Social care (contact) room booking terms and conditions

• 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.
• Every application must be viewed and assessed by the Community Service Manager before the booking is agreed.
• The hirer is requested to complete a checklist (in terms of health and safety within the room hired) before commencing their meeting.
• ESCC and 0-19 Early Help Service expect high standards of behaviour from all its users and hirers are responsible for the conduct of their group while at the Centre.   The hirer 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.
• The premises must be left in good order and vacated not later than the time booked.  Hirers will be responsible for the cost of any damage to the building, decoration or its contents by members of the hirers group.
• No lettings shall continue beyond the allowable opening times of the specific Family Hub.  Please ask for our opening times at the time of booking. Where no ESCC staff are present, the services of Continental Facilities Management would be required – to be organised by the hirer.
• Family Hubs are covered by secure Public Liability insurance.  However, no liability will be accepted by ESCC or 0-19 Early Help Service for the loss or damage to any property belonging to any person/organisation using the centre.  All hirers (where not ESCC employees) 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 are covered by the hirers own property insurance arrangements.
• Lettings which are likely to result in the capacity of the Centre car park (if applicable) being exceeded must be negotiated with the Centre management to determine an acceptable overflow arrangement.  In such an event the hirer must provide parking stewards to ensure that parking is in accordance with the agreed arrangements.
• The hirer is responsible for ensuring that the numbers attending an event (including organisers) do not exceed that quoted in their original application.
• The hirer must not sub-let to another group.
• 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.
• Family Hubs 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.
• 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.
• ESCC/0-19 Early Help 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.
• 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.
• In accordance with local fire regulations no naked flames or smoke generating equipment should be used on these premises.
• 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.