Terms – DRAFT

Last updated: [DATE]

These Terms of Hire (“Terms”) apply to every booking of rooms and facilities at The AFM-Kettering Assembly (Oasis of Life), located at [CHURCH ADDRESS, KETTERING, POSTCODE] (“the Church”, “we”, “us”). By confirming a booking you (“the Hirer”) agree to be bound by these Terms. Please read them carefully before booking.

1. Definitions

  • Booking — a confirmed reservation of a Room for a specific date and time.
  • Hirer — the person or organisation making the Booking. The Hirer must be at least 18 years old.
  • Hire Period — the dates and times set out in the Booking confirmation, including any agreed set-up and clear-down time.
  • Room — the space hired, as named in the Booking (one of our three bookable rooms).
  • ChurchSuite — the booking platform we use to manage availability, confirmations, and payments.

2. Booking process

  1. All bookings are made through ChurchSuite or by enquiry through our website. Availability shown at the time of enquiry is indicative and not guaranteed until the Booking is confirmed.
  2. A Booking is only confirmed when we issue a written confirmation (by email or through ChurchSuite) and any required deposit or payment has been received.
  3. We aim to respond to all enquiries within one working day (Monday to Friday, excluding public holidays).
  4. We reserve the right to decline any Booking at our discretion, including where the proposed use is inconsistent with our ethos or these Terms (see Section 7).

3. Fees and payment

  1. Room hire is charged at the hourly rate shown in ChurchSuite at the time of booking. Rates may vary between rooms, times of day, and days of the week.
  2. Kitchen use may be subject to an additional charge, which will be made clear at the time of booking.
  3. Payment terms are as displayed in ChurchSuite. We may require a deposit of [DEPOSIT %] of the total hire fee to secure a Booking, with the balance due [PAYMENT DUE DATE, e.g. 14 days before the Hire Period].
  4. For larger or higher-risk events, we may require a refundable security deposit of [£AMOUNT] against damage, loss, or additional cleaning. Where no deductions are needed, this will be returned within 14 days of the Hire Period.
  5. All fees are inclusive of VAT where applicable.

4. Cancellation and changes

4.1 Cancellation by the Hirer

Cancellations must be made in writing (email or through ChurchSuite). Refunds will be calculated from the date we receive the cancellation:

Notice given before the Hire PeriodRefund of hire fee
More than 14 daysFull refund, less an administration fee of [£AMOUNT] or the deposit, whichever is lower
7 to 14 days50% refund
Less than 7 days, or no-showNo refund

4.2 Changes by the Hirer

Requests to change the date, time, or Room after confirmation will be considered subject to availability. We may apply a reasonable administration fee for changes made within 14 days of the Hire Period.

4.3 Cancellation by the Church

In rare circumstances we may need to cancel or move a Booking — for example, for essential maintenance, safety concerns, or where the Hirer is in breach of these Terms. Where we cancel, we will offer an alternative date where possible or provide a full refund of fees paid. Except where cancellation is due to the Hirer’s breach, our liability for cancellation is limited to the fees paid for the cancelled Booking.

5. Access, set-up, and end of Hire Period

  1. Access to the Room is granted for the Hire Period only. Set-up, clear-down, and removal of belongings must be completed within this time unless agreed otherwise in writing.
  2. The Hirer is responsible for arriving on time. We cannot extend the Hire Period where a later booking follows.
  3. At the end of the Hire Period the Room must be left clean, tidy, and in the condition in which it was provided. All furniture must be returned to its original layout, rubbish removed or placed in bins provided, and equipment switched off.
  4. Additional cleaning costs may be deducted from any security deposit or invoiced separately where the Room is left in an unreasonable condition.

6. Facilities provided

  1. Rooms are provided “as is” with the chairs and tables already present. The standard layout applies unless agreed otherwise in advance.
  2. Wi-Fi, LED screens, toilets, and access to the kitchen (where booked) are included or available as described at the time of booking.
  3. We do not provide a reception or concierge service. Hirers are responsible for welcoming and managing their own guests.
  4. We do not have on-site parking. Public parking is available nearby through Kettering Borough Council; the Hirer is responsible for their own and their guests’ parking arrangements.

7. Permitted use and conduct

  1. The Room must only be used for the purpose stated in the Booking. The Hirer must not sublet or transfer the Booking to another party without our prior written consent.
  2. The Hirer is responsible for the conduct of everyone attending the Booking. A responsible adult must be present and supervising throughout.
  3. Maximum capacity for each Room, as stated at the time of booking, must not be exceeded. Capacity limits exist for fire and safety reasons and are non-negotiable.
  4. The following are strictly prohibited on the premises:
    • Alcohol — the consumption, sale, or bringing onto the premises of any alcoholic drink.
    • Smoking and vaping — including e-cigarettes, anywhere on the premises.
    • Illegal drugs of any kind.
    • Pets and animals, with the exception of registered assistance dogs.
    • Gambling for money or other stakes.
    • Fireworks, candles, or naked flames, unless agreed with us in writing.
    • Activities that are illegal, unsafe, or which could reasonably be expected to cause offence or distress to others.
  5. The Church is a place of Christian worship. We reserve the right to refuse or end a Booking where the activity is, in our reasonable view, incompatible with our Christian ethos. This clause is relied on under the exceptions permitted to religious organisations under the Equality Act 2010, Schedule 23.
  6. The Church is open to hire by people of all backgrounds and faiths for lawful, peaceful use consistent with the above.

8. Children and safeguarding

  1. Children are welcome at Bookings. Children under 18 must be supervised at all times by the Hirer or an adult nominated by the Hirer.
  2. Where a Booking is specifically for children or young people (for example, a children’s party, club, or youth activity), the Hirer is responsible for ensuring appropriate adult-to-child ratios, DBS checks where legally required, and compliance with all applicable safeguarding obligations.
  3. The Church’s safeguarding policy applies to all activities on the premises. A copy is available on request.

9. Food, drink, and catering

  1. Food and non-alcoholic drinks may be brought onto the premises for the Hirer’s own use during the Booking.
  2. Use of the kitchen is subject to any additional charge stated at the time of booking. The Hirer is responsible for the safe preparation, handling, and clearing away of any food, and for cleaning the kitchen after use.
  3. Outside caterers: [TO CONFIRM — either “Outside caterers are permitted subject to providing a copy of their public liability insurance and food hygiene rating of 3 or above” OR “Outside caterers are not permitted without our prior written consent”].
  4. Any food waste must be removed from the premises at the end of the Hire Period.

10. Equipment, music, and licences

  1. The Hirer may use the in-room LED screens and Wi-Fi as part of the hire. Any damage to Church equipment will be chargeable.
  2. Personal equipment brought onto the premises by the Hirer must be PAT-tested where electrical, and used safely. The Church accepts no responsibility for the loss of or damage to personal equipment.
  3. Where the Hirer plays recorded music, performs live music, or screens television or film, the Hirer is responsible for obtaining any necessary licences (for example, from PPL PRS Ltd). The Church’s standard licence does not extend to third-party hirers.
  4. Noise must be kept at a reasonable level so as not to disturb neighbours or other users of the building. We may require noise to be reduced or the event to end early if complaints are received.

11. Health, safety, and fire

  1. The Hirer must familiarise themselves with fire exits, assembly points, and the location of first-aid equipment on arrival. A briefing can be provided on request.
  2. Fire exits and walkways must be kept clear at all times. Decorations must not be attached to fire equipment, emergency lighting, or signage.
  3. The Hirer is responsible for the health and safety of everyone attending their Booking and must carry out their own risk assessment where appropriate.
  4. Any accident or incident must be reported to us as soon as reasonably possible, and entered in the accident book kept on the premises.

12. Damage and loss

  1. The Hirer is responsible for any damage caused to the building, furniture, fittings, or equipment during the Hire Period by the Hirer or anyone attending the Booking, beyond reasonable wear and tear.
  2. The cost of repair or replacement will be invoiced to the Hirer and may be deducted from any security deposit held.
  3. The Church is not responsible for any personal property brought onto the premises. The Hirer is responsible for the security of their own belongings during the Hire Period.

13. Insurance

  1. The Church holds public liability insurance covering its own activities on the premises. This insurance does not extend to the Hirer’s activities.
  2. For any Booking involving commercial activity, public events, physical activity, or over [NUMBER] attendees, the Hirer must hold their own public liability insurance of at least £[AMOUNT, e.g. 2,000,000] and provide a copy on request.
  3. The Hirer is strongly encouraged to hold appropriate insurance for any Booking.

14. Liability

  1. The Church does not exclude or limit its liability for death or personal injury caused by its negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot be excluded or limited under English law.
  2. Subject to the above, the Church’s total liability to the Hirer arising from or in connection with a Booking (whether in contract, tort including negligence, or otherwise) shall not exceed the total fees paid for that Booking.
  3. The Church is not liable for any indirect or consequential loss, including loss of profit, loss of business, or loss of opportunity.
  4. The Hirer shall indemnify the Church against any claims, losses, or costs arising out of the Hirer’s use of the premises in breach of these Terms.

15. Force majeure

Neither party will be liable for any failure or delay in performing their obligations where such failure or delay is caused by events outside their reasonable control, including fire, flood, severe weather, power failure, government action, or public health restrictions. Where such an event prevents a Booking from going ahead, we will offer a reasonable alternative date where possible, or a refund of fees paid.

16. Data protection

Personal information you provide when making a Booking is processed in accordance with our Privacy Policy, available on our website. By making a Booking you confirm that any personal data you share about third parties (for example, guests or attendees) has been shared with their awareness where required.

17. Variation

We may update these Terms from time to time. The version in force at the time a Booking is confirmed is the version that applies to that Booking. The current version is always published on our website.

18. Governing law

These Terms and any Booking made under them are governed by the laws of England and Wales, and any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

19. Contact

For all booking queries and correspondence:

  • Email: [BOOKINGS EMAIL]
  • Phone: [PHONE]
  • Post: The AFM-Kettering Assembly (Oasis of Life), [CHURCH ADDRESS]