Terms and Conditions of Hire

Below is a copy of our terms and conditions of hire which are given to clients when provisional bookings are made.

St. Mary’s are glad that you wish to use our facilities.  These terms and conditions are intended to ensure your event runs smoothly.  We would be pleased to help you if you require any clarification or further assistance.

1. ASPIRE is a project that aims to make St. Mary’s Parish Church (here on referred to as SMPC) available to any individuals or organisations whose activities are in keeping with the church’s role as a town centre parish church which seeks to work with all in our community and to glorify God.  The St. Mary’s District Church Council reserves the right to refuse any booking request which is felt to be contrary to the aims of ASPIRE.
2. Unless otherwise stated, the person whose name appears on the booking form (the hirer) will be deemed to be responsible for the meeting/event and will be expected to be in attendance throughout.
3. The room(s) hired shall be used only for the purpose(s) stated on the booking form or in correspondence with ASPIRE.
4. Room(s) are only available for the time period which has been stated on the booking form.  It is the responsibility of the hirer to ensure that meeting/events finish on time.  If they overrun, extra time will be rounded up to the nearest half-hour and charges made accordingly.
5. A deposit of 20% of the full hire charge is required at the time of booking to confirm the booking.  The balance must be paid two weeks prior to the actual event.  Cheques will not be accepted after this time.
6. The hirer will be responsible for the health and safety of anyone whom they invite onto the premises.  It is the responsibility of the hirer to ensure that fire and safety regulations (as set out in Health and Safety) are observed while using the building.  The fire exits must be kept clear and all attendees must be made aware of the fire evacuation procedures and the location of fire exits.  No fire equipment shall be tampered with or removed from its place except in the case of fire.  Costs incurred due to misuse of fire equipment shall be charged to the hirer in full.  The hirer must be aware of who is attending the meeting/event to ensure that all are accounted for in the case of an evacuation.
7. ASPIRE can arrange for a member of the team to be present during an event should this be required.  Such an arrangement must be made in advance with the development coordinator and the hirer will be invoiced accordingly.
8. Dogs and other animals will not be admitted into SMPC – Guide Dogs Excepted.
9. Any change to the layout of pews, chairs, tables, or display boards is to be agreed with the development coordinator at least seven days prior to the booking.
10. Arrangements for candles or any items that burn must be discussed with the development coordinator at least seven days prior to the booking.  Any costs involved as a result of damage caused by the user’s failure to comply with these specific provisions shall be borne by the hirer.
11. There is a strict NO SMOKING policy is all parts of the building.
12. If for any reason any room cannot be made available to the hirer on the date of hire SMPC shall be entitled to cancel any booking and shall give no fewer than 14 days’ notice in writing to the hirer.  In such an event SMPC shall use reasonable endeavours to offer an alternative venue for that hire date.  No compensation shall be payable to the hirer by SMPC but a full refund of the hire cost will be made subject to payment.
13. Rooms must be left in the condition they were made available for use.  Any rubbish should be removed from the premises into the wheeled bin outside the Vestry door.  Cleaning costs incurred by ASPIRE due to rooms being left shall be charged to the hirer.
14. All damaged and breakage of the building or property of SMPC, including the loss, removal or theft of property, shall be charged to the hirer at replacement cost.
15. ASPIRE and SMPC’S DCC will not accept liability for damage to or loss of property or for personal injury not caused by the negligence of the management of ASPIRE.
16. For reasons of safety, usage by the hirer of any electrical equipment that is not the property of SMPC must be agreed in advance with ASPIRE.
17. No equipment or materials (including posters etc.) can be fixed to any part of the building without prior written approval from ASPIRE.
18. The use of illegal drugs on or outside the premises is strictly prohibited and will be reported to the police.
19. All accidents must be logged by the hirer in the accident book.
20. All young persons under the age of 16 years must be supervised by an adult at all times and it is the responsibility of the hirer to ensure that the relevant CRB checks have taken place.
21. No sub letting of the building is permitted without the prior consent of ASPIRE.
22. ASPIRE is happy to advertise meetings/events on the SMPC website (www.stmarys-slough.org.uk) and/or on the church notice boards and other leaflets. Please contact us to discuss possibilities.
23. Any vehicles brought onto the premises must be agreed by ASPIRE prior to the event.  It is usually possible for vehicles to use the drive from Albert Street for loading and unloaded and for dropping off and collecting wheelchair users etc.  No vehicles are to be left by the West door at any times as this access needs to be kept clear for emergency services.
24. In the event of cancellation, the following charges will apply:

1. More than 14 days’ notice – the deposit
2. 7-14 days’ notice – 50% of the total charge
3. Fewer than 7 days’ notice – 100% of the total charge
25. The hirer will be expected to have read and signed these terms and conditions prior to the booking.