Stapleford Jubilee Pavilion

Book the Stapleford Cambridge Jubilee Pavilion

The Stapleford Jubilee Pavilion is situated on the Stapleford park, the recreation ground off Haverhill Road/Gog Magog Way.
There is a main hall, small hall, kitchen, disabled toilet, officials’ changing room, two team changing rooms and separate toilets.
For sport, there is a cricket table, football pitches and tennis courts. Use of the pitches is through arrangements with the centre manager. The tennis club leases the land from the Council and maintains the courts and organizes its membership.

The small hall holds 20 people for meetings and the main hall holds up to 120 people for a general ‘standing’ function and 100 for seated functions with locking chairs. It can be booked for a wide range of functions including conferences, weddings, adult and children’s parties and general meetings.

There is parking adjacent to the hall for 20 cars and on the edge of the field for another 20 cars. Evening functions should end by 11pm.

Until the new clerk is in post applications for booking the Pavilion can be made through the Chairman to the Parish Council, Nigel Pett, on 01223 843278/07866362200 or e-mail npa.cantab@gmail.com

Bookings – the whole hall includes use of the main hall, small hall, kitchen, all toilets and the changing rooms. A day is 10 hours.

General use relates to family parties and general village activities. Clubs and societies which have membership fees will be charged at the general use rate unless they operate for profit.

Commercial use is an activity that generates a profit for the hirer.

Use of the main hall, small hall or changing rooms for meetings only are subject to negotiation.

The rates are subject to negotiation depending on the use of the building; for example, craft fairs, conferences, weddings, and exercise classes.

The initial booking fee includes administration costs and the first hour of hire.

Charges are:

General use – Stapleford residents/organizations £25 plus £10 per hour/£115 per day.

General use – non-residents £30 plus £15 per hour/£185 per day.

Commercial use – all categories £50 plus £40 per hour/£400 per day.

Charges for regular bookings and for commercial use are subject to negotiation

All hirers will be required to pay the hire costs and a refundable damage waiver of £100 with their booking form. Any damage must be reported immediately to ensure that the waiver is not withheld.

Cancellation fees: If 2 weeks or less notice of the cancellation is given the booking fee will be retained but if the event is cancelled less than 48 hours beforehand the full costs may be charged. If the hall can be re-let then any penalty fees will be negotiated.
The hall is managed by the Parish Council and the costs for the rebuild and extension were met by the parish through the precept. The village also owns the recreation ground.

Pavilion Booking Form

STAPLEFORD COMMUNITY CENTRE – BOOKING FORM Council ref………………

 

Full name in Block Capitals……………………………………………………………………

Full Postal Address…………………………………………………………………………….

…………………………………………………………………………………………………..

Telephone Numbers………………………………………………………..

e-mail…………………………………………………………………………..

I am a Stapleford Resident. YES/NO

My organisation is a member of the Umbrella Association. YES/NO

This is a commercial booking request YES/NO

 

I apply to The Stapleford Parish Council for approval to hire The Jubilee Pavilion at the Recreation Ground

 

for the purpose of ……………………………………………………………………………………… by

 

…………………………………………………………………………………………….

 

on …………………………………………..(give day, date and month) between the hours of

 

………….. am/pm ** and ………… am/pm **. The approximate number attending is……………..

 

I wish to hire: the whole premises / the Main Hall and toilets access/ the Small hall and toilets access/ the kitchen/ the changing rooms – please delete appropriately and see costing sheet.

 

I wish /do not wish ** to sell / provide ** alcohol on the premises. Any licence must be confirmed with the booking manager and a copy of the licence submitted.

 

I accept the Terms and Conditions of Hire and will pay the charges for this booking in accordance with the hiring conditions as laid down by the Council.

Conditions

Pavilion Letting Conditions

STAPLEFORD JUBILEE PAVILION

Letting Conditions

Introduction

1. All Users must act with courtesy to the  Stapleford Community.

2. Affiliated Stapleford organizations will have priority use as long as the booking is made well in advance.

 

HIRING CONDITIONS

3. All bookings must be made through the Centre Manager designated by Council.

4. The fees are set out on a separate format and are subject to annual review.

5. The Hirer is responsible for all conditions of hire.

6. The Council reserve the right to refuse to hire, or may cancel with or without notice any

agreed hire, if in their opinion, such use could be detrimental to the fabric of the building or its fixtures, fittings, contents or be contrary to the principles of use for which the premises is intended.

7. The Hirers shall not do, or permit, nor suffer to be done on the premises or within the boundaries of the recreation ground including the car park, paths and surrounds anything which may invalidate the insurance of the premises or increase the premium of such insurance and/or which may cause a noise or be of annoyance to the general public or occupiers of surrounding properties.

8. No smoking is allowed in any part of the building or immediately outside.

 

INSURANCE

9. Insurance: One off events – are covered by parish council insurance policy.

Regular users must arrange their own alternative insurance cover if required or alternatively pay an

additional premium for the Council to insure on their behalf. The

 

Centre Manager will need to see and approve the Certificate of Insurance before providing access to the premises.

10. Insurance: The Parish Council do not accept any responsibility whatsoever for loss of personal belongings, money or articles of any description belonging to the hirer or any person attending the Jubilee Pavilion. Cars and their contents are left at owners risk in the Public Car Park.

 

HEALTH AND SAFETY – SAFEGUARDING

11. No group should exceed the numbers as laid down by the Fire Officer/Licensing Authority which are: In the main hall

 

120 informally but only 100 if closely seated/dining and 20 for the small hall adjacent to the kitchen. These numbers must NOT be exceeded.

12. Hirers must comply with any instruction of the council relating to the security, maintenance, good order and Health and Safety. All accidents must be recorded in the Accident Book which will be held in the Kitchen area with the First Aid Box and Fire Blanket.

13. Hirers/Users will not, without the consent of the council, introduce equipment, alter fixed installations, alter or remove fire and safety equipment, or otherwise take any action which may create a hazard for persons using the Premises. It is the Hirer/User responsibility to ensure that all equipment brought into the premises meets current safety regulations. The Council cannot be held responsible for any accident that involves any equipment the Hirer/User or his/her Agent has brought onto the premises. The Hirer/User must seek the permission of the Pavilion Manager

 

at the time of Booking if they wish to bring any equipment onto the premises and submit certificates.

14. The Hirer and group leaders must familiarise themselves with the Fire Proceedings on arrival at the centre.

 

THE CURTAINS MUST BE USED IN SUCH A WAY THAT THEY DO NOT OBSTRUCT THE FIRE EXITS. EACH FIRE DOOR ALLOWS FOR A MAXIMUM OF 30 PEOPLE TO EVACUATE IN A PERIOD OF 3 MINUTES. NO FIRE DOOR MUST BE PROPPED OPEN.

15. The Hirer is responsible for First Aid, Fire Safety, including evacuation to designated areas, and the security of the premises. Fire exits must not be locked or obstructed.

16. The sale of Alcoholic drinks requires a licence and Council reserve the right to approve the Licence holder. Each booking where the provision of Alcoholic drinks is requested needs to be approved by The Pavilion Manager operating on behalf of the Council.

17. All commercial activity groups involving children may be required to submit their Child Protection Policy to the Pavilion Manager at the time of booking. They must ensure that the correct ratio of adult leaders to children is maintained at all times. Adults should be CRB checked as required. Council reserve the right to see the Disclosure Documents at any time.

18. Organisations making use of the kitchen may bring perishable foods into the centre and make use of the refrigerators. At the end of their hire

 

no perishable foods are to be left on the premises.

 

19. Litter, rubbish and all waste must not be left in or about the premises and grounds; all rubbish must be removed and placed in appropriate waste containers at the end of any function or event. If the premises are left in a condition where rubbish or litter needs to be cleared by staff, the user group will be charged for the clearance or in the case of single hirers all or part of the deposit will be forfeited.

20. No animals are allowed on the premises, except in the case of trained assistance dogs.

 

ACCESS AND SECURITY

 

21. No external door keys will be given to Hirers and access will be arranged with the Pavilion Manager. Regular user groups may be asked to nominate a member who will be given a key

 

and who will take responsibility for all activities under the name of that group. A second person must also be nominated who will act in case of illness. It is the responsibility of the key holder to ensure that all external doors are locked and securely fastened. Occasional hirers will have supervised access for their event and also supervised closing of the hall.

22. It is the responsibility of The Hirers to ensure that all lights and electrical appliances are switched off, taps are turned off in toilets and all equipment and kitchen facilities are properly cleaned prior to vacating the premises.

 

USE OF EQUIPMENT AND TIDINESS, AND ANY DAMAGE TO THE CENTRE AND ITS FITTINGS

 

23. All use of the premises and facilities is subject to the users accepting responsibility for returning furniture and equipment to their original placing and to leaving the premises and grounds in a clean and tidy condition. This will include sweeping up and wiping surfaces as necessary. If the premises and grounds are not left in a satisfactory condition, regular user groups will be charged staff time to bring the premises up to the required standard or in the case of a single hirer the deposit will be forfeit.

24. China and cutlery must be washed and stored although regular hirers may use the dishwasher as may occasional hirers with agreement of the centre manager.

25. No signage or posters are to be erected internally or external to the building. Notices and

decorations may only be affixed to designated notice boards.

26. Only internal decorations approved by the prior consent of Council may be used in conjunction with totally non-damaging fixings e.g. “White Tac”

27. Persons hiring the premises will he held liable for any damage to buildings, furniture or other property that is caused due to this hiring, and a claim for repair or replacement of such buildings, furniture or other property will be made. Please report in all damage in writing to the Pavilion Manager.

28. There is limited storage facility available for users. Use of this storage facility is subject to separate negotiation with Council.

 

NOISE

 

29. Hirers and organisers of events are responsible for ensuring that the noise level of their functions is such that it does not interfere with other activities within the building nor causes inconvenience for the occupiers of nearby houses and property. In all cases users of the centre should avoid undue noise on arrival and departure. Amplified music is prohibited until planning permission has been obtained.

 

PAYMENTS

 

30. All payments for occasional use will be THREE WEEKS in advance of the booking including a damage waiver of £100 which will be refunded within one week if there is no damage.

31. Regular hirers such as sports clubs will negotiate a contract with the council.