Venue Hire

1. Venue Details

Venue Address:

89 Canterbury Road, Croydon, CR0 3HA

Spaces Available for Hire:

1. Community Hall (Maximum capacity: 150 persons based on layout. Please note we have 100 chairs and 20 tables)

2. Meeting Room (Maximum capacity: 14 persons)

3. Reading Space (Maximum capacity: 6 persons)

Permitted Hours of Use:

• 09:00 – 22:00

2. Purpose of Hire

The venue is hired for the following purpose:

Permitted uses include meetings, workshops, community events, and private functions (including celebrations such as birthdays).

The Hirer agrees to use the venue only for the stated purpose and in a manner consistent with ARCC’s community values.

ARCC reserves the right to refuse or cancel bookings that do not align with its charitable aims, safeguarding responsibilities, or community focus.

3. Hire Fees

Available to view on our website www.arccltd.com/venue-hire

A non-refundable deposit may be required to secure the booking

Full payment must be made prior to the hire date unless otherwise agreed in writing

ARCC reserves the right to cancel bookings where payment has not been received

3A. Booking Confirmation

A booking is only confirmed once:

1. A completed booking form is received; and

2. The required deposit or full payment has been made

3. ARCC reserves the right to decline or cancel provisional bookings.

4. Cancellation Policy

Cancellations made more than [21] days in advance may receive a partial refund at ARCC’s discretion

Cancellations made within [14] days of the booking are non-refundable

ARCC reserves the right to cancel bookings due to unforeseen circumstances, in which case a full refund will be provided

4A. Access and Set-Up

Access to the venue is only permitted during the agreed hire times

Set-up and clear-up time must be included within the booked period

Early access or extended use may incur additional charges

4B. Overtime Charges

Any use of the venue beyond the agreed hire time will be charged at an hourly rate

Continued use without permission may result in additional penalties

5. Responsibilities of the Hirer

The Hirer agrees to:

1. Leave the venue in a clean, safe, and tidy condition

2. Remove all waste and belongings at the end of the hire period

3. Ensure all attendees behave responsibly and respectfully

4. Not exceed the maximum capacity of the hired space

5. Supervise all children and vulnerable individuals appropriately

6. Be responsible for any damage caused during the hire period

7. Return furniture and layout to its original arrangement unless otherwise agreed

8. Carry out basic cleaning; additional cleaning charges may apply if required

6. Health & Safety

1. ·The Hirer must familiarise themselves with fire exits and emergency procedures

2. Fire exits must remain clear at all times

3. No hazardous materials are permitted on site

4. All electrical equipment brought onto the premises must be safe and fit for use

7. Safeguarding

Where activities involve children, young people, or vulnerable adults, the Hirer must:

1. Ensure appropriate safeguarding measures are in place

2. Hold relevant DBS checks where required

3. Comply with ARCC safeguarding policies

ARCC reserves the right to request evidence of safeguarding arrangements.

8. Insurance

The Hirer is responsible for ensuring appropriate public liability insurance is in place where required.

Proof of insurance may be requested by ARCC prior to the booking.

9. Damage and Loss

1. Any damage to the premises or equipment must be reported immediately

2. The Hirer will be liable for repair or replacement costs

3. ARCC may retain part or all of the deposit to cover damages

10. Use of Premises

Alcohol Policy:

Alcohol may be permitted on a case-by-case basis at ARCC’s sole discretion.

1. Prior written approval must be obtained from ARCC

2. A separate alcohol agreement and/or additional conditions may be required

3. ARCC reserves the right to refuse permission without explanation

The following are strictly prohibited:

• Illegal activities

• Smoking or vaping inside the premises

• Consumption or sale of alcohol without prior approval

• Excessive noise or behaviour causing disturbance to neighbours

• Any activity that may bring ARCC into disrepute

10A. Decorations and Equipment

1. Decorations must not damage walls, floors, or fixtures

2. No nails, screws, or adhesives that leave marks may be used

3. Any external equipment must be approved by ARCC

11. Equality, Inclusion and Conduct

ARCC is an inclusive, community-based organisation.

The Hirer agrees to:

1. Promote equality and respect for all individuals

2. Not engage in discriminatory, offensive, or harmful behaviour

3. Ensure all attendees behave in a culturally respectful and inclusive manner

12. Noise and Neighbourhood

The Hirer must ensure that:

1. Noise levels are kept to a reasonable level at all times

2. Activities end within the agreed hire period

3. The surrounding community is respected

13. Indemnity

The Hirer agrees to indemnify ARCC against any claims, damages, losses, or liabilities arising from the use of the venue

13A. Termination

ARCC reserves the right to terminate this agreement with immediate effect if:

1. Terms and conditions are breached

2. The event poses a risk to safety or reputation

3. False or misleading information has been provided

No refund will be issued in such cases.

13B. Force Majeure

ARCC shall not be liable for failure to perform its obligations where such failure is due to events beyond its reasonable control, including but not limited to:

1. Natural disasters

2. Government restrictions

3. Public health emergencies

In such cases, bookings may be rescheduled or refunded at ARCC’s discretion.

14. Data Protection

Any personal data collected will be handled in accordance with UK GDPR.

15. Agreement

By submitting the booking form, the hirer agree to the terms and conditions outlined in this agreement.

16. Parking 

ARCC has three allocated parking bays located directly in front of the building, which are reserved exclusively for ARCC use.

Use of these bays by the Hirer or their attendees may be permitted at ARCC’s sole discretion. ARCC reserves the right to withdraw or restrict access to these parking bays at any time without notice.

The parking bay located directly in front of the main entrance is designated for loading, unloading, and access purposes only. This bay must not be blocked for longer than is reasonably necessary.

Additional parking is available via pay and display along Canterbury Road and surrounding streets, in accordance with local parking regulations and signage.

17. Restricted Areas and Access

The Hirer must only use the areas of the building that have been explicitly booked and approved by ARCC.

The Hirer and their attendees must not attempt to access any other part of the building, including restricted or staff-only areas.

Any unauthorised access or attempt to access restricted areas may result in:

1. Immediate termination of the booking

2. Removal from the premises

3. Additional charges or fines

4. Retention of deposit

ARCC reserves the right to take further action where necessary.

18. Access, Security and Closing Procedures

ARCC will provide the Hirer with instructions on how to access the building, including the operation of lighting, heating, and any relevant entry procedures. Where applicable, protocols for accessing the premises in advance of the booking will also be explained.

The Hirer must strictly follow all instructions provided. Failure to do so may result in:

1. Activation of the security alarm

2. Delay or denial of access to the premises

3. Additional charges where applicable

At the end of the hire period, the Hirer is responsible for ensuring the premises are properly secured and left in good condition. This includes:

• Cleaning the space used

• ·Removing waste and taking bins out where required

• Switching off all lights and heating

• Locking all doors and shutters

Failure to follow closing procedures may result in additional charges, retention of deposit, or future booking restrictions.

19. Emergency Contacts and Support

ARCC will provide the Hirer with emergency contact details for designated staff members.

The Hirer must:

1. Contact the provided ARCC emergency contacts immediately in the event of any emergency, incident, or issue affecting the premises

2. Use these contacts for any urgent matters relating to access, security, or closing procedures

3. The Hirer must not attempt to resolve serious issues independently where this may compromise safety or security.

4. Failure to contact ARCC in a timely manner during an emergency or security-related issue may result in additional charges, liability for damages, or future booking restrictions