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Rental Policy

This rental policy covers the rental of all areas within the William Hobbayne Centre. The Charity reserves the right to refuse or cancel bookings if they are deemed to be contrary to the rules and conditions set out within this policy.

Capacity

In the interest of fire protection and safety, the following maximum capacities apply to each room;

  • Main Hall can host 80 people

  • Community Suite can host 40 people

  • Computer room can host 6 people


Usage, charges, bookings & cancellations

The rental areas within the William Hobbayne Centre are not available for the following purposes;

  • Private parties

  • Religious services or other religious purposes

  • Individual political candidates or other political activities

  • Classes or demonstrations involving the use of hazardous materials and/or weapons

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The centre may only be used for the agreed purposes set out in the signed agreement between The Charity of William Hobbayne and the hirer.

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Charges for rental, unless otherwise agreed in writing with the Charity are as follows;

  • Hall £23 per hour (charity rate £19 per hour)

  • Community Suite £18 per hour (charity rate £14 per hour)

  • Computer room £14 per hour (charity rate £12 per hour)


These prices are subject to change and are reviewed on a regular basis.

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Rooms are available from 8am, 7 days a week. The hiring of the halls will not exceed 11pm in the evening and any music must stop by 10.30pm.


Rooms must be booked in advance with the office. Payment should be received before the rental period commences. Cancellations should be made two weeks in advance of the booking where possible. Full payment will be expected from the hirer if cancellations are received within 48 hours of the booking or if they fail to inform the charity of the cancellation.

Regular groups with keys to the halls must not access the building and or use the halls without the prior knowledge of the Charity. Failure to do so may result in future bookings being refused or cancelled. 

 

Keys must be returned to the Charity following the rental period. Failure to do so will result in the hirers deposit being retained. It is the responsibility of the hirer to ensure that they collect keys for their rental period at arranged times when the office is open. 

 

Groups must vacate the room by the time specified on the agreement.

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Storage

Due to the limited storage at the centre, hirers are only allowed to store equipment on the balcony after gaining permission from the Charity. The Charity reserves the right to withdraw this permission at any time. The Charity does not take any responsibility for items stored or left at the centre. Items left without permission may be removed and disposed of.

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Parking

Hirers and their group are permitted to use the car park for the duration of the rental period only. When parking on the double spaces, spaces at the back must be used first to ensure all hall users can park at the facility.

 

Insurance & Licenses

The hirer must have appropriate, relevant insurance along with any relevant licenses (including music licenses) needed for the agreed purpose of rental. This should be in place at the time of the hire and indemnify the Charity against all claims made and/or damage done on or to the premises. A copy of the certificate of insurance must be presented to the Charity before the start of the hire period. 
 

The hirer is expected to provide up to date copies of the certificate every year.

 

Damage

The hirer will be responsible for making good all damage done to the premises during the hire. This includes the structure, the decoration, the fixtures and fittings, the furnishings and all other contents. Fair wear and tear will be accepted. The hirer should not drag furniture across any of the floors and nothing should be fixed to ANY surface of the centre. 'blu tac' is prohibited. 

 

It is the responsibility of the hirer to;

  • ensure they have carried out their own risk assessments before any activity takes place.

  • have their own safeguarding policy which should include DBS checks where appropriate.

  • have means of contacting the emergency services as there are no available telephones on site.

  • ensure any electrical appliances brought onto the premises must have a current portable appliance certificate provided by a competent person.

  • ensure that no naked flames or incense are burnt on the premises

  • ensure that individuals attending their group are aware of the rules set out in this policy

  • ensure the hall is left as they found it and all rubbish is to be deposited in the wheelie bin in the car park or take it away.

  • Failure to leave the Centre in a fit state for the immediate use by the next hirer may incur extra cleaning charges.

  • ensure that all windows are closed and lights are switched off. Failure to do so may incur call out charges.

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The hiring of the hall is subject to all statutory and regulatory provisions current at the time. Alcohol may not be sold on the premises. By law smoking is not permitted in the buildings. Illegal drugs should not be consumed on the premises. The hirer/group should also not cause offence, inconvenience or nuisance to other users or neighbours of the Centre. 

 

The hirer named on the rental agreement, or their nominated person, must be present throughout the hire period. The hirer must have a named person responsible for ensuring that emergency evacuation procedures are in place in case of fire or other emergencies. 

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