Booking Policy

Registered Charity Number: 1191286

East Community Centre – Room Hire Policy

Effective Date: 20.05.2024

Review Date: 20.05.2025

Approved By: Light House Community Group Management

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1. Purpose of the Policy

This policy ensures that all room hires at East Community Centre are managed fairly, safely, and consistently. It outlines the responsibilities of Light House Community Group (LHCG) as the facility provider and of individuals or organisations hiring the rooms (“Hirers”).

2. Eligibility to Hire

Rooms can be hired by:

• Community groups

• Charities and voluntary organisations

• Private individuals

• Businesses and training providers

• Faith organisations

Public sector bodies

LHCG reserves the right to refuse bookings that conflict with the values, safety, or policies of the organisation.

3. Booking Procedure

• All bookings must be made using the official Room Hire Booking Form. • Provisional bookings will be held for 48 hours only. • A booking is confirmed only when: 1. The booking form is submitted 2. Proof of insurance (if required) is provided 3. Payment/deposit (if applicable) is received • Regular hirers must renew their agreements annually.

4. Payment Terms

• Full payment is due at least 7 days before the booking date, unless otherwise agreed in writing. • Long-term or block bookings may be invoiced monthly. • Late payments may result in: o Cancellation of future bookings o Late payment charges o Additional recovery costs LHCG reserves the right to cancel or refuse further hire if payments remain outstanding.

5. Deposits & Cancellation

Deposits • A refundable security deposit may be required for certain events (e.g., parties, large gatherings, evening events). • Deposits are refundable once the premises have been inspected and no damage or breach of policy is found. Cancellations • Cancellations made 7 days or more before the booking are refunded in full. • Cancellations made less than 7 days before the booking may be charged 50–100% of the hire fee. • LHCG reserves the right to cancel bookings for safety, operational, or community priority reasons, with refunds provided where applicable.

6. Use of Premises

Hirers must: • Use only the rooms and facilities they have paid for • Ensure activities are appropriate for the space hired • Keep noise to a reasonable level • Respect other users and local residents • Ensure all participants (especially children or vulnerable adults) are supervised The premises may not be used for: • Illegal activities • Events involving violence, extremism, or hate speech • Activities that pose safety risks or violate licensing laws

7. Health & Safety

Hirers are responsible for: • Familiarising themselves with fire exits and evacuation procedures • Keeping fire doors unobstructed • Maintaining safe conduct of all attendees • Reporting hazards or accidents immediately • Ensuring appropriate safeguarding where children are present Certain events may require: • Risk assessments • Security arrangements • Additional staffing (charged separately)

8. Insurance & Liability

• Hirers running commercial activities or events involving the public must hold Public Liability Insurance (minimum £5 million recommended). • LHCG does not accept liability for: o Loss or damage to personal property o Injury caused by hirer negligence • Hirers are financially responsible for any damage caused to the premises or equipment.

9. Cleaning & Housekeeping

Hirers must: • Leave the room clean and tidy • Dispose of rubbish in designated bins • Restore furniture to its original arrangement • Remove all personal items after booking Failure to do so may result in additional cleaning charges or deduction from the security deposit.

10. Equipment & Facilities

• Tables, chairs, and basic equipment are included unless stated otherwise. • Additional resources (AV equipment, kitchen use, flipcharts, etc.) may incur extra fees. • Hirers must not use equipment without permission or alter the setup of fixed installations (e.g., sound systems, cables).

11. Safeguarding

Any activity involving children, young people, or vulnerable adults must follow safeguarding legislation. Hirers may be required to provide: • A safeguarding policy • DBS checks • Named responsible adults LHCG reserves the right to refuse or cancel bookings where safeguarding concerns arise.

12. Alcohol, Smoking & Substances

• Smoking and vaping are strictly prohibited inside the building. • Alcohol may only be consumed or sold with prior written approval from LHCG and where legally licensed. • Illegal substances are strictly prohibited.

13. Behaviour & Conduct

Hirers and attendees must conduct themselves respectfully. LHCG may immediately terminate bookings for: • Abusive behaviour • Fighting or disorder • Damage to property • Breach of safety rules No refund will be provided if misconduct leads to termination.

14. Data Protection

LHCG collects personal information solely for booking management and facility safety. All information is handled in accordance with GDPR requirements.

15. Policy Compliance

By signing the booking form, all hirers agree to comply fully with this Room Hire Policy. Non-compliance may lead to: • Extra charges • Termination of hire • Loss of future booking privileges