CHRIST CHURCH BOOKING TERMS & CONDITIONS

1. Scope and agreement

These terms apply to all one-off and regular bookings of Christ Church rooms, facilities, car park or grounds.  “Christ Church” means the Parochial Church Council of the Ecclesiastical Parish of Christ Church Winchester. The “Hirer” is the person or organisation named in the booking confirmation. If you book for an organisation, you confirm that you may accept these terms.

2. Booking, payment and cancellation

A booking is provisional until Christ Church confirms it in writing and you accept these terms. The space must only be used for the agreed activity.

Your booking will normally include 30 minutes before and after the event for setting up and clearing away. The confirmed capacity of each room must not be exceeded and any extra time must be requested in advance.

Unless agreed otherwise, a one-off booking should be paid for at least 7 days before the event. Payment arrangements for regular bookings will be agreed separately.  Christ Church may suspend or cancel a booking if payment is late and will give regular hirers at least one month’s notice of any revised charges.

Cancellation of a one-off booking should be provided at least 7 days beforehand for a refund. With less notice, the charge will not normally be refunded. Separate cancellation terms may apply to regular bookings. Unless otherwise agreed, either party may end a regular booking with 4 weeks’ written notice.

Christ Church may cancel, suspend or move a booking if the premises are unavailable or unsafe, in the event of an emergency or essential maintenance, or an exceptional church need arises. We will give as much notice as possible and refund the affected charge.

3. Safety and emergencies

You must run your activity safely and lawfully, manage its risks, follow safety instructions and provide a risk assessment if reasonably requested. Tell Christ Church promptly about any hazards, damage or serious incidents during the booking times.  Any incident or accidents must be recorded in the church’s incident reporting book which is kept in the concourse pigeonholes.  First aid kits are available throughout the church and there is an AED in the main concourse.  Hirers should ensure that they have a designated first aider for their event.

Christ Church will provide the site’s emergency and fire-safety information. The Booking Contact must read it, follow it and brief event helpers. Tell Christ Church in advance about anything that could affect fire risk, evacuation or safe capacity. Each party remains responsible for its own legal duties.  Smoking, vaping and illegal drugs are not allowed on the premises. Any equipment you bring must be safe.

Hirers must keep all exits, escape routes and fire equipment clear and not wedge fire doors open. If evacuation is needed, help people leave, account for them at the assembly point and do not re-enter the building until told it is safe.  Support should be planned for anyone who may need additional help.  All fire and evacuation instructions are held in the concourse under the AED device.  For emergency situations call 999.

4. Safeguarding

If children, young people or vulnerable adults are present, the Hirer is responsible for safeguarding them. You must have suitable policies, reporting arrangements, training and supervision for your event.  A barred person must not undertake regulated activity.

Christ Church’s safeguarding information is available in the concourse and on the website.  In the event of any safeguarding issue you should inform our Safeguarding Officer, Sophie Butt, on safeguardingofficer@ccwinch.org.uk.  For all emergency situations, contact the police on 999.

5. Insurance, liability and damage

Organisations must have suitable public liability insurance and provide evidence if asked. Hires must take reasonable care of the premises and report damage promptly. You will be expected to pay repair or replacement costs for damage caused by your negligence, misuse or breach of these terms, or by people attending your activity. Nothing in these terms limits liability where the law does not allow it.

6. Food and alcohol

If you wish to use the church kitchen this must be discussed and agreed with our Catering Manager before the booking can be confirmed. Training on all the kitchen equipment must be completed by the kitchen users and all kitchen instructions, food hygiene and allergen rules followed; this includes for any outside caterers. Nut or nut products should not be brought or served, although Christ Church cannot guarantee an allergen-free site.

Alcohol may be provided in moderation only with Christ Church’s prior agreement. It must not be sold, included in a ticket or paid package, or otherwise supplied as part of a sale.  Hirers should not apply for a Temporary Event Notice to sell alcohol.

7. Using the premises and equipment

Church equipment may only be used with permission and all instructions followed. Open flames, including candles, smoke or fog machines, portable cookers, extra heaters or anything else that may affect safety may not be used.

Attendees must be kept out of restricted areas. Hirers must not copy or share keys, and should follow the church’s locking-up procedure and return keys as instructed.  Hirers are expected to be considerate of our neighbours and other site users, especially when using amplified sound, arriving, leaving or parking.

Onsite parking is limited and not guaranteed.  Vehicles and contents are left at the owner’s risk unless Christ Church is legally liable. You should tell the office early about accessibility needs and plan any transport requirements for your attendees.

Rooms, furniture, kitchen and equipment should be left clean and tidy with all hirer belongings removed.  Small amounts of rubbish – regular, recycling and food waste – may be placed in the church bins but glass bottles should be taken away. Larger events may be asked to remove all waste.

8. Conduct, ending an event and legal terms

You are responsible for supervising your activity and attendees and for following reasonable instructions from church staff.

Christ Church may require someone to leave or stop an activity if there is an immediate safety risk, unlawful conduct, serious disruption or damage, or a serious breach of these terms.

Christ Church is a working Church of England parish church. The PCC may decline an activity that is unlawful, unsafe, restricted on the premises or unsuitable for a consecrated building.

9. Contacts, privacy and acceptance

To discuss a booking, contact the Christ Church Office at Christchurch Road, Winchester SO23 9SR, on 01962 854454 or at office@ccwinch.org.uk.

Christ Church will use booking information to manage the hire including safety, safeguarding, finances and legal duties. Our privacy notice explains how information is used, kept and shared and is available here or from the church office.