The NGM Trust
Terms and Conditions of Room Hire
The Caedmon Complex is owned and operated by The NGM Trust (NGM), registered Charity number 1143696, Company number 07721640.
Rooms or spaces for hire are referred to below as "The Facilities". The person hiring The Facilities is referred to below as "The Hirer".
Opening Hours
The Facilities are normally available for hire between the hours of 09:00 and 17:00 Monday to Friday. Any use outside of these hours must be approved in writing by NGM. The NGM office is generally open between 08:30 to 17:30 each day. These hours may be reduced in School Holiday periods.
Bookings
Bookings are not valid unless confirmed as accepted by the NGM Trust.
The Hirer and the person in charge during the booked period must be at least 18 years of age. The Hirer will be responsible for ensuring that all conditions under this agreement relating to management and supervision of the premises are met.
The duration of hire must include the time required to set up the room up as well as to clear up and put furniture back in its original place. NGM will charge The Hirer for additional time when The Facilities are occupied outside of the booked duration.
NGM may decline a booking if the proposed use presents a risk of public disorder, is incompatible with the terms of the NGM Constitution or is in direct competition with our own activities. (If you require more specific details on this, please email ZoeWickham@ngm.org.uk)
Hire Charges and Payment Terms
Hire charges are available from the NGM office. The hire charge includes VAT at the current rate. NGM reserves the right to vary hiring charges at any time by providing 1 months’ notice. Charges applied will be those at the time of the hire rather than the time of booking.
A 50% upfront deposit is required to secure the booking; it will not be guaranteed until the deposit has been received by NGM. The hire charge balance will be invoiced to The Hirer after the booking; invoices must be paid within seven (7) calendar days of the invoice date. NGM reserves the right to cancel all future bookings until any overdue invoices have been paid.
NGM reserves the right to charge an additional deposit to cover accidental damage and/or post event clearing up costs.
Cancellation of bookings
If a Hirer wishes to subsequently cancel a booking, fourteen (14) calendar days’ notice is required to cancel without charge, otherwise the hire fee will be charged in full.
If the Hirer chooses not to use a booking due to adverse weather conditions, e.g. ice or snow, the room hire charge will still be due and not refunded, unless NGM have decided to close the building and notified all hirers.
NGM reserves the right to cancel bookings if the premises become dangerous or unusable, in which case a full refund will be given.
Safety
The Hirer shall ensure that all people attending The Facilities shall do nothing which will endanger the users of the building, or invalidate the policies of insurance relating to it and to its contents. In particular:
1. Obstructions must not be placed in gangways or exits, nor in front of emergency exits;
2. Performances which could involve danger to the public are not permitted;
3. No unauthorised heating appliances shall be used on the premises;
4. NGM staff must be informed, as soon as possible, of any accident or injury occurring on the premises;
5. Any failure of equipment belonging to NGM must be reported as soon as possible;
6. No animals except for guide dogs are to be brought onto the premises;
7. First Aid boxes are available to all users of the premises. They are located in the main reception lobby and in the kitchen, and must be returned after use. NGM has a qualified First Aider on site.
8. For any events being held, a full risk assessment must be made and sent to NGM prior to the event.
9. If the hire involves under 18s or vulnerable adults, the organisation must have an appropriate safeguarding policy in place (please note this is not relevant for children’s parties or events with your families).
10. The hirer must not exceed the maximum number of people agreed on the booking form.
The Hirer shall ensure that the person(s) in charge familiarise themselves with the emergency evacuation procedure and fire safety requirements which are displayed in each part of The Facilities.
Liabilities
NGM is only insured against any claims arising out of its own negligence.
NGM disclaims all liability for any claims and costs arising from the use of any equipment not provided by TDCA.
NGM accepts no liability for damage to, or the loss or theft of, the property belonging to people who attend The Facilities.
The Hirer shall be liable for:
1. the cost of repair of any damage done to any part of the premises or the contents of the premises, whether caused accidentally or maliciously;
2. all claims, losses, damages and costs in respect of damage; loss of property; injury to persons; or nuisance to third-parties arising as a result of the use of the premises.
It is recommended that The Hirer takes out an adequate level of Public Liability Insurance to cover their potential liabilities. Evidence of such insurance will be requested where necessary.
Music
If recorded music is to be played in The Facilities for a chargeable event/class, it is the responsibility of The Hirer to ensure that any required licenses are obtained from PPL PRS. Sound facilities are available to use in the dance studio and performance area.
Equipment
The following equipment can be made available for your use:
· TV in the meeting room, which can be connected to a laptop and used for live streaming.
· Sound facilities in the dance studio
· Sound and screen facilities in the performance area
WiFi is available throughout the building.
If bringing your own equipment, it must be portable appliance tested (PAT) and the certification must be sent to NGM prior to ‘the hire’..
Use of the kitchen
If the kitchen is used then the Hirer needs to bring their own catering supplies, including tea/coffee/milk etc. Crockery and cutlery are provided, but they must be washed up and put away after use. Kitchen use must be arranged in advance.
Access
There is a car park available on site around the back of the complex. Disabled drivers can park directly outside the premises; access is via the first black gates on the left when travelling from Tesco towards the Leisure Centre. Please ensure you are parked in front of the Complex and NOT the white house as you drive through the gate. All our facilities have disabled access. Additional parking is available in Tesco, and we can open the access gate through from there if needed.
Use of the car park is totally at the owner's risk. NGM can accept no liability for loss or damage to vehicles or personal injury resulting from acts of other drivers.
Noise
The Hirer shall ensure that the minimum of noise is made on arrival and departure, and is responsible for ensuring that the noise level during their hire is not such as to interfere with other activities within the building nor to cause inconvenience for the occupiers of nearby houses and property.
Data Protection
The Hirer’s contact details will only be used for Community Centre hire and accounting purposes and will not be used for any other purpose or shared with any third party.
Licensing and Smoking
These are not licensed premises and no alcohol can be sold in its premises and grounds. The entire premises and grounds are a no smoking zone.
No Assigning or Sub Hiring of the Premises
The hiring of the premises is a contract with the Hirer only and the Hirer shall not assign or sub-hire the use of the premises (or any part of it) to any third party.
Special Conditions of Hire
NGM reserves the right to supplement these terms and conditions of hire by, at any time, imposing Special Conditions to cover specific circumstances, including, but not limited to, pandemics or circumstances not foreseen at the time the booking was made. If the Hirer does not accept such special conditions, then the Hirer shall be entitled to terminate the hiring and receive reimbursement of any fee paid by the hirer.