These charges will be reviewed annually and are fully inclusive of heating and lighting

Premises to be vacated by midnight and no music is to be played after 11.30pm

GREYFRIARS IS A NO SMOKING AREA

Notes for the guidance of hirers

 1.         Capacity   Main Hall – 100 seated at tables and 220 in seated rows. The capacity should not be exceeded.

 2.         Insurance

The Church of the Immaculate Conception hold insurances covering only its own liability to the public and loss of or damage to its own property. Hirers of Greyfriars are advised to consult their own insurance advisers as to any insurance, which they may require or which may be advisable. There would be a requirement that organised groups hold or obtain appropriate public liability insurance and sight of this would be required. Individuals should consult their household contents policy for personal liability. The Church of the Immaculate Conception cannot be held liable for any damage or loss to any items of property owned by the Hirer and left in Greyfriars with or without consent. The Hirer shall also be responsible for any damage or loss to the property, fittings and fixtures of Greyfriars and should have appropriate insurance cover.

The Church of the Immaculate Conception and the Parish Priest shall not be liable for the death of or injury to or damage to any property of or for any losses, claims, demands, actions, proceedings damages costs or expenses or other liability incurred by the hirer or any person enjoying or purporting to enjoy the benefit of this agreement (to the extent that exclusion of such liability is permitted by law). The Church of the Immaculate Conception and the Parish Priest shall be indemnified from and against all actions proceedings costs claims and demands or other liability which may arise in any way whatsoever in connection with the hiring including (without limitation) any breach of the terms of this agreement.

3.         The individual signing the application form shall be considered the hirer and must be over 18 years of age.

Where applicable, i.e. not a private booking, it is assumed that the individual is signing on behalf of and with the full authority of the organisation for which the hire has been requested. Key(s) should be collected from the Parish Office by prior arrangement.

4.         The Hirer will be responsible for ensuring that all activities take place in a safe manner, in line with all Health and Safety requirements. The hirer must familiarise himself/herself with the emergency procedures for fire, first aid and accident reporting. Any accident should be recorded in the accident book, which is located in the kitchen.

5.         The behaviour and safety of persons on the premises for this booking are the responsibility of the hirer.

6.         A suitable person(s) aged over 18 years must be present during all sessions where the event involves the participation of children under 18 years of age, e.g. youth groups. It is the responsibility of the hirer to check the suitability, e.g. access to children, of those supervising such activities.

7.         The hirer is responsible for the adequacy, suitability and safety of all equipment brought onto the premises. The Church of the Immaculate Conception gives no warranty that the hired space is legally or physically fit or suitable for the Hirer’s purposes and the hirer must satisfy him/herself as to its suitability.

8.         The hirer must ensure that there are sufficient stewards to prevent unauthorised persons from entering the premises and to ensure that guests are restricted to the area hired for the event. The hirer shall be responsible for the supervision of patrons and the maintaining of good order throughout the period of hire. Hirers should have consideration for local residents where noise levels are concerned (both inside and outside the building). No music should be played after 11.30pm.

9.                  The premises must be left as found, in a clean and tidy state. Nothing must be fixed/displayed on walls and no drawing pins or sell tape used on walls or woodwork. All equipment and furniture must be put back into its location as displayed in the store cupboard. If the premises are not cleaned to the satisfaction of the Greyfriars Management Group, the hirer will be responsible for any payment to have them cleaned. During the hiring period the hirer shall be obliged to have someone on site at all times. The building must not be left unattended during the period of hire.

10.       The kitchen can be hired together with crockery, cutlery, the use of the oven and dishwasher for the fee specified on the booking form.  If catering is undertaken then the guidelines of the Institute of Environmental Health must be followed. These guidelines are displayed in the kitchen.

11        Alcoholic drinks may be served on the premises provided that prior permission from the Greyfriars Committee has been obtained and that they are bought by the hirer and supplied free of charge to the patrons.  If the hirer wishes to sell alcoholic drinks it will be their responsibility to obtain the necessary licence from the Licensing Authority.  Sight of this will be required. It is also the responsibility of the hirer to obtain any other necessary consent, licences or permissions appropriate to the Hirer’s use of Greyfriars.

12        Greyfriars is a No Smoking area, and is insured accordingly.

13        All regular bookings are renewable every three months and therefore subject to three months’ notice of cancellation on either side.

14        Limited car parking is available at the premises. Cars and contents are left at owners’ risk and no liability is accepted for loss of or damage to such cars or their contents. Vehicles should be parked only in the marked spaces so as to leave access available for emergency vehicles. Cars parked on the road should be parked with consideration to those living in the vicinity.

15        Members of Greyfriars Management Group reserve the right to enter Greyfriars during any function and has the power to take any action that they may see fit including the termination forthwith of any occupancy of Greyfriars if the hirer shall fail to observe any part of these conditions in which case the hirer shall still be responsible for the full charge previously agreed.

16        Hirers are requested to enquire about, and have due regard to, any religious services occurring in the church during the period of hire and keep noise and music down to an acceptable level.

17        Would hirers please enclose payment/deposit with the booking form and forward it to the Greyfriars Secretary. Cheques should be make payable to the Church of the Immaculate Conception. An official receipt will be returned which will confirm the booking.  Booking deposits are non-refundable.

18        All lost property will be held for one month by the Greyfriars Secretary and then disposed of as deemed suitable by the Greyfriars Management Group.

19        No portable electrical appliances can be brought into Greyfriars unless they have been tested and approved.

FIRE NOTICE

In the event of a fire, the person in charge of the hall or function will instruct all persons to leave the building, using the nearest available exist and to meet at the assembly point at the entrance to the car park. They should be instructed to stay there and await further instructions.

CALL THE FIRE BRIGADE. If no mobile telephones are available, a telephone is available in the Friary.  A public telephone is situated on the corner of Hill Road and Marine Hill. IT MAY BE BEST TO CALL AT ONE OF THE NEIGHBOURING HOUSES AND ASK THEM TO TELEPHONE. DIAL 999 and give this address: Greyfriars, Marine Hill, Clevedon

Once the hall has been evacuated, do not allow anyone back into the premises to collect any belongings, etc.

At the arrival of the Fire Brigade, the person in charge of the hall should report to the officer in charge that all persons are safe, or inform him/her of the last known position of anyone not accounted for.

Attendants should only attempt to extinguish the outbreak if it is safe to do so, and if they are able to operate any fire appliances safely, but remember, people out first.

 

PROCEDURE FOR LEAVING AT THE END OF HIRING and GENERAL POINTS OF USE

Hirers must not knowingly allow numbers to be exceeded.

During the use of the building, the main entrance door should be left unlocked.

All exits are to be kept free of any obstruction

Doors fitted with door springs must be allowed to close; they are not to be kept open except where fitted with retainers.

The First Aid Kit will be found in the kitchen. Any items used should be noted on the sheets of paper inside the kit for replacement purposes.

Replace all furniture, sweep/vacuum floors and empty bins. All refuse and waste should be placed in plastic bags (supplied by the hirer) and then placed in the large wheelie bin, which is located outside the emergency door.

Check that all electrical appliances are turned off and unplugged, except refrigerator and oven.

Ensure that internal doors are all properly closed, including toilet doors

Secure all outside doors and windows, including roof windows.

Keys should be returned to the Friary (Marine Hill) and posted through the letterbox as soon as possible after the event or by arrangement with the Greyfriars Secretary.

 

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