Conditions of Hiring Church Premises at St Columba's United Reformed Church, Oxford (Version: Apr/2017)
NOTE: Please make sure you save a copy of these Terms & Conditions. They form part of your contract with us.
1. St Columba's: St Columba’s United Reformed Charity, Alfred Street, Oxford, OX1 4EH, with registered charity number 1162065; and
2. The Hirer: The person or organisation using the Premises.
"Access Card" means an access card and/or key to the Premises.
"Agreement" means the contractual documents that form the agreement between the Parties: the Conditions of Hiring Church Premises at St Columba's United Reformed Church, Oxford (Version: Mar/2017) and the relevant application form, plus any other agreed supplementary document.
"Agreement Period" means the period during which St Columba's has agreed that defined spaces within the Premises can be used by the Hirer.
"Charges" means the charges agreed between the Parties for the use of spaces within the Premises.
"Force Majeure" means any delay in performance or non-performance of the obligations of the Party upon the occurrence of events beyond the Party's reasonable control, including but not limited to floods, fire, and acts of terrorism.
"Premises" means the building and spaces of St Columba's at Alfred Street, Oxford, OX1 4EH.
1.1 The Agreement is for the use of agreed spaces within the Premises for the Agreement Period and replaces any previous agreements made between the Parties.
2. Access to Premises
2.1 St Columba’s shall give the Hirer suitable access to the Premises for the purpose of using agreed spaces within the Premises.
2.2 Except in the case of emergencies or otherwise agreed with St Columba's, only St Columba's wooden door onto Alfred Street, Oxford is to be used to enter/leave the Premises.
2.3 St Columba's shall provide the Hirer with an Access Card, the use of which is the sole responsibility of the Hirer and which remains the property of St Columba's.
2.4 The Hirer shall notify St Columba's if it loses any Access Card as soon as is reasonably practicable.
2.5 St Columba's shall provide to the Hirer replacement Access Cards as soon as reasonably practicable.
2.6 St Columba's reserves the right to charge the Hirer for replacement or unreturned Access Cards.
2.7 The Hirer shall whilst at the Premises ensure that no unauthorised persons have access to the Premises.
2.8 The Hirer shall ensure all external doors to the Premises are closed and, if not being used by another user of the building, locked upon exit.
3.1 The Hirer is responsible for leaving any of the facilities used in a clean and tidy state.
4.1 The Hirer shall not store any property on the Premises unless otherwise agreed.
4.2 If applicable, St Columba's reserves the right to remove access to storage on the Premises at any time.
5.1 The Hirer shall not leave any promotional materials on display at the Premises unless otherwise agreed.
5.2 If applicable, St Columba's reserves the right to stop promotional materials being on display at the Premises at any time.
6. Insurance and Indemnities
6.1 The Hirer shall insure all property of the Hirer whilst it is on the Premises.
6.2 The Hirer shall insure against the risk of damage.
6.3 The Hirer shall, if using a third party during the Agreement Period (such as a catering company), check that third parties have appropriate insurance for the activity in question, and shall supply St Columba's with a copy of the third party's schedule.
6.4 The Hirer shall indemnify St Columba's against any liability to the general public arising out of its use of St Columba's premises and will insure against this risk.
6.5 The Hirer shall indemnify St Columba's against the cost of repairing any damage caused to any part of the Premises whilst the same are being used by the Hirer and due to the Hirer's negligence.
6.6 The Hirer shall secure all licences and permits required lawfully to use the Premises for the purposes intended and shall indemnify St Columba's in respect of any failure to do so.
6.7 The Hirer shall indemnify St Columba's from and against all costs, claims, demands, liabilities, expenses or losses to St Columba's or any third party.
6.8 The Hirer shall be liable and accountable to for all acts, omissions and negligence of any agents and sub-contractors.
7. Sale of Goods
7.1 Goods shall not be sold on St Columba's premises.
8. Alcohol and Entertainment Licensing
8.1 St Columba's reserves the right to withhold permission for alcohol or regulated entertainment to be used on our premises.
8.2 The Hirer shall, where relevant, obtain any necessary license for the serving of alcohol or for regulated forms of entertainment and comply with the applicable laws.
9.1 The Hirer shall comply with the relevant policies of St Columba's (e.g. health & safety).
9.2 St Columba's polices shall be made available by St Columba's to the Hirer on request.
9.3 If children under 18 years of age and/or vulnerable adults are allowed onto the Premises during the Agreement, the Hirer shall have a safeguarding policy, which shall be provided to St Columba's on request.
10.1 The Charges include the applicable VAT.
10.2 St Columba's shall invoice the Charges to the Hirer following the completion of the hire or monthly in arrears (whichever is the sooner), unless otherwise agreed.
10.3 All payments from the Hirer shall be made out to: St Columba’s United Reformed Charity.
10.4 The Hirer shall pay the Charges to St Columba's within 30 days from receipt of a correct invoice.
10.5 Persistent failure of the Hirer to pay St Columba's shall constitute a breach of the Agreement.
11.1 The Agreement shall end if either Party is in breach of the Agreement and the guilty party is unable to provide the necessary remedy within thirty  days from the notification of the breach.
11.2 Either Party can terminate the Agreement in whole or in part for any reason giving a minimum of seven  days' notice, unless otherwise agreed.
12. Consequences of Termination
12.1 The Hirer shall pay to St Columba's any outstanding payments.
12.2 The Hirer shall return all Access Cards and confidential information to St Columba's.
12.3 The Hirer shall remove any of its property from the Premises.
13. Force Majeure
13.1 Neither Party shall be considered in breach of the Agreement to the extent that performance of their respective obligations is prevented by Force Majeure.
14.1 The contents of the Agreement shall be kept confidential between the Parties, except where required by law and/or a legal representative of either Party.
15. Data Protection
15.1 Both Parties shall comply with the applicable laws relating to data protection.
16.1 St Columba's reserves the right to vary the Charges, giving no less than thirty  days' notice to the Hirer.
17. Applicable Law
17.1 The Agreement is governed by the laws of England and Wales.
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