Cheshire West and Chester Room Hire

Terms and Conditions of Hire

1. Definitions

Premises – All buildings, rooms, grounds, car parks and facilities forming part of the hire.
Council – Cheshire West and Chester Council.
Manager – Any authorised Council officer responsible for managing the premises.
Hirer – Person or group named on the booking form who is responsible for the hire.
User – Any person attending or participating in an activity during the hire.
Booking Period – The reserved time approved by the Council.

2. Applications

  • All bookings must be made through the Council’s online booking system.

  • Minimum notice period: 7 days.

  • A booking remains provisional until confirmed by the Manager.

  • Provisional bookings may be released if another Hirer requests the same time and is ready to confirm.

  • The Hirer must provide full and accurate information, including named key holder where applicable.

  • Hire is not permitted for persons under 18 years.

3. Use of the Premises

  • The premises may only be used for the purpose stated in the booking confirmation. The Council reserves the right to cancel if there has been a material omission or misstatement on the booking.

  • Activities that promote discrimination, disorderly behaviour, or illegal conduct are not permitted.

  • Hirers may not sub‑let or transfer their booking.

  • Toilet facilities are for Hirers only, except Little Sutton Community Centre, where escorted library users may use them.

  • Any concerns about the condition of the premises or equipment must be reported to the Manager immediately.

4. Admission & Conduct

  • All users must follow reasonable instructions from the Manager.

  • The Manager may refuse entry or request individuals to leave without refund.

  • The Hirer is responsible for maintaining good order throughout the event.

5. Booking Period

  • The premises must not be used outside the confirmed booking period.

  • Additional charges apply for use beyond the booked time.

  • A free 30 minutes before and after the booking is included for set‑up and cleaning/take down.  Any additional time on top of this will be charged for.

6. Charges

  • The charges for the hire are those current at the time the event is held.

  • There is a minimum hire period of one hour for all premises.

  • The Council reserves the right to vary the cost of the hiring subsequent to confirmation of the booking.

  • Payment is required in advance of a deposit or of the full hiring fee.  If the fee is not paid at the agreed time the Council will cancel the booking and any future bookings.

7. Keys

  • Community Centres – Keys are issued for all bookings.

  • Libraries – Keys are issued only for out‑of‑hours room hire.

  • A £20 key deposit is required and refunded if keys are returned within 7 days.

  • Lost or late-returned keys result in the deposit being forfeited.

  • The Hirer will be required to sign for keys and will be solely responsible for them for the duration of the hire.

  • The named keyholder is responsible for the safety of the keys. 

  • Keys must not be transferred to anyone other than the named key holder.

8. Cleaning Responsibilities

Hirers must leave the premises clean, tidy, and ready for the next user, including:

  • Wiping down and putting away furniture

  • Clearing spills and leaving floors unobstructed

  • Removing all rubbish from the premises

  • Leaving toilets and (where provided) kitchens clean

  • Using their own cleaning equipment, cloths, and consumables

  • Cleaning and drying any kitchen equipment used and storing it properly, leaving surfaces free.

The Council may charge for cleaning or repairs where standards are not met.

9. Health & Safety

  • All exits, corridors and emergency routes must be kept clear.

  • Fire exits must remain unlocked and accessible at all times.

  • A first aid box is provided. Notify the Manager if items are used.

  • The Hirer is responsible for the health and safety of all persons attending their event.

  • The Hirer must complete a risk assessment for their activity and provide a copy to the Manager.

  • Food handling must comply with relevant hygiene legislation.

  • Hirers must familiarise themselves with the on‑site User Manual, including:

  • Fire and emergency procedures

  • Utility shut‑off points

  • Bomb threat guidance

  • Accident and incident reporting

  • Lone working guidance

  • Blank risk assessment template

  • Key holder contact information

10. Safeguarding

Hirers are responsible for safeguarding children (under 18) and vulnerable adults when parents/guardians are not present. Appropriate supervision must be in place at all times.

11. Capacity

Occupancy limits set by the Manager must not be exceeded.

12. Cancellation & Termination

By the Council

The Manager has the right to refuse any booking.

Bookings may be cancelled due to:

  • Emergencies, acts of God, fire, flood, utility failure

  • Industrial action

  • Council events or unplanned works (minimum two weeks’ notice normally given)

  • Breach of terms and conditions

Refunds apply to Council‑initiated cancellations, but no compensation is payable for consequential loss.

By the Hirer

  • Cancellations 7+ days before the event: 10% cancellation fee applies.

  • Cancellations with less than 7 days’ notice may be charged in full.

13. Liability & Insurance

  • The Hirer is responsible for any damage, loss, or injury occurring during the hire, except where caused by Council negligence.

  • Formal or commercial groups must hold public liability insurance with a minimum cover of £5 million.

  • The Council has the right to recover any costs incurred for replacing or repairing any equipment belonging to the premises from the Hirer.

  • The Council is not liable for:

  • Failure of equipment (e.g., heating, lighting)

  • Loss or damage to Hirers’ property

  • Injuries related to prohibited or unsafe equipment

  • Inflatables (e.g., bouncy castles) are not permitted due to safety and space limitations.

  • The Manager reserves the right to refuse any article or appliance that may be dangerous or offensive.

13. Damage, Loss & Storage

  • Hirers must remove all equipment at the end of the booking unless storage has been pre‑agreed.

  • Uncollected items may be disposed of at the Manager’s discretion.

  • Damage to Council property will be charged to the Hirer.

14. Decorations

No nails, screws, adhesives or fixings may be applied to walls, furniture, or fittings. The Manager will advise on acceptable methods.

15. Advertising

  • No posters, flyers or advertising may be displayed without Manager approval.

  • Events must not be publicly advertised until booking confirmation is received.

16. Sale of Goods

No commercial or private sales may take place without written approval from the Manager.

17. Noise & Behaviour

  • Hirers must minimise noise, especially near residential areas.

  • Music or entertainment must be indoors and end by 8:30pm, unless agreed otherwise.

18. Alcohol & Drugs

  • Alcohol is not permitted.

  • Illegal drugs are strictly prohibited.

  • Persons under the influence may not remain on the premises.

19. Smoking

Smoking and vaping are not permitted on the premises or the surrounding immediate grounds.

20. Gaming & Gambling

·       Activities such as raffles, bingo or tombolas require prior Manager approval and must comply with legislation.  Unlawful gaming is not permitted on the premises.

21. Copyright & Licensing

  • Copyright works must not be performed without appropriate permissions.

  • A PRS licence may be required for musical works.

  • Recorded music may require a licence from Phonographic Performance Limited (PPL).

  • The Hirer must provide programme details and returns where required.

22. Photography, Filming & Broadcasting

No photography or recording is permitted without the Manager’s consent.

23. Electrical Equipment

  • All equipment brought in must have a valid PAT test certificate.

  • The Hirer must seek approval from the Manager before any electrical equipment is brought into the premises.

  • Hirers must not alter or interfere with the building’s electrical or heating systems.

24. Performances & Staging

Events requiring staging, lighting or special effects must be submitted 6 weeks in advance and comply with the premises licence. A method statement or risk assessment may be required.  No inflammable material is to be brought into the premises.

25. Customer Feedback

A feedback form is provided in booking information. Hirers are encouraged to return it to help improve services.

26. Alterations

These terms and conditions may be updated by the Council at any time.