Venue Hire Terms and Conditions
Single Booking
By completing a booking through the website and confirming payment, the Hirer confirms that they have read, understood and agreed to these Terms and Conditions, including the Cancellation Policy.
Where the Hirer is an organisation, the person making the booking confirms that they are authorised to act on behalf of that organisation and accepts personal responsibility, jointly and severally with the organisation, for all obligations under this agreement.
The Hirer must ensure that they, and any third party engaged by them, hold appropriate insurance cover, including public liability insurance, for any activities carried out at the Premises.
1. Parties
This agreement is made between:
- Birmingham Roman Catholic Diocesan Trustees Registered (“the Trustees”)
and - The Hirer (the person or organisation completing the booking)
2. Booking and Payment
2.1 All bookings must be made through the official website booking system or by another method approved by the Trustees.
2.2 A booking is only confirmed once:
- full payment of the Hire Fee has been received, and
- a confirmation email has been issued by the Trustees.
2.3 The Hire Fee must be paid in full at the time of booking unless otherwise agreed in writing.
2.4 Where payment is made by bank transfer, the Hirer must include the booking reference and must send proof of payment by email. The booking will not be confirmed until such proof has been received and accepted by the Trustees.
2.5 Bookings will not be confirmed until payment has been received and verified. If payment is not received within a reasonable time frame, the Trustees reserve the right to cancel the booking.
2.6 The Hirer is responsible for ensuring that payment details and references are entered correctly.
2.7 Where payment is made by cash or cheque, the booking will only be confirmed once the payment has been received and cleared.
2.8 The Trustees reserve the right to refuse or cancel any booking at their discretion.
3. Cancellation Policy
If the Hirer cancels a confirmed booking, the following charges will apply:
- Less than 7 days before the Hire Date – no refund
- 7 to 13 days before the Hire Date – 50% refund
- 14 to 27 days before the Hire Date – 75% refund
- 28 or more days before the Hire Date – full refund
All cancellation requests must be made in writing via email.
4. Cancellation by the Trustees
If the Premises become unavailable due to circumstances beyond the Trustees’ control, including but not limited to:
- building issues
- use as a Polling Station
- Parish requirements
the Trustees will refund all or part of the Hire Fee. No further liability shall arise for any indirect or consequential loss.
5. Use of the Premises
The Hirer agrees:
5.1 To use the Premises only for the purpose stated in the booking.
5.2 Not to:
- sub-let or transfer the booking
- use the Premises for unlawful purposes
- bring anything onto the Premises that may cause damage or invalidate insurance
- allow alcohol without prior written permission
- allow smoking anywhere on the Premises
- allow ball games inside or around the Premises
- use unauthorised cooking or heating equipment
6. Responsibility and Supervision
6.1 The Hirer is responsible for:
- the supervision of all attendees
- the behaviour and safety of all persons present
- preventing damage to the Premises
- ensuring safe use of car parking areas
6.2 The Hirer must ensure:
- safe entry and exit of all persons
- emergency exits remain unobstructed
- fire safety equipment is not misused
6.3 Minimum supervision requirements:
- at least 1 responsible adult (18+) per 100 persons
- if most attendees are under 16: 1 adult per 20 – 30 children
- the Hirer must ensure sufficient adult supervision appropriate to the age, number and needs of participants, and in line with safeguarding guidance
7. Safeguarding
Where activities involve children, young people or vulnerable adults, the Hirer must:
- have appropriate safeguarding policies in place, or
- comply with the Catholic Safeguarding Standards Agency policies
8. Health, Safety and Legal Compliance
The Hirer must comply with:
- all fire safety regulations
- local authority and government guidance
- food hygiene regulations (if food is provided)
- laws relating to gaming, betting and lotteries
All accidents must be reported and recorded.
9. Noise and Conduct
The Hirer must ensure:
- respect for neighbouring residents
- no excessive noise, especially when leaving the Premises
- appropriate behaviour at all times
Activities must not:
- include nudity or indecent behaviour
- conflict with the teachings of the Roman Catholic Church
10. Damage and Cleaning
10.1 Any damage must be reported immediately.
10.2 The Hirer will be responsible for repair costs.
10.3 The Premises must be left:
- clean and tidy
- furniture returned to original position
- lights switched off
- doors and windows secured
Failure to do so may result in additional charges.
11. Animals
No animals are permitted except registered assistance dogs.
No animals are allowed in kitchen areas under any circumstances.
12. Advertising
No unauthorised advertising or fly posting is permitted.
The Hirer is responsible for any claims arising from such actions.
13. Insurance and Liability
13.1 The Hirer is responsible for ensuring adequate insurance cover.
13.2 The Trustees are not liable for:
- injury or death unless caused by negligence
- loss or damage to personal property
- indirect or consequential losses
13.3 The Hirer agrees to indemnify the Trustees against:
- claims
- damages
- legal costs arising from their use of the Premises.
14. Copyright and Licensing
The Hirer is responsible for:
- any music licences
- payment of royalties or fees required for their event.
15. Right of Entry
The Trustees reserve the right to enter the Premises at any time and terminate any event that is not conducted in accordance with these Terms.
No refund will be given in such circumstances.
16. Limitation of Liability
The Trustees’ total liability is limited to the Hire Fee paid.
They are not liable for:
- loss of income
- loss of business
- reputational damage
- indirect or consequential losses
17. Acceptance of Terms
By completing an online booking, the Hirer confirms acceptance of these Terms and Conditions.
Venue Hire Terms and Conditions
Regular Bookings
By completing a booking or entering into a regular hire arrangement, the Licensee confirms that they have read, understood and agreed to these Terms and Conditions.
Where the Licensee is an organisation, the person accepting these Terms confirms that they are authorised to act on behalf of that organisation and accepts responsibility jointly and severally with the organisation.
1. Parties
This agreement is made between:
Birmingham Roman Catholic Diocesan Trustees Registered
(Registered Charity No. 234216)
of Cathedral House, St Chad’s Queensway, Birmingham B4 6EX
(“the Trustees”)
and
The Licensee (the individual or organisation making the booking)
2. Interpretation
In this licence::
- Access means all areas used to enter and exit the Premises including corridors, entrances, stairs and external areas
- Authority means any statutory or regulatory authority
- Church Premises means the Church, Church Hall and surrounding areas
- Property means the specific area being hired
- Licence Fee means the agreed fee payable for use of the Property
- Licence Period means the agreed duration of the regular booking
- Permitted Hours means the agreed days and times of use
- Permitted Use means the agreed activity
- Parish Priest means the Parish Priest or authorised representative
- Necessary Consents means any licences or approvals required for the activity
References to law include updated or amended versions.
References to writing include email and digital communication.
3. Licence to Occupy
3.1 The Trustees permit the Licensee to use the Property for the Permitted Use during the Licence Period and Permitted Hours.
3.2 This includes use of:
- access routes
- electricity, heating and water
- shared facilities where agreed (e.g. toilets, kitchen, parking)
3.3 Any shared facilities must be used responsibly and with safeguarding considerations.
3.4 The Licensee may bring equipment required for their activity.
4. Nature of Agreement
4.1 This agreement is a licence only and does not create a tenancy.
4.2 The licence is:
- personal to the Licensee
- not transferable
- not assignable
4.3 The Trustees may require use of the Property with reasonable notice (normally at least 3 weeks), or immediately in exceptional circumstances.
4.4 Additional use outside agreed hours must be approved and may incur additional fees.
4.5 The Licensee confirms they have assessed the suitability of the Property.
5. Payment
5.1 The Licence Fee must be paid in advance at agreed intervals (monthly, termly, or as agreed).
5.2 Payment may be made by bank transfer or other approved method.
5.3 Where payment is made by bank transfer:
- the correct reference must be used
- proof of payment must be provided by email if requested
- the Trustees may require proof of payment before confirming continued use
5.4 The Trustees reserve the right to suspend or terminate the agreement where payment is not received or cannot be verified.
5.5 Interest may be charged on overdue payments at 5% above the NatWest Bank base rate.
6. Licensee Obligations
The Licensee agrees:
6.1 To keep the Property clean, tidy and secure after each use
6.2 To remove all rubbish and not use church bins unless agreed
6.3 To comply with all laws including:
- health and safety
- fire regulations
- food hygiene
6.4 Not to:
- damage the Property
- make alterations
- block access routes
- create hazards
6.3 To ensure:
- proper supervision of attendees
- safe use of the Premises
- appropriate behaviour at all times
6.6 Where working with children or vulnerable persons:
- to have safeguarding policies in place, or
- follow Catholic Safeguarding Standards
6.7 To hold appropriate insurance including:
- public liability
- equipment insurance
6.8 To indemnify the Trustees against all claims arising from their use
7. Use Restrictions
The Licensee must not:
- use the Property for any purpose other than agreed
- sub-let or share use without permission
- carry out unlawful activities
- apply for planning permission
- create nuisance or disturbance
8. Keys and Access
- Only authorised keys may be used
- No copies may be made without permission
- The Property must be secured after use
9. Termination
This licence may be terminated:
9.1 Immediately if the Licensee breaches these Terms
9.2 By either party with at least one month’s notice (or agreed term notice)
9.3 If the Property becomes unusable
9.4 If required for Parish purposes
Any unused fees may be refunded at the Trustees’ discretion.
10. Liability
10.1 The Trustees are not liable for:
- injury or loss unless caused by negligence
- loss of business or income
10.2 The Licensee is responsible for:
- all activities
- all attendees
- any damage or claims
11. Notices
Notices may be given by:
- post
12. General
12.1 No warranties are given regarding suitability of the Property
12.2 Third parties have no rights under this agreement
12.3 This agreement is governed by the law of England and Wales
13. Acceptance
This agreement is accepted when:
- the Licensee confirms booking online, or
- the parties agree in writing (including email)
