Fitness and Computer Rooms Garden, South Crypt and 21 per hour per hour

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1 Terms and Conditions for the Regular Rental of Rooms Regular rental is defined as a minimum of 3 months bookings placed in advance with weekly or fortnightly regularity Fees The fees for the hire of rooms in the Neighbourhood Centre and Crypt as from Jan 2012 [until further notice] are as follows: Rooms Regular Rate Introductory Rate Crypt Room 1, Crypt Room 2, 20 per hour per hour Fitness and Computer Rooms Garden, South Crypt and 21 per hour per hour Wilson Rooms Johnston Room 23 per hour per hour Sports Hall per hour per hour Showers 8 8 Computer Room with use of per hour 24 per hour computers Kitchen for cooking (only let in 10 per hour 10 per hour addition to one other room) Caretaking for out of office 10 per session 10 per session hours bookings Storage 5-43 per month depending on cupboard size Late Payment Fee 3% of total owed each month, charged on outstanding balances from 2 weeks after invoice sent Booking alteration charge 15 for each alteration to booking time or room if more than one alteration per month is requested Make cheques payable to: SMI Community Partnership BACS: Acc name: SMI Community Partnership, Sort code: , Acc no: , Co-operative Bank A The Licence and Licensee s Undertakings 1. Subject to Paragraphs B, C, D, E, F, G and H below, SMICP gives the licensee whose details are set out in paragraph H below (the Licensee ), the right, for the period specified in Paragraph H (the Licence Period ), to use the Room(s) specified in Paragraph H (the Designated Space ). B Responsibilities 1. The Licensee or person in charge of an activity must be at least 18 years of age and shall be on the premises for the entire duration of the activity. 2. The premises must be completely vacated by the end of the allotted time. 3. The Designated Space (including the kitchen if used) must be left tidy and undamaged by the end of the allotted time. It is also the responsibility of the Licensee or person in charge of an activity to ensure that any rubbish is placed in the appropriate containers. 4. The permission of the SMICP staff must be obtained before goods or equipment are stored on site. A fee will be charged for any storage granted. 5. All chairs and tables used must be placed into storage safely and any equipment owned by the hirer must be returned to its allocated storage space or removed from the Neighbourhood Centre or Crypt. 6. The main entrance door to the Neighbourhood Centre or Crypt must be kept shut at all times. 7. Any person issued with keys on behalf of the Licensee will be required to pay a deposit and sign a key holders agreement form. 8. The permission of the Chief Executive Officer must be obtained before any recordings for television, radio or other forms of media are made. A fee will be charged for any permission granted. 9. Smoking is not permitted anywhere in the Neighbourhood Centre or Crypt. 10. No signs or notices may be displayed at the Crypt/Neighbourhood Centre without the permission of the Premises Manager. Rules for granting permissions are governed by SMICP s Advertising and Display Policy Advertising Displays Policy 2011.doc. 11. Alcohol must not be bought, sold or consumed in any part of the premises except in the Crypt following application (see Alcohol Policy).

2 12. Illicit drugs must not be brought onto any part of the premises. Anyone found to be contravening this rule will be asked to leave immediately and the police will be informed. 13. Noise levels of activities must not interfere with other activities within the buildings nor cause any nuisance, damage, disturbance, annoyance, inconvenience or interference to the Neighbourhood Centre or Crypt or adjoining or neighbouring property or to the owners, occupiers or users of any adjoining or neighbouring property. 14. Stiletto heeled shoes must not be worn in the Johnston Room or Sports Hall. 15. On leaving the building: a) lights should be switched off b) Gas and electric appliances turned off or left safe c) Room doors locked and the main door properly closed. C Safeguarding Children (All groups with unaccompanied users under 18yrs) This organisation (organisation s name....) confirms that it has been provided with the Churches Child Protection Advisory Service booklet Safe and Secure, key facts and understands the Diocese of London child protection guidelines: It understands its responsibility and has taken appropriate action to safeguard the children and young people under 18yrs within its care. D Health & Safety 1. If any user has any concerns about the health and safety of the premises, equipment or facilities they are to inform SMICP staff as soon as possible. 2. Fire exits in the Neighbourhood Centre are located at the front door, through the central courtyard and in the Sports Hall. Fire exits for the crypt are located in the NE and SW corners of the Crypt and the main crypt entrance. The assembly point is on the church forecourt. Groups are responsible for setting up their own fire emergency procedures; this should include carrying out a regular practice for the evacuation of the premises. 3. Highly flammable substances shall not be brought into or used in any part of the premises. 4. Fire fighting equipment must be kept in its proper place and used only for its intended purpose. 5. Obstructions shall not be placed in front of emergency exits, or in exit routes. Pushchairs must be parked along the left wall of the main corridor in the Neighbourhood Centre making sure that at least half of the width of the corridor is left clear. 6. It is the responsibility of the hirer to ensure that any food or drink brought into or prepared on the premises is prepared and stored in accordance with good food safety practices and with applicable food safety legislation. 7. It is the responsibility of the hirer to ensure that any electrical equipment brought onto the premises complies with the Electricity at Work regulations E Conditions 1. Organisations that hire rooms must fit within the objectives (Objects) of SMICP (detailed below) 2. Only organisations on the list of Churches designated pursuant to the Church of England (Ecumenical Relations) Measure 1988 (list available) are permitted to use the Neighbourhood Centre or Crypt for worship. 3. There is no parking for users of the Neighbourhood Centre or Crypt. 4. The Licensee is liable for the costs of any damage, costs or expenses or other liability caused by it to the building, its fixtures, fittings, furnishings or equipment and the Licensee must indemnify SMICP and keep SMICP indemnified, against all losses, claims, demands, actions, proceedings, damages, costs or expenses or other liability arising in any way from this agreement or any breach of the exercise or purported exercise of any of the rights given in paragraph A. 5. The Licensee must not do anything that will or might constitute a breach of any statutory requirement affecting the Crypt/Neighbourhood Centre or that will or might wholly or partly vitiate any insurance created in respect of the Crypt/Neighbourhood Centrefrom time to time. 6. The Licensee must observe any rules and regulations SMICP makes and notifies to the Licensee from time to time, governing the Licensee s use of the Designated Space. 7. The Licensee must not in any way impede SMICP or its officers, servants or agents in its exercise of its rights of possession and control of the Crypt/Neighbourhood Centre and every part of the Crypt/Neighbourhood Centre 8. The SMICP reserves the right under any circumstances to alter or cancel booking arrangements if SMICP or St Mary Islington PCC require the use of the Crypt of Neighbourhood Centre. 9. The SMICP reserves the right to determine the Licence immediately on notice given by SMICP at any time following any material breach by the Licensee of any of the terms contained in paragraphs B, C, D, this paragraph E and F, following any other breach of the terms contained in paragraphs B, C, D, this paragraph E and F, to levy a fine of if the above responsibilities are not met. Payment of the rental fee is payable in advance unless otherwise arranged but always within two weeks of the date of invoice.

3 10. Cancellation notice of 1 month is required for all cancellations whether of one session or a whole series of bookings. SMICP do not offer last minute cancellation e.g. for illness, adverse weather or transport difficulties. 11. The continuation of a regular booking will not be assumed for the whole year, it is the responsibility of the group to confirm dates 3 months in advance particularly for continuation after a holiday period. Unless ongoing bookings are confirmed SMICP will be open to new bookings for all unconfirmed availability slots in its bookings schedule. 12. For new regular bookings, 50% of the first month s fee will be required to confirm the booking with the other 50% payable prior to the date of the first session. These fees are non returnable upon cancellation. 13. The maximum length of any agreement runs from the 1 st January until the 31 st December; regular groups therefore need to renew their agreements and re-book their sessions annually. 14. The benefit of this licence is personal to the Licensee and not assignable and the rights given in paragraph A may only be exercised by the Licensee. F Insurance 1. To the fullest extent permitted by law, SMICP and St Mary Islington PCC are not liable for the death of, or injury to, the Licensee or its employees or clients or customers or for damage to any property of theirs or for any losses, claims, demands, actions, proceedings, damages, costs or expenses or other liability incurred by them in the exercise or purported exercise of the rights granted by paragraph A.. Therefore, where necessary, the Licensee will need to take out its own insurance. Nothing in this agreement shall exclude or limit the liability of SMICP for any death or personal injury caused by its negligence or for fraud or fraudulent misrepresentation. 2. It is the responsibility of the Licensee which is not under the governance of SMICP and St Mary Islington Parish Council to take out its own public liability insurance. This is particularly relevant for groups charging for services/activities and SMICP may request a copy of the insurance certificate. 3. SMICP and St Mary Islington PCC insurers require that all incidents occurring in the Neighbourhood Centre and Crypt are recorded. Please report any incidents to SMICP staff. G General 1. A waiver of any breach of a provision hereof shall not be binding upon either party unless the waiver is in writing, signed by a duly authorized representative of the party, as applicable, and such waiver shall not affect the rights of the party not in breach with respect to any other or future breach. No delay or omission by either party to exercise any right or power shall impair any such right or power or be construed to be a waiver thereof. 2. In the event one or more of the provisions of this agreement shall, for any reason, be held to be invalid or unenforceable, the remaining provisions of this agreement shall be unimpaired and the invalid or unenforceable provision shall be replaced by a mutually acceptable provision which, being valid and enforceable, comes closest to the intention of the parties underlying the invalid or unenforceable provision. 3. This agreement supersedes all communications, negotiations, and other agreements either written or oral, relating to the subject matter of this agreement and made prior to the date of this agreement. Each party acknowledges that it has not relied on any statement, promise, representation, warranty, or understanding made or given by or on behalf of the other party which is not set out in this agreement. Nothing in this agreement shall exclude or limit either party s liability for fraudulent misrepresentation, or wilful misconduct. 4. This agreement shall be governed by the laws of England and Wales and the parties submit to the jurisdiction of the English courts. H Details of the Licencee, Licence period, designated room(s) and times. Please fill in and sign the agreement: Group name: Contact name:.. Address:... Phone:.. Mobile: E;mail:.. Room: Day:..

4 Time:.. Approx. no. in group:. Type of activity (e.g. meeting, under 5 s):.. Type of organisation (please circle): anonymous support; business; church/religious; statutory; community business; private/individual; voluntary/charity In Witness Where of, the undersigned agree to the terms and conditions of this licence agreement Signature: Date: For and on behalf of SMICP Signature: Date:... For and on behalf of [The Licensee] Using your details: SMICP comply with relevant legislation regarding DATA Protection in the use of personal details. Tick if you do not want us to display details about your organisation/group in leaflets or on our website. This would typically be our Regular Groups and Activities leaflets for children and adults which can be downloaded from the SMICP website St Mary Islington Community Partnership (SMICP) Charity Objects To further or benefit the residents of Islington and neighbourhood, without distinction of sex, sexual orientation, race or of political, religious or other opinions by associating together the said residents and the local authorities, voluntary and other organisations in a common effort to advance education and to provide facilities in the interests of social welfare for recreation leisure time occupation with the objective of improving the conditions of life for the residents. To establish or secure the establishment of a Neighbourhood Centre/s and to maintain or manage or cooperate with any statutory authority in the maintenance and management of such a centre/s for activities promoted by the chaity in furtherance of the above objects. To develop the capacity and skills of the members of the communities of Islington and neighbouring areas that are socially and economically disadvantaged, in such a way that they are better able to identify, and help meet, their needs and to participate more fully in society. The group/organisation identified above fits the objects of SMICP by (please tick): Advancing education Providing activities in the interests of social welfare Providing recreational activities that improve the conditions of life for members of the communities of Islington and neighbouring areas Developing the capacity and skills of socially and economically disadvantaged members of the communities of Islington and neighbouring areas Other area that may be deemed beneficial to the community by SMICP The Chief Executive Officer, as the executive officer of St Mary Islington Community Partnership, is responsible for verifying that a group or organisation meets the objectives of SMICP. A group or

5 organisation may be asked to provide more information to establish that the objectives are met and may be refused room hire if it is deemed that they have not been met. Group/organisation verified by SMICP staff