Madani Community Centre Room Hall and Kitchen Hire Policy
Tinsley Park Road, Sheffield S9 5DL | Bookings 07508 612317
This policy sets out the conditions for short-term room, hall and kitchen hire. The hirer must read it before booking, sign the booking agreement and ensure that guests, staff and contractors follow it. The booking agreement records the space, permitted activity, times, price and security deposit.
1. Booking and payment
The named hirer must be aged 18 or over and provide their full name, address, telephone number and event details. If booking for an organisation, the signatory must have authority to accept these terms on its behalf. A booking is confirmed only when the Centre accepts it in writing and the agreed payment is received.
Standard hire rates are £30 per hour for a room, £30 per hour for the kitchen and £50 per hour for the hall. Kitchen hire must be included in the written booking agreement. The written quote must show the final total payable, including any applicable tax, agreed extras and the separate refundable security deposit. Any advance hire payment is credited towards the hire fee. Payment amounts and due dates must be agreed before confirmation.
Hire time includes setting up, deliveries, the event, cleaning and clearing away. Entry before or use after the agreed time requires approval. Approved additional time is charged at the agreed hourly rate in proportion to the time used. No subletting or transfer of a booking is permitted without written approval.
2. Security deposit
A refundable security deposit may be required. Its amount and payment date must be stated in the booking agreement before the hirer accepts. It is held separately from the hire fee and is not automatically forfeited. The Centre may deduct only reasonable, evidenced charges allowed by this policy, without recovering the same cost twice.
Following the final inspection, the Centre will normally return the deposit or its undisputed balance within 14 calendar days of the hire ending. If a repair quotation is still awaited, the Centre will explain the delay in writing, retain only a reasonable amount for that issue and return the balance promptly.
3. Agreed activity and attendance
Only the activity described in the booking agreement is permitted. Changes, ticket sales, fundraising, catering, equipment and external contractors require advance approval. The Centre must confirm the maximum permitted attendance for the booked space; the hirer must not exceed it and must keep access routes clear.
The hirer must nominate a responsible adult who remains present throughout the booking, supervises the event and can be contacted by Centre staff. Guests may use only the booked space and the shared facilities identified at handover.
Damage Cleaning and Handover
4. Inspection and reporting
The hirer and Centre representative should check the room, furniture, equipment and facilities before use and record existing damage, missing items and cleanliness, with photographs where appropriate. Report any defect immediately. An unreported pre-existing defect does not automatically become the hirer’s responsibility.
Report breakages, spills, accidents and damage promptly to Centre staff. Do not attempt repairs without permission. A final inspection should take place at handover; where this is not possible, the Centre will record its inspection findings and notify the hirer promptly of any proposed charges.
5. Responsibility for damage
The hirer is responsible for damage, breakages or loss caused by their own actions or by guests, staff, suppliers or contractors attending their event. This includes damage to walls, floors, doors, toilets, fixtures, furniture, equipment and keys. Fair wear and tear, pre-existing damage and damage caused by the Centre are excluded.
Charges must reflect the reasonable actual cost of repair, specialist cleaning or replacement where repair is not practical. Replacement charges must account for the item’s age and condition; the Centre will not charge for an improvement at the hirer’s expense. Lost keys may attract reasonable replacement or necessary security costs.
The Centre will provide an itemised explanation with relevant photographs, quotations, invoices or other evidence before making a deduction. If justified costs exceed the deposit, the hirer remains responsible for the additional reasonable amount. The invoice will set out the payment deadline, normally 14 calendar days, and how to raise a dispute. Disputed charges will be reviewed before further action.
6. Cleaning and furniture
Leave the space in the condition in which it was handed over. Remove food, decorations, personal items and event waste, using the disposal arrangements agreed with staff. Wipe tables, clear spills promptly, leave toilets reasonably clean and return furniture and equipment to the agreed positions.
Do not drag furniture, attach items to walls or ceilings, or use nails, screws, strong tape, glitter or confetti without permission. Do not interfere with Centre equipment, heating controls or electrical systems. Additional cleaning charges apply only for work beyond the agreed cleaning provision and must reflect reasonable actual costs.
7. Leaving the premises
Finish, clear the room and leave by the booked end time. Return keys and access devices to the nominated representative. Switch off only equipment identified by staff, check that taps are closed and follow the agreed locking instructions. Report lost keys immediately. Do not leave the premises unattended or unsecured during hire.
Safety Conduct and Cancellations
8. Safety and emergency arrangements
The Centre will identify emergency exits, the assembly point and the procedure for reporting an incident at handover. The hirer must make these arrangements known to attendees, keep exits and fire equipment unobstructed, and evacuate when required. Call 999 in an emergency and notify Centre staff as soon as safe.
Do not use candles, open flames, fireworks, smoke machines or unsafe equipment. Electrical equipment must be safe and approved for its intended use. The Centre and hirer must agree responsibility for event-specific risk assessments, first aid, accessibility arrangements, permissions and any required insurance before confirmation.
9. Conduct safeguarding and food
Smoking, vaping, alcohol, illegal drugs, gambling, abusive behaviour and unlawful activities are prohibited on the premises. No music, live or recorded, and no daff (duff or frame drum) are permitted on the premises at any event. Hirers must ensure all attendees and performers comply. Keep permitted sound at the level agreed with staff and avoid disturbance to neighbours or other Centre users. Follow reasonable staff instructions and do not block entrances or accessible routes.
Children and adults requiring support must have suitable supervision. The organising hirer is responsible for safeguarding arrangements appropriate to their activity, including any legally required checks. Centre staff are not providing childcare as part of room hire.
Food preparation, catering and use of kitchen facilities require advance approval. The hirer and caterer are responsible for safe food handling and applicable allergen requirements. Only halal food may be provided. Photography and filming must respect attendees’ privacy and obtain any necessary permissions, particularly for children.
10. Cancellation and changes
Notify the Centre of cancellations or requests to change a booking in writing as early as possible. A change is effective only when agreed in writing. If the hirer cancels, any charge or retained advance payment will be limited to reasonable direct net losses caused by the cancellation, taking account of costs saved and any replacement booking. The Centre will take reasonable steps to reduce its loss, explain the calculation and refund the remainder. The security deposit will be returned unless there is a separate justified charge.
If the Centre cancels and does not provide the hire, it will refund payments for the unprovided hire and the security deposit. An alternative date may be offered but need not be accepted. Statutory cancellation rights, where applicable, remain unaffected.
11. Breaches complaints and rights
The Centre may stop an event where there is an immediate safety risk, unlawful activity or a serious breach of these terms. For other breaches, staff will normally explain the issue and give a reasonable opportunity to put it right. Any payment retained following termination must be justified by services supplied or reasonable direct net losses.
Raise complaints or disputed deductions with Centre management on 07508 612317, quoting the booking reference. Management will normally provide a written response within 14 calendar days or explain when a response can be expected. Nothing in this policy excludes liability for death or personal injury caused by negligence, fraud, or any liability that cannot lawfully be excluded, or removes the hirer’s statutory rights.
