Venue Hire / Bookings

Welcome to PPC’s bookings page.  We accept online bookings, with venues available to hire by the hour or by the day.

Please visit the booking page for further information.

Terms and Conditions of Hire

DEFINITION OF TERMS

PPC: means Perranzabuloe Parish Council

THE CLERK: means the Clerk to the Parish Council

OFFICERS: means an Officer working on behalf of the Parish Council

THE HIRER: means the individual or representative of an organisation making the booking and completing the on-line booking form and agreeing to these terms and conditions of hire.

THE PREMISES: means the building, or parts of thereof, known as Perranzabuloe Parish Council, Chyanhale, Ponsmere Valley, Perranporth, TR6 0DB

HIRE CHARGE: means the charge or charges made by PPC for the use of any part of the Premises by the Hirer.

GENERAL TERMS AND CONDITIONS

These conditions of hire apply to hiring all or any part of the Premises by the Hirer from PPC.

If the Hirer has any questions or needs clarification regarding these conditions, they should contact the Admin Officer on 01872 572727 or email admin@perranzabuloe-pc-gov.uk

1. THE HIRER: The Hirer must be 21 years of age or older. The Hirer is responsible for making sure the conditions, as set out in this agreement, are adhered to by the Hirer, members of the Hirer’s organisation and all those attending the Premises during the hire period which is covered by this agreement.
2. HIRE CHARGES: The Hire Charge is fully payable 4 weeks before the date of hire of the Premises or upon booking if within 4 weeks.

GENERAL REGULATIONS

The Hirer is advised that charges may be reviewed annually in the month of April.  Hirings or bookings arranged before the review date for events after that date will be charged at the rates applicable at the time of booking. A minimum of 14 days’ notice of hiring is required.

The Clerk may contact the Hirer to request a deposit should the booking or period of hire be:

1. 3 months or more from the date of the booking or the date of the agreement. The minimum deposit is 25% of the Hire Charge.
2. For a period of more than a full day,
3. An additional refundable security deposit of £100 will be requested for parties including adult and children parties.

The deposit is usually refundable in full, provided that:

• No damage has been caused to the premises, fixtures (including the ramp), furniture or equipment.
• The venue has been left in a clean and tidy condition.
• No additional costs (e.g., call-outs, cleaning, or security) have been incurred as a result of the booking.

3. HIRE CHARGES – CHYANHALE ROOM

*Evidence required for Charities – Charity Number

*Evidence required for local organisations – Registered address within the Parish

4. HIRE CHARGES – PRIVATE OFFICE/HOT DESK

*Evidence required for Charities – Charity Number

*Evidence required for local organisations – Registered address within the Parish

PAYMENTS:

• The Hire Charge to be paid by BACS. Payment in full will be required 4 weeks before the date of hire. An invoice can be generated, on request, if required.  Failure to make the payment will result in the Hirer being prohibited from making the booking or may result in the cancellation of future bookings.

5. USE OF THE PREMISES:
   • The Hirer shall not use the Premises for any purpose other than that described in the booking form or the online booking form and shall NOT sub-hire the Premises to any other person, individual or organisation.

• The Premises is not to be used for any unlawful purpose or in any unlawful way nor is the Hirer to do anything, or bring onto The Premises anything, which may endanger the same or render invalid any insurance policies in respect thereof nor allow the consumption of alcohol therein with without the written permission of The Clerk.

6. USE OF THE CAR PARK:
   • The Hirer does NOT have sole rights to the use car park and it must be available for use by all visitors. The car park is to be used for the parking of vehicles only.  The Hirer must not use the car park for recreation, activities, hosting of vendors, catering or inflatables.  The Hirer is responsible for the safety of persons using the car park.  When in the car park, we ask that you are always respectful of neighbouring properties and residents.
   • PPC accepts no responsibility for damage to vehicles parked in the car park.

     7.  THE HIRER AGREES TO THE FOLLOWING:

• • • Being responsible for setting up the room for their event or activity.
    • All equipment used, including tables, furniture, and chairs, must be returned to the storeroom at the end of the hire period. If tables and chairs were not set out at the start of the hire, they must be left as originally found.
    • Any tables and equipment used should be wiped over and left in a clean condition ready for use.
    • Floors should be swept or hoovered after your event to leave floors clean (brushes and pan, broom and hoover will be provided).
    • Any breakages or defective equipment must be reported to the Clerk at the earliest opportunity.
    • Any injuries must be reported to the Clerk at the earliest opportunity. Injuries and accidents must be entered into the Accident Book (located in small meeting room).
    • The toilets are available for all users of the premises, not just those attending the premises for the hire/booking period.
    • Anybody on the Premises must be given unprohibited access to kitchen. Please note that Officers and the Police also use the kitchen.
    • The Hirer must only use or occupy the room(s) or parts(s) of the Premises which they have booked.
    • The use of smoke machines, haze machines, pyrotechnics, or similar special effects is not permitted anywhere on the premises.
    • If the kitchen is used, please be meticulous in cleaning up after use and leaving the kitchen spotless and ready for service. It is VERY IMPORTANT that the kitchen is respected, at all times, as it is a shared space.
    • Do not use any items within the “Staff Only” cupboard or items labelled “office” or “police”.
    • If the kitchen is used to serve refreshments, please bring your own food, drinks, tea towels, dish cloths and washing up liquid.
    • Keys to the Premises will be returned by the Hirer either by placing the keys in the key safe box, or, if the Parish Council office is open (Monday to Thursday 9am to 5pm), hand to an Officer.
    • Access and alarm instructions will be given after a booking is made.

8. TERMS AND CONDITIONS FOR USE OF THE RAMP
   • Supervision: A responsible adult (18+) must be present at all times during the booking when any participants are under 18.
   • Safety Equipment: All users must wear appropriate safety equipment, including helmets. Use is at the hirer’s own risk.
   • Capacity: Maximum number of participants must not exceed 1 person at any one time for safety reasons.
   • Behaviour: Anti-social behaviour, vandalism, or misuse of the ramp or facility will result in immediate termination of the session with no refund.
   • Insurance: The hirer is responsible for ensuring appropriate insurance cover for participants if required.
   • Damage: Any damage caused to the ramp or immediate area during the booking must be reported immediately and may be chargeable.
   • Liability: The Parish Council and its employees and partner organisations accepts no liability for personal injury or loss of personal property during the hire, except where required by law.
   • Cancellations: Cancellations under 48 hours before the booking may still be charged in full.
   • Compliance: All hirers and participants must follow safety guidance on the ramp signage.

9.  ACCESSABILITY:

Ramp access to hall and an accessible toilet are available. The kitchen is currently not wheelchair-accessible.

10. SUPERVISION AND SAFEGUARDING:
    • The Hirer is responsible for the adequate supervision of the Premises and for use by their own party during the period of hire. It is the responsibility of the Hirer (under the Children Act 2004) to always ensure the safety of all children at any event.  A ratio of one adult supervisor to 10 children or better should be maintained at all times.
    • There is also a responsibility to safeguard vulnerable adults. The Hirer is responsible for the observance of the law regarding child protection and vulnerable adults. Adults have continued and close contact with children or vulnerable adults should have undergone a DBS (Disclosure & Barring Service) check.  Any incidents concerning the supervision or safeguarding of children or vulnerable adults should be reported to The Clerk.

11. PUBLIC SAFETY:
    • The Hirer shall comply with all the conditions and regulations made in respect of the Premises by the Fire Authority, Local Authority, the Licensing Authority or otherwise in connection with any booking (which constitutes regulated entertainment, where alcohol is provided or which is attended by children).
    • The use of smoke machines, haze machines, pyrotechnics, or similar special effects is not permitted anywhere on the premises.

12. MEANS OF ESCAPE:
    • The Hirer is responsible for ensuring that all means of exit from the Premises must be kept free from obstruction and immediately available for instant free public exit. Fire doors must NOT be wedged open.  The Hirer will familiarise themselves on the location of fire exits and fire alarms prior to the commencement of the booking.

13. ACCIDENTS:
    • The Hirer must report all accidents involving injury to an Officer of PPC as soon as possible and complete the relevant section in the Accident Book (located in the small meeting room).

14. ELECTRICAL APPLIANCE SAFETY:
    • The Hirer shall ensure that any electrical equipment brought onto the Premises and used there shall be PAT tested, safe, in good working order and used in a safe manner in accordance with the Electricity at Work Regulations 1989.

15. EXPLOSIVES AND FLAMMABLE SUBSTANCES:
    • The Hirer shall ensure that no highly flammable substances are brought onto the Premises. No flammable decorations are to be used on the Premises and no decorations are to be placed near electric fittings.
    • Fireworks are not permitted.
    • The release of helium balloons and lanterns is not permitted.

16. INSURANCE:
    • The Hirer is strongly advised to take out insurance to insure the Hirer, members of the Hirer’s organisation and invitees against the Hirer’s liability and all claims arising as a result of the hiring. The Hirer shall produce the policy and current receipt or other evidence of cover. Failure to do this may render the hiring void and enable PPC to rehire the Premises to another Hirer.

17. HEALTH AND HYGIENE:
    • Under the Food Safety Act 1990, it is the responsibility of persons providing food for any event held on the Premises to ensure that they are aware of and abide by the legal requirements. PPC is not responsible for food brought onto the Premises.

18. SMOKING/VAPING:
    • Smoking and vaping is prohibited on the Premises. The Hirer is responsible for enforcing the “NO SMOKING/NO VAPING” policy.  Any person in breach of this provision shall be asked to leave the Premises immediately.

19. NOISE:
    • All music, live or recorded, must cease by 30pm and the Premises vacated by 9.00pm.
    • The Hirer shall ensure that the minimum of noise is made on arrival and departure, particularly late at night. Car door banging and loud conversation is the car park should be discouraged.

20. SALE OR PROVISION OF ALCOHOL:
    • The Premises is NOT licensed for the sale of alcohol.
    • The provision of alcohol on the Premises is strictly prohibited unless the Hirer has obtained the prior written consent of the Clerk at least 48hrs before the hire commences.

21. DRUNK AND DISORDERLY BEHAVIOUR AND THE SUPPLY OF ILLEGAL DRUGS:
    • Drunk and disorderly behaviour shall not be permitted either on the Premise or in the immediate vicinity. Even if the Clerk’s consent has been given for the provision of alcohol at the Premises, no persons suspected of being drunk or any person suspected of being under the age of 18 shall be served alcohol.
    • Any person suspected of being drunk, disorderly, acting in a violent manner or under the influence of illegal drugs shall be asked to leave the Premises immediately. No illegal drugs/substances may be brought onto the Premises.

22. GAMING, BETTING AND LOTTERIES:
    • The Hirer shall ensure that nothing is done on or in relation to the Premises in contravention of the law relating to gaming, betting and lotteries.

23. HEATING:
    • The Premises has electric heaters which are on a timer. Please do not touch the heating controls as these are set by Officers.  No unauthorised heating appliances or LPG appliances shall be used on the Premises.

24. STORED EQUIPMENT:
    • PPC accepts no responsibility for any equipment nor other property brought on to, left or temporarily stored on the Premises. Any equipment used and/or stored at the Premises in connection with the booking is at the responsibility of the Hirer.

25. NO ALTERATIONS:
    • No alterations or additions may be made to the Premises, nor may any fixtures be installed or decorations or other articles be attached in any way to any part of the Premises without written prior approval from the Clerk.

26. ANIMALS:
    • The Hirer shall ensure that no animals, except service animals, are brought into the Premises other than with written prior approval from the Clerk.

27. BOUNCY CASTLES AND INFLATABLES:
    • The use of bouncy castles is NOT permitted.

28. DAMAGE TO PROPERTY:
    • PPC reserves the right to make reasonable charges to the Hirer for any damage to the Premises, its fixtures, fittings, decorative finishes, floor coverings and appliances incurred as a result of the booking/hire of the Premises.

29. CANCELLATION:
    • PPC reserves the right to cancel this hiring/booking by written notice (letter or email) in the event of The Premises being required for use as a Polling Station for a Parliamentary or Local Government Election or by-election.
    • In the event of the Premises being rendered unfit for use for which it has been hired PPC shall not be liable for any resulting loss whatsoever.
    • Should PPC need to cancel a booking or the Premises become unavailable for the booking to take place then a 100% refund for the Hirer Charge becomes due to the Hirer. In all circumstances such refund shall constitute the maximum liability of PPC which does not accept any responsibility for any consequential losses, of whatsoever nature over and above the Hire Charge, which may be incurred as a result of the booking being cancelled.
    • PPC reserves the right to cancel any hire period by written notice (letter or email) to the Hirer.
    • The Hirer must give at least 48 hours’ notice of cancellation. Cancellations within 48 hours will not be refunded.

30. NO RIGHTS:
    • This hire agreement constitutes only temporary permission to use the Premises or parts of the Premises, and if required, tables/chairs, during those times and for those purposes set out in this agreement/the booking form and confers no tenancy or other rights of occupation of the Hirer.

31. INDEMNITY:

By accepting the terms of this agreement, the Hirer indemnifies and keeps indemnified, PPC, its employees, and invitees against:

• • The cost of repair of any damage done to any part of the Premises including the curtilage thereof or the contents of the Premises.
  • All claims, losses, damages and costs in respect of damage or loss of property or injury to persons arising as a result of the use of the Premises (including the storage of equipment) by the Hirer.
  • All claims, losses, damages and costs suffered or incurred as a result of any nuisance caused to a third party as a result of the use of the Premises by the Hirer.
• The Hirer is to notify Officers if any of the appliances or equipment is not fully functional. PPC is to undertake a repair or replace failed equipment as soon as is reasonably practical to do so.  PPC cannot be held responsible for any consequential liability to the Hirer for the failure of such appliances or equipment.

I have read and understand these terms and conditions: 

Signed…………………………………………………………  Dated………………………………………. 

By accepting these terms and conditions when booking the Chyanhale Rooms or Office, you understand and agree to adhere to the above terms and conditions of hire.