Community and private room booking terms and conditions

1. Recurring bookings will be limited to not more than 6 months and will be subject to renegotiation provided previous compliance with the terms and conditions has been demonstrated and space remains available.

2. Hirers may be asked to share child related data where appropriate. This is dependent on the type of booking and the venue.

3. Every application must state the nature, purpose, content and programme of the event for which the premises are required. Publicity material used to promote the hirers event should be approved by the centre management. The building is not to be used for the promotion of any activities inconsistent or in conflict, with the aims of East Sussex County Council (ESCC) and the Early Help 0-19 Service.

4. ESCC and the Early Help 0-19 Service expect high standards of behaviour from all its users; hirers or the lead person are responsible for the conduct of their group while at the Centre. The hirer or lead person is responsible for ensuring that guests leave the premises including the car park in a quiet and responsible manner having due regard for the local residents.

5. The premises must be left in good order and vacated not later than the time booked. A charge will be levied for any time used over and above that booked. Hirers will be responsible for the cost of any damage to the building, decoration or its contents by members of the hirers group.

6. Family Hubs have a policy where hot drinks are not permitted in areas where there are young children. External hirers are asked to respect this and comply.

7. Hirers wanting to use their own electrical equipment must be able to prove that the appliance has been PAT tested or, if less than 12 months old, proof of purchase, as applicable before using said equipment.

8. Cancellations of confirmed bookings may result in the hirer being charged if the room cannot be re-booked. ESCC reserves the right to re-let times and spaces where provisional bookings have been made by telephone and where a booking form has not been returned within 10 working days of the hire date.

9. No lettings shall continue beyond the allowable opening times of the specific Family Hub or Youth Centre. Please ask for our opening times at the time of booking. Some centres can be hired outside of normal opening hours with the attendance of external security (this is dependent on the venue). See also clause 22.

10. We do not allow alcohol to be sold or consumed within our buildings.

11. We do not take bookings for Adult parties (18th, 21st, Weddings etc).

12. Family Hubs and Youth Centres are covered by secure Public Liability insurance. However, no liability will be accepted by ESCC or the Early Help 0-19 Service for the loss or damage to any property belonging to any person/organisation using the centre. All hirers are required to secure their own Public Liability insurance where possible and we would recommend that any personal belongings or equipment owned by the hirer and used in the Family Hub or Youth Centre are covered by the hirer’s own property insurance arrangements.

13. The hirer is responsible for ensuring that the numbers attending an event (including organisers) do not exceed that quoted in their original application.

14. All attendees must be aware that they should park respectfully.

15. The hirer must not sub-let to another group.

16. It is the responsibility of organisations using or hiring premises owned or managed by ESCC to ensure that the appropriate checks have been carried out for volunteers and staff. ESCC accepts no responsibility for any actions arising from inappropriate behaviour by staff or volunteers employed or used by another organisation.

17. Family Hubs and Youth Centres are designated as non-smoking areas. The hirer is to ensure that those who wish to smoke do so outside the building in the designated or pre-advised area. Electronic or artificial cigarettes must not be used in the centre.

18. The Centre reserves the right to cancel lettings if the Centre is closed for official or electoral purposes. The Centre reserves the right to refuse, alter or cancel lettings at the management’s discretion.

19. ESCC/Early Help 0-19 Service are not legally required to provide First Aid attendance to hirers. However, Family Hub staff are happy to assist wherever possible if the hire is within the Centre’s usual opening hours. If a First Aid trained member of staff is on duty then aid can be provided if required.

20. ESCC fire wardens are not available during out of hours bookings. Hirers must ensure that they and their group are fully conversant with the fire evacuation instructions before commencement of their event.

21. In accordance with local fire regulations no naked flames or smoke generating equipment should be used on these premises.

22. If your booking is out of hours, an external static guard will be in attendance unless other arrangements have been agreed. This guard is not a member of our staff and therefore, will not be able to assist with general enquiries. If exceptionally and at the sole discretion of Early Help 0-19 service management, keys are loaned to hirers, you will be given out of hours number(s) to phone in the event of an emergency. You will be billed for the loss of keys and/or security devices (which can be substantial) and for our out of hours agent if they need to attend site (currently £35 plus £7.50 for each 15 minutes after the first half hour).

23. Hirers will be responsible for setting up and clearing away any tables and chairs required for events/meetings. The nominated lead for each event will be given instruction of how to do this and will be asked to sign a disclaimer to say they acknowledge that setting up and clearing down furniture is at their own risk. This may not be the case in all of our venues, please enquire accordingly.