Booking Terms and Conditions

Park Centre – Terms and Conditions of Hire
Section One: General Conditions
1. Park Centre will provide a Hirers Pack which includes everything you require, codes, Fire Safety etc. If you would like to visit the building prior to commencement of use for familiarisation please contact us.
2. The use of the Premises and facilities is subject to these Terms and Conditions of Hire. Upon written confirmation of a booking by Park Centre, the Hirer agrees to be bound by these Terms and Conditions. Together, the Application Form and written confirmation constitute a legally binding contract between Park Centre and the Hirer.
3. The Hirer undertakes and agrees to ensure that:
a. All persons entering the Premises during the period of hire are bona fide members, participants, or invitees of the Hirer’s organisation or group.
b. All applicable health and safety, fire safety, and safeguarding legislation and procedures are always complied with, including the requirement for appropriate DBS checks where relevant. All persons entering the Premises must be made aware of fire regulations and evacuation procedures.
c. No illegal, dangerous, or hazardous equipment, materials, or substances are brought onto the Premises, and no unlawful activities are conducted.
d. The Park Centre “No Smoking” and “No Vaping” policy is strictly adhered to in all areas of the Premises and grounds.
e. The Premises are left in a clean and tidy condition at the end of each hire period, with furniture returned to its original position and all items, foodstuffs, and waste brought onto or generated at the Premises removed by the Hirer.
f. Internet access is used appropriately and in accordance with Park Centre’s internet use policies.
g. Any damage to the Premises, fixtures, fittings, or resources is reported immediately to the Park Centre Building Manager by email to info@parkcentre.org.uk.
h. Copies of insurance documents and any relevant licences, is submitted with the Booking Request and Hire Agreement Form. You should also have risk assessments for, but is not limited to:
o Equipment brought onto the Premises (including evidence of PAT testing where applicable).
o First aid arrangements.
o Safeguarding measures.
o Fire safety and evacuation procedures.
o Supervision arrangements where service users are not under the direct control of group leaders.
i. Where Park Centre staff are not present, the Hirer is fully responsible for locking up procedures and for ensuring the Premises are left secure.
j. All building access codes are kept confidential, and all keys are returned to the key safe as instructed.
1. The Hirer shall always be responsible for the conduct and behaviour of members of their organisation, group, or attendees.
2. Park Centre reserves the right to cancel any booking without notice where circumstances beyond its reasonable control, including adverse weather conditions, render the Premises or grounds unavailable or unsafe.


Section Two: Terms of Hire
1. The Hirer shall satisfy themselves that the Premises are suitable for their intended purpose.
2. The use of the Premises must not interfere with the normal operation of Park Centre or adversely affect its efficiency.
3. The Premises may only be used for the approved purpose, date, and times specified in the confirmed booking.
4. The contract for hire shall take effect only upon written acceptance of the application by Park Centre.
5. The Hirer shall be responsible for the safe custody of all keys and access codes and shall ensure keys are returned as required at the end of the hire period. Any loss or damage to keys must be reported immediately. Park Centre reserves the right to recover all reasonable costs associated with replacement of keys, locks, doors, or gates.
6. The Hirer shall obtain and maintain adequate insurance cover in accordance with the Insurance Arrangements section of this agreement.
7. Park Centre does not hold licences for:
a. public dancing, music, or other public entertainment;
b. public performance of plays.
8. The Hirer is responsible for obtaining any required licence from Mid Sussex District Council and for complying with its terms.
9. The Hirer shall comply with copyright legislation and the requirements of the Performing Right Society Limited and Phonographic Performance Limited and shall indemnify Park Centre against any breach.
10. No intoxicating liquor may be brought onto the Premises.
11. Any gaming or lottery activity must comply with relevant legislation and remains the responsibility of the Hirer.
12. Use of the Premises is limited to the accommodation hired and necessary facilities such as toilets. Car parking is permitted in designated areas only and subject to availability. Hirers are encouraged to use Cyprus Road Car Park where possible.
13. Where use of kitchen facilities is permitted, only agreed equipment and resources may be used. Kitchens must be left clean and tidy, and no food stored on the Premises may be used by Hirers.
14. The Hirer is responsible for maintaining good order during the hire period. For events open to the public or children’s events with more than 50 attendees, an adequate number of stewards must be provided. Park Centre may require staff attendance and recover associated costs.
15. The Hirer must confirm that safeguarding and policy checks have been completed for any persons having unsupervised access to children, young people, or vulnerable adults.
16. Suitable footwear must be worn to protect flooring, particularly where wooden floors are present.
17. No fixtures, fittings, or surfaces may be altered, damaged, or affixed to without prior written consent.
18. The application of substances to floors is prohibited without written approval.
19. Smoking and vaping are prohibited throughout the Premises.
20. No alterations to electrical or heating systems are permitted without written consent.
21. Any special equipment must be declared in advance. Additional charges may apply, and equipment must be supervised by a competent person.
22. The Hirer must vacate the Premises promptly at the end of the hire period unless prior arrangements have been agreed.
23. Failure to leave the Premises clean, tidy, and secure may result in additional charges.


Deposits, Cancellation and Notice Period
1. For regular hire, a deposit of £50 is required.
2. One of hires, events, and private parties a deposit of £150 is required.
3. If a booking is cancelled within 14 days of the hire date, the deposit will be non-refundable.
4. Cancellations made more than 14 days in advance will receive a full refund.
5. For regular hires, we request that a minimum of 4 weeks’ notice is given for any changes to bookings. All bookings must be finalised by the 15th of the month, at which time invoices are sent out for the following months hire. Any changes made after the 15th will result in the loss of 50% of the hire fee for the affected session.
6. Deposits may be retained in whole or in part to cover damage, additional cleaning, loss of keys, breach of these Terms and Conditions, or other reasonable costs incurred by Park Centre because of the hire.
7. Where no deductions are required, deposits will be refunded within 14 days of the hire date by the original payment method or an agreed alternative. Please ensure that you give us these details for payment to be made.
8. Where deductions are required, Park Centre shall provide reasonable details of the costs incurred, and any remaining balance of the deposit shall be refunded within 14 days of agreement of those costs.


Park Centre Right to Cancel
1. Park Centre reserves the right to cancel a hire without notice where:
a. The Premises are unavailable due to circumstances beyond its control;
b. Material information relating to the hire has not been disclosed;
c. There are reasonable grounds to believe these Terms and Conditions may be materially breached;
d. The agreed hire charges have not been paid within a reasonable period.


Variations
1. No variation to these Terms and Conditions shall be valid unless agreed in writing or electronically by all parties.


Additional Security Provisions
1. The Hirer shall ensure compliance with all health and safety, fire, safeguarding, and DBS requirements.
2. No illegal or dangerous items or substances may be brought onto the Premises.
3. Internet use must comply with Park Centre policies in force at the time of hire.


Insurance Arrangements – Indemnity Clause
Injury to Persons or Property
1. The Hirer shall indemnify Park Centre against all claims, costs, damages, and liabilities arising from:
a. Injury or illness to third parties;
b. Damage to third-party property, arising out of or in connection with the Hirer’s use of the Premises.
2. The Hirer shall maintain public liability insurance with a minimum indemnity of £5 million, or £10 million where activities are deemed high risk. Please ensure we are always provided with an up-to-date copy.


Damage to Premises and Equipment
1. The Hirer is responsible for loss of or damage to the Premises and contents, except where caused by Park Centre’s negligence, and shall maintain adequate insurance cover.