, do not block entrances, exits, corridors or passageways. Always keep them clear.

You are responsible for equipment in, or brought to, the community centre. We are not liable for any loss or damage due to the presence, use or condition of this equipment. 

Bouncy Castles, and other large inflatables, are not permitted.

We are unable to permit smoke machines because they will set off the fire alarm.

We may provide storage space for your own equipment if available. Do not store valuable or unnecessary items in the building. If specific storage space is not available, your equipment must be removed from the centre when not in use.


8. Cancellation by HPCA

We can cancel a booking at any time, without giving notice and without giving a reason. In most cases we will try to:

  • Give as much notice as possible.

  • Provide a reasonable explanation for the cancellation.

  • Refund payments you have made to us for hire charges, or rearrange the booking.

We have the right to censor any performance or event (eg. A play, sketch, lecture etc.) and cancel it if necessary. 

Failure to comply with these terms of hire, and any additional conditions imposed by email or in writing, will result in cancellation of your booking(s).

We are not liable for any costs incurred due to cancellations, regardless of the reason.


9. Cancellation by the hirer/user

If you cancel a booking more than two weeks in advance, we will refund your hire charges. If you cancel with less than two weeks notice, normal hire charges will apply. This does not affect your right to cancel under The Consumer Protection (Distance Selling) Regulations 2000.  

Regular hirers should advise us of their term/holiday dates well in advance to avoid being charged for unused sessions.


10. Refusal of admission

We can refuse entry of any person to the centre, and require any person to leave on request, without giving a reason.


11. Performing Rights

You cannot perform any copyright material unless you provide us with proof that the copyright owner has given you permission. You must pay any costs incurred due to infringement of copyright.

You must not use any device to: 

  • watch or record live TV programmes on any channel (including BBC)
  • download or watch any BBC programmes on iPlayer - live, catch up or on demand.
This applies to any provider you use and any device, including a TV, desktop computer, laptop, mobile phone, tablet, games console, digital box or DVD/VHS recorder.

12. Indemnity and insurance

You will indemnify us against actions, proceedings, claims, damages, awards or costs resulting from loss, damage, death or personal injury which occurs during your session. This must be covered by £5,000,000 Public Liability insurance.

We can arrange this insurance for you if you are:

  • a voluntary or community group, or

  • another type of non-profit making organisation, or

  • an individual using the centre for non-profit making purposes (eg. A birthday party).

If we do arrange insurance for you, we may increase your hire charges due to the extra costs involved.

You must have your own insurance in place if:

  • your event doesn’t meet the above criteria, or

  • you charge people to attend your session, or

  • you use the centre for any profit making or commercial purposes.

You must be able to provide proof of cover if we ask for it.


13. Damage to the premises

You are responsible for protecting the premises during your session. You must take reasonable care of the centre, including but not limited to:

  • Do not drive screws, nails, drawing pins etc. in to any part of the premises.

  • Do not apply chalk, stickers, wax or crystals of any kind to the floors.

  • You must leave the premises in a clean and tidy condition (i.e. as found). All foodstuffs & rubbish must be removed from the centre at the end of your session.

  • Any equipment used (subject to permission) must be returned to its original position.

  • At the end of your event, turn off all appliances, lights, heaters etc. and firmly close all internal and external doors.

  • Fire exits are for emergency use only; do not use them as a normal means of access or egress unless there is an emergency. Fire exits must be securely closed from the inside. Access to the centre must be via the main entrance door only.

You are responsible for any costs incurred if you leave the building in an unsatisfactory condition or if we think that unreasonable damage has occurred during your session. We do not ask for a refundable bond/deposit. However, if you do not adhere to our terms and conditions and/or do not take due care of the premises, we may invoice you for reasonable charges we incur in rectifying any damage caused in relation to your booking.


14. Alcohol Consumption

You are not allowed to consume alcohol on the premises. The sale of alcohol is strictly prohibited.


15. Smoking

In line with UK law, you are not allowed to smoke inside the community centre or entrance foyer. For fire safety reasons, do not smoke outside in close proximity to the wooden building and please be considerate by smoking well away from doors and open windows.

Smokers must dispose of cigarette ends in a safe and responsible way - do not dispose of them within the centre building or grounds.

Do not bring cigarettes, lighters or matches into the building.


16. Preservation of order

You must not allow drunk and disorderly conduct or unlawful gaming to take place on the premises.

The announcement and distribution of cash prizes is not allowed.

Do not allow noise (including the playing of music) to reach a level that will disturb local residents.

The community centre should be vacated by 10pm at the latest.

Access to Police Officers, PCSOs, Council Officers and HPCA Committee Members

You will allow us, Police Officers, Police Community Support Officers and Council Officers to enter the building at any time. They have full power to enforce these terms of use and preserve peace and good order.

We do not tolerate abuse of our staff or volunteers.


17. Safeguarding children and vulnerable adults

Children and vulnerable adults must be supervised at all times. Do not allow them to roam around the community centre building, corridors, car park, kitchen or back yard (accidents can happen when they are out of site).

During your session, please remember that other people may use shared areas of the centre such as the kitchen, corridors and toilets. You, and those responsible for children and vulnerable adults during your session, are wholly responsible for ensuring their safety and welfare. In any area of the community, Stranger Danger is a possibility!

Trustees of the CIO do not work directly with children and we are therefore unable to carry out DBS checks. Associate members or group leaders who have responsibility for the direct supervision of children or vulnerable adults must ensure that staff within their group (paid or unpaid) have the required DBS check or Basic Disclosure. You must be able to provide evidence of this upon request.

HPCA is committed to child safety and has therefore devised its own Child Protection Policy. If you have your own policy in place, you must ensure it is compliant with current legislation. If you do not have one in place, you must adhere to our policy.


18. Fire Prevention

You must familiarise yourself with the Fire Safety Risk Assessment and comply with any specific requirements stated.


19. Advertisements

  • All advertisements or tickets must be approved by us. We suggest you contact us for advice before placing an order for such items.

  • You may place an advertisement for your session, no bigger than an A4 sheet, on our notice board inside the community centre.

  • Unless we have given permission, do not place advertisements on the exterior of the building.

  • Adverts must be removed as soon as they become damaged or out of date.

  • You must not advertise anything other than your session.


20. Compliance with HPCA requirements

Sometimes, we may give you extra terms and conditions. These might be to prevent damage to the premises, to stop residents being disturbed or for any other reason. They may relate to more than one booking.

If you do not keep to our terms, or any extra terms given in writing or by email, we can:

  • End your session early.

  • Keep your bond and/or make additional charges to cover our costs.

  • Stop you from using the centre in the future.

If this happens, we do not need to pay you any compensation in line with Clause 8 (Cancellation by HPCA).


21. Exclusion clause

We are not responsible or liable for:

  • Any article brought onto or left at the premises.

  • Theft, loss or damage to any vehicles parked in the car park.


22. Catering

A hot water boiler or kettle are available in the kitchen for your use.

We do not provide catering services - You will need to arrange these yourself if required.

We do not provide cutlery and crockery.


23. Car Parking

The car park is a shared space which is owned and governed by Trafford Council. Use of the car park must be made while space allows. If the car park is full and you need to park on the road, vehicles should be parked in a considerate manner that will not inconvenience others. Do not obstruct driveways, footpaths or block access to local roads. You must leave plenty of room for emergency vehicles, such as fire engines and ambulances, to get through.

You should instruct people attending your session about careful and considerate parking.


24. Agreement as Contractual only

The contract between us does not give you any rights of ownership or control over the property or its contents.