Brookside Central,
Burford, Brookside, Telford. TF3 1LP
Tel: 01952 382180
HIRING INFORMATION
Charity Number: 1172037
Community Centre
Hirers Checklist
Managers of Community Centres must complete this checklist prior to a
booking taking place.
Booking Form
Completed and signed
Conditions of Hire
Issued
Fire Steward Form
Safety Procedures
Completed
Issued
Specific Site Information
Issued
Fire Evacuation &
Procedures
Hirers shown round
building
Child and vulnerable adult
Protection Issues where
applicable
Risk assessment provided
where applicable
Relevant qualifications
Issued
Copies of Public liability
insurance
Emergency Contacts for
the group
Contact Information to
hand out to public
applicable
Completed
Policy
Named Person
Number of DBS
Completed
Copy taken
Copy taken
Signature of Hirer __________________________________________ Date__________________________
This form to be completed and attached to the relevant groups Fire Steward Form and
kept on site.
Charity Number: 1172037
COMMUNITY CENTRE BOOKING CONTRACT
1ST April 2017 – 31 March 2018
COMMUNITY CENTRE CONTACT INFORMATION
Please complete and sign the booking contract and return it to the centre at the address below. No bookings can be
confirmed until the signed contract has been returned and the hirer’s copy has been countersigned by the centre
management.
Organisation:
Name of
representative:
Address:
Email address:
Invoice name and address if different from above
Phone No:
Centre and
Room
Required:
Contract start
date:
Time from:
Hourly rate:
No. of weeks/
Dates
Equipment
required:
Mobile No:
Purpose of Hire:
Contract end date:
Time to:
Weekend
keyholding:
Estimated
attendance:
Total Hire charge:
All groups and organisations providing activities for children and young people wishing to hire this facility are
required to comply with the Telford & Wrekin Council’s child protection procedures.
I certify that ………………………................. has its own child protection policy or has adopted the child protection policy of
the affiliated governing body. The Group/Organisation has a nominated child protection officer and has provided the
centre with these details.
Brookside Central Community Center adhere to child protection procedures as detailed in the “Yellow Compliance
Files”. Customers have the right to view these files. Further information relating to child protection issues can be
obtained by contacting Telford & Wrekin Family Connect Team Helpdesk 01952 385385 between 9am-5pm or
01952 676500 out of hours team.
Further advice is available on the safeguarding children board website www.telford.gov.uk/familyconnect.org.uk
I …………………………… General Manager/Organiser of ………………………………………………………….
confirm that I have read and accept the Conditions of Hire of the facilities listed above and that I understand I am
responsible for the payment of all hire charges and settlement of invoices.
I agree that all invoices will be paid within 14 days of issue. Any invoices not paid will result in the booking being
reviewed and possibly suspended until all outstanding monies are paid in full. Brookside Central (CIO) reserves the
right to cancel bookings as appropriate.
This document to be read in conjunction with Brookside Central (CIO) Conditions of Hire (see attached). Prices are
subject to review in accordance with Brookside Central (CIO) policy. I understand that cancellations made less than 7
days in advance will be charged.
Signed:
Date:
Signature of Centre Manager:
Charity Number: 1172037
Brookside Central (CIO) Centre Conditions of Hire.
1.
In these Conditions the following expressions have the meanings given to them. ‘CIO’ means the Brookside Central CIO, ‘Trustee’s’ means the
Group that runs the building and or their authorised representative, ‘Function’ means the purpose for which the accommodation is hired and
‘Accommodation’ means the whole or any part of the land and premises hired for the function.
2.
‘The person by whom the booking form is signed shall be considered the hirer. Where a promoting organisation is named in the booking form
that organisation also shall be considered the hirer and shall be jointly and severally liable with the person who signs the booking form, for all
the debits and expenses incurred by the hirer’.
3.
All applications for hiring must be made on the prescribed Booking Form. Applications will not be considered:
(a) from persons under 18 years of age; or
(b) if made otherwise than on the official application form.
4.
The CIO reserve the right to refuse any application for any reason, and to terminate at any time, any agreement for hiring made in
consequence of any application.
5.
The charges for hiring shall be in accordance with the scale of charges set out below, or any amendment to these which the CIO makes before
the application shall be accepted. In this case the new charges shall be communicated to the hirer, who may within 10 days of such
notification withdraw his application.
6.
Cheques, money orders or postal orders must be made payable to the Brookside Central (CIO) crossed a/c Payee.
7.
All cancelations made less then 7 days in advance will be charged the full hire. One calendar month notice is required for cancelation of
booking in full. If not notified within the time limit hire charge will still apply.
8.
No bolts, nails, tacks, strewn bits, pins or other like objects nor any flags, emblems or posters shall be driven into any part of the
accommodation nor affixed thereto.
9.
Fly posting is strictly forbidden.
10. No additional lights or electrical extensions shall be used without the previous consent of the CIO.
11. No exits may be blocked or fire appliances removed or tampered with.
Note the location of the nearest telephone for use in an emergency.
If any members of your party are disabled, make sure they can be readily evacuated.
Note the position of the fire extinguishers. These are for your use in only the smallest of incidents. If the alarm sounds, members of your party
should leave the building immediately and assemble at the centre’s designated point. No-one must re-enter the building until it has been
declared safe.
Note the position of the First Aid Box which is available for public use. However, it is the responsibility of the hirer to ensure that adequate
first aid materials are available for your group.
12. The hire of the accommodation does not entitle the hirer to use or enter the accommodation at any time other than the specific hours for which
the accommodation is hired unless prior arrangements have been made with the CIO.
13. The hirer shall not re-hire, sub-let or lease the accommodation or any part thereof.
14. Under no circumstances will the CIO accept any responsibility for the loss of or damage to any property, personal precession or other vehicle
which in connection with the function may be brought or left within the precincts of the accommodation. The hirer shall ensure that no car or
vehicle is parked in any unauthorised position, and that any instructions given by any of the CIO’s employees in regard to parking of vehicles are
strictly observed.
15. The CIO have the sole right to make arrangements for the broadcasting or televising of any function at the accommodation hired, and the CIO
may retain the whole of the payment made in respect of such broadcasting or televising.
16. The CIO reserves the right to prohibit smoking at the premises.
17. The hirer shall responsible for obtaining any relevant licence for the supply of any intoxicating liquor and any gambling including bingo. No
alcoholic liquor shall be consumed on the premises unless licensed.
18. Hirers are responsible for clearing their own property and must vacate the premises immediately after the end of the function.
19. You may not sell your own food and drink. If refreshments are required for the function this will be organised by the CIO.
Charity Number: 1172037
20. The hirer shall pay to the CIO the amount certified by the CIO’s Director of Finance as being the amount incurred by the CIO in making good
any damage to or loss of the accommodation and to include, adjacent premises and furniture, carpets, furnishings and fittings, or any article
owned by the CIO arising out of the hiring of the accommodation.
21. The hirer shall at all times be responsible for the maintenance of good order during the function and shall ensure that no undesirable person
is permitted to enter, remain or otherwise make use of the accommodation, and that no person shall trespass on parts of the accommodation
not hired by the hirer. Please respect the fact that the community Centre is situated within a residential area therefore noise pollution and
congregation outside the centre should be limited.
22. The CIO reserves to the Trustee’s the right to put a stop to any entertainment or meeting not properly conducted.
23. The hirer shall ensure that the premises are vacated by all persons attending the function within the time specified in the application. All
articles brought to the accommodation in connection with the function shall be removed at the end of the function or fees will be charged for
each day, or part of a day, until the same are removed. The CIO accepts no responsibility for any property left on the accommodation after
the hiring.
24. The CIO reserve to the Trustee’s and such persons as may be duly authorised by him, the right of free and unimpeded entry at all times, and
for all reasonable purposes, to and from the accommodation.
25. Police Officers and members of the County Fire Service and Ambulance Service on duty shall have free access to the said premises at all times
during which any function is taking place therein.
ELECTRICAL EQUIPMENT
1. EQUIPMENT OWNED BY THE CIO
It is the duty of the hirer to ensure that electrical equipment owned by the CIO and used by the hirer, persons attending or persons supplying
a service to or at the function is used in a safe and proper manner. Instructions attached to or given in relation to specialist equipment must
be followed at all times.
2.
EQUIPMENT NOT OWNED BY THE CIO
If electrical equipment not owned by the CIO is used by the hirer, persons attending or supplying a service to or at the function, the hirer shall
be responsible for ensuring that the equipment is fit for the purpose intended and is used in safe and proper manner. Hirers are advised to
satisfy themselves that persons engaged by the hirer who receive a fee for their services are aware of the Electricity at Work Regulations,
1989 (as amended).
3.
CIO employees will not assist with the erection, assembly, operation, maintenance or repair, dismantling or removal of any electrical
equipment not owned by the CIO.
4.
The CIO will not accept any liability for any loss or damage suffered by the hirer, persons attending or persons supplying a service to or at the
function arising from failure to use electrical equipment whether owned by the CIO or not, in a safe and proper manner and the CIO accepts
no liability whatsoever for any loss or damage arising from defective electrical equipment not owned by the CIO.
5.
Do not attempt to repair or adjust any electrical equipment which is owned by the CIO – call for assistance from a CIO employee. Switch off
immediately in an emergency.
OTHER CONDITIONS
1.
All accidents/incidents during the hire period must be reported to the centre management immediately or at the earliest opportunity and
must be recorded on Brookside Central (CIO) report forms.
2.
A minimum of £10 deposit is required for room hire to secure a PROVISIONAL booking. The remaining balance must be paid at least 7 days
prior to the date of the event.
3.
The hirer and their users shall abide by the Brookside Central (CIO) ‘Use of photographic or video recording equipment and ‘image
recording’ mobile telephones in Leisure Centres policy.’
4.
The hirer and their users shall abide by the Telford & Wrekin Council Child Protection Policy.
5.
All bookings may incur additional costs for key holding.
6.
Bouncy castles and smoke machine are not permitted within the community centres.
Charity Number: 1172037
WHEN THE CENTRE IS NOT STAFFED
DURING THE DAY
THE CENTRE IS NOT STAFFED DURING THE DAY
ACCESS IS VIA A FOB ONLY
IF YOU NEED ACCESS CONTACT
BROOKSIDE CENTRAL
ON 01952 382180
Or
STIRCHLY & BROOKSIDE PARISH OFFICE
ON 01952 567140
OUT OF HOURS EMERGENCY NUMBER
BUSINESS WATCH
0844 3328900
Charity Number: 1172037
SAFETY PROCEDURES
Please bring the following points to the attention of members of your party.
1.
Familiarise yourself with the layout of the building. Note the location of the nearest
telephone for use in an emergency and the location of the emergency exits and make sure
they are not obstructed.
2.
Ensure that you have an escape plan for any members of your group that have a
disability, make sure that they can be readily evacuated, and where reasonably practicable
site them as near as possible to a Fire Exit.
3.
Note the position of the fire extinguishers. These are for use in only the smallest
incidents. If the alarm is sounded, members of your party should leave the building
immediately and assemble at the Centre’s designated point.
4.
Use the nearest telephone to dial 999, do not assume that someone else has already
done so. Persons must not re-enter the building until it has been declared safe.
5.
Do not attempt to repair or adjust any electrical equipment which is owned by the CIO.
The nearest telephone for emergency use is located:- on the top left-hand-side of the
reception desk at Brookside Central
Charity Number: 1172037
Fire Procedure
FIRE ACTION
ON DISCOVERING A FIRE
1.
Sound the alarm
2.
Dial 999 to call the Fire Brigade
3.
If possible, tackle the fire using the appliances provided. (Do not endanger
yourself or others in doing so).
ON HEARING THE FIRE ALARM
4.
5.
Leave the building by the nearest available exit
Close all the doors behind you
6.
Report to the person in charge of your assemble point in the car park.
7.
Do not take risks
Do not stop to collect personal belongings.
Do not re-enter the building for any reason unless authorised to do so
Charity Number: 1172037
Community Centres
Fire steward form (Regular Bookings)2017 -2018
GROUP...................................................................................................
DAY...............START TIME ........................FINISH TIME..........................
It is a requirement under the conditions of hire that you supply 2 fire stewards for your booking
Ensure that you have an escape plan for any members of your group that have a disability.
Stewards are required to be over 21 years of age and capable of the duties below.
If you are unable to arrange this yourself please contact the centre supervisor who will advise you
further
a) To contact if necessary the police. Please familiarise yourself with the location of the emergency
telephone.
b) To familiarise yourselves with the location of the fire fighting equipment
c) To liaise with the other steward and ensure that any Emergency services required are contacted
by telephone and to evacuate the building.
d) I understand that the fire exits must be kept clear at all times in Accordance with fire safety
regulations .
If you are able to meet these requirements please complete the details below
1
Name .........................................................
Signature........................................................
Address...........................................................
2
Name..............................................................
Signature..............................................................
Address...............................................................
Signature of Hirer..........................................
Signature of Centre manager..........................................................
Date.................................
Charity Number: 1172037