Terms & Conditions

GENERAL RULES GOVERNING THE USE OF THE BEECHES COMMUNITY CENTRE

Preamble

The management of the Beeches Community Centre is versed in the I.C.A Trustees committee, whose powers and composition are defined in its Constitution, a copy of which may be obtained from the Centre Manager. Under the provisions of the constitution, the I.C.E Management Committee is empowered to make rules, or to withdraw or amend them.

Use of the Centre

Use of the Beeches Community Centre and its facilities is subject to the following rules and, in the case of Hirers, to certain standard conditions incorporated in the hiring agreement along side these General Rules. The General Management Committee has the final say on the right to admittance for all events.  It is at the discretion of the Centre Manger to act as deemed appropriate for any unforeseen circumstances that influence any bookings made with us. Any objections will need to be taken to the ICA board of Trustee’s in writing.

Equal Opportunities

The Beeches Community Centre shall be open to all members of the community regardless of race, gender, sexual orientation, age, disability, religious or political beliefs or marital status.

Applying to Use the Centre

a. The Application for use of the Centre shall be to the Centre Manager or General Management committee.

b. The right to refuse any application for the use of the centre facilities is reserved to the General Management committee, or the Centre Manager, provided that the Centre Manager reports his/her action to the next meeting of the General Management committee. The General Management committee may refuse application to use the centre’s facilities if the use by a particular organisation or individual presents a risk of public disorder or of alienating the I.C.A’s beneficiaries or supporters.

c. All arrangements for the use of the Centre facilities are subject to the I.C.E. reserving the right to cancel bookings when the premises are required for use as a Polling Station, Parish Council or are tendered unfit for the intended use.

d. Sections and affiliated groups of the I.C.E. shall normally have priority use of its facilities, but all arrangements made with outside bodies and individuals shall be honoured by the I.C.E. except as provided in (c) above.

e. If an event is thought likely to benefit from the provision of fully trained and experienced door staff these will be provided, after discussion with the hirers or organisation, by the Centre, with the expense added to the hire charge for the use of the premises. It may also be deemed necessary for the hirer to provide car parking attendants if felt it is required by the ICE.

Hiring Hours

Facilities at the beeches Community Centre are normally available for the use of the community and outside hirers between the hours of

09.00am   and   11.00pm weekdays

09.00am   and   12.00am Saturdays

09.00am   and   11.00pm Sundays

In exceptional cases these hours may be extended by the hirer in the form of acquiring a Late Licence on application to the general management committee. 

Maximum Capacity

The Centre main hall has a maximum capacity of 240 theatre style, seated and 180 dining or 150 dining / dancing (these figures include helpers and performers), and on no account shall these figures be exceeded.

Safety Requirements

All conditions attached to the granting of the centre’s Public Entertainments licence, stage play or other licences shall be strictly observed. Nothing shall be done which will endanger the users of the building, and the policies of insurance relating to it and its contents. In particular:

a. Obstructions must not be placed in gangways or exits, nor in front of emergency exits, which must be immediately available for free public egress.

b. The emergency lighting supply must be turned on during the whole time the premises are occupied, and must illuminate all exit signs and routes.

c. Fire-fighting apparatus shall be kept in its proper place and only used for its intended purpose.

d. The Fire Brigade shall be called to any outbreak of fire, however slight, and details of the occurrence shall be given to the Centre Manager.

e. Performances involving danger to the public shall not be given.

f. Highly flammable substances shall not be brought into, or used, in any part of the premises. No individual decorations of a combustible nature (e.g. polystyrene, cotton, etc.) shall be undertaken or erected without the consent of the General Management committee

g. No unauthorised heating appliances shall be used on the premises

h. The First Aid box shall be readily available to all users of the premises. It is located in the Managers Office, bar and kitchen. The Centre Manager shall be informed of any accident or injury occurring on the premises.

i. All electrical equipment brought into the building shall comply with the Electricity at Work Regulations 1989 . The General Management Committee disclaims all responsibility for all claims and costs arising out of any such equipment that does not so comply. We must have copies of insurances and PAT testing certificates for all equipment to be brought in.

Supervision

The Hirer should be aware that The Beeches is a public building with facilities used by the General Public.  The room booked for your event is private to your guests. For the safeguarding of children – please be aware of the public use of our facilities if your children are using the toilets.

Children should be supervised at all times and be accompanied by a responsible adult.

The Hirer or person in charge of the activity shall not be under the 18 years of age and shall be on the premises for the entire period of hire, or duration of the activity. 

The person in charge shall not be engaged in any duties which prevent him/her from exercising general supervision.

When the premises or any part of them are used for the purpose of public entertainment, there shall be a minimum of two persons, neither of whom shall be less than 18 years of age, on duty.

All persons in charge or on duty shall have been informed of the procedure for evacuation of the premises and shall be familiar with the fire-fighting equipment available.

In the event of a Young person’s party, all procedures should be followed as per our Young person’s event checklist.  It is the hirers responsibility to ensure they have enough adult supervision to contain the children in the room hired and their guests safety and whereabouts.  

Intoxicating liquor

No intoxicating liquors, other than those sold under the Community Centres own licence, are permitted to be bought, sold or consumed on any part of the premises without the express permission in writing of the Management Committee.  It is illegal for any one under the age of 18 to purchase or consume alcohol on these premises.  It is also illegal for anyone 18 years or older to purchase and supply anyone under the age of 18 alcohol. Proof of ID will be asked for and suitable identification means will be used by staff on duty.

The ICE/ ICA also have the authority to request the hirer provide’s their own Ten’s licence for their event.  The Hirer should take responsibility of all of the above for their event.

Betting, Gaming and Lotteries

Nothing shall be done on or in relation to the premises in contravention of the law relating to betting, gaming and lotteries, and the persons or organisations responsible for functions in the Centre premises shall ensure that the requirements of the relevant legislation are strictly observed.

Stage plays

The centre manager must be given at least four weeks’ notice of a stage play production, so that the appropriate licence may be obtained from the local council, which itself requires three weeks’ notice.

Recorded Music licence

It is the responsibility of any independent user group which uses recorded music in its activities to check if it requires a licence from Phonographic Performance Ltd (PPL) and, if so obtain one.

Storage

The permission of the General Management Committee must be obtained before any goods or equipment are left or stored at the Community Centre, except that the Centre Manager is authorised to grant permission for the overnight storage of goods and equipment brought to the Centre for a particular function or event. Long term storage in the centre comes at a cost agreed at £5 a month.

Loss of Property

The I.C.A cannot except responsibility for damage to, or the loss or theft of, Centre users’ property and effects.

Car parking

Cars shall not be parked so as to cause an obstruction to, or exits from, the Centre. Where parking accommodation is provided and available, this must be used, and in any case users of the Centre should avoid undue noise on arrival and departure.

The Car Park is directly run and owned by Isleham Parish Council.

Nuisance 

a. Litter shall not be left in or about the Centre premises.

b. Except in the case of trained guide-dogs for the blind, dogs shall only be permitted on the Centre premises in connection with organised activities such as dog training or dog shows.

c. Hirers and organisers of events in the Community centre are responsible for ensuring that the noise level of their functions is not such as to interfere with other activities within the building nor to cause inconvenience for the occupiers of nearby houses and property.

d. No lewd behaviour, activity or show will be allowed. 

e. Seriously intoxicated, violent or disruptive behaviour will not be tolerated and those involved will be asked to leave.

f. Entry to non-booked areas is forbidden without the consent of the Centre management on duty or by prior arrangement and agreement.

Drugs abuse

The I.C.E / ICA has a zero tolerance to drugs other than prescription type. All situations will result in the offending person(s) being asked to leave the premises and the General Management Committee would decide on future re-admittance of such offender(s).

Cleaning and Security

All use of Centre premises and facilities is subject to the users or hirers accepting responsibility for returning furniture and equipment to their original position, and for securing doors and windows of the premises as directed by the Centre Manager. All users shall also leave the premises and surrounds in a clean and tidy condition, directed by the Centre Manager, this includes sweeping and disposing of rubbish brought in by the hirer.

Food and Drinks

a. Soft Drinks or Alcoholic drinks are not permitted to be brought into the centre without the permission of the Centre Manager.  We have a fully licensed bar and do serve tea and coffee.  A cork-age fee applies to any drinks not provided by the centre.

b. The hirer shall if preparing and serving food, observe all relevant food, health and hygiene legislation.  If the hirer arranges for sub contractors to supply the food they must ensure they also comply.  A form will be handed to the person using the kitchen to sign.

c. We recommend a minimum of 3 * in relation to Food Hygiene Certificates.

Photography

It helps us to promote The Beeches by having photographs of the main hall/ meeting rooms and any events held at The Beeches in the final set up stage.  

Should you not wish for us to take any photos during the period of your booking, please state on your booking form.