Terms & Conditions
Terms & Conditions - your booking with us
BOOKING TERMS AND CONDITIONS AND CANCELLATION POLICY
The below booking terms and conditions will apply to all bookings made between Forge Wood Management Company thereafter referred to as we/us and you the hirer.
CANCELLATION POLICY
Refunds are provided if:
1) The venue has been double booked
2) The booking is cancelled by us due to emergency maintenance work.
3) We maintain the right to cancel the booking for other reasons not listed if it is deemed necessary by us.
We hope you understand that once a booking is confirmed we cannot offer it to the public, ultimately turning business away. We therefore do ask all customers to honour all bookings or provide three months’ notice to cancel.
TERM AND CONDITIONS FOR THE HIRE OF THE COMMUNITY CENTRE AND PAVILION
1. Individuals and Co-ordinators
Any group or individual wishing to hire all or part of the Community Centre must provide details of the name, address, telephone number or e mail address of the individual person responsible for the booking on the booking form.
2. Bookings, charges and payments
(a) A booking must be made via our website www.forgewoodfacilities.com
(b) Payments: - Payment will be required following receipt of the invoice, which will be sent out via email prior to the booking date. Payment should be made within one week of receiving the invoice
(c) Set up and clear down time must be included in the hall hire time
3. Code of conduct
Hirers are reminded that the facilities are situated in a residential area. All individuals must conform to any regulations in force, with respect to the site and comply with any instructions they may receive from staff appointed.
Please ensure that facilities are used correctly. Please respect the neighbours and keep noise levels down to a minimum.
4. Health and safety
(a) No alcohol shall be brought or consumed in any part of the Community Centre.
(b) In event of an accident or injury the Hirer or coordinator should contact the emergency services. You must contact the Preim helpdesk to notify them of the accident /injury so they may supply an accident report for you to complete and return.
t +44 (0)1778 382210
(c) Hirers are responsible for ensuring that they complete a check of the venue space prior to their event to ensure it is free of hazards. Any damage or maintenance issues should be reported to info@forgewoodfacilities.com and helpdesk@preim.co.uk as a matter of urgency.
(d) Hirers are responsible for completing an appropriate risk assessment for their activities and complying with all terms of their public liability insurance. Public liability insurance must be valid and in date prior to hire of the facilities.
(e) Hirers are responsible for keeping a register of attendees to ensure they can account for anyone present and missing in the event of a fire.
(f) Any electrical items must be PAT tested and free from any faults or defects
5. Cancellation and refunds
Cancellation may be made 3 months before the event date for a refund. Any Cancellation after this date will result in a full charge being incurred.
6. Liability
The Hirer or Coordinator is responsible for all loss, damage and claims arising out of this agreement. For business hirer’s, public liability insurance is a condition of hire, proof of cover must be submitted along with the booking form.
(a) We accept no responsibility for any personal injury, accidents, damage to or loss of property or belongings sustained by individuals or members of the hiring organisation or any other person arising because of hiring or use of the Community Centre.
(b) The Hirer will be responsible for any damage caused to Community Centre by their own customers or guests. Details of any damage and the cost will be emailed to the coordinator. You, the coordinator, will be charged and agree to pay for the damage in full.
(c) Community Centre access: -
Party Hirers will be provided with the access code to the key box 9 days prior to their booking.
Please ensure that the Community Centre is left in a clean and tidy state. You will be liable to pay for any damage caused.
Under no circumstances are additional keys to be cut. The sub-let of the facilities is not permitted.
7. Car Parking
Park your cars in the designated car park provided. Do not double park or block others. We do not take any responsibility for damage to vehicles or loss and theft of valuables from the vehicles.
Parking for the Community Centre is at the rear of the building. Under no circumstances should residents parking be used or blocked. The roads must be clear of obstruction.
8. Party Hire Equipment / Entertainer
You are responsible for all aspects of the health and safety and any liability insurance for party equipment on the day of your event. Forge wood Management Company must receive a copy of the public liability insurance for the hire of party hire equipment e.g. Bouncy Castle or for a children’s entertainer within one week of you making your booking with us.
9. Privacy and Data Policy
When you conduct a transaction on our website or submit a booking via email, as part of the process, we collect personal information you give us such as your name, address and email address.
Your personal information will be used in order to contact you about your booking and invoice you for hire. We will not keep this data for longer than is necessary to complete these tasks.
We collect such Non-personal and Personal Information for the following purposes:
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To provide and operate the hire of our facilities.
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To be able to contact our Visitors with general or personalised service-related notices and promotional messages;
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To comply with any applicable laws and regulations.
By making a booking via our website or by submitting a booking form you agree to all the terms and conditions stated herein.
Safety Information
SAFETY INFORMATION FOR THE HIRE OF OUR FACILITIES
Responsibility
The hirer is responsible for the premises and any activities undertaken therein during the period of the hire. They must ensure they have appropriate insurances in place, suitable first aid cover, risk assessments for their activities, enough supervisors and take appropriate care of the building/s and pitches and any equipment. The facilities provided must only be used for purposes for which it is reasonably intended, and in keeping with what has been described to the Forge wood management company when arranging the hire.
Fire Procedures
It is the responsibility of the hirer to record the details of all persons on site as part of their activity. This list can be used to account for all persons in the event of a fire evacuation. In the event of a fire, the following actions are to be taken:
Action on discovering/suspicion of a fire
1. Shout “FIRE,FIRE,FIRE”-ensure everyone around you hears and activate a red ‘break glass’ call point to sound the fire alarm.
2. If you feel comfortable to do so, and without taking personal risk, attempt to put out the fire using an appropriate fire extinguisher or fire blanket.
3. If you cannot put out the fire ,evacuate using the nearest available escape route.
4. If possible ,close windows and doors as you leave. 5. Ensure that the Fire Service is called.
6. Proceed to the assembly point. If you hear the fire alarm
1. Shout“FIRE,FIRE,FIRE” to ensure others are also aware.
2. Immediately leave the building by the nearest fire exit( indicated by green and white directional signage).
3. Leave without going to the cloakroom and do not collect personal belongings.
4. If possible, close windows and doors as you leave.
5. Do not run.
6. Proceed to the assembly point.
7. Do not re-enter the property until permission to do so is given by the Fire Service.
REMEMBER – USE THE NEAREST AVAILABLE EXIT. DO NOT STOP TO COLLECT PERSONAL BELONGINGS. GO TO THE ASSEMBLY POINT.
The hirer must ensure that there is adequate first aid cover for their activities, hirer’s are responsible for providing their own first aid kits.
Assembly Areas
In the event of an evacuation all persons should gather and ensure all are accounted for:
1. Community Centre–green next to the main entrance of the building school side
2. Pavilion–on the pitches to the rear of the building
Safety of Children
Forge wood management company have taken all due care to remove hazards and dangers, however it remains the responsibility of hirers to ensure that all guests, particularly children, are supervised and kept safe. It is strongly recommended that hirers undertake a walkaround at the start of the hire period to identify hazards or concerns. A risk assessment for any activities should be in place.
Security and Safety
The hirer is responsible for ensuring that all electrical appliances brought into the buildings hold the appropriate pat testing. After a session they should ensure that all electrical items are switched off and unplugged and items such as cookers or heaters are off and cool before leaving site. The hirer is responsible for ensuring that all windows and doors are correctly locked/secured before departure. They must ensure that all are checked, even if you have not used them, as another person may have left them insecure. Report any issues that will prevent the building from being left secure to the Forge wood management company.
Damage
Should any damage occur to buildings, pitches or equipment during the period of the hire, the hirer should contact the Forge wood management company at their earliest convenience using the email address:
Waste and Waste Bins
All waste is to be removed from site at the end of the hire period and disposed of appropriately. Any waste bins are to be emptied. No milk or other items are to be left in the fridges.
Emergency Contact Numbers
It is reiterated that the hirer is responsible for buildings and equipment during the duration of their hire. During office hours, or in extremes, the following may be contacted to report a concern.
t +44 (0)1778 382210