Please note: any use of the terms “they” or “their” refers to the hirer.
Section 1: The Hirer
The hirer:
- must be over 18 and accept full responsibility for the hired spaces in accordance with the terms and conditions
- understands that failure to comply with any of the terms and conditions means that their booking may be cancelled or ended prematurely without refund
- agrees to pay the full room hire charges as quoted
- for one-off bookings, 100% of full hire charge must be paid at the time of booking for it to be confirmed, if payment is not received the hirer risks cancellation
- agrees to the cancellation policy:
- all bookings are subject to a non-refundable policy, when cancellation are within 14 days of the hire date. Under exceptional circumstances it is at the discretion of the Duty Officer to review whether exceptions can be made to this
- refunds in full will only be paid when more than 14 days’ notice to cancel has been received in writing
- regular weekly hirers must give 14 days’ notice in writing or the hirer with be subject to pay the full hire charge
- regular hired spaces may be subject to change or cancellation due to large events bookings in the centre (wedding etc) Hirers would be notified, when possible, of any changes in writing with at least 14 days' notice
- all cancellations are to be made in writing or emailed to eocc@oxford.gov.uk please ensure you receive confirmation of your cancellation
- agrees to adhere to the timings agreed on booking, vacating the space entirely at the end of your hire time. For regular hirers, consistently over-running past the end of your hire times may result in the termination of future bookings
- agrees to pay for the security personnel hire charge for booking deemed as a requirement. Security personnel are hired by East Oxford Community Centre through City Council approved channels only
- agrees to ensure that no members of their party, including themselves, bring illegal substances or legal highs onto the premises, or arrive on the premises inebriated.
- alcohol cannot be purchased within the Community Centre; alcohol can only be consumed with prior agreement of East Oxford Community Centre management team in compliance with licencing laws. East Oxford management team reserves the right to shut down any booking found to be breaching these rules. Any substance misuse or underage drinking will be reported to the police
- agrees to ensure that the space is used only for the reason of hire given in the booking form, by all members of the party. Sub-letting is not permitted. Hiring for the purpose by any groups or speakers in support of any extremist ideology is not permitted
- all hirers must comply with the Equalities Act 2010
Section 2: Health and Safety
The hirer agrees to Oxford City Council’s health and safety policy as stipulated below. The following requirements will be met:
- in case of accident, the hirer will take full responsibility for any first aid needed. East Oxford Community Centre cannot guarantee provision of first aid supplies. Any accidents must be reported to East Oxford Community Centre’s Duty Officer immediately and recorded in the accident logging system. If no Oxford City Council Staff are present, please email details to eocc@oxford.gov.uk
- in the event of fire, the hirer will follow instruction from EOCC staff team and evacuate the building. On the safe evacuation of the building to go to the assigned assembly point.
- if the hirer discovers a fire and the alarm has not been raised, raise the alarm using the nearest available call point, evacuate the building immediately. Staff at East Oxford Community Centre must be made aware of any outbreaks of fire as soon as possible
- if hirers are aware of any members of their party requiring additional assistance in the event of an emergency evacuation, the hirer must have arrangements in place for supporting their safe evacuation. If any member of your party is known to have difficulties evacuating the building in the event of an emergency, please notify the East Oxford Community Centre team
- where appropriate, East Oxford Community Centre may ask the hirer to complete a risk assessment for their booking
- the hirer shall ensure that, for any activities involving children and vulnerable adults, the legally required checks under the Disclosure and Barring Service (DBS) have been made for all staff in contact with children and vulnerable adults. The hirer will provide a copy on request and agree to Oxford City Council’s Safeguarding Children and Vulnerable Adults Policy and Safeguarding procedures for reporting, referring and recording safeguarding concerns
- for any public event, the hirer will provide Oxford City Council with public liability insurance, and Level 2 Food Hygiene certificates for all members of their party involved in food preparation on site
- for child safety purposes, the hirer will ensure that no children enter any kitchen facilities on the premises unless a detailed risk assessment has been agreed with East Oxford Community Centre management team. No children under the age of 12 should be allowed in the kitchen area
- all exit and entrance routes must be kept free of obstruction at all times. The hirer agrees to ensure that all members of their party adhere to this policy
- flammable materials must not be used on site unless Oxford City Council approves, following assessment, that the materials have received sufficient fire-retardant treatment
- for the use of any outdoor spaces or equipment as part of their booking, the hirer must complete a risk assessment form and request permission from the manager at East Oxford Community Centre
- e-scooters must not be brought on site. Battery charging for e-scooters or e-bikes is not permitted within the centre
- use of BBQ equipment is not permitted in any part of the centre including the courtyard area
Section 3: Code of Conduct
The hirer agrees:
- to check they are satisfied that the premises are in a safe and suitable condition for use, and to raise any concerns with East Oxford Community Centre staff prior to use
- to set out furniture required and return the space used to the state in which it was found by the end of their booking:
- tables and chairs are wiped clean, chairs are stacked and tables folded away
- floor is swept
- any spillages are cleaned
- all rubbish is disposed of in bins provided
- additional cleaning materials can be requested from staff
- rubbish, including food items, must be taken away or put in bin bags and given to staff to dispose of in the bin store
- to report any major spills or broken glass to staff
- to ensure the room is empty and left in a timely fashion by the end of their booking
- to take responsibility for any damage and to report any damage to a member of staff as soon as possible
- to return any borrowed equipment at the end of the booking in the condition it was found
- to make every effort to encourage their party to share lifts and use public transport to access the venue. East Oxford Community Centre staff reserve the right to request the removal of any cars parked outside that are blocking emergency access points. Vehicles may be towed if guests do not comply
- to ensure that all children and young people attending the event are supervised at all times. All children must remain within the room booked unless using restroom facilities
- to ensure that all party members remain in the space hired, as stated in the bookings form, unless using restroom facilities. Guests must not congregate in the foyer areas unless permission to do so has been granted in writing
- to ensure that no animals except assistance dogs are brought into the premises
- smoking or use of e-cigarettes in and around the grounds of the community centre is not permitted. This includes the yard, roof terrace and entrance
- use of confetti, fireworks, party poppers and silly string is not permitted
- sticky tape and pins are not permitted to be used on the walls
- not to remove any furniture or equipment from the building without having received written consent from East Oxford Community Centre management
- if hiring the Ground Floor Main Hall:
- doors opening outside must be closed by 10pm
- music must be kept at an acceptable volume level and turned off by 10.30pm
- all bookings must end by 11pm with all guests out of the building and room returned to original condition by this time
- in the case of film showings:
- to ensure the age rating of the film is audience appropriate. Underage persons must be prevented from viewing age-restricted films
- to take responsibility for obtaining the appropriate copyright licences for any films shown at East Oxford Community Centre
Section 4: Privacy Notice
Information related to how your personal data is used can be found in our Corporate privacy notice.
- in the event that the building becomes required for national or local importance, Oxford City Council reserves the right to cancel the agreement at any time. In such circumstances, the hirer will be refunded for any payment made to East Oxford Community Centre for their room booking
- the Council reserves the right to refuse or cancel any booking or activity if it is considered that the booking or activity may:
- be inconsistent with the objectives of the Council
- be inappropriate for a Community Centre
- cause harm, damage or inconvenience to users of the Community Centre
- cause harm, damage or inconvenience to residents of neighbouring properties
- damage the reputation of the Council or the Community Centre
The Council’s decision in regard to the above matters will be final.
- Oxford City Council may change the room hire rates from those stipulated within this room booking contract but notice will be given in writing
