Terms and Conditions

These Terms and Conditions cover two distinct types of booking at Holy Trinity and Sacred Heart Parishes:

• One-Off Hire is available to any person or organisation for individual events such as birthday parties, baptism receptions, meetings, or similar. Each One-Off Hire service has a dedicated page on the Parish website where bookings can be made directly.
• Regular Hire service pages are also publicly accessible on the Parish website, but Regular Hire time slots are displayed as available for booking only to Licensees who have been approved through our Regular Hire application form and have entered into a signed Regular Hire Agreement. This requires an application, an in-person signing appointment at the church office, and account setup by the church office before time slots become bookable.

Please ensure you read the correct section before confirming your booking.

Please select the relevant section:

Version 2.10 – effective 20/04/2026

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.

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 Hirer (the person or organisation completing the booking)

2. Definitions

In these Terms:

Hire Date means the date on which the Hirer’s booked use of the Premises is scheduled to take place.

Hire Period means the specific hours on the Hire Date for which the Premises have been booked, being the time during which the Hirer’s activity or event may take place. Access for setup and tidy-up is provided separately under clause 3.10.

Hire Fee means the total amount payable by the Hirer for the booking.

Premises means the area being hired, as identified in the booking.

Booking Reference means the unique reference issued by the Trustees to identify the Hirer’s booking.

Invoice Reference means the unique reference shown on each invoice issued to the Hirer.

My Account means the online account area the Hirer accesses after logging in to the website, including the My Bookings and My Invoices sections.

Private Family Event means a private, non-commercial gathering organised for a family or personal purpose such as a birthday party, baptism reception, first communion celebration, christening, wedding reception, wake, or similar.

Commercial or Organised Hire means any hire that is not a Private Family Event, including hire by community groups, businesses, charities, schools, clubs, training providers, and any activity involving a structured programme, fee-paying participants, or a commercial purpose.

Working Day means Monday to Friday, excluding UK public holidays.

3. Booking and Payment

3.1 All bookings must be made through the official website booking system or by another method approved by the Trustees.

3.2 A booking is confirmed only when:
(a) full payment of the Hire Fee has been received and verified by the Trustees; and
(b) a confirmation email has been issued by the Trustees.

3.3 Accepted payment methods.
Payment may be made by bank transfer, cash, or cheque.

Bank transfer details are:

Bank Name: NatWest
Account Name: Roman Catholic Archdiocese of Birmingham Holy Trinity Sutton Coldfield
Account Number: 87564831
Sort Code: 60-22-22

Cheques must be made payable to the same account name. Cash and cheque payments may be made in person at the church office during opening hours.

When paying by bank transfer, the Hirer must include the Booking Reference as the payment reference. The Trustees do not accept responsibility for delay or non-matching where the correct reference is not used.

3.4 Payment timing.
Unless otherwise agreed in writing, the Hire Fee must be paid, and proof of payment uploaded through the My Invoices section of My Account, by the earlier of:

(a) the end of the next Working Day following the booking; or
(b) the start of the Hire Period.

As an alternative, proof of payment may be sent by email to bookings.htsh.suttoncoldfield@rcaob.org.uk, quoting the Booking Reference and Invoice Reference.

3.5 Provisional status of unverified bookings.
A booking remains provisional until payment is verified by the Trustees. The Trustees may cancel a booking where:

(a) proof of payment has not been submitted by the deadline in clause 3.4; or
(b) payment is subsequently found not to have been received.

Where a booking is cancelled under this clause, no refund is due unless and until the sum claimed to have been paid is subsequently verified as received by the Trustees.

3.6 The Hirer is responsible for ensuring that payment details and references are entered correctly.

3.7 The Trustees may refuse or cancel a booking where reasonably necessary, including for safeguarding reasons, health and safety concerns, risk to persons or property, material inaccuracy in the booking information, risk to the Premises, serious reputational concerns, urgent Parish requirements, or other circumstances affecting the safe or proper use of the Premises. Where a booking is cancelled by the Trustees otherwise than under clause 3.5, clause 5 will apply.

3.8 My Account creation and security.
When the Hirer places a booking for the first time, a My Account is created automatically using the email address provided at the time of booking. Login details are sent to that email address. The Hirer is responsible for keeping those login details secure, for all activity carried out through their account, and for notifying the Trustees promptly of any unauthorised access or of any change to the email address on the account.

3.9 Booking access.
Anyone may browse and book One-Off Hire through the dedicated One-Off Hire service pages on the Parish website, subject to these Terms. The Regular Hire service pages are also publicly accessible and may be browsed by anyone; however, Regular Hire time slots are displayed as available for booking only to Licensees whose My Account has been approved for Regular Hire access, as described in the Parish’s Regular Hire Terms and Conditions. A One-Off Hire booking does not of itself grant Regular Hire access.

3.10 Setup and tidy-up access.
The Hirer is entitled to access the Premises for up to 15 minutes before the start of the Hire Period for setup and up to 15 minutes after the end of the Hire Period for tidy-up and vacating, at no additional charge.
These access windows are not part of the Hire Period itself and do not extend the time during which the Hirer’s activity or event may take place. The activity must take place within the Hire Period as booked. Clause 7.4 (overtime) applies from the end of the tidy-up window, not from the end of the Hire Period itself.

4. Cancellation and Rescheduling by the Hirer

4.1 How to cancel or reschedule.
The Hirer may cancel or reschedule a booking through the My Bookings section of My Account, where cancel and reschedule options are provided. A cancellation or rescheduling request submitted through My Account takes effect when it is confirmed in the system.

As an alternative, the Hirer may send a cancellation or rescheduling request by email to bookings.htsh.suttoncoldfield@rcaob.org.uk, quoting the Booking Reference. A request sent by email takes effect at the time it is received by the Trustees’ email system, provided it clearly identifies the booking. The Trustees will normally acknowledge such requests in writing.

4.2 Refund schedule.
The refund entitlement is calculated by reference to the date on which the cancellation takes effect under clause 4.1. The following schedule applies:

• 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

This schedule reflects the Trustees’ administrative costs and the difficulty of re-letting cancelled bookings at short notice.

4.3 Processing.
Refunds will normally be processed within 10 Working Days after the cancellation takes effect. Refunds are issued by cheque only and may be:

(a) posted to the address held on the Hirer’s account; or
(b) collected in person from the church office during opening hours, by prior arrangement.

The Hirer is responsible for ensuring that their address details are accurate if they wish the cheque to be posted. Any delay in receipt of the cheque caused by inaccurate or out-of-date postal details provided by the Hirer is the Hirer’s responsibility.

4.4 Rescheduling through My Account.
Rescheduling is available through the My Bookings section of My Account up to 7 days before the Hire Date. Within 7 days of the Hire Date, rescheduling through My Account is not available and may be granted only where the Trustees agree in writing following a request sent to bookings.htsh.suttoncoldfield@rcaob.org.uk quoting the Booking Reference.

4.5 Effect on refund schedule.
Where a booking is rescheduled, the refund schedule in clause 4.2 is measured by reference to the original Hire Date, not the rescheduled date. This is to prevent rescheduling being used to avoid the cancellation schedule.

4.6 Exceptional circumstances.
The Trustees may, at their absolute discretion, grant a refund or rescheduling outside the terms of this clause in exceptional circumstances. Any such decision is made without prejudice and does not create a general waiver or precedent.

5. Cancellation by the Trustees

If the Premises become unavailable due to circumstances beyond the Trustees’ control, including building issues, use as a Polling Station, urgent Parish requirements, or events of force majeure including pandemic, epidemic, government restrictions, fire, flood, or utility failure:

(a) where the booking cannot proceed at all, the Trustees will refund the Hire Fee paid;
(b) where only part of the booked facilities or period is unavailable and the Hirer chooses to proceed, the Trustees may make a reasonable partial refund.

The Trustees are not liable for any indirect or consequential loss arising from such cancellation or disruption.

6. Use of the Premises

The Hirer agrees:

6.1 to use the Premises only for the purpose stated in the booking.

6.2 Not to:

(a) sub-let, assign, or transfer the booking;
(b) use the Premises for any unlawful purpose;
(c) bring anything onto the Premises that may cause damage, create an unreasonable risk, or invalidate insurance;
(d) allow alcohol without prior written permission from the Trustees, requested by email to bookings.htsh.suttoncoldfield@rcaob.org.uk quoting the Booking Reference;
(e) allow smoking or vaping anywhere on the Premises;
(f) allow ball games inside or around the Premises unless expressly authorised in writing;
(g) use unauthorised cooking or heating equipment;
(h) bring any electrical equipment that has not been tested and certified as safe (PAT tested) within the preceding 12 months.

7. Responsibility and Supervision

7.1 The Hirer is responsible for:

(a) the supervision of all attendees;
(b) the behaviour and safety of all persons present;
(c) preventing damage to the Premises;
(d) ensuring safe use of car parking areas; and
(e) ensuring that the total number of persons present does not exceed the maximum capacity notified by the Trustees.

7.2 The Hirer must ensure:

(a) safe entry and exit of all persons;
(b) emergency exits remain unobstructed;
(c) fire safety equipment is not misused; and
(d) adequate adult supervision that is proportionate to the nature of the event and the age, number, and needs of those attending.

7.3 Minimum supervision requirements:

(a) at least 1 responsible adult (18+) per 90 persons;
(b) if most attendees are under 16: at least 1 responsible adult per 25 children.

The ratios in (a) and (b) are minimum defaults. The Hirer must ensure supervision appropriate to the age, number, and needs of participants, and in line with safeguarding guidance. The Trustees may specify additional supervision requirements for particular bookings where reasonably necessary for safeguarding, safety, or the nature of the activity. Compliance with the minimum ratios in (a) and (b) does not of itself satisfy the Hirer’s general duty to provide appropriate supervision.

7.4 Vacating the Premises on time.
The Hirer must vacate the Premises, including removal of all persons, belongings, and equipment, by the end of the 30-minute tidy-up window following the Hire Period, as provided in clause 3.10. If the Premises are not vacated by the end of the tidy-up window:

(a) the Trustees may charge overtime at the applicable hourly hire rate for the Premises, calculated in 15-minute periods or part thereof, together with any reasonable additional caretaker, security, or administrative costs incurred; and
(b) the Trustees reserve the right to require the Hirer and all attendees to leave the Premises immediately at the end of the tidy-up window.

The Trustees are not obliged to permit overtime use.

8. Safeguarding

Where activities involve children, young people, or vulnerable adults, the Hirer must:

(a) have appropriate safeguarding policies and procedures in place, or comply with the Catholic Safeguarding Standards Agency framework where applicable;
(b) ensure that any person working directly with children or vulnerable adults holds the appropriate level of DBS check where legally required or otherwise appropriate to the role; and
(c) cooperate with any safeguarding direction reasonably given by the Trustees.

9. Health, Safety and Legal Compliance

The Hirer must comply with:

(a) all applicable fire safety requirements;
(b) all applicable local authority and government requirements;
(c) food hygiene requirements if food is provided; and
(d) all laws relating to gaming, betting, lotteries, or similar regulated activities.

All accidents, incidents, or near misses must be reported to bookings.htsh.suttoncoldfield@rcaob.org.uk as soon as reasonably practicable, quoting the Booking Reference, and recorded in the Premises accident book if one is provided.

10. Noise and Conduct

The Hirer must ensure:

(a) respect for neighbouring residents;
(b) no excessive noise, especially when leaving the Premises; and
(c) appropriate behaviour at all times.

Activities must not:

(a) include nudity or indecent behaviour; or
(b) be materially inconsistent with the charitable, religious, or community purposes of the Parish as a Roman Catholic parish.

11. Damage, Cleaning and Recovery of Costs

11.1 Any damage must be reported immediately to bookings.htsh.suttoncoldfield@rcaob.org.uk, quoting the Booking Reference.

11.2 The Hirer is responsible for the reasonable cost of repair, reinstatement, or replacement for any loss or damage caused by the Hirer or attendees during the Hire Period or the setup and tidy-up windows.

11.3 The Premises must be left:

(a) clean and tidy;
(b) with furniture returned to its original position unless otherwise agreed;
(c) with lights switched off where appropriate; and
(d) with doors and windows secured where applicable.

Failure to do so may result in additional charges.

11.4 The Hirer is liable to the Trustees for the reasonable costs of:

(a) repairing damage caused during the Hire Period or the setup and tidy-up windows;
(b) additional cleaning required beyond normal use;
(c) removal of waste left on the Premises;
(d) overtime use under clause 7.4; and
(e) any caretaker, security, or administrative time reasonably incurred as a result of incidents, breaches of these Terms, or failure to leave the Premises as required.

The Trustees will issue an invoice for such costs after the Hire Date and will provide reasonable supporting detail on request. The invoice is payable within 14 days of issue.

12. Animals

No animals are permitted except registered assistance dogs. No animals are permitted in kitchen areas under any circumstances.

13. Advertising

No unauthorised advertising or fly posting is permitted. The Hirer is responsible for any claims, loss, or cost arising from such actions.

14. Parking

Vehicles are parked on or near the Premises at the owner’s risk. The Trustees accept no liability for theft, damage, or other loss affecting vehicles or their contents, except where such loss is caused by the Trustees’ negligence. The Hirer is responsible for informing attendees of this provision.

15. Insurance and Liability

15.1 Commercial or Organised Hire.
Where the booking is Commercial or Organised Hire, the Hirer must hold public liability insurance of not less than £5,000,000 for the Hire Period. The Trustees may require evidence of such cover and may refuse access to the Premises where evidence is not produced on request.

15.2 Private Family Events.
Where the booking is a Private Family Event, the Hirer is not required to hold separate public liability insurance. The Hirer remains responsible for the safe and lawful conduct of the event and for any damage, injury, loss, or claim arising from the negligence, breach, or unlawful act or omission of the Hirer or attendees.

15.3 Doubt as to category.
If there is any doubt as to whether a booking is Commercial or Organised Hire or a Private Family Event, the Trustees’ reasonable determination will apply. The Hirer must describe the nature of the event accurately when booking.

15.4 Insurance misrepresentation.
Where the Hirer has described a booking as a Private Family Event but the actual use of the Premises is Commercial or Organised Hire, the Trustees will normally require the Hirer to produce evidence of public liability insurance of not less than £5,000,000 before the booking proceeds.

Where the Hirer cannot or does not produce such evidence when requested, or where the misrepresentation was deliberate, material, or is not remedied immediately when requested, the Trustees may terminate the booking. In such cases:

(a) the refund payable to the Hirer will be calculated under the cancellation schedule in clause 4.2, measured by reference to the date of termination; and
(b) the Trustees may additionally recover any reasonable costs incurred as a result of the misrepresentation, including administrative time and any costs of securing replacement insurance cover.

15.5 Exclusions.
The Trustees are not liable for:

(a) injury or death unless caused by the Trustees’ negligence;
(b) loss of or damage to personal property unless caused by the Trustees’ negligence; or
(c) indirect or consequential losses.

15.6 Indemnity.
The Hirer agrees to indemnify the Trustees against reasonable claims, damages, losses, and legal costs arising from the Hirer’s breach of these Terms, negligence, or unlawful act or omission, or that of any attendee, contractor, or person brought onto the Premises by the Hirer.

16. Copyright and Licensing

The Hirer is responsible for obtaining and paying for any music licences, copyright licences, royalties, or fees required for the event, including PRS and PPL where applicable.

17. Right of Entry

The Trustees reserve the right to enter the Premises at any time for inspection, safeguarding, health and safety, emergency, security, or compliance purposes and may terminate or stop any event that is not conducted in accordance with these Terms. No refund will be given where termination results from the Hirer’s breach of these Terms.

18. Limitation of Liability

The Trustees’ total liability to the Hirer arising out of or in connection with the booking is limited to the Hire Fee paid.

The Trustees are not liable for loss of income, loss of business, reputational damage, or other indirect or consequential loss.

Nothing in these Terms limits or excludes liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot lawfully be excluded or limited.

19. Data Protection

The Trustees will process the Hirer’s personal information in accordance with the Parish Privacy Policy available at https://htrc.org.uk/privacy-policy/.

20. General

20.1 Variation.
These Terms may be updated from time to time. The version in force at the time of booking will govern that booking.

20.2 Severability.
If any clause is found to be unenforceable, the remaining clauses will remain in full force and effect.

20.3 No third-party rights.
A person who is not a party to this agreement has no right to enforce any term of it.

20.4 Governing law.
This agreement is governed by the law of England and Wales and is subject to the exclusive jurisdiction of the courts of England and Wales.

21. Acceptance of Terms

By completing an online booking, the Hirer confirms acceptance of these Terms and Conditions.

Version 2.10 – effective 20/04/2026

Note on access: The Regular Hire service pages on the Parish website are publicly accessible and may be browsed by anyone. However, time slots are displayed as available for booking only to Licensees who have been approved by the Trustees through the application process at https://htrc.org.uk/contact-us/regular-hire-application/ and who have entered into a signed Regular Hire Agreement. If you are looking to book the Premises for a one-off event, please see our separate One-Off Hire Terms and Conditions.

These Terms apply to Regular Hire arrangements entered into through the signed Regular Hire Agreement. In the event of any conflict between these Terms and the signed Regular Hire Agreement, the signed Regular Hire Agreement prevails.

By 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 named in the signed Regular Hire Agreement).

2. Interpretation

In this licence:

Access means all areas used to enter and exit the Property 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, as identified in the signed Regular Hire Agreement.

Licence Fee means the agreed fee payable for use of the Property, as set out in the signed Regular Hire Agreement.

Licence Period means the agreed duration of the regular booking.

Permitted Hours means the agreed days and times during which the Licensee’s activity may take place. Access for setup and tidy-up is provided separately under clause 3.5.

Permitted Use means the agreed activity.

Parish Priest means the Parish Priest or authorised representative.

Necessary Consents means any licences, permissions, or approvals required for the activity.

Booking Reference means the unique reference issued by the Trustees to identify a specific scheduled session for session-related correspondence such as cancellation or rescheduling.

Invoice Reference means the unique reference shown on each monthly invoice issued to the Licensee, used as the payment reference for bank transfers and for payment-related correspondence.

Clear Days means days that do not include the day notice is received or the day of the scheduled session.

My Account means the online account area the Licensee accesses after logging in to the website, including the My Bookings and My Invoices sections.

Working Day means Monday to Friday, excluding UK public holidays.

References to law include any amendment, re-enactment, or replacement. 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 agreed access routes and agreed shared facilities, and ordinarily includes electricity, heating, and water as reasonably required for the Permitted Use.

3.3 Any shared facilities, including toilets, kitchen areas, or parking, must be used responsibly and in accordance with any instructions given by the Trustees.

3.4 The Licensee may bring equipment required for the activity. All electrical equipment must have been tested and certified as safe (PAT tested) within the preceding 12 months.

3.5 Setup and tidy-up access.
The Licensee is entitled to access the Property for up to 15 minutes before the start of each booked session for setup and up to 15 minutes after the end for tidy-up and vacating, at no additional charge.

These access windows are not part of the Permitted Hours themselves and do not extend the time during which the Licensee’s activity may take place. The activity must take place within the booked Permitted Hours.

4. Nature of Agreement

4.1 This agreement creates a licence only and does not create a tenancy or confer exclusive possession.

4.2 The licence is personal to the Licensee and is not transferable, assignable, or shareable without the Trustees’ prior written consent.

4.3 The Trustees may require temporary or permanent use of the Property for Parish purposes, emergency reasons, safeguarding reasons, building issues, or other reasonable operational needs, giving as much notice as is reasonably practicable and normally not less than 2 weeks where circumstances permit.

4.4 Additional use outside Permitted Hours must be approved in writing and may incur additional fees. For the avoidance of doubt, this does not include the 30-minute setup and tidy-up windows provided under clause 3.5, which form part of the Licensee’s ordinary access. Where the Licensee uses the Property outside Permitted Hours and the 30-minute windows without approval, the Trustees may charge for that use at the applicable hourly hire rate for the Property, together with any reasonable additional caretaker, security, cleaning, or administrative costs incurred. Repeated unauthorised use may be treated as a breach of these Terms.

4.5 The Licensee confirms that it has assessed the suitability of the Property for the Permitted Use.

4.6 Relationship with My Account.
The Licensee may be granted access to My Account for administrative convenience, including to view scheduled sessions, submit proof of payment through My Invoices, and cancel or reschedule individual sessions through My Bookings. The settings or functionality of My Account do not override or vary these Terms or the signed Regular Hire Agreement. In particular, any ability to cancel entries shown in My Account does not replace the notice requirements in clause 13.

4.7 Approval process and execution of the Regular Hire Agreement.
The Regular Hire service pages on the Parish website are publicly accessible and may be browsed by anyone. However, Regular Hire time slots are displayed as available for booking only to Licensees who have been approved by the Trustees and have entered into a signed Regular Hire Agreement. Until that approval is in place, no time slots will be shown as available on the Regular Hire service pages for that user. One-Off Hire bookings do not of themselves grant Regular Hire access.

Qualifying criteria.
Regular Hire is intended for Licensees who will use the Property on a genuinely recurring basis. To qualify for Regular Hire rates and regular booking services, the Licensee must:

(a) intend to hire the Property at least once per week for the duration of the Licence Period, excluding reasonable breaks such as school holidays, Christmas, Easter, and similar seasonal closures;
(b) commit to an initial minimum term of 3 months, after which the licence continues until terminated in accordance with clause 13.

The Trustees may, acting reasonably, decline an application or terminate a Regular Hire arrangement where these criteria are not met, or where the Licensee’s pattern of use ceases to reflect genuine regular hire. In such cases the Licensee may still book the Property through One-Off Hire at the applicable One-Off Hire rates.

The approval and signing process is as follows:

(a) the Licensee must complete and submit the Regular Hire application form available at https://htrc.org.uk/contact-us/regular-hire-application/;
(b) the Trustees will review the application and, where approved, email the Regular Hire Agreement template to the email address provided in the application;
(c) the Licensee must complete all required fields in the template and sign the completed document by hand;
(d) the Licensee must book an appointment to attend the church office for signing, by email to bookings.htsh.suttoncoldfield@rcaob.org.uk, and bring the completed and signed document to that appointment;
(e) at the appointment, the Parish Priest (or authorised representative of the Trustees) will review the completed document, countersign it in the Licensee’s presence, and provide the Licensee with a fully-executed copy;
(f) where attendance at the church office is not reasonably possible, for example by reason of disability or other accessibility need, the Parish Priest may, at their discretion, arrange to sign at an alternative location agreed with the Licensee;
(g) following completion of the fully-executed Regular Hire Agreement, the church office will set up Regular Hire access in My Account. Where the Licensee already holds a My Account from a previous One-Off Hire booking, the existing account will be upgraded to include Regular Hire services, which will then appear in My Account when the Licensee next logs in. Otherwise, a new My Account will be created using the email address provided on the application, and login details will be emailed to that address;
(h) Regular Hire time slots will be shown as available on the Regular Hire service pages, and the Licensee will be able to make Regular Hire bookings, only after this setup has been completed.

Signing by post, email, fax, or other remote means is not permitted, save as provided in sub-clause (f).

5. Payment

5.1 The Licence Fee is payable monthly in arrears. Payment in full must be received by the last day of the calendar month in which the Property has been used, unless otherwise agreed in writing.

5.2 Accepted payment methods. Payment may be made by bank transfer, cash, or cheque. Bank transfer details are:

Bank Name: NatWest
Account Name: Roman Catholic Archdiocese of Birmingham Holy Trinity Sutton Coldfield
Account Number: 87564831
Sort Code: 60-22-22

Cheques must be made payable to the same account name. Cash and cheque payments may be made in person at the church office during opening hours.

When paying by bank transfer, the Licensee must include the Invoice Reference as the payment reference. A monthly invoice may cover all sessions held in that calendar month, and payment against the Invoice Reference settles that invoice in full.

5.3 Monthly booking requirement.
To ensure that invoices align with the monthly arrears payment structure in clause 5.1, the Licensee must make a separate booking transaction for each calendar month of sessions. Sessions in May must be booked in one transaction covering only May sessions; June sessions must be booked in a separate transaction covering only June sessions; and so on. For the avoidance of doubt, the relevant month is the month in which the sessions fall, not the month in which the booking transaction is placed.

Where a single booking transaction covers sessions in more than one calendar month, a single invoice will be generated for all sessions in that booking. That invoice will be payable in full by the last day of the earliest calendar month containing a session in the booking, in accordance with clause 5.1. The Trustees will not split such invoices to reflect multiple months.

The Licensee is responsible for structuring bookings in accordance with this clause. The Trustees are not obliged to refund, amend, or re-issue invoices arising from bookings that span multiple calendar months.

5.4 Proof of payment.
Proof of payment must be provided by attaching it to the relevant invoice in the My Invoices section of My Account. As an alternative, proof of payment may be sent by email to bookings.htsh.suttoncoldfield@rcaob.org.uk, quoting the Invoice Reference.

5.5 The Trustees may require proof of payment before permitting continued use where payment has not yet been verified.

5.6 The Trustees may suspend use or terminate this agreement where payment is overdue, cannot be verified, or there has been repeated failure to comply with payment requirements.

5.7 Interest.
The Trustees may charge interest on overdue sums at 4% per annum above the Bank of England base rate from the due date until payment is made, whether before or after judgment.

6. Cancellation and Rescheduling of Individual Sessions

6.1 How to cancel or reschedule.
The Licensee may cancel or reschedule an individual session through the My Bookings section of My Account where cancel and reschedule options are provided. As an alternative, the Licensee may send a cancellation or rescheduling request by email to bookings.htsh.suttoncoldfield@rcaob.org.uk, quoting the Booking Reference.

A request sent by email takes effect at the time it is received by the Trustees’ email system, provided it clearly identifies the session. The Trustees will normally acknowledge such requests in writing.

6.2 Notice period.
Where notice of cancellation or rescheduling is received by the Trustees at least 3 Clear Days before the scheduled session, no Licence Fee will be charged for that session.

6.3 Late cancellation.
Where notice is received less than 3 Clear Days before the session, the full Licence Fee for that session remains payable and may appear on the next monthly invoice.

6.4 Rescheduling.
Rescheduled sessions are subject to availability and must be agreed in advance. Rescheduling does not create an automatic right to substitute dates.

6.5 Exceptional circumstances.
The Trustees may, at their absolute discretion, waive charges or agree a different arrangement in exceptional circumstances. Any such decision is made without prejudice and does not create a general waiver or precedent.

7. Licensee Obligations

The Licensee agrees:

7.1 to keep the Property clean, tidy, and secure after each use.

7.2 to remove all rubbish and not use church bins unless expressly agreed.

7.3 to comply with all applicable laws and requirements relating to health and safety, fire safety, food hygiene, and the activity carried out.

7.4 Not to:
(a) damage the Property;
(b) make alterations without written permission;
(c) block access routes or emergency exits; or
(d) create hazards or nuisance.

7.5 to ensure proper supervision of attendees, safe use of the Premises, and appropriate behaviour at all times.

7.6 where working with children or vulnerable persons, to have appropriate safeguarding policies and procedures in place or follow the Catholic Safeguarding Standards Agency framework where applicable, and to ensure that personnel hold the appropriate level of DBS check where legally required or otherwise appropriate to the role.

7.7 to hold public liability insurance of not less than £5,000,000 and, where relevant, suitable insurance for the Licensee’s own equipment and activities.

7.8 to provide the Trustees with evidence of insurance cover on request.

7.9 to indemnify the Trustees against reasonable claims, damages, losses, and legal costs arising from the Licensee’s breach of these Terms, negligence, or unlawful act or omission, or that of attendees, staff, volunteers, contractors, or any person brought onto the Property by the Licensee.

7.10 Recovery of costs.
The Licensee is liable to the Trustees for the reasonable costs of:
(a) repairing damage caused during the Licensee’s use of the Property (including the setup and tidy-up windows);
(b) additional cleaning required beyond normal use;
(c) removal of waste left on the Property;
(d) unauthorised use outside Permitted Hours and the 30-minute windows under clause 4.4; and
(e) any caretaker, security, or administrative time reasonably incurred as a result of incidents, breaches of these Terms, or the Licensee’s failure to comply with agreed arrangements.

The Trustees may add such costs to the next monthly invoice or issue a separate invoice and will provide reasonable supporting detail on request.

8. Safeguarding

Given the setting and the likely presence of children and vulnerable adults, the Licensee must treat safeguarding as a primary concern. The Licensee must:
(a) operate a written safeguarding policy or adhere to the Catholic Safeguarding Standards Agency framework where applicable;
(b) ensure that relevant personnel hold appropriate DBS checks where legally required or otherwise appropriate to their role;
(c) report any safeguarding concern to the Parish Priest or other appropriate safeguarding contact without delay; and
(d) cooperate fully with any investigation by the Trustees or the Catholic Safeguarding Standards Agency.

9. Use Restrictions

The Licensee must not:
(a) use the Property for any purpose other than the Permitted Use;
(b) sub-let, licence, or share use without written permission;
(c) carry out unlawful activities;
(d) apply for planning permission or create any legal burden affecting the Property;
(e) create nuisance, disturbance, or unreasonable noise;
(f) allow alcohol without prior written permission;
(g) allow smoking or vaping anywhere on the Premises;
(h) bring unauthorised animals onto the Premises, save for registered assistance dogs, and no animals are permitted in kitchen areas; or
(i) engage in activities that include nudity or indecent behaviour, or that are materially inconsistent with the charitable, religious, or community purposes of the Parish as a Roman Catholic parish.

10. Parking

Vehicles are parked on or near the Property at the owner’s risk. The Trustees accept no liability for theft, damage, or other loss affecting vehicles or their contents, except where such loss is caused by the Trustees’ negligence. The Licensee is responsible for informing attendees of this provision.

11. Copyright and Licensing

The Licensee is responsible for obtaining and paying for any music licences, copyright licences, royalties, or fees required for the activity, including PRS and PPL where applicable.

12. Keys and Access

Only authorised keys or access arrangements may be used. No copies may be made without written permission. The Property must be secured after use. Loss of keys, fobs, codes, or other access devices must be reported to the Parish Priest immediately.

13. Right of Entry and Termination

13.1 Right of entry.
The Trustees reserve the right to enter the Property at any time for inspection, safeguarding, health and safety, emergency, security, maintenance, or compliance purposes.

13.2 Immediate termination.
The Trustees may terminate this licence immediately where there is:
(a) material breach of these Terms or of the signed Regular Hire Agreement;
(b) non-payment or repeated late payment;
(c) a safeguarding concern;
(d) a serious health and safety concern; or
(e) unlawful or seriously inappropriate use of the Property.

13.3 Remediable breach.
Where a breach is capable of remedy and is not one of the matters listed in clause 13.2, the Trustees may give written notice requiring the Licensee to remedy the breach within 7 days, failing which the Trustees may terminate this licence.

13.4 Notice termination.
After the initial minimum term of 3 months set out in clause 4.7, either party may terminate this licence by giving at least one calendar month’s written notice, or any longer notice period stated in the signed Regular Hire Agreement. Notice termination may not take effect before the end of the initial minimum term.

13.5 Termination for Parish need or unavailability.
The Trustees may terminate this licence where the Property becomes unusable, is required for Parish purposes, or cannot reasonably continue to be made available. The Trustees will give as much notice as is reasonably practicable.

13.6 Consequences of termination.
On termination, the Licensee must cease use of the Property and return any keys or access devices immediately.

13.7 Refund of advance payments.
Any Licence Fees paid in advance for periods after termination will be refunded by cheque, less any sums properly due to the Trustees.

14. Liability

14.1 The Trustees are not liable for injury, loss, or damage except to the extent caused by the Trustees’ negligence.

14.2 The Trustees are not liable for loss of business, loss of income, or other indirect or consequential loss.

14.3 The Licensee is responsible for its activities, attendees, staff, volunteers, equipment, and any damage, loss, or claim arising from its use of the Property.

14.4 The Trustees’ total liability to the Licensee arising out of or in connection with this licence is limited to the Licence Fees paid in the 12 months preceding the event giving rise to the claim.

Nothing in these Terms limits or excludes liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot lawfully be excluded or limited.

15. Data Protection

The Trustees will process the Licensee’s personal information in accordance with the Parish Privacy Policy available at https://htrc.org.uk/privacy-policy/.

16. Notices

Notices may be given by email to bookings.htsh.suttoncoldfield@rcaob.org.uk or by post to the address set out in the signed Regular Hire Agreement. Notices from the Licensee should quote the Licensee’s name and, where relevant, the Booking Reference or Invoice Reference.

17. General

17.1 No warranties.
No warranty is given that the Property is suitable for any purpose other than the Permitted Use as agreed.

17.2 Variation.
These Terms may be varied only by written agreement signed by both parties, unless the signed Regular Hire Agreement expressly provides otherwise.

17.3 Severability.
If any clause is found to be unenforceable, the remaining clauses remain in full force and effect.

17.4 No third-party rights.
A person who is not a party to this agreement has no right to enforce any term of it.

17.5 Governing law.
This agreement is governed by the law of England and Wales and is subject to the exclusive jurisdiction of the courts of England and Wales.

18. Acceptance

This agreement is accepted when both the Licensee and the Parish Priest (or authorised representative of the Trustees) have signed the Regular Hire Agreement in person, in accordance with clause 4.7.