Terms and Conditions of Venue Hire

 

The person signing the booking form agrees to accept personal liability for the hire charge and for meeting these conditions. No booking agreement exists until full payment has been received and the booking request has been confirmed in writing. Full payment must be received a minimum of one month in advance. The hirer must be present for the duration of the event and may not “sub-let” the booking.

 

Bookings must not be sub-let. Keyholders must ensure that all activity that takes place is for the purpose of their organisation only.  It is not permitted for group members to use keyholder arrangements for their own personal benefit eg birthday parties. Personal bookings must be requested separately and will not benefit from the same privileges.

 

The hirer may cancel the agreement without penalty by giving written notice at least seven calendar days ahead of the event date. If the hirer cancels the booking giving notice of less than seven days, the hire charge will be retained by Watford and Three Rivers Trust (W3RT).

 

On occasion, W3RT may need to cancel a booking for logistical or operational reasons (e.g. if a room or activity is deemed unsafe.) W3RT reserves the right to cancel bookings without explanation or liability by giving written notice at least seven calendar days before the event. All related fees and deposits will be returned to the hirer. Should

 

W3RT deem it to be necessary to cancel an event giving less notice, W3RT will refund all related fees and deposits and also offer compensation of one half of the booking fee – unless the cancellation was a result of a breach of terms and conditions.

 

When making a booking, hirers must take into considerationtime to ‘set up’, as early access to the Centre is not permitted. Hirers must vacate the Centre no later than the end time stated on their booking form. All use of the premises and facilities is subject to the users accepting responsibility for returning furniture and equipment to their original position. Chairs should be moved using the trolleys provided to avoid damaging the floors and stacked in piles of 6 max. The premises and surrounds must be left in a clean

and tidy state.

 

All rooms and facilities, including the kitchen if used, must be left in a clean condition, with all bins emptied and placed in the external waste bins provided. Recycling must be placed in the external recycling bins provided. Hirers will be held financially responsible for the costs of cleaning and repairs including, blocked toilets, broken equipment, marked floors, carpet stains etc.

 

Both car parks located at the Holywell Community Centre, are for ‘public use’ and cannot be reserved as part of the booking agreement. Cars must be parked respectfully and without causing obstruction to any entrance or exit. Parking is prohibited along the drive and on yellow lines. It is the responsibility of the hirer to ensure that anyone attending the event adheres to these restrictions. W3RT cannot be held liable for any damage etc. that results from using the car parks which are maintained by Veolia.

 

Hirers are responsible for ensuring that visitors behave with respect and consideration, to the Centre, its staff, equipment, users, and neighbours. Noise should be kept to a minimum and not cause any inconvenience to local residents or to the public using the park facilities. Foul or abusive language, drunkenness, violence, vandalism, theft, or threatening behaviour will always be reported to the police and will usually result in deposits being withheld and future bookings declined.

 

W3RT shall not be liable for any loss or damage suffered by the Hirer where the use of the accommodation is rendered impossible by reasons of accidental, strike, lock-out or other like causes, or by failure of the heating, lighting or electrical facilities or because of events which are beyond the control of the Holywell Community Centre.

 

Every hire room has a maximum capacity. These will be communicated at the time of booking and are displayed in the office. On no account should these figures be exceeded. Hirers are required to keep a register of everyone attending their event and to provide this on request to any W3RT staff, Fire Officer or Police Officer. Hirers must ensure that those attending the event are familiar with the Centre’s fire safety, health and safety and security policies.

 

No alcohol may be brought or consumed on any part of the premises without the express permission of W3RT. If alcohol consumption is permitted, the hirer will be charged at additional fee of £10 per hour for the full duration of the event for security purposes. Alcohol may only be sold by a Personal License Holder who holds a Temporary Events Notice (TEN). Permission to apply for a (TEN) must be granted by W3RT before an application is made to Watford Borough Council and those applying must be over the age of 18.

 

 

Holywell Community Centre: Weekdays - 11.00pm / Weekends - 12.00am

Barn: Weekdays: 10.30pm / Weekends -11.00pm

 

Hirer’s are to reduce and ultimately eliminate the selling of, supply of, or handing out of single use products while using or visiting the W3RT venues.  These include single use plastic water bottles, plastic straws, plastic/polystyrene coffee/teacups, plastic/polystyrene plates or cutlery/stirrers, balloons, single-use plastic bags in accordance to UK legislation - The Environmental Protection (Plastic Plates and Polystyrene Containers)(England) Regulations 2023.

 

Hirers must demonstrate that they have appropriate insurance cover and that they comply with legal requirements for their activities (for example, on child protection and food hygiene). Failure to provide adequate evidence, may result in the booking being cancelled without notice and without compensation which, can only be sought after permission has been granted by W3RT.

 

Hirers that wish to use the external park grounds, outside of the Holywell Community Centre, for outdoor activities, are to seek guidance and permission from Watford Borough Council, as this area belongs to them.

 

Use of the kitchen at the Holywell Community Centre is not exclusive to one hirer. If multiple events are taking place, both hirers are entitled to use the kitchen facilities and must leave it in a clean condition. There is one fridge available for use. The XTRA Time School fridge is prohibited from use. If hirer found to be using, or has removed any items from said fridge, the hirers deposit will be deducted accordingly.

 

W3RT will use the information provided on the booking form for the stated purpose. If you have indicated that the event is open to the public, we may publicise the event (on our website and elsewhere) along with any details of contacts and prices you’ve provided.

 

W3RT will use the information provided on the booking form for the stated purpose. As a member, your personal information will be stored in our database and we will continue to protect that information safely and securely according to our GDPR policy. You must notify us if you do not wish us to hold this information.

 

On occasions W3RT Venues communicates with service users by email and telephone. We aim to only approach our service users with information which we believe could be of interest to them. If you would like to opt out of these communications, please contact us directly and we will be happy to assist.  

 

Charities, social enterprises and voluntary organisations booking rooms undertake to become members of W3RT.

 

Any hirer wishing to apply for our reduced regular hire rates should make the request via the Holywell reception team and refer our separate guidance which applies to this process.

 

Failure to adhere to these Terms and Conditions may result in: