ROOM 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(s) showing your hire charges or membership fees
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. Parties and Social Gatherings:
We regret that we are unable to accept bookings for parties and social gatherings at present.
When such events are permitted by the committee, they must not extend beyond 6pm and birthday events are permitted for children up to the age of 12 only.
2. Covid-19 Measures
You must follow the most up to date government guidance when visiting the centre. This can be found on their website at www.gov.uk/coronavirus
3. Application
You can apply to book the community centre by fully completing a booking form on the website.
We can refuse a booking without giving a reason, although we will try to provide one wherever possible. You must be at least 18 years old to make a booking.
Sessions must be in 15 minute slots commencing on the hour or at 15, 30 or 45 minutes past the hour. There is no additional minimum hire period.
4. 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.
5. Invoicing & payment
One off (ad-hoc) hirers of the centre.
If your booking application is successful, we will send you an invoice.
We may add a breakages/damage deposit - this is refundable after your event if you have complied with our terms.
You must pay the room hire charge in full by bank transfer by the due date given. If your payment is not received by the due date, your booking will be cancelled.
When we receive your payment, we will confirm your booking.
After your event, you must provide us with bank details to which your deposit will be returned (if applicable).
Regular users of the centre, group coordinators, trustees or associate members of the CIO.
To improve efficiency, we will set up a "Membership Fee Account" for you.
We will issue an invoice on or around the first day of each month to include new membership fees based on your use of the community centre facilities during the previous month.
Payment terms:
Payment is due by the 15th day of each month.
It must cover the full balance of your invoice.
It must be made by bank transfer - payment details are on each invoice (cheques are acceptable only by prior arrangement).
It must include the name of your group so we know who the payment is from.
Failure to make your payment in full may result in an additional administration fee and use of the community centre being withdrawn.
Payment amounts which exceed the value of your invoice cannot be recorded in the system and as such will be treated as a donation to the charity.
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.
We are unable to offer free use of the facilities on a regular basis.
6. Data protection
In order to manage your bookings, we will need to hold your personal data in line with the HPCA GDPR Privacy Notice.
7. Entry to the centre
You must only use the rooms booked and only at pre-agreed/booked times. A period of 30 minutes is provided between all bookings in the same room as a means of ensuring a smooth transition from one session to the next. Your booking request must include any time needed for setting up and clearing up before and after the event.
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 and the code for the main door.
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.
You must not label centre keys in such a way that will indicate what they are for.
You must not make the door code accessible to anyone who may be unauthorised to access the centre.
Other users of the centre:
We will meet you at agreed times to open and close the centre for you.
8. 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.
9. 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)
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 within the building or outdoors.
The use of smoke machines is prohibited - they will set off the fire alarm.
We may provide storage space for your own equipment if available - we are unable to guarantee the availability of storage cupboards. 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.
10. Cancellation by HPCA
We can cancel a booking or your membership of HPCA 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 unused hire periods, 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.
11. Cancellation by the hirer/user
If you cancel a booking more than two weeks in advance, we will refund your hire charge. 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. Cancellation of bookings retrospectively will not be accepted.
12. Refusal of admission
We can refuse entry of any person to the centre, and require any person to leave upon request, without giving a reason.
13. Performing rights
You cannot perform any copyright material unless you provide HPCA with proof that the copyright owner has given you permission to do so. You are wholly liable for 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 but not restricted to a TV, desktop computer, laptop, mobile phone, tablet, games console, digital box or DVD/VHS recorder.
14. 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 provide Public Liability Insurance for you via Trafford Council 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.
If we arrange this insurance for you, we may increase your hire charges due to the extra costs involved (currently 10% of your room hire fees).
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 provide evidence of cover before any period of hire commences. You must not use the community centre if you do not have this insurance in place, or once your current policy expires, and you are wholly responsible for any costs incurred as a consequence of doing so.
15. 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. 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. If you do not adhere to our terms and conditions and/or do not take due care of the premises, we may keep your deposit and/or invoice you for reasonable charges incurred whilst rectifying any damage caused in relation to your booking.
16. Alcohol consumption
You are not allowed to consume alcohol on the premises. The sale of alcohol is strictly prohibited.
17. Smoking, vaping and naked flames
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.
The use of vaping devices and their chargers is strictly prohibited.
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, vaping devises, lighters, matches, candles or any other source of ignition into the building.
18. 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) or unruly bahaviour to disturb other centre users or local residents.
The community centre should be vacated by 10pm at the latest.
Access to Police Officers, PCSOs, Council Officers and HPCA 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 hirers, centre users, visitors, contractors or volunteers.
19. Safeguarding children and vulnerable adults
HPCA is committed to the safety of vulnerable people. All users of the community centre must adhere to our Policy Statement - Safeguarding Vulnerable People.
20. Fire Prevention
You must familiarise yourself with the Fire Safety Risk Assessment and comply with any specific requirements stated.
21. 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.
22. Compliance with HPCA requirements
Hirers/users of the centre must comply with these terms at all times; they are wholly responsible for any costs incurred as a consequence of not doing so.
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 deposit and/or make additional charges to cover any costs incurred as a consequence.
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).
23. Zero tolerance
Members of HPCA work at the centre for the benefit of the local population on a voluntary basis, often juggling this with work and family commitments. It is important for all our hirers, centre users, visitors, contractors, volunteers and members to be treated with respect. HPCA has a zero tolerance attitude to any form of abuse whether it be physical, verbal or mental, and will take action against anyone who is is any way abusive. Our members have the right to do their work in an environment free from this type of behaviour and everything will be done to protect that right. We feel sure you will understand that proper behaviour is absolutely necessary and that non-observance will not be accepted.
24. 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.
25. 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.
26. Careful and Considerate Car Parking
When you are visiting the community centre by car, please make use of the car park in the first instance while space allows.
When using the car park, cars must only be parked within allocated spaces. You must not park in an area which is not designated as a space, or obstruct any centre exits or gateways.
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. You should not obstruct driveways, footpaths or block access to local roads. You should leave plenty of room for emergency vehicles, such as fire engines and ambulances, to get through. Please avoid parking on the narrower streets surrounding the community centre (including Humphrey Crescent, Mount Drive, Clevedon Avenue and Berwick Avenue) as parking in these areas causes difficulties for local residents.
Associate Members and Group Coordinators must instruct people attending their sessions about careful and considerate car parking.
HPCA are unable to enforce any parking issues which arise outside of the car park perimeter, and provide this guidance in good faith.
27. Agreement as Contractual only
The contract between us does not give you any rights of ownership or control over the property or its contents.