0161 834 5797     office@manchesterquakers.org.uk

 

Hire Agreement Terms & Conditions

1. Definitions

FMH: Friends Meeting House( Manchester) – a trading name for Manchester and Warrington Area Quaker Meeting and Quaker Trading Ltd. Our main office address is: Friends Meeting House, 6 Mount Street, Manchester M2 5NS Telephone: 0161 834 5797
Details of the services FMH provide can be found at www.meetinghouse.org.uk
The Quakers: Manchester and Warrington Area Quaker Meeting of the Religious Society of Friends
Quaker Trading Limited: a trading subsidiary supplying particular services (such as buffets and equipment hire), wholly owned and run by Manchester and Warrington Area Quaker Meeting
Hirer: The person(s), body corporate, or unincorporated association legally responsible for the hire of the Premises
Guest: The Hirer or any person invited or permitted access to the Premises by the Hirer, or any person coming to a public meeting organised by the Hirer
The Premises: the address (including buildings and grounds) of the Premises in which the hired Rooms are situated. We have five sites (Central Manchester, Eccles, Sale, South Manchester, and Warrington)
The hired part of the premises is defined as that part of the premises hired under the terms of this Hire Agreement.
Services: the hire of halls or meeting Rooms and/or function facilities and/or the provision of Services to be provided by FMH including food, beverages and equipment within the Premises.
Rooms: the halls and Rooms within the Premises to be hired by the Hirer under the Hire Agreement.
Hire Agreement: the Agreement made between FMH and the Hirer for the hire of the Rooms and the provision of the Services, incorporating these Terms and Conditions, as may be amended from time to time in accordance with these Terms and Conditions.
Hire Charge: The Charge payable by the Hirer for the hire of the Rooms and the provision of the Services as set out in the Hire Agreement.
Hire Period: The Period specified as such in the Hire Agreement.
Common areas: paths and entrances, lobby, concourse, atrium, corridors, toilets, stairwells and lifts, as available on the Premises. These may be used to facilitate your event, but they do not form part of the hire agreement.

2. Bookings and Confirmations

General

a) Hirers may book Rooms up to 18 months in advance The Hire Charges will be at the quoted price or, if this has not been specified, at FMH’s list price effective at time of the Hire Period.
b) FMH reserves the right to refuse the proposed booking if:

i. The aims and policies or practices of the organisation or individual are in serious conflict with Quaker beliefs (as determined by The Quakers)
ii. Violence or the encouragement of violence at the meeting may reasonably be anticipated
iii. Contravention of health and safety or fire regulations may reasonably be anticipated
iv. Misbehaviour has occurred at a previous meeting on the Premises organised by the Hirer
v. Previous invoices have not been paid in full or have been paid late
vi. A Hirer persistently breaches FMH Hire Agreement Terms & Conditions

d) FMH will make a decision whether such a booking will be refused on a case-by-case basis with regard to all the circumstances at the time of the application. In unclear cases, the staff will refer the matter to the appropriate premises committee and, if needed, they will pass the matter to The Quakers’ trustees. The trustees’ decision is final. Potential hirers will be informed of any delay, so that they have time to make alternative arrangements.
e) It is the Hirer’s responsibility to ensure that the Rooms and Premises are suitable for the Hirer’s intended use. Any booking requirements that may affect suitability for the Hirer should be discussed with FMH before confirming a booking.
f) Viewing of the Rooms and facilities are welcomed when pre-arranged with FMH.

Prospective Hirers (‘new users’)

a) Prospective Hirers wishing to hire rooms for the first time will be asked to fill in a ‘new user form’ giving details of their work, aims, and policies. The Quakers will then decide if the applicant is an acceptable Hirer. FMH cannot take confirmed bookings from a prospective Hirer until The Quakers have approved their application. Full details can be found in the “FMH new user process” document.

Provisional Bookings

a) Provisional bookings can generally be held for up to 7days-then released if not confirmed.

Confirmed Bookings

a) On oral confirmation of a provisional booking, we require written confirmation and payment of any applicable deposits within 7 days. Email confirmations should be sent to office@manchesterquakers.org.uk
b) FMH reserve the right to hire the Rooms to other interested parties if written confirmation and payment of any applicable deposits are not received within 7 days of oral confirmation of a provisional booking.
c) Final room setup, equipment and catering requirements (including final numbers) to be supplied by Hirer at least 7 days prior to the Hire Period commencing.
d) When confirming a booking, the Hirer acknowledges and agrees to these Hire Agreement Terms and Conditions.

3. Payments

Deposit – Hirer’s First Booking (‘new users’)

a) Room Hire bookings – A deposit for the full value of Room hire for Hire Period is required.

Deposit – Hirer’s subsequent bookings

b) Deposits may be required for any bookings as specified at the time of booking by FMH.

Final Invoices

c) The Hirer agrees to accept and pay for the Services in the Hire Period at the prices specified. Final invoices will generally be issued in advance or on the day of the event.

Late Payments

d) Payment of the Hire Charge is due within 7 days of the invoice date unless otherwise agreed.
e) FMH reserves the right to claim interest on overdue accounts, pursuant to The Late Payment Of Commercial Debts (Interest) act 1998, as amended.
f) FMH reserves the right to refuse future bookings until all the Hirer’s overdue invoices are settled.

4. Cancellation and amendments of Services by The Quakers

a) If due to circumstances beyond the reasonable control of FMH, it is necessary to make changes in the arrangement relating to the Services, FMH shall immediately notify the Hirer and, if reasonably possible, offer alternative Services to those originally specified.
b) FMH reserves to itself the right to cancel at any time and without paying compensation and without incurring any liability in respect of such cancellation if

i. If the information given to the Quakers by the prospective Hirer was false or incomplete, or has changed, and in the light of new information the Quakers determine that the aims and policies or practices of the organisation or individual are in serious conflict with Quaker beliefs
ii. Violence or the encouragement of violence at the meeting may reasonably be anticipated
iii. Contravention of health and safety or fire regulations may reasonably be anticipated
iv. Misbehaviour has occurred at a previous meeting on the Premises organised by the Hirer
v. Previous invoices have not been paid in full or have been paid late
vi. A Hirer persistently breaches FMH Hire Agreement Terms & Conditions

5. Cancellation and amendments of Services by the Hirer

The cancellation charge to hirers depends on the period of notice given as detailed below

    • 1 day or less 100% of room hire + buffet charge
    • 3 days or less 75% of room hire + buffet charge
    • Less than 1 week 75% of room hire
    • Less than one month 50% of room hire
    • Less than 3 months 25% of room hire
    • Over 3 months 10% of room hire

Cancellation of provisional bookings does not incur any fee.

6. Hirer’s Use of Rooms, Premises & Equipment

a) You undertake to confine your occupation to the Hired Part of the Premises and Hire Period agreed.
b) We reserve the right to make further charges for any additional use of facilities or times not agreed in advance.

Catering

a) No alcohol is allowed on the Premises or its grounds: FMH may at its discretion terminate the hiring forthwith if this clause is not complied with and in such event the Hirer will not be entitled to be reimbursed, either wholly or in part, for the cost of the hiring.
b) Guests may bring in sandwiches or a pack lunch for their personal consumption.
c) Bringing in ‘shared meals’ is not permitted
d) Hirers are not permitted to provide their own catering on the premises.
e) At our sites in Eccles, Sale, South Manchester [Northenden], and Warrington, you may be permitted to use the kitchen (at the appropriate charge if applicable), to provide food and beverages, and to provide shared meals,. However, you must obtain prior approval in writing from us Public Meetings
a) Whilst most of the events on our premises are ‘private’ (for delegates, or closed groups, or by invitation), some hirers use our venue for ‘public’ meetings (for example, hustings before an election). Legislation concerning public meetings provides for a free sharing of views. So, for example, organisers cannot withhold entry to those who may hold opinions very different to those of the organisers’.

If the hirer is planning to hold a public meeting on the premises:

i. The hirer must be aware of, and fully compliant with the relevant legislation.
ii. The hirer must inform FMH that they wish to hold a public meeting at the time of the booking.
iii. The hirer must provide appropriate stewarding for the size and nature of the event to ensure there is a smooth movement of Guests during the Hire Period and to assist in keeping order in the meeting, and the direction of Guests in an emergency or evacuation. FMH requires a minimum of one steward for every 50 attendees for public meetings
iv. The hirer agrees to pay for any additional staffing or security that FMH deems necessary to safely hold such a meeting

7. Business Services

a) Telephone calls, fax transmissions, photocopying and other business services are not included in the room hire charge and will be separately itemised on the hirer’s invoice.

8. Health & Safety

a) The Hirer must ensure that:

i. The Premises are safe for the purposes for which they intend to use them and shall be responsible for ensuring that all activities performed in the Rooms give reasonable consideration to other users of the Premises.
ii. Fire and safety regulations are to be observed. Hirers should familiarise themselves and their guests with the location of fire exits. Access to all aisles, doors, and fire exits must be kept clear at all times. In the event of a fire the Hirer shall ensure that the Fire Brigade is called immediately and all steps taken to evacuate the Premises and ensure the safety of all occupants. Smoking is not allowed in any part of the Premises.
iii. Any electrical equipment you bring to the Premises is safe and has a valid
Portable Appliance Test (PAT) certificate. Use of electrical equipment without a PAT label will not be permitted
iv. Candles or naked flames are not used on the Premises without prior approval in writing. If approval is given, you are responsible for ensuring a responsible adult is present and vigilant at all times until all naked flames are fully extinguished.
v. Helium balloons are not taken into the main hall of our Central Manchester

Premises

vi. The maximum capacity of each room hired is not exceeded
vii. The use of registration tables outside hired Rooms has been agreed with FMH before the Hire Period to ensure health and safety regulations are complied with.
viii. There is adequate stewarding for the size and nature of the event to ensure there is a smooth movement of Guests during the Hire Period and to assist in the direction of Guests in an emergency or evacuation.
ix. You agree to pay us for any additional staffing or security that we deem necessary to safely hold your event.

b) FMH monitors sections of the building with CCTV for the purposes of Health & Safety and Security.

Keyholders (This section does not apply to Central Manchester)

We issue keys to some hirers of our premises at Eccles, Sale, South Manchester [Northenden], and Warrington. Key-holders have particular responsibilities; you must ensure that:

i. keys are kept safe at all times
ii. keys are not copied
iii. keys are promptly returned to us if you have no further bookings in the near future, or if we request their return
If yours is the last group to leave the building (when we are not present), you must ensure that:
iv. everyone has left the building
v. that all fire exits and windows are closed and secure
vi. that all kettles, urns, ovens and hobs are off, and switched off at the plug where appropriate.
vii that all lights and any equipment used by your group (hearing loops, data projectors etc) are switched off
viii. the front door is properly locked behind you.

If yours is the not the last group to leave a building you must ensure that

ix. all of your group has left the building
x. any fire exits and windows in the area of the premises you have been using are secure
xi that all lights and any equipment used by your group (hearing loops, data projectors etc) are switched off

The premises should never be left unlocked and unattended.

Welfare of People within the premises

a) The Hirer shall ensure that:

i. Children are supervised at all times.
ii. Any activities involving children and young people comply with current child protection legislation. It is the responsibility of the Hirer to ensure that all necessary child protection checks have been undertaken before the Hire Period commences. FMH does not accept any responsibility for the Hirer’s failure to comply with this requirement.
iii. All current legislation and regulations are complied with during the Hire Period so as to ensure no discrimination takes place regarding gender, race, colour, ethnicity, nationality, religion or belief, sexual orientation, disability or age. FMH does not accept any responsibility for the Hirer’s failure to comply with this requirement.

Insurance and liabilities

a) FMH acknowledges its obligations as an occupier and carries insurance to cover liabilities arising as a result. Likewise, the Hirer acknowledges their duties for liabilities arising from their use of the premises, and agree that they possess sufficient resource or insurance to cover such liabilities.
FMH’s insurance will not cover the Hirer’s activities.

Damage

a) The Hirer agrees, (with the exception of fair wear and tear) any damage or loss arising out of the use of the use of the premises or equipment by the hirer or their guests, shall be the Hirer’s responsibility. (The cost of any repair or replacement shall be invoiced to the Hirer)

Hirer’s Property on the Premises

a) The Hirer agrees to ensure that no property is left on the premises (by the hirer or their guests) outside of the hire period. FMH reserved the right to dispose of such property as they see fit. The hirer shall indemnify FMH against any claims arising out of such disposal.

9. General

a) The Hirer agrees to consider other users of the building with respect and behave in a reasonable and courteous manner. The behaviour of a hirer will be taken in account when considering future bookings.
b) The Hirer undertakes to confine his occupation to the space and times agreed. FMH reserves the right to make further charges for any additional use of facilities or times not agreed in advance.
c) The Hirer agrees that at the end of the hire period, the rooms hired and the approaches to them shall be left in a clean and orderly state. Where it is determined by FMH that this is not the case, the hirer agrees to pay FMH’s reasonable cost of returning such areas to such a state.
d) The Hirer agrees not to sub-license or give up occupation of any portion of the hired part of the building to a third party. A breach of this clause shall immediately terminate this agreement, except to the extent that the hirer agrees to pay FMH the full hire charge and any further related costs and losses incurred by FMH.
e) We use the Common areas to facilitate efficient and proper use of the Premises – this might include use for the provision of drinks and buffets. You and your Guests shall confine all other aspects of your Event to the Hired Part of the Premises unless otherwise agreed in writing. In particular, registration tables and displays may not be set up in Common Areas without prior agreement in writing.

10. Media, Advertising and the Distribution or Sale of Literature

a) The hirer agrees to obtain prior permission from FMH to carry out any of the following activities in the building or its grounds:
i. Organise or carry out any TV or radio recordings, broadcasts or interviews, live video links or any other video / audio recording or photography for external publication or distribution
ii. Distribute advertising or promotional material, leaflets or flyers in relation to the event or organisation, or other events and organisations
iii. Affix or attach banners, bills or posters to any walls or fabric of the building or railings in the garden / building approaches
iv. Sell books and other publications on the Premises

The hirer agrees that invitations to events will carry the contact details of the Hirer.

b) The Hirer agrees that any distribution of literature (By the hirer or their guests) shall be done inside the hired part of the premises and not in the corridors or other parts of the building or grounds.

c) The Hirer is responsible for obtaining any entertainment, performing rights, or copyright licences or other permissions necessary for activities to be conducted on the Premises during the Hire Period. A copy of any necessary license(s) or permission(s) must be provided to FMH.
d) The Hirer agrees that the hire of a Room does NOT carry with it any implied endorsement from FMH or the Quakers and the Hirer shall not make any claim of such endorsement.

10. Right of Entry

a) FMH reserves to itself, its employees, agents and those authorised for the purpose, at all times a right of entry into the hired part of the building and a right to refuse admission or to eject from the building any person as they see fit and without giving a reason.

11. Data Protection Act

a) The details of the Hirer will be held on a database for accounting, auditing and marketing purposes. The details will not be passed onto any third parties.

Friends Meeting House Manchester