TERMS AND CONDITIONS OF HIRE

  1. The Hirer agrees to pay the Room Hire Rate in force at the date of this agreement (see schedule) and in addition and in all cases a deposit of £100 is also payable which will be refunded subject to paragraphs 2 and 3 below.
  2. One-off activities: The hirer agrees to pay in full in advance of the event & payment must be received no less than 14 days prior to the period of hire agreed above. Payment & deposit must be received for the booking to be confirmed.
  3. Regular activities: The hirer agrees to pay one calendar month’s rent in advance of the start of any activity. Initial payment must be received in order for the booking to be confirmed
  4. The hirer is responsible for the laying out of furniture and equipment in the premises & agrees to leave all areas of the premises—including the hired room, toilets, corridors, and kitchen access—clean and reasonably free of litter and waste. This includes sweeping the booked meeting room floor, wiping down tables & surfaces in the kitchen, and disposing of rubbish in the appropriate recycling ♻ and landfill 🚮 bins. If the Centre incurs additional cleaning costs due to the Hirer not leaving the premises & bins in a clean condition, it reserves the right to employ a cleaner to restore the space to its standard. The cost of this service will be deducted from the Hirer’s deposit accordingly.
  5. Any loss or damage to the fixtures, fittings, or property of Regal Area Community Association (RACA) must be reported to the Caretaker or Administrator as soon as reasonably possible. Please call 07599 402 176 and share supporting images via WhatsApp. The Hirer agrees to indemnify RACA for any such loss or damage (excluding fair wear and tear). This indemnity is not limited to the deposit outlined in paragraph 1.
  6. No alterations or additions may be made to the premises nor may any fixtures be installed or placards, decorations or other articles be attached in any way to any part of the premises including walls , without the prior written approval of the Authorised Representative. The Hirer must remove all such articles at the end of the hiring unless otherwise agreed with the Association. Any unauthorised articles left on the premises will be disposed of by the Association as it thinks fit and a charge will be forfeit against your deposit. The Hirer will make good to the satisfaction of the Association any damage caused by such installation and removal or the cost incurred by the centre will be deducted from the Hirer’s deposit accordingly.
  7. Hirers agree to be considerate of the residents in the neighbourhood of the Community Centre and avoid wherever practical making excessive noise. External doors and windows should remain closed when the premises are being used for the performance or production of live or recorded music or where such music or any public address system is used in connection with any activity of the Hirer.
  8. The Hirer is responsible for stacking away all chairs and tables at the end of their booking.
    If the Centre has to carry out this task, the associated cost will be deducted from the Hirer’s deposit.
  9. The Hirer must only use the room that has been booked and must not access or remove chairs or tables from any other room within the Centre.
  10. The Hirer must NOT leave any chairs or tables in the foyer area, as this breaches health and safety and fire regulations.
  11. The Hirer must not exceed the permitted hours for public entertainment, which for the purposes of this agreement are 9:00am to 11:30pm, Monday to Saturday.
    All attendees must vacate the premises no later than 30 minutes after the event ends, and must do so without causing disturbance in the surrounding area.
    If necessary, the Association reserves the right to hire a police officer to manage the situation, and any associated costs will be the sole responsibility of the Hirer.
  12. Noise emanating from the Main Hall shall not exceed 40dB(A) as measured at 1metre from any external façade of any habitable dwelling between the hours the premises are open for public entertainment.
  13. The Hirer undertakes to make certain that no more than 100 persons (standing) shall be present in the Main Hall at the function for which it is booked. The maximum number of persons attending a function in the Meeting Room shall be no more than 30 & 25.
  14. No alcohol may be bought or sold for consumption on or off the premises unless the Hirer has, with the consent of RACA, obtained a temporary licence from the relevant licensing authority.
  15. The Hirer agrees to be bound by RACA’s Health and Safety Policy. A copy of this policy is displayed on the main Notice Board and is also available from the Administrator on request.
  16. The Hirer is solely responsible for the well being and safety of users and occupiers of the premises hired out under the terms of this agreement and will indemnify RACA for all loss and damage and personal injury arising from and during such use by the Hirer howsoever caused.
  17. The signatory below shall be the person responsible for such indemnity provided for in paragraph 10 above and both in his/her personal capacity and on behalf of the organisation he/ she represents.
  18. If the Hirer or his/her invitees are found to be in serious breach of the terms of this agreement RACA reserve the right to terminate the use of the room hired forthwith.
  19. The Hirer has the right to cancel this agreement on giving no less than 14 days notice to RACA and will receive a full refund of any monies paid.
  20. Room Hire Payments & Deposits , one off hirers are required to make full room hire payment and a £100 deposit for each booking by the 14th day before hire or the booking will be cancelled & the room will become available to book for others. All payments must be made online via bank transfer to the RACA bank account. Please use your group name and booking date as the payment reference.
  21. If the RACA is unable to provide the room booked under this agreement because of circumstances outside of its control (e.g. flooding, fire, interruption of power supply or heating failure) all possible steps will be taken to provide an alternative room. If however it is impossible to accommodate the Hirer RACA reserve the right either to offer an alternative booking, or cancel and refund all monies paid under this agreement. The Hirer acknowledges that RACA will not be responsible for any losses financial or otherwise which the Hirer may suffer because of cancellation in accordance with this clause.

Please sign and return (as a pdf) the above agreement that you have read and undertake to observe RACA’s terms and conditions of hire. Email this signed agreement to regalca2025@gmail.com


PRINT NAME: _____________________ SIGNED: ___________________________

Date & Time of intended Hire _________________________________________

Your Email Address _________________________________________________

Your Mobile No_____________________________________________________

POSITION IN ORGANISATION, IF ANY: _________________________________

Todays Date : ____________________________________________________________