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Hagley Community Centre – Terms and Conditions of Hire

 Definitions

For the sake of clarity, the following defined terms apply throughout this document:

The Centre means Hagley Community Centre, including the adjacent car park, but excluding the village car park and the playing field at Worcester Road, Hagley, Stourbridge DY9 0NW.
The Association means Hagley Community Association (registered charity number 523146).
The Website means www.hagley.uk.
The Committee means the volunteers who run The Association, including employees, volunteers, agents, or invitees, as listed on The Website.
You or Your means you, the hirer of The Centre.
Your Hire or Your Booking means your hire of The Centre.
These Conditions means this document.
The Bookings Manager means the person listed on The Website who manages bookings and hires of The Centre.

If anything is unclear after reading These Conditions, please contact The Bookings Manager immediately (details available on The Website under “Contact Us”).

  1. Age and Responsibility
    To hire The Centre, You must be over 18 years of age. You are fully responsible for The Centre and for all persons using the rooms You have hired and must ensure that These Conditions are observed at all times.
  2. Booking Confirmation
    The Bookings Manager has sole discretion to accept or decline any booking.
    Until you have made payment, Your booking is not confirmed.  When making a booking, You confirm Your acceptance of These Conditions.
  3. Booking Cost
    Hire fees are charged at the rates published on The Website on the date of booking. Should rates change prior to the hire date, the rates in force at the time of hire will apply.
  4. Payment and Deposit
    Unless notified otherwise, full payment of the hire fee is required in advance of your booking date.  An invoice will be sent via email once a booking has been accepted.   All payments must be received by The Association by the deadline stated in the invoice email.
    Where a deposit is required, the amount will be stated in Your booking confirmation email.
    All payments must be received by The Association by the deadline stated in the invoice email.

Regular hirers may, at the discretion of the Community Centre, be permitted to make bookings without advance payment.  Such arrangements must be formally agreed in advance by the Booking Manager and may be withdrawn at any time. Regular hirers approved for this arrangement will be invoiced monthly for all bookings made during the invoicing period.  Payment terms for monthly invoices shall be as stated on the invoice.  Failure to comply with agreed payment terms may result in the withdrawal of regular hirer status and the requirement for payment in advance for all future bookings.

  1. Deposits
    Return of Deposit:
     Deposits will be returned at the beginning of the month following Your hire, provided that:
     • No damage has occurred to The Centre or its contents;
     • The Centre is left clean and tidy;
     • All rubbish and personal items have been removed.

The Bookings Manager’s decision regarding the return of any deposit is final.

Bank Details and Unclaimed Deposits:
To receive a deposit refund, You must email Your bank details (account name, sort code, and account number) to treasurer@hagley.uk within 12 months of the hire date.
If bank details are not provided within this period, the deposit will be donated to charity by The Association.

  1. Cancellation
    How to Cancel:
    Cancellations must be made by logging into our booking system.

Cancellation Charges:
Free cancellation is available up to 14 days before the hire date.
Cancellations made after this period will result in forfeiture of the entire hire fee; any deposit will be refunded.  The Association reserves the right to retain all payments made in respect of late cancellations.

Refunds will be processed within 30 days of cancellation.

The Association’s Right to Cancel:
The Bookings Manager reserves the right to cancel a booking if:
Payment is not received by the due date;
The Centre is required for elections, emergency shelter, urgent repairs, or becomes unsuitable for hire;
The booking would breach licensing, legal, or safety requirements.

The Association accepts no liability for any losses incurred where a booking is cancelled under this clause.

  1. Safeguarding and The Children Act 1989
    You must ensure that all activities involving children (under 18) or Adults at Risk comply with the Children Act 1989 and related legislation.
    Only fit and proper persons with appropriate DBS clearance may supervise such activities.
    DBS certificates and safeguarding policies must be provided to The Bookings Manager on request.
  2. Supervision and Use of The Centre
     During Your Hire, You are responsible for:
     • Preventing damage to the fabric, fixtures, and contents of The Centre;
     • The behaviour of all persons attending, including supervision of car parking;
     • Using The Centre only for the purpose stated in Your Booking;
     • Not sub-hiring The Centre;
     • Ensuring no items or activities are brought onto the premises that may endanger safety or invalidate insurance.
  3. Health, Hygiene, and Food Safety
    You must comply with all applicable health, hygiene, and Health Protection Regulations.
    If food is prepared, served, or sold, all relevant food safety legislation must be observed.
     The Centre is not a licensed food preparation premises.
  4. Advertising Your Event
    Where selected at the time of booking, Your event may be advertised on The Website, including the online calendar, village events listings, and Hagley Village News.
  5. Permitted Numbers
    Attendance must not exceed the maximum permitted numbers stated on the Premises Licence:  Seated 175, standing or dancing 210.  Special permission from Bromsgrove District Council is required for public entertainment outside licensed hours.
  6. Gaming, Betting, and Lotteries
    You must ensure compliance with all applicable laws relating to gaming, betting, and lotteries.
  7. Licensable Activities
    A Temporary Event Notice (TEN) is required for the sale of alcohol and must be applied for at least ten days prior to the event.
    Alcohol must not be sold to persons under the age of 18.
    All required licences must be displayed and provided to The Bookings Manager on request.
    Failure to comply may result in cancellation without refund.
  8. Public Safety and Fire Compliance
    You must comply with all requirements set by the Local Authority, Licensing Authority, and The Centre’s Fire Risk Assessment.
     You must:
     • Familiarise Yourself with fire procedures and evacuation routes;
     • Ensure fire exits and escape routes remain unobstructed;
     • Ensure fire doors are not wedged open;
     • Check panic bolts and exit signage prior to use.

In the event of fire, call 999 immediately.

  1. Electrical Appliance Safety
    All electrical equipment brought onto the premises must comply with the Electricity at Work Regulations 1989.
    Cables must be secured to avoid trip hazards.
  2. Insurance and Indemnity
    You are liable for:
     • Any damage caused to The Centre or its contents;
     • Any claims or losses arising from Your hire;
     • Any nuisance caused to third parties.

Where required, You must obtain adequate insurance and provide evidence upon request.

  1. Accidents and Dangerous Occurrences
    All accidents and near misses must be reported to The Association and recorded in the accident book.
    Notifiable incidents must be reported under RIDDOR 1995.
  2. Behaviour and Conduct
    Illegal drugs, violent or criminal behaviour, excessive alcohol consumption, or disorderly conduct are strictly prohibited.
    Any person engaging in such behaviour must be required to leave immediately.
  3. Smoking
    Smoking and vaping are prohibited within The Centre in accordance with the Health Act 2006.
  4. Dangerous or Damaging Substances
    Flammable, combustible, or hazardous materials are not permitted.
    The use of water-filled pools or tanks is prohibited.
  5. Heating
    No unauthorised heating appliances may be used.
    Portable LPG heaters are strictly prohibited.
  6. Animals
    Animals are not permitted within The Centre, except Assistance Dogs, unless prior written consent has been obtained.
    Animals are never permitted in the kitchen.
  7. Fly Posting
    Unauthorised advertising or fly posting is prohibited.
    You will indemnify The Association against any claims arising from breaches of this clause.
  8. Sale of Goods
    All sales must comply with Fair Trading Laws and relevant codes of practice.
  9. Noise
    Noise must be kept to a minimum, particularly on arrival and departure.
    Doors must be kept closed to reduce noise disturbance to nearby residents.
  10. Fireworks and Anti-Social Behaviour
    Fires, Fireworks, bonfires, sky lanterns, sparklers, or pyrotechnics of any kind are strictly prohibited anywhere on The Centre premises and on the Playing Fields opposite.
    Anti-social behaviour, including excessive noise, aggressive conduct, or loitering outside the premises, will not be tolerated.  Serious or repeated breaches may result in termination of the event without refund.
  11. Stored Equipment
    The Association accepts no liability for items stored or left at The Centre.
    Unclaimed items may be disposed of after seven days.
  12. End of Hire
    You must leave The Centre clean, tidy, secure, and return all contents to their original positions.
    Failure to do so may result in additional charges.
  13. Alterations
    No fixtures, fittings, or decorations may be installed without prior written consent.
  14. CCTV
    CCTV operates on the premises in compliance with GDPR and the Data Protection Act 2018.
    The Association accepts no liability for CCTV failure where permitted by law.
  15. No Tenancy Rights
    This agreement grants permission to use The Centre only and does not create a tenancy or other right of occupation.

Last update December 2025.