Terms and Conditions

In booking the Community Wing the Hirer agrees to comply with the following Terms and Conditions:


1.0 Bookings

1.1 Bookings must be made by a single primary contact who is over 18 years of age.

1.2 Provisional bookings may be made. If an overlapping request for the space at the same time is made, confirmation will be required or the booking will be lost. The first in time shall prevail.

1.3 Block bookings will only be permissible over a 6 week period i.e. a community group could only book a maximum of 6 sessions at any one time. Repeat block bookings will be allowed however each block booking will be treated as an individual booking and will be subject to review and potentially declined by the Management Board

1.4 The Management Board has absolute discretion as to whether the booking shall be taken or not.

1.5 Bookings are to be made primarily in the format of a dedicated online booking calendar on the South Cambridgeshire District Council website or else by email to Northstowe.Community@scambs.gov.uk.  Bookings in person for those without internet access may be made directly with the Northstowe Community Development Officer, who shall ensure that the booking is entered onto the Council website.

All bookings will consist of the following information:

    • Name of Primary Contact and organisation (if any)
    • Confirmation that primary contact is over 18
    • Email address
    • Phone number
    • Event name for booking calendar
    • Brief description of event for booking calendar
    • Long description / notes
    • Date, time & duration
    • Whether the booking is a repeat booking
    • Area(s) of wing to be booked
    • Type of Event

1.6 Payment must be cleared before the event.

1.7 Copy of any other required licences for their event. This may include but is not limited to: Drinks License, DBS checks, Public Entertainment Licence, proof of PAT test, Performing Rights Licences.

1.8 Data will be stored by South Cambridgeshire District Council. “Event name for booking calendar”, “Brief Description for Booking Calendar” and “Date, time & duration” will be published.  All other information will be held in accordance with South Cambridgeshire District Council GDPR policy.

1.9 The booking contract will be between the primary contact and South Cambridgeshire District Council.

2.0 The Management Board, or its designated representative’s decision regarding which pricing category is applied to a booking is final.

This management board consists of representatives from the following organisations:

  • South Cambridgeshire District Council
  • Cambridgeshire County Council
  • Pathfinder Primary School
  • Diocese of Ely Multi-Academy Trust
  • Friends of the Wing (Constituted community group)

2.1 The Hirer, if acting on behalf of a constituted group or company, confirms they have all necessary authority to make the booking and takes personal liability for a private booking.

2.2 Should the main contact change, all information must be given for the new contact.

2.3 The Hirer shall not imply any association with or endorsement by any member of the Management Board nor the developers of Northstowe, without their express permission in writing.

2.4 The Management Board reserves the right to refuse any booking.

2.5 The Management Board reserves the right to access the wing during your booking.

2.6 The Café Area and Micro-Library may be open to the public during your booking unless you have booked sole use of the Wing, or specifically booked the café area.

2.7 The Hirer undertakes to leave the Wing clean, neat and tidy with no physical alterations or modifications to the building, fittings or contents. The kitchen area should be left in the state set out in the checklist displayed in the kitchen.

2.8 The Hirer understands that other rooms may be in use and undertakes not to disturb them unduly, nor cause nuisance or disruption to the adjoining school.

2.9 Any Hirer undertaking a block booking must be able to evidence a DBS check where activities for children or vulnerable adults without the supervision of parents or carers is to take place and provide a child protection policy where appropriate on request or else agree Safeguarding Policy for the Community Wing.

3.0 Insurance

3(a) The Hirer shall be liable for and indemnify in respect of:

(i) the cost of repair of any damage (including accidental and malicious damage) done to any part of the premises including the curtilage thereof or the contents of the premises caused during the undertaking of the hiring by person(s) attending the event subject of the hire

(ii) all claims, losses, damages and costs made against or incurred by South Cambridgeshire District Council, Cambridgeshire County Council, the Management Board, volunteers, agents or invitees in respect of damage or loss of property or injury to persons arising as a result of the use of the premises (including the storage of equipment) by the Hirer, and

(iii) all claims, losses, damages and costs made against or incurred by South Cambridgeshire District Council, Cambridgeshire County Council the Management Board, volunteers, agents or invitees as a result of any nuisance caused to a third party as a result of the use of the premises by the Hirer, and subject to sub-clause (b), the Hirer shall indemnify and keep indemnified accordingly the South Cambridgeshire District Council, Cambridgeshire County Council, Management Board, volunteers, agents and invitees against such liabilities.

(b) The indemnity granted by the hirer at 3 (a) shall exclude any loss, damage or injury arising by reason of the negligence of any one of South Cambridgeshire District Council, Cambridgeshire County Council or the Management Board, and

(c) Any commercial or other formally constituted group or association shall provide evidence of their own liability insurances to satisfy the requirements of clause 3 (a), such insurance to have a limit of indemnity of not less than £1,000,000 (One Million Pounds). The Management Board shall, through Cambridgeshire County Council, take out appropriate liability insurance to cover the liabilities of any private hirer (not commercial or other formally constituted group or association). The cost of the premium shall be included within the hire charge payable for the use of the facility.

4.0 Accidents and dangerous occurrences

Any failure of equipment must be reported as soon as possible to the Management Board or its duly appointed representative.

The Hirer must report all accidents involving injury as soon as possible and complete the relevant section in the Northstowe Community Wing accident book.

5.0 Restrictions

5.1 No flammable material may be brought into the wing except by prior arrangement with the Management Board

5.2 No decorations that might catch fire, such as polystyrene, may be brought into the wing without express permission.

5.3 No decorations must be fixed to the walls or left at the wing following the period of hire.

5.4 No smoking allowed anywhere on site.

5.5 No fires / BBQ without express permission in writing from the Management Board.

5.6 No heaters allowed.

5.7 No animals or birds (except Guide Dogs & Assistant Dogs) may be brought onto the site without permission.

5.8 No posters to be affixed to the walls or notice boards without permission.

6.0 Keys

In the case that the Hirer is also an approved Keyholder the following applies:

  • Keys to the Wing can be found in the key safe
  • The Hirer is responsible for keys, unlocking & locking the Wing.
  • The keys must not be taken off site without written permission.
  • Unauthorised use of the Wing by a Keyholder will result in refusal of subsequent bookings and may result in prosecution.

7.0 Sale of goods

7.1 The Hirer shall, if selling goods on the premises, comply with Fair Trading Laws.

8.0 No rights

8.1 The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.

9.0 Complaints

9.1 Complaints may be made in accordance with the South Cambridgeshire District Council Complaints Procedure.

10.0 Cancellation Policy

10.1 If a Hirer cancels with more than 4 weeks notice they will receive a full refund of the Deposit

10.2 If a Hirer cancels with less than 4 weeks notice any refund would be strictly at the discretion of the Management Board.

10.3 The Management Board may modify the conditions of hire for the Wing.  In this case the Hirer will be notified immediately, with an option to cancel the booking as per 10.1

10.4 The Management Board may, at any time, cancel any booking, in which case the Hirer will be reimbursed the full amount paid for the booking. The Management Board will not be held responsible for the loss of any estimated income or actual expenses arising from the cancellation


11.0 Discrimination

11.1 The wing will not be used for any activity or group which discriminates or promotes

discrimination against persons with protected characteristics under the Equalities Act of 2010, which are:

  • Age
  • Disability
  • Gender Reassignment
  • Marriage & Civil partnership
  • Race
  • Religion or belief
  • Sex / Gender
  • Sexual orientation

11.2 The wing may not be used for the promotion of extremist ideologies, hate crimes or for any other activity illegal under UK law.

12.0 Public Safety Compliance

12.1 The Hirer shall comply with all conditions and regulations made in respect of the premises by the Local Authority, the Licensing Authority, and the Community Wing’s Fire Risk Assessment.

12.2 The Fire Service shall be called to any outbreak of fire, however slight, and details shall be given by the Hirer to the Manage Board via Northstowe.Community@scambs.gov.uk at the earliest opportunity. In addition, if the incident happens in term time during normal school hours then the adjoining school must be notified at the time of the incident.

The Hirer acknowledges that they will pay due regard to the following matters:

Map showing emergency exits from Northstowe Community Wing.  please contact northstowe.community@scambs.gov.uk for a verbal description or a physical walkthrough of the space


12.2.1 The action to be taken in event of fire. This includes calling the Fire Brigade and evacuating all parts of the Community Wing.

12.2.2 The location and use of fire equipment.

12.2.3 Escape routes and the need to keep them clear.

12.2.4 Method of operation of escape door fastenings.

12.2.5 All fire doors should remain closed.

12.2.6 Location of the first aid box (in the kitchen).

12.3  In advance of any activity whether regulated entertainment or not the Hirer shall check the following items:

12.3.1 That all escape routes are free of obstruction and can be safely used for instant free public exit.

12.3.2 That any fire doors are not wedged open.

12.3 3  That exit signs are illuminated.

Please print and retain a copy of these Terms and Conditions when your booking is confirmed.


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