Lettings Policy

Preamble

The Stourport Wesley Methodist Church is a community venue in the heart of Stourport-on-Severn Town. The faith community makes the premises available to community groups on a lettings basis as part of its expression of God's hospitality. The hire fees we charge are to cover the costs of administering lettings and to offset some of the costs of running our premises.

Eligible hirers

Spaces will be let to groups and organisations from the commercial, statutory, faith, voluntary, community or charitable sectors. Differential rates may be applied (see pricing) to each sector. See below for prohibited activities.

Facilities available for letting

* Dependent on number of tables used
** Separate Building
*** Specific requirements if over 60

Equipment and facilities available

• Chairs and tables: included
• Piano and organ in Worship Area: subject to specific agreement and tuning costs - see rates
• Kitchen and servery: usage must be agreed with Bookings Steward
• IT equipment: additional charges apply
• Display monitor and Wifi: available on ground floor of main building.
• Specialist equipment: additional charges apply

Booking, confirmation, variation, termination and payment process

Booking of spaces at Wesley should be made through Booking Steward (Name, email, phone no.)

A contact name, address and telephone number must be given at the time of booking.

Any variations of date, time or contact details must be given to the Booking Steward. If a booking needs to be cancelled, please give as much notice as possible. During the winter months a late cancellation charge may be levied to cover the heating costs incurred.

Termination of a regular booking requires one month's notice in writing or email.

Method of Payment for use of a space will be agreed at the time of booking.

OPTION 1: Payment is preferred by cheque, made payable to 'Stourport Wesley Methodist Church Society'.

OPTION 2: Payment by cash is possible. Where this option is agreed, a written receipt will be issued once payment has been received. Under no circumstances is money to be left in the outside letter box.

Restrictions and prohibitions

The following are prohibited on our premises:

• Bringing alcohol or illegal drugs onto the premises for any reason including consumption, prize or sale
• Gambling unless prizes are modest, the main purpose is fundraising and the activity has been agreed by the Steward
• Approaching members of the public on the premises in connection with campaigning, fundraising or sales activities unless agreed in writing by the Steward
• Meeting in connection with any illegal activity including extremist politics
• Smoking anywhere on the premises
• Stiletto / pointed heels are not allowed in the Schoolroom

Security

Lettings during public opening hours

If a letting occurs during hours when the premises are normally open to the public, the staff present carry responsibility for the security of the premises.

Lettings outside of public opening hours

• Regular bookings (activity not open to general public)
  • The hirer must nominate a keyholder willing to supply their name, address and telephone number. This person takes personal responsibility for:
    • The security of the premises during the letting period
    • Locking up and leaving the premises secure at the end of the letting period
    • The safekeeping of the key provided - Wesley will impose a charge for each lost key
• Ad hoc / irregular bookings where the activity not open to general public
  • The hirer will normally be asked to collect a key from a nominated place or person and to return it. This person takes personal responsibility for:
    • The security of the premises during the letting period
    • Locking up and leaving the premises secure at the end of the letting period
    • The safekeeping of the key provided - Wesley will impose a charge for each lost key
    • Any variation on this must be agreed with the Booking Steward
• Ad hoc bookings where the activity open to the general public
  • The centre will appoint a paid warden to open the premises and stay on site during the letting period. This person will be responsible for building security during this time. The hirer will be responsible for the cost of paying the warden.

If a group has booked the premises outside of public opening hours, they will be given instructions of what to do if security of the building is compromised during the lettings period, and what to do in the event of a fire.

Responsibilities

Use of equipment and spaces:

The hirer is responsible for leaving hired spaces as they were found (e.g. restoring the original layout of furniture). If you have a mobile telephone we advise that you take a photo of the layout before you move any furniture to ensure you can restore the layout correctly. Tables must be lifted, and not dragged, as dragging damages the table legs.

Damage

The hirer is responsible for the costs of putting right any damage which occurs to the premises, its equipment goods or materials, which can reasonably be attributed to the letting activity.

Health and safety

The hirer carries primary responsibility for ensuring the health and safety of those involved in the letting activity, including members of the general public for events which are open to the public.

Should an accident happen during the letting period, when the Church is open, the hirer must record the accident in the Accident Report Book kept in the Servery.

If an accident occurs during a letting period outside the Church's normal opening hours, the hirer must submit a written report to the Booking Steward as soon as possible with details.

The church carries responsibility for notifying the hirer of any significant or new riskspresented by the premises themselves.

Safe use of electric wheelchairs, scooters, etc, on the premises

The hirer is responsible for controlling movement within crowded areas for electric wheelchair and scooter users for any event attracting more than 10 people. Vehicles may, for example, need to be guided through at a different time from the main flow of people to ensure total separation. The onus is on the hirer to make vehicle occupants/operators aware that they must remain stationary when others are moving within the space.

Safeguarding

Where an activity involves people aged under 18 or vulnerable adults as defined by the Independent Safeguarding Authority, the hirer must complete a declaration to confirm that its safeguarding arrangements comply with the standards laid down by the Methodist Church.

Contents insurance

Our insurance policy will not cover losses to equipment belonging to lettings groups. Hirers storing equipment on our premises should consider arranging their own cover.

Public liability insurance

Our insurers (Methodist Insurance) limits cover to the policyholder's own activities. Lettings groups must therefore obtain their own policy cover. The only exception is that one-off events held by lettings groups will continue to be covered, up to a maximum of three events by any one group in any 12 month period.

Copyright / performing rights

Wesley is not a licensed performing rights venue and the onus is on the hirer to ensure their compliance with all prevailing copyright and performing rights law, and to pay any fees due.