Terms and Conditions

1 How bookings can be made

1.1 Bookings will be made between South Cambridgeshire District Council acting on behalf of the Community Wing Management Board (“the Board”) and the Hirer.
1.2 Bookings must be made by a single primary contact who is over 18 years of age.
1.3 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.
1.4 Block bookings will only be permissible over a 6-week period. For example, 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 Board.
1.5 The Board has absolute discretion whether the booking shall be taken or not.
1.6 This Board consists of representatives from the following organisations:
   1.6.1 South Cambridgeshire District Council
   1.6.2 Cambridgeshire County Council
   1.6.3 Pathfinder Church of England Primary School
   1.6.4 Diocese of Ely Multi-Academy Trust
   1.6.5 Friends of the Wing (a constituted community group)

1.7 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.
Should an invoice be required by the Hirer this can be arranged on request.
No booking can be taken without the Hirer confirming their agreement to the full Terms and Conditions as published on the South Cambridgeshire District 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 and duration
• Whether the booking is a repeat booking
• Area(s) of Wing to be booked
• Type of Event

1.8 Payment must be cleared before the event where payment is made on-line, unless the Hirer is to be invoiced in which case invoices will be payable within 7 days of the invoice date.
1.9 Copy of any other required licences for their event. This may include but is not limited to: drinks licence, DBS checks, public entertainment licence, proof of PAT test, performing rights licences.
1.10 Data will be stored by South Cambridgeshire District Council. “Event name for booking calendar”, “Brief Description for Booking Calendar” and “Date, time and duration” will be published. All other information will be held in accordance with South Cambridgeshire District Council GDPR policy.
1.11 The booking contract will be between the primary contact (Hirer) and South Cambridgeshire District Council.

2 Cost

Plan of rooms in the Wing

Small Hall: Commercial Rate £26, Local or for Community Benefit £20, Northstowe Community Groups £12

Large Hall: Commercial Rate £40, Local or for Community Benefit £32, Northstowe Community Groups £24

Small Offices: Commercial Rate £10, Local or for Community Benefit £8, Northstowe Community Groups £6 

Whole Wing (Exclusive Use of all bookable areas):

Commercial Rate £120, Local or for Community Benefit £95, Northstowe Community Groups £80

2.1 The Board, or its designated representative’s decision regarding which pricing category is applied is final. 

All Costs are per hour, the period of booking must cover set-up and set-down time.

Kickstart discounts are available to local groups – details can be obtained by e-mailing Northstowe.Community@scambs.gov.uk  

3 Basic Conditions

3.1 The Hirer is the specific person who has booked the wing.
3.2 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 that as a private booking.
3.3 Should the main contact change, all information must be given for the new contact.
3.4 The Hirer shall not imply any association with or endorsement by any member of the Board nor the developers of Northstowe, without their express permission in writing.
3.5 The Board reserves the right to refuse any booking.
3.6 The Board reserves the right to access the wing during your booking.
3.7 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.
3.8 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.
3.9 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.
3.10 Block bookings may be made at the discretion at the Board and such enquiries must be made via northstowe.community@scambs.gov.uk or in person through the Northstowe Community Development Officer. It would be expected that any Hirer undertaking a block booking would be able to evidence a DBS checks 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.
3.11 Any online booking shall be made on these Terms and Conditions and the contract will be formed when the Board (through its representative) has received the Hirer’s payment.
3.12 South Cambridgeshire District Council may cancel any booking at their absolute discretion. Any Payments made on account shall be refunded in full.

4 Insurance

4(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 the subject of the hire.
     (ii) all claims, losses, damages and costs made against or incurred by South Cambridgeshire District Council, Cambridgeshire County Council, the 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 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, Board, volunteers, agents and invitees against such liabilities.

(b) The indemnity granted by the hirer at 4(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 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 4(a), such insurance to have a limit of indemnity of not less than £1,000,000 (One Million Pounds). The 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.

5 Accidents and Dangerous Occurrences

Any failure of equipment must be reported as soon as possible to the 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.

6 Restrictions

6.1 No flammable material may be brought into the Wing except by prior arrangement with the Board
6.2 No decorations that might catch fire, such as polystyrene, may be brought into the wing without express permission.
6.3 No decorations must be fixed to the walls or left at the Wing following the period of hire.
6.4 No smoking allowed anywhere on site.
6.5 No fires / BBQ without express permission in writing from the Board.
6.6 No heaters allowed.
6.7 No animals or birds (except Guide Dogs & Assistant Dogs) may be brought onto the site without permission.
6.8 No posters to be affixed to the walls or notice boards without permission.

7 Keys

7.1 In the case that the Hirer is also an approved Keyholder the following applies:
7.1.1 Keys to the Wing can be found in the key safe
7.1.2 The Hirer is responsible for keys, unlocking and locking the Wing.
7.1.3 The keys must not be taken off site without written permission
7.1.4 Unauthorised use of the Wing will result in refusal of subsequent bookings and you may be prosecuted.

8 Sale of Goods

The Hirer shall, if selling goods on the premises, comply with fair trading laws. 

9 No Rights

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

10 Complaints

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

11 Cancellation Policy

11.1 If a Hirer cancels with more than 4 weeks notice they will receive a full refund of the Deposit
11.2 If a Hirer cancels with less than 4 weeks notice any refund would be strictly at the
discretion of the Board.
11.3 The 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 11.1
11.4 The Board may, at any time, cancel any booking, in which case the Hirer will be reimbursed the full amount paid for the booking. The Board will not be held responsible for the loss of any consequential losses or estimated income or actual expenses arising from the cancellation

12    Discrimination

12.1 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

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

13 Public Safety Compliance

13.1 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.
13.2 The Fire Service shall be called to any outbreak of fire, however slight, and details shall be given by the Hirer to the 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:

     13.2.1 The action to be taken in event of fire. This includes calling the Fire Brigade and evacuating all parts of the Community Wing.
     13.2.2 The location and use of fire fighting equipment.
     13.2.3 Escape routes and the need to keep them clear.
     13.2.4 Method of operation of escape door fastenings.
     13.2.5 All fire doors should remain closed.
     13.2.6 Location of the first aid box (in the kitchen).

13.3 In advance of any activity whether regulated entertainment or not the Hirer shall check the following items:
     13.3.1 That all escape routes are free of obstruction and can be safely used for instant free public exit.
     13.3.2 That fire doors are wedged open.
     13.3 3 That exit signs are illuminated.

14:0 The Hirer’s declaration:
I confirm that by signing a copy of this document as Hirer I agree to the Booking conditions as set out above and also that I agree to the full Terms and Conditions as published on the South Cambridgeshire District Council website.

A Contract will exist once a booking has been accepted under the terms of these Terms and Conditions, which are governed by English Law and the jurisdiction of the English Courts.
Once you have made a booking with us you are deemed to have read and accepted these booking conditions and that you have the authority to accept and are accepting the terms of these conditions as the Hirer.