Step 1 of 4 25% Do you have a booking reference number?* Yes No Booking Reference* Before you can book a room at the Chellaston Community Centre we need to check that it doesn't clash with other events and is and appropriate event for the centre. Please either call us on 07895386433 or use the form below.General Data Protection Regulations (GDPR) 2018*Contact details supplied to Chellaston Community Association (CCA) will be held securely by the Trustees for the purposes of administration and communicating with hirers of Chellaston Community Centre by post, e mail, telephone and other electronic means. The CCA will not share hirers personal data with any Third Party except for UK Law Enforcement purposes. Personal information will be kept for no longer than is necessary. The Bookings Secretary/Trustee of the CCA is the Data Controller for the purpose of the General Data Protection Regulation (GDPR) 2018. Yes Name* First Last Address* Street Address Address Line 2 City County Post Code Email* Phone*Date Required DD slash MM slash YYYY Room(s) Required* Main Hall Large Meeting Room Small Meeting Room Details of Hire* Regular Hire One Off Hire Details of your requirements*Type of Event*Children PartyFamily PartyAdult PartyCommercial EventOtherEvent Details (Other)* Envisaged Duration of Hire to include set up and clear away (min 3 hour hire)*Please enter a number from 3 to 24.Time of Day* Day Time Evening Number of Attendees*Number of Cars*Please note: A small public car park exists in front of the Centre but this area serves parking for local residents, the library, children's play area and shopping outlets on a first come first serve basis. PARTIES 1) The Chellaston Community Association acting by its Management Committee (‘The Association’) 2) The person or organisation named in clause 1.3 (‘the Hirer’). The Parties agree that: 1. In consideration of the hire fee, the Association agrees to permit the Hirer to use the premises for the specific period(s) and purpose described below 2. The details inserted in sub-clauses 1.1 to 1.6 below and the responses to the questions in Clauses 1 and 2 are terms of this agreement. This Hiring Agreement includes the annexed Standard Conditions of Hire and the Special Conditions of Hire (if any) set out in the attached Schedule.1.1 Hire DateFrom* DD slash MM slash YYYY To* DD slash MM slash YYYY (a) Registered Charity No 1173163 (b) Authorised Representative The Bookings Secretary Address The Community Centre Barley Croft, Chellaston, Derby. DE73 6TUFrom - Start Time*Time required (including Preparation and Clear up Time) : Hours Minutes To - End time* : Hours Minutes Individual or Regular Hire*Is this a one-off hire or a repeat hire? Individual Regular Period (e.g. Once per week ongoing)* 1.2 The Association 1.3 HirerName* First Last Organisation Name Name of Organisations Authorised Representative First Last Address* Street Address Address Line 2 City County Post Code Country AfghanistanAlbaniaAlgeriaAmerican SamoaAndorraAngolaAnguillaAntarcticaAntigua and BarbudaArgentinaArmeniaArubaAustraliaAustriaAzerbaijanBahamasBahrainBangladeshBarbadosBelarusBelgiumBelizeBeninBermudaBhutanBoliviaBonaire, Sint Eustatius and SabaBosnia and HerzegovinaBotswanaBouvet IslandBrazilBritish Indian Ocean TerritoryBrunei DarussalamBulgariaBurkina FasoBurundiCambodiaCameroonCanadaCape VerdeCayman IslandsCentral African RepublicChadChileChinaChristmas IslandCocos IslandsColombiaComorosCongo, Democratic Republic of theCongo, Republic of theCook IslandsCosta RicaCroatiaCubaCuraçaoCyprusCzech RepublicCôte d'IvoireDenmarkDjiboutiDominicaDominican RepublicEcuadorEgyptEl SalvadorEquatorial GuineaEritreaEstoniaEswatini (Swaziland)EthiopiaFalkland IslandsFaroe IslandsFijiFinlandFranceFrench GuianaFrench PolynesiaFrench Southern TerritoriesGabonGambiaGeorgiaGermanyGhanaGibraltarGreeceGreenlandGrenadaGuadeloupeGuamGuatemalaGuernseyGuineaGuinea-BissauGuyanaHaitiHeard and McDonald IslandsHoly SeeHondurasHong KongHungaryIcelandIndiaIndonesiaIranIraqIrelandIsle of ManIsraelItalyJamaicaJapanJerseyJordanKazakhstanKenyaKiribatiKuwaitKyrgyzstanLao People's Democratic RepublicLatviaLebanonLesothoLiberiaLibyaLiechtensteinLithuaniaLuxembourgMacauMacedoniaMadagascarMalawiMalaysiaMaldivesMaliMaltaMarshall IslandsMartiniqueMauritaniaMauritiusMayotteMexicoMicronesiaMoldovaMonacoMongoliaMontenegroMontserratMoroccoMozambiqueMyanmarNamibiaNauruNepalNetherlandsNew CaledoniaNew ZealandNicaraguaNigerNigeriaNiueNorfolk IslandNorth KoreaNorthern Mariana IslandsNorwayOmanPakistanPalauPalestine, State ofPanamaPapua New GuineaParaguayPeruPhilippinesPitcairnPolandPortugalPuerto RicoQatarRomaniaRussiaRwandaRéunionSaint BarthélemySaint HelenaSaint Kitts and NevisSaint LuciaSaint MartinSaint Pierre and MiquelonSaint Vincent and the GrenadinesSamoaSan MarinoSao Tome and PrincipeSaudi ArabiaSenegalSerbiaSeychellesSierra LeoneSingaporeSint MaartenSlovakiaSloveniaSolomon IslandsSomaliaSouth AfricaSouth GeorgiaSouth KoreaSouth SudanSpainSri LankaSudanSurinameSvalbard and Jan Mayen IslandsSwedenSwitzerlandSyriaTaiwanTajikistanTanzaniaThailandTimor-LesteTogoTokelauTongaTrinidad and TobagoTunisiaTurkeyTurkmenistanTurks and Caicos IslandsTuvaluUS Minor Outlying IslandsUgandaUkraineUnited Arab EmiratesUnited KingdomUnited StatesUruguayUzbekistanVanuatuVenezuelaVietnamVirgin Islands, BritishVirgin Islands, U.S.Wallis and FutunaWestern SaharaYemenZambiaZimbabweÅland Islands Phone*Email* Enter Email Confirm Email 1.4 Hire FeeHire Fee*Hire Fee per Session*The hirer will be invoiced at the end of each month for the session times that you have agreed to. Payment is due by the end of the following month i.e. 30 days notice. Should payment not be made the Association reserves the right to cancel your hire contract with immediate effect. Furthermore, The Association where necessary will make arrangements to obtain monies owed through their legal services which may result in additional costs being incurred by the hirer. Hirers must advise the bookings secretary at least 7 days prior to a cancellation of a hire session. Deposit (minimum)*The Hirer shall pay as a deposit at least 30% of the cost of the hire fee within 7 days of submitting the form. Receipt of your deposit will confirm your booking. Failure to meet this will result in the cancellation of your hire date. The balance must be paid at least 7 days before the event for which the premises are hired otherwise the booking will be cancelled. Please refer to Item 30 of the Hire Agreement Rules regarding our cancellation policy. Payments Payments can be made by bank transfer or cheque. Cheques are to be made payable to "CCA". Bank transfers are made using the following details: Account: 91590871 Sort Code: 401915 Your Reference: xxxxx (Hirer's Name)Special Deposit Required*The Committee through the Bookings Secretary may use their discretion regarding the levying of the special deposit. You will have been advised if this is applicable. No Yes Select Special DepositYou would have been advised of the required amount at the time of your initial request. 50 100 150 200 250 300 Balance*The balance must be paid at least 7 days before the event for which the premises are hired.The booking may be terminated if payment is not received.Special Deposit and Outstanding Balance*The balance must be paid at least 7 days before the event for which the premises are hired.The booking may be terminated if payment is not received. Payments can be made by bank transfer or cheque. Cheques are to be made payable to ‘CCA’. Bank transfers are made using the following details: Account: 91590871 Sort Code: 401915 Your Reference: Please use you booking reference number Special deposit (where applicable) This special deposit will be forfeited, in whole or part, should the Trustees of Chellaston Community Association deem that you have failed to comply with the conditions of hire. In particular areas of specific concern are as follows: Damage or loss has been caused to the premises and/or contents. Failure to observe the agreed hire hours i.e. an early arrival or late departure – this could impact on either a hirer’s booking prior to yours or the inconvenience and additional costs of our Meet and Greet staff as well as possibly contravening our premises licence. Premises have not been left in a similar condition as found, in particular: furniture not replaced and stored correctly, tables not cleaned. floors in the hall, lobby, adjacent rooms, kitchen and toilets not swept or mopped if needed. kitchen surfaces and equipment not cleaned. the garden area not left tidy. Failure to remove and dispose of rubbish from the premises. Not observing the No Smoking policy throughout the premises which includes the garden. 1.5 PremisesThe maximum capacity of the building is 140 persons For parties where the hall is main area of use we would propose 80 – 100 persons max.Room(s) Required Whole Building Main Hall Large Meeting Room Small Meeting Room Storage of equipment (at the discretion of the Committee)Car Parking Yes No Number of Vehicles1.6 Purpose of HireReason For Hire*Type of event:* Public Private Commercial Event:* Yes No Is Food being provided?* Yes No 2.0 LicensingThe Association has a Premises Licence and other permissions authorising the following regulated entertainment and licensable activities at the times indicated. Please confirm which licensable activities will take place at your event:a) The performance of plays (between 8am and 11pm)* Yes No c) Indoor sporting events (between 8am and 11pm)* Yes No e) Performance of live music (between 8am and 11pm)* Yes No f) Playing of recorded music (between 8am and 11pm)* Yes No g) Performance of dance (between 8am and 11pm)* Yes No h) Entertainment similar to those in a - g (between 8am and 11pm)* Yes No i) Making music (between 8am and 11pm)* Yes No j) Dancing (between 8am and 11pm)* Yes No k) Entertainment similar to those in i - j (between 8am and 11pm)* Yes No 2.2 Where a licensable activity will take place, the hirer hereby acknowledges receipt of a copy of the conditions of the Premises Licence and/or operating Schedule for the premises, in accordance with which the hiring must be undertaken and agrees to comply with all obligations therein. 2.3 In order to hold a licensable activity on the premises or on part of the premises not covered by the hall’s Premises Licence, or where a hall does not have a Premises Licence, a Temporary Event Notice (TEN) will need to be given to the licensing authority. The Hirer shall obtain the written consent of the Management Committee on the form provided for this purpose before giving the licensing authority a TEN. Failure to do so will result in cancellation of the hiring without compensation because there is a limit on the number of TENs which can be granted annually for any premises. Lack of co-operation could affect future fundraising by the hall Management Committee and other local voluntary organisations. 2.4 If alcohol will be available at your event, you will need to seek written permission from the Association in order for a bar to be provided by or arranged with the Association's Designated Premises Supervisor (or the Management Committee if theyhave assumed this role) or for a Temporary Event Notice to be given for the event. The Association will require you to complete a separate form detailing your requirements. 3. The Hirer (or the Hirer’s authorised representative if appropriate) agrees with the Association to be present during the hiring and to comply fully with this Hire Agreement. 4. It is hereby agreed that the Standard Conditions of Hire, together with any additional conditions imposed under the Premises Licence or that the Association deems necessary, shall form part of the terms of this Hiring Agreement unless specifically excluded by agreement in writing between the Association and the Hirer. 5. None of the provisions of this Agreement are intended to or will operate to confer any benefit pursuant to the Contracts (Rights of Third Parties) Act 1999 on a person who is not named as a party to this Agreement.3 AgreementsThe hirer agrees not to exceed the maximum permitted number of people including the organisers and any performers.* Yes The Hirer agree not to exceed the hire times.*We request hirers to include sufficient set up and clear up times within their hire session especially where hirers are reliant on providers for equipment associated with disco, soft play, bouncy castles/inflatables and themed parties. Any over run of a session will result in additional costs being levied on the hirer to cover additional time and possibly inconvenience to a follow on hirer. Yes The Hirer agrees to the restrictions in the use of use of inflatable equipment (bouncy castles)*Inflatable equipment is permitted on the premises however we restrict the size of equipment within the hall to a maximum of 15 feet x 12 feet to ensure suitable access into the building and prevent damage to the hall floor. Larger equipment is acceptable for the outside area but will not be permitted inside the building. Yes The hirer agrees to ensure that barbecues, gas appliances or naked flames are not allowed on the premises, this includes the secure outside area.* Yes The hirer agrees to remove all waste materials from the centre.*Removal of waste materials (rubbish) – The Centre has very limited facilities to dispose of waste materials. In order to prevent the need to increase hire rates to cover waste disposal costs, the hirer is requested to remove all waste materials from the Community centre. Yes The hirer agrees to agrees to comply with all licensing obligations where applicable.* Yes General Data Protection Regulations (GDPR) 2018*Contact details supplied to Chellaston Community Association (CCA) will be held securely by the Trustees for the purposes of administration and communicating with hirers of Chellaston Community Centre by post, e mail, telephone and other electronic means. The CCA will not share hirers personal data with any Third Party except for UK Law Enforcement purposes. Personal information will be kept for no longer than is necessary. The Bookings Secretary/Trustee of the CCA is the Data Controller for the purpose of the General Data Protection Regulation (GDPR) 2018. Yes Hirer Emergency Fire Safety Plan Identification of “Responsible Person”In the event of an emergency evacuation. The person responsible for calling the fire brigade, and speaking with them once they arrive is:* First Last In the event of an emergency evacuation, the person responsible for ensuring everyone is out of the building is:* First Last The person nominated to look after the group members at the assembly point is:* First Last It is likely that some people in the group may need assistance to get out the building. Yes No It is not considered that there are likely to be a significant number of people who will need assistance in evacuating the building. In the event this occurs, the nominated person to help them is:** First Last It is likely that some people in the group may need assistance to get out the building. The procedure we have in place for safely evacuating the building is detailed below:*Agreed & dated by the person named at 1.3(c) above, duly authorised, on behalf of the Hirer:* First Last Date* DD slash MM slash YYYY CommentsThis field is for validation purposes and should be left unchanged.