Conditions of use/hire of the Community Centre's facilities for private bookings.

Accommodation and opening times.

There are two rooms available at the Centre: The Centre is available from 8am until 10pm daily although unfortunately we are not licensed to operate outside of these hours and the Centre is not licensed for alcohol consumption.

Baby changing is available within  accessible toilet provision.

Charges/ Fees of use

A concessionary rate is available to voluntary and community organisations, employee-owned business, Credit unions and local or not profit organisations with bookings over 2 hours per week. A deposit of £50.00 is required for all bookings. ALL PAYMENTS ARE IN ADVANCE AND MUST BE MADE VIA BANK TRANSFER (This will be requested from you once your booking is confirmed)

Main Hall

Price: £35.00* per hour,

Meeting Room

Price £25 per hour

*The per-hour fee applies to one full hour or part of a full hour. (We have concessionary rates for charities and community groups, please ask for details

All charges for room hire are reviewed annually by the management committee, you will be notified at least 30 days in advance before any price increases. If you require a member of staff to be onsite whist you use the centre, you will be required to pay an addition charge.

The maximum capacity is: 

Main Hall - 80 People

Meeting Room - 20 People

Hirers must ensure this number is never exceeded and registers of attendance are taken at the beginning of each session to ensure that good fire evacuation process is in place.

Hirers are also asked the number of attendees to each function, this is used for statistical analysis purposes to apply for funding, in order to provide a cost effective room solution to the community.

Health and safety responsibilities:

Holbrooks Community Centre will ensure:

• That the building, equipment and facilities meet the legal requirements and recommendations and have undergone any necessary risk assessment.
• The fire safety procedures, fire exits and emergency are adequately displayed.
• Additionally, the centre will provide ‘accident record sheets’ which should be used by the hirer to record any injuries sustained which require first aid (these will be handed into the office).
• That the first aid boxes are available and the contents are in date and accessible
• The public liability insurance is in place.
• A risk assessment needs to be carried out for your booking, and the associated equipment. (Bookings WILL NOT BE ACCEPTED without this essential risk assessment). The Centre can supply a template if required.
• They brief the Hirer at the start of the session on fire procedures, fire assembly points and use of the evacuation chair, it is then the hirers responsibility to ensure those attending the activity are briefed on evacuation procedures
• That Hirers are clear they must leave the centre in the same state with regards to cleanliness and tidiness.
• Please ensure that you don’t stick pictures or posters to the walls as it damages the paintwork. Please only use the noticeboards provided.

Kitchen facilities are for use with rooms. You may use this for the storage of premade foods, however due to the license of the centre this cannot be used to prepare foods. You will not be able to use the commercial kitchen. No alcohol is allowed on the premises.

In order to offer this cost-effective service for the community there is no on-site site services officer. The hirer is responsible for ensuring that the premises are safe and secure when they leave their designated period of hire. It is the responsibility of the hirer to ensure that the keys are safe therefore ensuring that they don’t get lost or stolen or you will be liable for the cost. The key holders may only be the person/persons named on the contract. No keys should be cut without the consent of the management committee and a charge will be made in the event of keys being lost or stolen.

Please be aware CCTV is in operation within the Centre and externally. If you require access to the CCTV footage, please contact the site services officer.

Contact details for Centre are: -  02476 665621

Conditions of Usage

• Only persons over the age of 18 are allowed to hire the Community Centre.
• All payments for long term room hire are to be made on a monthly or quarterly basis in advance by bank transfer, to be agreed in advance. A Deposit of £50.00 is required for all bookings after the booking has been accepted by HCA.
• Hirers are expected to leave the rooms in the same condition that they are found in; there will be an extra charge made for any additional cleaning required if you do not comply with this.
• Children must not be left unattended in any area of the centre. Any damages sustained as a result of child being left will be charged to the hirer.
• No Smoking is allowed in the building, to smoke in the building is illegal.

Four weeks’ notice is required to terminate a contract by the hirer. The management committee reserve the right to immediately terminate your contract if:

• The conditions are breached
• The activity/booking or the person responsible is seen to breach any ethical policy that is imposed by the centre, or anything that the centre directly supports such as Equal opportunities.
• The hirer is undertaking illegal activities.

Hirer Responsibilities

• The hirer should immediately respond to fire alarms, following the evacuation procedure as per their induction. It is the hirers responsibility to ensure the building is fully evacuated.
• The hirer should keep accurate records of who is attending their activity to aid the evacuation in case of emergency.
• The Hirer is required to have mobile phone available in order to call for any assistance if required
• Any electrical equipment that the hirer has should be PAT tested to check whether it complies with health and safety standards before it’s allowed to be plugged in within the Centre electrical outlets. The Centre will not accept any responsibility should a fault in non- Centre electrical equipment occur.
• Any equipment stored in the designated storage area is the responsibly of the hirer and any liability for this will not be accepted by the management.
• The Centre is unstaffed at times therefore hirers need to have knowledge in First aid and they need to be satisfied of that knowledge.
• All damage cause by the hirer or someone attending an activity will be paid for by the hirer.
• The use of naked flames is not permitted.
• If a hirer conducts activities that involve children and young people or vulnerable adults, they must have a policy in place to safeguard them.  The Centre can supply a draft for you to modify.
• Disclosure of Barring Checks (DBS) will need to be seen where applicable.