ST MARYS CHURCH ELY
CONDITIONS OF HIRE OF PREMISES

Bookings
  1. To request a booking please complete a Church/Hall Booking Form which should be sent to: The Administrator, St Mary’s Church Office, St Mary’s Street, Ely CB7 4HF. The Administrator will confirm if the booking is accepted and if any deposit or rent is required in advance.
  2. St Mary’s PCC reserves the right to cancel or change a booking if the Church/Hall is required for church functions or any other exceptional need. Any fee paid for a booking which is subsequently cancelled by the Church, will be refunded. The right is reserved for a representative of the PCC to enter the Church/Hall at any time.
  3. The incumbent and the PCC reserve the right to refuse any application.
  4. The acceptance of these regulations is a Condition of Hire.
  5. The hirer acknowledges that no tenancy is intended to be created between the PCC and the Hirer and that no relationship of landlord and tenant exists between them.
  6. St Mary’s Parochial Church Council (PCC) accepts no responsibility for the loss of personal possessions or injury sustained by any persons whilst the Church, Hall and grounds are in the use of the hirer.
 
Use
  1. The hirer shall not use the premises for any purpose other than that for which the booking is made.
  2. The Hall and/or Church is available to the hirer between the times confirmed on the front page of the booking form. No hiring may be extended beyond this time, without prior written agreement of the Administrator. 
  3. Hirers do not have access to sections of the premises that they have not booked. 
  4. The hirer shall not sub-let the premises or use them for any unlawful purpose or in any unlawful way, or do anything or bring on to the premises anything which may endanger the premises, their users, or affect insurance policies relating thereto.
  5. The hirer shall, if selling goods on the premises, comply with all relevant fair trading laws and any local code of practice issued in connection with such sales.
  6. The hirer shall, during the period of hiring, be responsible for the supervision and security of the premises, for the protection of the fabric and contents against damage, and for the behaviour of all persons using the premises. 
  7. The hirer is advised to make such checks and inspections as they deem necessary to satisfy themselves that the premises are fit for the purpose required.
  8. The premises must be left locked and secure at the end of the period of hire, where this responsibility has been entrusted to the hirer.
 
Restrictions
  1. The maximum number of persons permitted are as follows: Church 250; Church Hall 150.
  2. Portable gas appliances or other equipment involving the use of a naked flame are not permitted.
  3. Smoking is not permitted anywhere within the boundaries of Church premises.
  4. Alcohol consumption is not permitted anywhere on Church property except by prior arrangement (See Alcohol).
  5. Neither the Church or Hall are licensed for events involving any form of gambling.
  6. Nothing may be fixed in any way to the walls or woodwork.
  7. No articles may be delivered to the Church/Hall before the booking time on the day of hire unless prior arrangements have been made.
  8. No electrical appliance or outlet may be altered, modified or tampered with in any way. 
  9. Items may only be stored in the Church/Hall with prior agreement. The PCC accepts no liability for any items stored.
 
Alcohol
  1. No alcohol shall be consumed on the premises or offered as prizes in raffles (see below), without the prior written consent of the Administrator.
  2. Where permission is given, the hirer will be responsible for obtaining at their own expense the appropriate licence from East Cambs. District Council: https://www.eastcambs.gov.uk/licensing/temporary-event-notices
  3. It is a condition of hire that when an event is being held for which a licence is required, the licence is produced to the church office at least 7 days before the event takes place.
  4. Events where alcohol is one of the raffle prizes are exempt under the law from the requirement to obtain an alcohol licence under the following conditions:
  1. where the raffle is not the primary purpose of the event
  2. where raffle tickets are only sold at the event
  3. where the draw takes place at the event
 
Obligations of the Hirer
  1. Hirers must ensure that people leave the premises quietly.
  2. All damage and breakages must be reported to the church office. A charge may be made for the replacement of broken items.
  3. All the hirer’s equipment must be removed from the premises at the end of the hire period.
  4. All rubbish/waste must be taken away at the end of the hirer event. A minimum charge of £10 will be made for any rubbish/waste left on our premises or in our external waste bins
  5. The premises should be left in good order with all tables, chairs and kitchen equipment clean and returned to the correct place.
 
Sound equipment
  1. The sound level should be kept low enough not to disturb people in neighbouring houses or at other functions taking place within the church buildings.
  2. Subject to prior permission: the standard projection and sound equipment may be used. A fee may be applicable for this.  
 
Electrical equipment
  1. Subject to prior permission - Small electrical kitchen appliances may be used. 
  2. All electrical equipment introduced by the hirer must have sealed plugs or a valid PAT label and use of such equipment is subject to prior approval.
 
Parking
  1. There is normally no car parking at the premises other than the public marked bays near the front which are time-restricted and cannot be reserved.
  2. The hirer shall ensure that no parking occurs anywhere on Church premises.
  3. A key to the bollards on the church path is supplied with the hall/church keys, if they have been borrowed, to enable essential car users only to have access to the parking in front of the church. Please remember to raise the bollard after you have lowered it to access the path, and leave it in the raised position after you have left.
 
Insurance
  1. The hirer shall be responsible for making adequate arrangements to insure against any third party claims which may be made against the hirer and/or the organisation they represent while using the premises. The hirer may be asked to provide details of their insurance cover to verify this.
  2. The hirer shall indemnify the PCC, its officers and employees, in respect of the cost of repair of any damage done to any part of the premises including the grounds or the contents of the building during or as a result of a booking and in respect of any liability to third parties or otherwise arising out of the use of the premises pursuant to the booking.
 
Regulations
  1. The hirer shall be responsible for the observance of all regulations affecting the premises imposed by Licensing Justices, the Fire Authority, the Local Authority or otherwise and must do nothing to contravene the laws of betting, gaming and lotteries.
 
Safeguarding
The Parochial Church Council of St Mary’s Church Ely has a Policy for Safeguarding Children, Young People and Adults at risk. A copy is attached. Your booking agreement is conditional upon you complying with it unless you already have an equivalent policy of your own.
  1. You are required to ensure that children, young people and adults at risk are protected at all times, by taking all reasonable steps to prevent injury, illness, loss or damage occurring; and that you carry full liability insurance for this.
  2. One copy of the attached Safeguarding Provision Notice should be signed and returned with your completed booking request form.
hire_of_church_premises_-_safeguarding_notice_approved_july_2019.pdf
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​Payment

1. Unless otherwise agreed in writing, payment in full is required at least 5 working days before the date of hire. Details of how to make payment are on the booking form and also detailed below.

2. Regular Church/Hall users must renew their letting agreement and payment terms on an annual basis when requested by the church office. This will usually be by the beginning of September.

Payment of fees can be made by bank transfer or cheque
Cheques should be made payable to St Mary’s Ely PCC
Payment by Bank transfer (BACS):-
Sort Code: 309305 Account number: 00153625 Account name: The PCC of Ely Parish St Mary’s Church
Please email confirmation of payment to: [email protected]