Booking Conditions

The centre is open 9 am to 5 pm, Monday to Friday, and we’re always looking for regular and one-off bookings.

We open on evenings and at weekends for regular independent access booking (where you’re responsible for opening and closing the centre).

Arrival at the centre

For bookings 9am to 5pm, Monday to Friday, we’re happy for you to arrive 15 minutes prior to your start time, so that you can get the room set up. Should you
require longer than this time, please factor this into your booking.

If you have an independent access booking, you will need to be inducted and issued with an independent access user guide and keys prior to your booking.

Please ask at reception if you have any questions.

Health and Safety

To ensure the smooth running of groups at the centre all bookings must agree to these booking conditions and the centre’s fire evacuation procedures. In addition,
where applicable, we will ask to see:

• A copy of your public liability insurance (except traditional meetings).
• Hirers running sessions that involve working with children or vulnerable adults must possess a current Disclosure and Barring Service certificate and operate a suitable safeguarding policy (or agree to our safeguarding policy).
• Kitchen bookings, where food is to be prepared, must hold a Level 2 food hygiene certificate.

Leaving the centre

You must be ready to leave the centre 15 minutes after the end of your booking time.

All hall tables and chairs need to be put away, and the entire centre must be left as you found it.

The cleaning cupboard is available in the main corridor, should you need the mop or vacuum.

Your feedback is always welcome as we want to be good at what we do. This can be done in person or via email to info@thccentre.co.uk.

Children’s parties

You will have full use of the whole centre grounds, hall, kitchen and lounge. You have the freedom to bring your own food, decoration and entertainer…and you can invite your child’s entire class if you wish! Typically, the three-hour booking involves 30 mins set-up, 2 hours of activities, and 30 mins clearing up. A member of staff will arrive at the centre to open up before your booking starts. They will help settle you in and stay at the centre to help with any questions or issues that may arrive.

Annex A, the small print (sorry!)

• The hirer must be over 18 years old, and a responsible adult must be present throughout the entire period of the booking.
• The hirer may not use the centre or its facilities for any purpose other than as agreed by the centre. The hirer may not sub-let the facility. Failure to follow these instructions will lead to the booking being cancelled, and fees will not be refundable.
• The hirer is responsible for the supervision and behaviour of any persons they bring into the building, and its grounds, as part of their group. Any breakage or damage arising during the booking period must be paid for by the hirer.
• The hirer is responsible for leaving the room(s) in a clean and tidy condition at the end of the booking, and for making sure the premises are vacated on time. A charge may be made at a half hourly rate for any extra period of time beyond the end of the hire period.
• The hirer must ensure all equipment they bring in to, and use in, the building is safety tested to current standards if over a year old.
• The hirer is responsible for any first aid cover that may be needed. A first aid kit can be found in the main corridor and a burns kit is suspended on the wall in the kitchen.
• The hirer needs to have on them a mobile phone, as the hirer is responsible for calling for any emergency assistance, i.e. fire, ambulance or police, should this be necessary.
• The hirer is responsible for their own public liability insurance for the activities taking place during their hire period. A photocopy of each current liability insurance certificate should be made available for the centre to hold in its secure files. Any groups storing their own equipment at the centre should ensure they have their own insurance for any and all of this equipment. The management committee will not accept liability for any loss or damage to equipment other than their own.
• Hirers running sessions that involve working with children or vulnerable adults should possess a current DBS certificate. This, and subsequent replacements, should be shown to the centre manager so that the certificate number and date can be recorded. Hirers working with children or vulnerable adults will be asked to confirm that they have a child protection policy that is in line with the City of York Council’s (CYC’s) safeguarding policy.
• The hirer is responsible for ensuring no fire exit is blocked during their use of the centre. Fire exits are clearly marked throughout the building. Please read the emergency evacuation instructions so that, should the need arise, you know how to safely evacuate your group (and where to assemble outside). The hirer is responsible for the evacuation of their group in the case of fire or the alarm sounding. The hirer should keep a register of all persons who access the building during their hire period, so a roll-call can be made in the event of an evacuation.
• The hirer is responsible for ensuring fire door are not blocked. Internal fire doors fitted with a ‘dorguard’ mechanism may be held open using this foot-operated safety device, but by no other means. Fire doors not fitted with a ‘dorguard’ must not be held open by any means.
• The hirer is responsible for the risk-assessing of activities carried-out during their hire period. The community centre, its management committee or representatives, cannot be held responsible for accidents, injuries, mishaps
  or breakages that occur during a hire period as a result of inadequate risk-assessing of an activity by the hirer.
• Hirers have the responsibility of ensuring the stacked tables on trolleys, when positioned out in the hall, are handled with care and attention. Tables must be returned to the correct trolley, must be stacked upright and be secured in place. On both trolleys the tables must be secured with the security straps. Neither trolley should be moved from its parked position. Children should not handle tables and chairs, nor be unsupervised around the trolleys.
• Hirers must have an appropriate induction for Health & Safety, first aid and safe use of the building and grounds. Hirers for ‘out-of-hours’ bookings must also receive induction about the use of keys and fobs for independent access to the building and grounds. Hirers must pass on this information to members of their hire party, as required.
• A deposit of £50 will be required for ‘out-of-hours’ independent access bookings, to cover the cost of keys and a security fob. This will be returned after the hire period, when all keys and all fobs are returned to the centre manager (or his/her representative) at the centre.
• Cancellations should be made 24 hours prior to the booking date. Failure to do so may result in the hirer paying the full, agreed amount.
• The management committee will not be held liable for any losses or claims arising, should they either need to close the building or withdraw facilities leading to cancellation of events.
• Neither the management committee nor its representatives may be held liable for any loss or damage to the property of users of the building, the car park, bicycle rack, play areas, the grounds; nor injury to users of the play areas.
• The management committee and its representatives reserve the right to refuse admission to the centre and its grounds.
• Hirers must not ignite any flammable items in the building other than birthday candles. This is to ensure the smoke and heat detector alarms are not accidentally activated. If a hirer has use of the kitchen the electric toaster must only be used under the active extractor fan. If the emergency services are summoned by a false activation, and if they issue an invoice, the hirer shall be responsible for this charge. The extractor fan must be used at all times when cooking is taking place.
• Any accidents or significant incidents (including those concerning potential harm or potential damage to property) that occur within the building or grounds must be reported to the centre manager or their representative at the time the incident occurs (or as soon as possible afterwards).
• No cameras or other recording equipment may be used in the centre for commercial purposes, without permission from the centre manager.
• Tang Hall Community Centre is not responsible for any loss or damage to personal belongings in the building or in the grounds, bicycles in the grounds or secured to the bike rack, or vehicles in the car park.
• In accordance with our premise licence, alcohol must not be sold in the centre. Alcohol should only be brought on to the premises with the consent of the centre manager.
• Complaints are to be made in writing to the centre manager.
• Hirers are expected to keep to the times of their booking. Setting up at the beginning of the booking, and tidy up time to vacate the building at the end, must be included within the booking time. Hirers are expected to keep to this arrangement.

Fire Evacuation Procedure

On hearing a continuous alarm, evacuate the building using the nearest fire exit.