Room Hire Contract/Invoice 2022xxx Hiring organization: Contact details:	Dates:
Dates, times and amount due as per the attached invoice.
Please pay by bank transfer to: Sort Code: 60 04 02, Account Number: 35034254 or by cheque, to be made payable to “Religious Society of Friends”. Cheques should be sent to the Meeting House or put in the post box to the left of front door. Payment is required before room usage. Cancellations require 2 weeks written notice or fees will still be due. If the Premises are unusable for a booked event for reasons outside of its control, the Meeting’s liability shall be limited to the refund of the hire charge only. This contract should only be signed after reading the terms and conditions of hiring as set out overleaf. Definitions Hirer: the person or group that rents the Premises and shall include the person signing or lodging the application and any person or organisation on whose behalf the application is made, all of whom shall be jointly and severally liable. Meeting: the Quaker Meeting or their Premises Committee that hires out the Premises Premises: the Quaker Meeting House and grounds including hard surfaces and gardens. Hiring Officer: the Clerk to Premises Committee / designated representative acting on behalf of the Meeting Occasional Quaker use of the Premises Very occasionally Bromley Quaker Meeting needs to use the premises for an event which clashes with a regular hire; this is usually for a funeral. In such a case the Meeting has the right to cancel the regular hirer’s use of the Premises. As much notice as possible will be given. The hirer should leave the Premises suitably clean and tidy. A proportionate refund of the hire fee will be given. Liability / Insurance Our Public Liability Insurance does not cover your activities. Our contents policy does not include the property of Hirers. The Hirer must take out appropriate insurance to cover claims which may arise due to their use of the Premises. Where a Music and Dancing Licence or Licence from the Performing Rights Society is required, the Hirer is responsible for obtaining it and will indemnify the Meeting from responsibility if copyright is infringed. Disclaimer The Meeting and its members shall not be liable to the Hirer or to any person using or entering the Premises during the booking, for personal injury or for damage to, loss or theft of any property brought onto the Premises, however it is caused. The Meeting shall not be liable for any damage, whether consequential or otherwise, arising from the breakdown of equipment or failure of electricity, gas, water, or waste. Any damage to the Meeting’s property will be charged to the Hirer at the cost of replacement or repair. The Meeting does not warrant that the Premises site is fit either legally or physically for the proposed use by the Hirer. General Use of Premises The Hirer must use the Premises for the purpose stated on the booking form and must not sub-let or give use of the Premises to others. The Hirer must not use the Premises until the stated time on the booking form and must make secure and vacate the Premises by the agreed time. Please be considerate of any other users of the Premises and the Neighbours. The Hirer must ensure effective supervision of the arrangements and activities during the letting period, and for the prevention of disorderly behaviour. The Meeting’s Hiring Officer or representatives may stop any function which is not properly conducted. No alcohol, drugs, gambling or smoking shall be permitted in the Premises All advertisements and publicity for activities held in the Premises must clearly display the full name and contact details of the Hirer. Any Meeting property moved must be returned to its former place if appropriate. Chairs and tables must be put away as you found them. Lights must be switched off and windows closed. It is the Hirer’s responsibility to clean all internal and external spaces used before leaving the property. It is the Hirer’s responsibility to remove all their rubbish from the Premises and to an appropriate place off site, unless an amendment to this condition has been agreed with the Lettings officer. If the Hirer fails to observe this condition the Meeting will make arrangements to remove the rubbish and recover the cost incurred (including the cost of those employed to dispose of rubbish) from the Hirer. The Hirer must ensure equal treatment of all users of the Premises and that the Race Relations (Amendment) Act 200 and the Sex Discrimination Act 1975 and subsequent amendments are complied with. The Kitchen Children must not enter the kitchen area for safety reasons. If food is prepared, served, or sold, then the Hirer must observe all relevant food health and hygiene legislation regulations as well as thoroughly cleaning all working surfaces before and after use. Please use standard kitchen equipment as you need it and leave it ready for others. Some other hirers have their own equipment in their own marked cupboards; please respect it. Everything in the fridge belongs to the Fledglings Playgroup. Equipment and property Equipment and Property of the Hirer must not be left or stored on the Premises without prior permission. If permitted the Meeting shall not be liable for its safekeeping; it is left at the owners’ risk. Please label any large items with the name of your group. Any property left without permission may be removed and disposed of without further notice. Fire and Emergencies The Hirer should note any incidents, accident or damage in the log book. There is a First Aid Box in the kitchen. The Hirer is responsible for calling the Fire Brigade to any outbreak of fire and for reporting this immediately to the Hiring Officer. The Hirer must ensure that all exits, emergency exits, and fire appliances are always free from obstruction and available for use. The Hirer must familiarise themselves with the location of fire exits, fire extinguishers and fire blankets before using the Premises. Child Protection and Vulnerable Adults The Hirer shall ensure that any activities for Children and or Vulnerable Adults comply with the provision of the Protection of Children Act 1999, the Children Act 1989, the Safeguarding of Vulnerable Adults Act 2006 and any other relevant legislation, together with any conditions required by Social Services, and that only fit and proper persons have access to the children and vulnerable adults. The Hirer shall ensure that all the necessary Child Protection / DBS checks are undertaken. Hirers are required to have their own Child Protection and Safeguarding Policies and Procedures in place and to make these available on request. It is the responsibility of the Hirer to ensure the protection of any vulnerable adults using the Premises. A register of children and vulnerable adults, with emergency contact details, must be kept by the Hirer. Rights of Access of Meeting Members The Hiring Officer and designated representatives of the Meeting, and any person authorised by them, shall have the right to enter any part of the Premises at all times during the period of use. Additional / Occasional conditions to be taken into account (if appropriate to the hirers) will be added below on receipt of your application or a change in the Meeting’s circumstances. Bromley Quaker Meeting
Ravensbourne Road
Bromley, Kent BR1 1HP
BromleyQuakersOffice@gmail.com The Meeting House is a place of worship, please respect it as such. Signed: ______________________________
date: _____________on behalf of the Hiring organisation. Signed: _______________________________ date: ____________on behalf of Bromley Quakers.