Ad-hoc lettings agreement | Christ Church United Reformed Church, Petts Wood

Christ Church Petts Wood Lettings Agreement

This is an agreement, with accompanying Conditions of Hire, for a one-off or ad-hoc hire of the hall(s) as detailed in your email with [email protected]

This agreement only becomes effective when the following conditions are met:

you confirm you have read this agreement and sent details of your name; sort code and account where we know where to return your deposit to
you receive a confirmation email that the booking has been accepted
when the deposit is received

If the final payment is not received prior to the party we reserve the right to not open the premises

Provided there is no damage and venue is left in a clean and tidy state* your deposit will be returned promptly after the conclusion of your hire. Failure to do so risks the entire deposit.

*Clean and tidy state means that

anything moved must be returned to their original positions unless agreed otherwise. We recommend taking a picture before the party starts so you know the position of furniture.
you will only use the agreed hall(s)
If necessary carpets or floors should be vacuumed or swept using the equipment provided, located in the store cupboard in the halls complex or the music room and kitchen near the sanctuary.
No dry ice, bubble or other similar machines may be used.
No decorations have been attached to the walls by blu-tac, sellotape or similar
Please supply your own refuse sacks and take your rubbish with you. Do not use the bins in the church premises or the car park.

Conditions of hire

Reasonable use of the lighting and heating of the premises is included in the booking fee. The Hirer agrees to use the lighting and heating economically and if there is excess usage to pay any additional sum which the Church may consider reasonable.
The Hirer shall take good care of the premises, the furniture, fittings, equipment and other property therein and shall make good and pay for any damage howsoever caused. Please note that the rear garden and any play equipment outside should not be used by the hirer unless prior permission has been given to use the rear garden. The door leading to the garden must be kept closed at all times unless the patio is in use and it is appropriate to do so.
Security is the responsibility of the Hirer. In the interests of security and personal protection external doors may only be left propped open when bringing items in or out. The door must also not be kept on the latch as this has on occasion got stuck which is a security risk. Otherwise, external doors must be kept locked at all times and it is the responsibility of the hirer to ensure the external doors are locked on exit.
The Hirer shall not use the premises for any other purposes or at any other times than those specified in the booking agreement.
The Church shall not be liable for any loss incurred to the Hirer as a result of any event happening rendering the premises unfit for use or which may cause the premises to be closed or the Hiring to be interrupted or cancelled.
The Church reserves, at all times, a right of entry on to the premises and the hirer does not have right to exclusive use of the premises.
The Church will be under no liability in any respect for any damage or theft of any equipment or personal belongings brought onto the premises by the Hirer or any persons using the premises for the purpose of the booking.
The hirer shall indemnify the Church against all claims, demands, actions or proceedings in respect of goods or clothing, or of the deaths or injuries of any persons which shall occur during the period of hire, provided that this indemnity shall not apply to any claim, demand, action, or proceedings which arises out of negligence on the part of the church, its officers or agents or from any defects on the premises, to this end a public liability insurance policy must be in place and a copy certificate provided. The Church will accept no responsibility for any loss or damage to any property of the hirer whilst on the Church premises.
The Hirer also agrees to provide the Church with copies of (if applicable) said relevant insurance documentation and risk assessments for high-risk activities before the booking commences.
The Hirer shall during the booking period be responsible for the efficient supervision of the premises and grounds including the effective control of children and the orderly and safe evacuation of persons to and from the premises in case of emergency.
The Hirer shall ensure that the noise levels (adjudicated by the Church) do not disturb other hall users or the premises neighbours.
The premises shall be vacated by the end of the time booked. A charge may be made in line with current hourly charges when the Hirer stays over their allotted booking time.
The hirer must not make any alteration in the decorations of the premises or affix anything to the walls of the premises using any form of adhesive (e.g., blue-tac, tape etc.) without the prior consent of the Church. The Hirer shall not move any of the Church’s Pianos without prior permission from the Church.
The Hirer must inform the Lettings Team at the earliest opportunity if they find the premises unlocked or not in a tidy/acceptable state. The most recent occupier of the premises will be deemed responsible for any damage or security issues unless the Church has been informed in a timely manner. If the hirer notices any other problems, for example, lights not working please also inform the Lettings Team at the earliest opportunity.
The Hirer undertakes to observe the fire precautions pertaining to the premises together with the Health and Safety regulations. Christ Church buildings and grounds are ‘no-smoking’ areas (which include the car parks and gardens).
The Hirer takes full responsibility for the electrical safety of all portable electrical equipment brought on to the premises and ensure that said equipment meets the regulations.
If used, the kitchen must be left clean and tidy and any crockery used washed and put away; all chairs and furniture are to be returned according to the displayed plan found in each hall and the toilets should be left clean and flushed. Nappies must not be left in the bins.
The Hirer shall not leave any goods or apparatus on the property unless authorised by the Church. They will not use any bubble, dry ice, or similar machines.
In the event of the hirers use of the premises resulting in any increased insurance premiums being payable by the Church, the Hirer agrees to pay such increased premium upon demand and in the event of any rates or other charges being raised by the Local Authority in respect of the hirers use of the premises, to pay the same upon demand.
The hirer is required to make arrangements for children to comply with the Children’s Act 2004 and consistent with recommendations in the Code of Practice “Safeguarding Children and Young People” issued by the Charity Commission and in particular the church’s own safeguarding policy which is displayed in the Kingsbury Hall vestibule. Hard copies or electronic copies of the policy may be obtained on application to the Lettings Team [email protected] or Church Secretary [email protected]
The Hirer or their clients/guests will not bring alcoholic drinks onto the premises.
The Hirer will agree to give two weeks’ notice for any cancellation or amendment to this agreement via the lettings team at [email protected]. Failure to notify will result in the full amount for that letting to be charged.
The Church reserves the right to cancel any letting with at least 4 weeks’ notice (or 2 weeks for a funeral) in the event of a Church function taking place. This situation is not expected to happen very often, if ever but if it does we will make every effort to work with you to either find an alternative date or venue.
The Hirer will report any accidents or incidents that could result in an accident to the Church Secretary within 12 hours, contact details available at https://christchurchpettswood.org.uk/ The First Aid kit and accident book are kept in the Marlborough Hall kitchen.
The Hirer will abide by any temporary regulations or guidance that may be issued in the event of pandemic or other health or security events.
The Hirer shall occupy the Property as a licensee and no relationship of landlord and tenant is created between the Licensor and the Licensee by this licence.
A representative of Christ Church will be at the Halls to ensure you can gain access at the agreed time. On leaving please ensure you leave all external doors firmly closed.

I understand that I will be asked via email with [email protected] to declare that I have read and agree to abide by the Conditions of Hire for the use of the Premises at the times stated.

This page was last updated 26 January 2025