TERMS & CONDITIONS OF HIRE
Updated January 2025
The Wootton & Dry Sandford Community Centre (WADSCC) is a non-profit organization run primarily by volunteers for the benefit of local residents. All hirers must adhere to these Terms & Conditions to ensure the responsible use of the Centre and respect for its staff and the community.
1. Definitions
- Hirer: An individual (18+) or an authorized representative of an organization responsible for hiring the premises.
- EXCO: The Executive Committee of WADSCC, responsible for its management.
- Premises: The WADSCC, including the car park, playing field, and wooded area.
- Regular User: An individual or organization that hires rooms on a recurring basis (e.g.weekly/monthly).
2. Booking & Payment
Bookings must be made online at WADSCC.co.uk and are subject to these terms.
A damage deposit is required within 48 hours of booking:
- Before 10 PM: £100 per room
- After 10 PM: £500 per room
Failure to pay within five working days results in cancellation of the booking.
Full payment is due at least 3 weeks before the hire date. If payment is not received two weeks prior, WADSCC reserves the right to cancel the booking and retain the cost of hire from the deposit.
Cancellation charges (including reduction in booking length):
- More than 3 weeks’ notice: No charge.
- Less than 3 weeks’ notice: Full hire fee payable.
The hire period must include setup and cleanup time. A representative of the Exco will unlock the booked rooms at the start time of the booking and will return to lock at the end time of the booking.
Exceeding the booked time incurs additional charges:
- Double the hourly rate up to midnight.
- £100 per hour surcharge after midnight.
If required, kitchens must be booked as a separate room on the booking form.
An event should not be publicised until a booking confirmation is received. The Exco reserve the right to refuse any booking deemed not in the interest of the Community Centre.
Refunds of the damage deposit require bank details to be provided to finance@wadscc.co.uk within three months of the end of the booking; otherwise, the amount will be treated as a donation.
Administrative fees:
- Supplier forms: £20 per form.
- Purchase order numbers on invoices: £10 per request.
3. Responsibilities During Hire
Room capacities must not be exceeded:
- Main Hall: 140 (180 for seated audiences)
- Function Rooms 1-3: 60 each
The hirer must supervise attendees and ensure appropriate behaviour.
Emergency exits must remain clear at all times.
Corridors are communal spaces and must not be used as part of the event space.
The premises must not be left unattended.
No attachments to walls, floors, or furniture. Pre-installed hooks are available.
Stage use in the Main Hall requires prior approval.
Unauthorized access to other areas resulting in the intruder alarm being triggered incurs a £50 call-out fee.
Property stored on the premises must not be tampered with.
Floor protection: No footwear should be worn which would result in damage such as stiletto heels. Any spills should be avoided; where these occur, they must me soaked up with a cloth or paper towel.
Smoking and vaping are prohibited indoors. Fire alarm activation incurs a £50 call-out charge.
Noise control: No loud noise after midnight.
Dishwasher use requires prior arrangement.
The premises cannot be sublet or used for illegal activities.
No unauthorized advertising or fly-posting.
No illegal gambling or betting.
Alcohol sales and consumption must comply with the Licensing Act 2003
All relevant legislation must be adhered to regarding Safeguarding
It is the responsibility of the hirer to obtain the necessary Public Liability Cover for their event
4. End of Hire Responsibilities
The premises must be left clean and tidy:
- Floors swept and spills cleaned with a damp cloth.
- Water should not be used to mop the floor.
- No food left on-site.
- All rubbish removed from the premises and be disposed of correctly.
- Any litter will incur a disposal fee of £10 per bag.
- Tables and chairs returned to their original positions.
A charge of £30 per hour will be made where additional cleaning is required after the premises are vacated.
In the event of an early finish the Caretaker must be contacted and the hirer must wait until the building has been locked.
Keyholders must lock all doors and windows and set the alarm correctly to avoid additional charges or deposit forfeiture.
5. Safety & Compliance
The hirer must be familiar with fire safety policies and emergency procedures.
No flammable substances, candles, fireworks, or gas cylinders.
Any fire must be reported immediately to Fire Brigade and EXCO.
All mains powered electrical equipment brought onto the premises must be PAT tested.
Bouncy castles must meet HSE regulations in force at the time, must be supervised at all times and must be covered by separate insurance.
Accidents or safety issues must be reported to EXCO within 48 hours.
Food safety laws must be followed for food handling if serving or selling food at any event other than a private party.
No telephone on-site — bring a mobile for emergencies.
6. Regulated Entertainment
Events require at least two stewards (21+) for general supervision; events involving predominantly under 21-year-olds require four stewards.
The stewards shall control admission, ensure legal compliance and manage the evacuation of the PREMISES in the case of fire or other emergency.
The hirer must be present for the entire event.
A fire safety announcement is required at regulated entertainment events.
Public entertainment hours: 9 AM to midnight (1 AM on New Year’s Eve).
7. Regular Users
Regular users must ensure that they hold all relevant cover and documentation such as Public Liability Insurance, First aid Certification, Health and Safety Policies and Safeguarding Policies. Evidence of this may be requested by the ExCo.
Payment terms for Regular Users: Invoices must be paid within 21 days from the issue of the invoice.
Invoice amendments must be requested within 7 days of issue.
Late payments incur a £10 per month penalty.
8. Responsibilities of EXCO
EXCO will make reasonable efforts to ensure the premises are clean and functional but is not liable for deficiencies.
EXCO may cancel bookings due to:
- Polling station use.
- Breach of licensing laws.
- Emergency shelter needs.
- Unsafe conditions.
In the case that the facility is not available for any reason, refunds will be issued, but EXCO is not liable for losses including loss of income, advertising costs, travel etc.
EXCO is not responsible for loss or damage to stored property.
Police, EXCO members, caretakers, and relevant authorities have full access to the premises at all times.
The premises comply with Performing Rights Society (PRS) regulations.
WiFi use is subject to the WiFi Terms of Use.
By making a booking, the hirer agrees to these Terms & Conditions. Failure to comply may result in loss of deposit or refusal of future bookings. For queries, contact WADSCC via WADSCC.co.uk.
Please also refer to the following documents:
- HIRER’S RESPONSIBILITIES REGARDING THE PROVISION OF ALCOHOL
- FIRE INSTRUCTIONS FOR HIRERS