Arts In The Yard on behalf of St Cyprian’s Church

Memorial Hall Booking Terms and Conditions

The Fordrough, Hay Mills, Birmingham B25 8DL email: hello@artsintheyard.org Tel: 0121 339 5029

PAYMENT

Booking Form: To secure your booking, a booking form needs to be completed and the ‘refundable deposit’ must be paid.

Fees: The refundable deposit is to be paid when booking. The total of the hire cost is due one week before the date of your booking. All payments are to be made electronically, paid by bank transfer into the following account: 

Payee – Arts In The Yard

Sort code – 30-98-90

Bank account number – 16024268

Refundable deposit: 

One off party bookings: £75

Fees:

Recurring bookings  

With Kitchen: £45 per Hour.

Without Kitchen: £40 per Hour.

Chargeable time: The hire cost covers ‘event time’ (ie how long your event will last). A reasonable amount of ‘setting up’ and ‘clearing up’ time is allowed prior to any function. This amounts to 15 minutes (before) for each hour of the event booked and 30 minutes in total after the finishing time. If a longer time is required, a charge will be made of half of the hire cost for the main hall.

Cancellation: If cancelling within 7 days of the booking only 50% of the hire cost will be refunded. If cancelling less than 24 hours of the booking no costs will be refunded. Cancellation can only be accepted in written form, by letter or email. Those who book on a regular basis need to give one month’s notice of cancellation and are liable for any rent before the cancellation date.  If for any reason beyond our control we can’t make the hall available for the agreed date we will refund any monies paid to the church for the hire of the hall.

PROCEDURES

Entry: A member of Arts In The Yard will meet you at an agreed time at the hall and run through a short induction on using the hall.

Time limit: All functions must be finished by 11pm and the building vacated by 11.30pm when the car park gates will be locked.

Noise: The hirer must ensure that noise levels inside and outside the building are at a reasonable level. Hirers must inform the church of any sound amplification equipment (greater than 10W) they intend to use during the event.

Security: The hirer must ensure that the building is properly secured during use. In some cases they may be required to appoint a door steward.

Fire procedures: The hirer must make themselves familiar with the Fire Procedure (on display) before use. Emergency exits must be left clear at all times.

Kitchen facilities: Rooms are provided with facilities for making refreshments, washing up and heating up using a cooker and microwave. No cooking or use of other facilities is allowed without permission of the Priest in Charge.

CARE OF PREMISES

Tidying: Rooms should be left in at least the same condition as they are found. All table and chairs need to be tidy stacked in the correct manner. If an excessive amount of mess has been left the hirer will be charged caretaking fees against the refundable deposit.

Fixings and tape: No bolts, tacks, screws shall be driven into any part of the building or adhesive tape/blu-tack used on walls or floor without prior agreement of the church. Any damage will be charged against the refundable deposit.

Waste: Although a refuse bin is provided in the car park, hirers must bring waste disposal bags and take away all their waste from the premises.

Damages: All damages and breakages are to be notified to Arts In The Yard. Repair or replacement will be the responsibility of the hirer.

Electrical equipment: Any electrical equipment brought in by the hirer shall be safe, in good working order and used in a safe manner. Electrical circuits are not to be overloaded.

Inflatable equipment: No inflatable equipment is to be used within the hall or in the car park.  This includes bouncy castles - no bouncy castles are permitted inside or outside the hall.

REQUIREMENTS

Responsibilities: The hirer is responsible for the behaviour of all persons using the premises, whatever their capacity, including proper supervision of parking arrangements outside the building. Driveways and footpaths should be kept clear, and the disabled parking spaces should only be used by badge-holders. 

Alcohol: No intoxicating liquor is to be sold or given away on the premises without prior agreement of the Priest in Charge.

Smoking: Smoking, or the use of electronic smoking devices, is not allowed inside the building or in the entrance porch. If smoking outdoors, all cigarette butts must be properly extinguished and put in bins. 

Animals: No animals, except trained guide dogs, are to be brought onto the premises without prior agreement of the Church wardens.

Dangerous appliances: The church reserves the right to refuse to allow any article or appliance that it may consider dangerous or offensive to be brought into the building. No naked flames or pyrotechnics are permitted. 

Fire precautions: The hirer is to acquaint him or herself with the fire extinguishers and fire exit routes. Items must not be placed on any heaters. 

First Aid: The hirer should make themselves aware of the position of First Aid boxes. Arts In The Yard should be informed if any First Aid is used. Any accidents should be recorded on the Accident Forms inside the First Aid Box and posted under the office door in the hall. 

Emergencies: The hirer must have access to a telephone for emergency calls. 

Capacities: Hirers must ensure that the capacity of the hall is not exceeded, currently 120 people.

Public entry: The hirer must inform the Arts In The Yard/Priest in Charge if their event is open to the general public. A further form will need to be completed.

Appointed official: Arts In The Yard and St Cyprian’s Church reserve the right for any appointed official to visit the hall at any time. If the conditions of hire are being broken, or if you do not comply with any reasonable request, the official is authorised to immediately close the hall and car park.