Venue Hire

Terms & Conditions | Asian Resource Centre of Croydon

These Terms & Conditions govern venue bookings at 89 Canterbury Road, Croydon CR0 3HA. A booking is not confirmed until ARCC issues written acceptance. By submitting a booking form, the Hirer acknowledges these conditions; the hire agreement takes effect when ARCC confirms the booking in writing.

1. Venue details

Available spaces: Community Hall (maximum 100 depending on layout; approximately 80 chairs and 20 tables available); Meeting Room (maximum 10); Reading Space (maximum 6). Actual permitted capacity may be lower depending on layout, fire safety and event arrangements. Permitted hours are 09:00-22:00 unless otherwise agreed in writing. Only the room(s) specified in the written confirmation are hired.

2. Purpose of hire and full disclosure

The Hirer must give a complete and accurate description of the event and disclose: the responsible individual and organisation; purpose, programme and activities; organisers, speakers, performers and presenters; expected attendance and audience; whether public, private, advertised or ticketed; proposed fundraising or donation collections; banners, flags, symbols or literature; photography, recording or livestreaming; alcohol; children or adults at risk; and any other information ARCC reasonably requests. The Hirer must promptly disclose material changes and obtain written approval before implementing them. ARCC may require supporting documents and refuse or cancel bookings where information is incomplete, misleading or withheld. The event may only be used for the purpose approved by ARCC. Meetings, workshops, community events and private functions, including birthdays, may be considered.

3. Hire fees and payment

Published rates are at www.arccltd.com/venue-hire. The agreed fee, deposit, payment deadlines and any special charges will be stated in the booking confirmation or invoice. A deposit may be non-refundable where clearly stated before payment, subject to applicable law. Full payment is due before the event unless agreed otherwise in writing. Non-payment may lead to cancellation. Reasonable additional costs may be charged under these terms.

4. Booking confirmation, advertising and ARCC identity

An enquiry, availability indication, provisional reservation, submitted form or request for payment is not acceptance. A booking is confirmed only after ARCC receives the required information and payment (where applicable) AND sends written acceptance. The Hirer must not advertise or represent ARCC as the confirmed venue before that written acceptance. This applies to posters, invitations, websites, social media, ticketing platforms and all other publicity. ARCC's name, logo, photographs and branding may not be used without written permission. Naming ARCC as a venue must not imply sponsorship, endorsement, organisation or affiliation. ARCC may require immediate correction or removal of unauthorised publicity and may refuse or cancel the booking.

5. Cancellation and refunds

Once the security deposit has been paid and your booking has been confirmed, the following cancellation terms will apply:

• Cancellations made more than 7 days before the booking date will be eligible for a 50% refund of the security deposit.

• Cancellations made within 7 days of the booking date will not be eligible for a refund of the booking fee. If the booking fee has not yet been paid, the security deposit will be retained in full.

If ARCC cancels the booking for reasons not caused by the Hirer, ARCC will normally offer an alternative date or refund the hire fee and security deposit.

6. Access, setup and overtime

Entry, setup, deliveries, decorating, event activities, clearing and cleaning must all fit within the booked hours. Early access or extensions require prior written agreement and may incur additional charges at the agreed rate. Unauthorised overstay may result in reasonable additional staffing, security and venue costs.

7. Hirer responsibilities

The Hirer is responsible for their attendees, staff, contractors and suppliers; keeping within the authorised capacity; appropriate supervision; respectful conduct; safe operation of the event; restoring furniture; removing belongings, decorations and rubbish; and leaving all used areas clean, safe and tidy. Damage, incidents and hazards must be reported promptly. The Hirer must follow ARCC's reasonable operational and safety instructions.

8. Toilets, kitchen and facilities

Use of two toilets is included. The Hirer must leave them hygienic, empty overflowing bins, clean spills and mop floors where water or other liquids create wet or slippery conditions. Kitchen access is for persons expressly authorised by ARCC only. The Hirer and attendees must not enter without permission or attempt to open, force or tamper with locked cabinets, cupboards, doors or storage anywhere in the building. Other facilities and equipment are excluded unless specifically approved.

9. Health and safety

The Hirer must understand evacuation and emergency arrangements, keep exits and routes clear, manage trip and slip hazards, use safe electrical equipment and avoid hazardous materials without prior approval. The Hirer must report accidents and near misses. ARCC may impose event-specific safety conditions or require a risk assessment.

10. Safeguarding

Where children, young people or adults at risk attend, the Hirer must have suitable supervision, safeguarding arrangements and DBS checks where required by law or appropriate to the activity. ARCC may request evidence and impose reasonable safeguarding requirements. Serious concerns must be reported promptly to the relevant authorities and ARCC.

11. Insurance

The Hirer must hold appropriate insurance for the activity, including public liability insurance where required. ARCC may request evidence and may require additional cover for higher-risk events.

12. Damage, loss and cleaning

The Hirer may be charged reasonable repair, replacement, cleaning and security costs arising from their breach, negligence or misuse or that of those for whom they are responsible. ARCC may apply a security deposit against evidenced reasonable costs and seek any balance. ARCC is not liable for unattended personal belongings except where the law requires otherwise.

13. Prohibited activities

ARCC premises, name, logo, facilities and resources must not be used to promote, encourage, support or glorify terrorism or violence, including support for proscribed organisations; unlawful incitement to hatred or violence; criminal threats, harassment or discriminatory conduct; or other unlawful activity. Events creating unacceptable public safety, safeguarding or security risks are prohibited. No smoking or vaping indoors, unauthorised alcohol, unlawful conduct, serious nuisance, or interference with security systems. ARCC will assess concerns in a lawful, proportionate and non-discriminatory manner.

14. Event checks, risk assessments and controlled activities

ARCC may undertake proportionate checks on organisers, speakers, performers and associated bodies, including public-source checks, and request programmes, presentations, promotional material and other relevant information. It may require an event-specific risk assessment and mitigation measures before or during hire. Without ARCC's prior written approval, the Hirer must not: (a) photograph, film, audio-record or livestream; (b) collect donations or undertake fundraising; (c) display banners, flags, symbols or emblems; or (d) distribute literature, leaflets or promotional materials. Any permission may be subject to conditions and does not remove the Hirer's legal obligations, including privacy, safeguarding, licensing and fundraising rules. ARCC may require prohibited activity to stop and materials to be removed immediately.

15. Alcohol

Alcohol is not automatically permitted. Requests are assessed case by case and require ARCC's prior written approval and a separate alcohol agreement. The Hirer must obtain any legally required licences or permissions. ARCC may impose conditions or withdraw permission where justified by safety, legal or operational concerns.

16. Decorations and equipment

No nails, screws or adhesives that mark or damage surfaces. Decorations and external equipment must be safe, approved where requested, and removed during the booked period. The Hirer is responsible for any resulting damage.

17. Equality, inclusion and conduct

The Hirer must treat people with dignity and comply with equality and anti-discrimination law. Violence, intimidation, unlawful harassment and threatening behaviour are not tolerated.

18. Noise and neighbourhood

Noise must be reasonable, especially during arrival and departure. The Hirer must respect neighbours and finish activities by the agreed end time. ARCC may require excessive noise to stop.

19. Parking

Three bays in front of the building are reserved exclusively for ARCC. The Hirer or attendees may use them only with ARCC's permission, which may be withdrawn. The bay in front of the main entrance is for access and loading/unloading only and must not be obstructed longer than reasonably necessary. Pay-and-display parking may be available on Canterbury Road and nearby streets; drivers must follow signs and restrictions. ARCC is not responsible for parking penalties or vehicle loss or damage except where liability cannot lawfully be excluded.

20. Restricted areas

The Hirer and attendees may access only the booked and authorised areas. They must not attempt to enter offices, staff-only rooms, storage, locked rooms or other parts of the building. Breach may lead to immediate termination, removal, reasonable recovery of costs, security-deposit deductions where justified, and refusal of future bookings.

21. Opening, security and closing procedures

ARCC will explain building entry, alarms, lighting, heating, shutters, doors, waste disposal and closing arrangements in advance. The Hirer must follow these instructions strictly. Incorrect entry may trigger an alarm or lead to delayed or denied access. At departure the Hirer must clean used spaces, take bins out where instructed, switch off lighting and heating as instructed, secure shutters and doors and complete all closing steps. ARCC may recover reasonable evidenced costs arising from failures.

22. Emergency contacts

ARCC will provide details of two designated staff contacts for urgent access, alarm, security and closing matters. The Hirer must contact them promptly when an issue arises. For fire, serious injury or immediate danger, call 999 first, then inform ARCC when safe. The Hirer must not interfere with alarms, locks or security systems.

23. CCTV and privacy

CCTV operates in appropriate areas for safety and security. Recordings may be reviewed where necessary for incidents, suspected unauthorised access, damage, theft or legitimate security purposes. Processing and retention are subject to applicable data protection law and ARCC's privacy notices. Hirers should promptly report incidents requiring footage preservation.

24. Refusal, cancellation and immediate termination

ARCC reserves absolute discretion to refuse or cancel a booking, exercised subject to applicable law, including equality and consumer protection obligations. It may suspend or immediately terminate an event, including during the event, where prohibited conduct occurs or is reasonably suspected; public safety, security or safeguarding risks arise; information is false, misleading or incomplete; undisclosed speakers or activities appear; unapproved recording, fundraising, banners, symbols or literature occur; the event materially differs from that approved; or reasonable safety instructions are refused. ARCC may require activities to cease and attendees to leave immediately and may contact police or other authorities. Where termination follows a material breach by the Hirer, refunds and recovery of reasonable costs will be handled in accordance with applicable law.

25. Events beyond reasonable control

Where severe weather, fire, flooding, utility failure, public health restrictions or other events beyond ARCC's reasonable control prevent safe hire, ARCC will seek to reschedule or refund the affected hire fee. Neither party excludes liabilities that cannot lawfully be excluded.

26. Liability and indemnity

The Hirer is responsible for the event and for loss, damage and claims caused by their breach, negligence or unlawful acts or those of persons for whom they are legally responsible. For business or organisational hirers, the Hirer indemnifies ARCC against reasonable losses, liabilities and costs directly arising from such conduct, to the extent permitted by law. ARCC may request additional event-specific indemnities where appropriate. Nothing excludes or limits liability for death or personal injury caused by negligence or any other liability that cannot lawfully be excluded.

27. Data protection

Booking and incident information will be handled in accordance with UK data protection law and ARCC's privacy information for administration, payments, safety, safeguarding and security.

28. Agreement and acceptance

By submitting the separate booking form, the Hirer acknowledges having read these Terms & Conditions, confirms the accuracy and completeness of disclosures, and understands that written acceptance by ARCC is required before a booking is confirmed or advertised. Upon ARCC's written confirmation, these Terms & Conditions form part of the hire agreement. The Hirer must communicate relevant rules to attendees, speakers, suppliers and contractors.