THE TRINITY EXCHANGE – Terms and Conditions of Hire

1. Introduction

These Terms and Conditions apply to all bookings made for The Trinity Exchange and form the agreement between Duffield Parish Council (‘the Council’) and the Hirer.

By making a booking, the Hirer confirms that they have read, understood and agree to comply with these Terms and Conditions.

2. Booking Confirmation

A booking is not confirmed until: (i) the booking has been accepted by Duffield Parish Council; (ii) payment of all applicable hire charges has been successfully received (where required); and (iii) a booking confirmation email has been issued.

For bookings made through the Council’s online booking system, the booking is confirmed once the online booking process has been completed, payment successfully processed and a confirmation email issued.

It is the Hirer’s responsibility to check the booking confirmation and notify the Council of any errors.

The booking confirmation will specify the room(s), date, hire period and any additional facilities included.

3. Hire Period

The booked hire period must include all time required for setting up, deliveries, decorating (where permitted), rehearsals, welcoming attendees, clearing away, cleaning and vacating the premises.

The Hirer must not enter before the booked start time and must vacate the premises by the booked finish time.

Additional time must be booked in advance and will be charged at the applicable hire rate.

4. Hire Charges and Payment

Hire charges must be paid in accordance with the Council’s booking requirements.

  • The Council reserves the right to cancel bookings where payment has not been received.

5. Hirer’s Responsibilities

The Hirer is responsible for:

  • ensuring the premises are used only for the purpose stated in the booking;
  • being present, or appointing a responsible adult representative, throughout the hire period;
  • the behaviour and supervision of all persons attending during the hire period;
  • ensuring the safety and welfare of all participants, spectators and visitors;
  • carrying out a suitable and sufficient risk assessment for the activities being undertaken where appropriate;
  • ensuring that all activities are carried out safely and in accordance with current health and safety legislation and recognised good practice;
  • complying with all applicable legislation, regulations, licences, guidance and codes of practice relevant to the activity being undertaken;
  • obtaining any licences, permits or consents required for the activity or event;
  • ensuring that any equipment brought onto the premises is safe, suitable for its intended use and complies with all applicable safety requirements;
  • ensuring that all instructors, coaches, contractors, volunteers or staff engaged by the Hirer are suitably qualified, competent and, where appropriate, hold the necessary professional qualifications or memberships;
  • ensuring that any safeguarding requirements applicable to the activity are met, including appropriate supervision ratios and safeguarding procedures;
  • ensuring that any person working with children or vulnerable adults holds a valid Disclosure and Barring Service (DBS) check where required by law or by the nature of the activity;
  • ensuring adequate Public Liability Insurance is maintained where required under these Terms and Conditions;
  • ensuring room capacities are not exceeded;
  • ensuring all fire exits and escape routes remain unobstructed;
  • leaving the premises clean, tidy and secure;
  • reporting any accidents, incidents, damage or faults to the Council as soon as reasonably practicable; and
  • ensuring the premises are vacated by the end of the booked hire period.

6. Care of the Premises

  • Treat the building, furniture and equipment with care.
  • Lift rather than drag furniture.
  • Return furniture and equipment to its designated storage location.
  • Clean tables, worktops and equipment used.
  • Sweep floors where necessary.
  • Return cleaning equipment to the cleaning cupboard after use.
  • Dispose of rubbish appropriately.
  • Leave the premises in the same condition as found.
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  • The Council reserves the right to recover the reasonable cost of repairs or additional cleaning.

7. Respect for Others

The Hirer shall ensure that all attendees behave in a respectful and considerate manner towards:

  • other users of the building;
  • neighbouring residents and businesses;
  • Parish Council staff;
  • volunteers; and
  • contractors working at the premises.

The Council reserves the right to require any individual behaving in an unacceptable manner to leave the premises.

8. Safeguarding

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

  • comply with all relevant safeguarding legislation and statutory guidance;
  • ensure appropriate safeguarding policies and procedures are in place;
  • ensure all persons who require a DBS check have obtained the appropriate level of clearance before undertaking regulated activity;
  • ensure appropriate supervision is maintained throughout the event; and
  • accept full responsibility for safeguarding arrangements relating to their activity.

The Council accepts no responsibility for the supervision or safeguarding of persons attending events organised by the Hirer.

9. Health and Safety

  • Comply with Health and Safety requirements.
  • Familiarise yourself with emergency procedures.
  • Keep fire exits and escape routes unobstructed.
  • Report accidents, incidents and near misses.

10. Food, Alcohol and Smoking

  • Hirers providing food are responsible for food hygiene compliance.
  • Alcohol may only be sold or supplied where appropriate licences and permissions have been obtained.
  • Smoking and vaping are prohibited inside the building.
  • Illegal substances and unlawful activities are prohibited.

11. Noise

  • Noise must be kept to a reasonable level and attendees should leave quietly with consideration for neighbouring residents.

12. Parking

Parking is available within the designated car park at The Trinity Exchange; however, spaces are limited and are available on a first-come, first-served basis. Parking cannot be guaranteed and forms no part of the hire agreement.

Vehicles must be parked considerately and only within designated parking areas. The Hirer shall ensure that vehicles do not obstruct:

  • access roads;
  • neighbouring properties;
  • footpaths;
  • emergency access routes;
  • entrances or exits to the premises; or
  • other authorised users of the car park.

The Hirer is responsible for ensuring that all attendees park responsibly and with consideration for neighbouring residents and businesses. Where the car park is full, attendees should use alternative lawful parking and must not cause obstruction or inconvenience.

The Council accepts no responsibility for loss of or damage to vehicles or their contents whilst parked at or near The Trinity Exchange.

13. Security

  • Return the building key to the key safe immediately after use.
  • If you are the final user of the day, ensure external doors are locked, windows closed, lights switched off (unless instructed otherwise) and the key returned securely.

14. Damage and Loss

The Hirer is responsible for loss or damage caused during the hire period, other than fair wear and tear.

  • The Council accepts no responsibility for loss, theft or damage to personal belongings.

15. Insurance

The Council’s insurance does not extend to the Hirer’s own property, equipment, activities or any liability arising from the Hirer’s use of the premises.

Hirers organising commercial activities, public events, sporting activities, or any activity where the Council reasonably considers insurance to be necessary, must hold appropriate Public Liability Insurance with a minimum indemnity limit of £1 million (or such other amount as the Council may specify).

The Council reserves the right to request a copy of the Hirer’s Public Liability Insurance certificate and any other relevant insurance documentation prior to the commencement of the booking. The Hirer shall provide such evidence upon request.

Failure to provide satisfactory evidence of insurance when requested may result in the booking being cancelled without liability on the part of the Council.

16. Cancellation

The Hirer should notify the Council as soon as possible if a booking is to be cancelled.

Refunds will be made in accordance with the Council’s cancellation policy.

  • The Council reserves the right to cancel bookings where the premises become unavailable, emergency works are required, these Terms are breached or the proposed use is unsuitable.

17. Data Protection

  • Personal information will be processed in accordance with the Council’s Privacy Notice and applicable data protection legislation.

18. Acceptance

  • By completing an online booking or otherwise confirming a booking, the Hirer accepts these Terms and Conditions.

19. User Guide

  • The Trinity Exchange User Guide forms part of every booking and contains important operational information relating to access arrangements, room layouts, fire procedures, first aid, cleaning equipment, security arrangements and leaving the building.

The Hirer is responsible for ensuring they have read and complied with the User Guide. Conditions forms part of the booking agreement between the Hirer and Duffield Village Hall.

Booking acceptance statement:

☐ I have read and agree to the Duffield Village Hall Booking Terms & Conditions.