Church Hire Application Form

For certain events, or on certain occasions, it may be possible to hire one of our church buildings. If you would like to hire one of our churches, please read the full Terms & Conditions at the foot of this form before completing and submitting your application. We will then check the availability of your chosen church and let you know whether or not your booking can proceed.

Your name *

Email address *

Please provide your postal address: *

Please provide your phone number: *

Are you enquiring as an individual, for a personal or family event? (please answer Yes or No) *

If you are enquiring as the representative of a company/group/organisation, please state the name of that company/group/organisation (if not, please write n/a) *

Which of our churches do you wish to hire? Please select only one. *

St Mary's, Ashford town centre

St Mary's, Willesborough

What date do wish to hire the church? *

What are the start and end times of your event? *

Please give a brief description of your event: *

Will you be present at this event? Please answer Yes or No *

If you have answered No to the above, please provide the name of someone who will be present and is prepared to be responsible for the event. *

Please provide a phone number and email address that we can use to contact you or the person named above on the day of the event: *

Do you have any specific questions about your application, or any requirements that we should be aware of?

When we receive your form, we will check the availability and suitability of the church for your event and let you know if your booking can go ahead. Are you happy to proceed? (please answer yes or no)

Please provide your bank account details to enable the deposit refund. (Name, sort code & account number) *

GDPR: do we have your permission to contact you? Please answer Yes or No. *

Please tick this box to confirm that you have read and accept the Terms & Conditions listed below. Additional Terms and Conditions apply to hiring a church and you will be notified of these when we acknowledge your booking request. *

CONDITIONS OF HIRE:

1. Ashford Town Parochial Church Council (PCC) cannot be held responsible for any loss or damage or injuries sustained in association or connection in any way with the event or control of the event to which the hirer relates and the hirer agrees to ensure they will provide insurance cover for such contingences (proof of Public Liability Insurance must be shown on agreement & confirmation of hire for organisations only). Furthermore, the hirer agrees to indemnify The PCC in respect of any damage occasioned to person or property arising out of negligence of the hirer or their invitees

2. The hirer undertakes to reimburse The PCC for the cost of any damage, breakages or losses occurring during the period of hire.

3. The premises MUST NOT be used for the sale of alcohol.

4. Music may be played inside the premises, provided due consideration is given to local residents.

5. The hirer will control entry to the premises and be responsible for the orderly behaviour of all persons using the hall. The hirer undertakes to nominate a responsible person to control unruly behaviour.

6. Bookings will not be confirmed until the hirer has paid a non-refundable Booking Fee of 10% of cost and a Security Deposit of £100. The Security Deposit will be refunded to the hirer’s bank account following a satisfactory inspection of the premises after their event. The Security Deposit will NOT be refunded if the premises is left damaged or in need of cleaning, or if any rubbish is left in or around the premises, or if heating and/or lighting is left on overnight. In these circumstances, the sum of £100 will be used towards the cost of rectifying these issues. The remaining hire fees should be paid in full one month before the hire date.

Please do not send any money until you receive an invoice from Ashford Town PCC. Once you have received an invoice, please pay by BACS, quoting the invoice number, to: Ashford Town PCC / Sort Code: 20-02-62 / Account Number 30686611.

7. The premises must be left in a clean and tidy condition at the end of each hire period and the key returned as directed. All equipment and property belonging to the hirer, along with all waste and litter, must be removed from the premises. All windows must be shut and fastened and Fire Doors closed. Any lights and heating turned on must be turned off before vacating the premises (see paragraph 6 above).

8. Only equipment agreed at the time of hire shall be used by the hirer, and items such as toys used by regular hirers will not be removed from their storage areas.

9. Payments for the hall hire will be invoiced in advance and should be paid one month in advance of the hire. The booking fee and hourly hire charge are non-refundable. Cancellations within 7 days of a hire will still be charged as the hall cannot be rehired at such short notice. Consideration can be given on an individual basis in cases of emergency cancellation.

10. No furniture, furnishings or fittings may be removed from the premises.

11. No animals are permitted inside the building, with the exception of working animals.

12. Decoration: If you wish to put up posters, decoration during your hire, you must use blu-tac only and ensure all traces of it are removed.

13. Car Parking: Cars must not park so as to cause an obstruction to the hall or to properties nearby.

14. Hall Users should avoid undue noise on arrival and departure AND MUST VACATE THE PREMISES BY 11pm

FIRE PRECAUTIONS
15. It is illegal to permit smoking or vaping anywhere on the premises

16. All exits and corridors MUST be kept clear at all times and emergency doors must not be locked whilst the building is occupied. Internal fire doors must not be propped open at any time.

IN GENERAL
17. The parish retains the right to cancel any booking at up to two weeks’ notice.

18. By applying to hire one of our churches, hirers agree that they will have been shown the location of fire extinguishers/fire blankets and emergency lighting/exits and they will be responsible for ensuring that other users are made aware of these features

YOUR AGREEMENT WITH US:
By applying to hire one of our halls or churches:
You confirm that you have read and understood the conditions of hire shown in paragraphs 1 to 18 above and are able to comply with those conditions.
You additionally agree that, unless previously approved, you will not occupy the premises earlier than 30 minutes prior to the agreed rental period and will vacate the premises within 30 minutes of the agreed rental period. Earlier or later than this may result in additional charges at the set hourly rate of the hall.
You confirm that you will leave no rubbish or equipment in or around the premises.

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