Terms and Conditions

Booking Process

Bookings for the use of the premises should be made with the Administrator.

Bookings are not confirmed until the signed booking form and required payment are returned to the Administrator and confirmation is sent to the hirer.


Payment must be made at the time of booking (by prior arrangement a deposit may be accepted to secure a booking, provided payment in full is made prior to the event). Regular users will be invoiced upfront for their first booking and then monthly / half-termly (as agreed with the Board).

Payment should be made by:

  • BACS: Sort Code: 40-52-40 Account: 00018203 Ref: Date of Booking / Invoice
  • Cheques: Made payable to SCACP Ltd
  • Cash during office hours only (please ask for a receipt)

Discounted rates are available for regular use and for charities by agreement with the Board.


Cancellations of bookings should be made in writing (email) to the Administrator. The Centre reserves the right to withhold a percentage of any booking charges for cancelled bookings as outlined in the time scales below.

  • Prior to a calendar month of the date of room booking No charge
  • Between one calendar month and two weeks of the room booking 50%
  • With less than two weeks of room the date of room booking 100%

Regular users will also be liable for these charges if they fail to notify the Administrator of dates that they do not require their regular booking – for term time only bookings we will assume the group will be running according to Warwickshire County Council School Holiday dates unless we are informed otherwise.

In the event of the need to cancel due to bad weather, you must give as much notice as possible. If the Centre remains open, you may still be liable for the aforementioned cancellation charge.

Period of Hire

The minimum period of hire is 1 hour and is charged per quarter of an hour (bookings must start and finish either on the hour, at quarter past, at half past or at quarter to the hour).

The start and finish times stated for the booking should include the time needed for preparation, and for clearing away prior to departure.

The Centre will be opened for you at the requested start time and locked at the finishing time you have given. Regular users may be given a key if it is likely that they building will not be already be open.

If your event runs later than the requested time you will be liable for a penalty charge based on the hourly rate. You must contact the caretaker if the event overruns or if it finishes early to ensure that the building is left secure.

The premises are to be vacated by 22:15 unless prior permission has been given by the Board.


The Centre’s Public Liability Insurance indemnifies the Centre in respect of its own legal liability and that of individuals acting on the Centre’s behalf. It does not indemnify external organisations or individuals for their own distinct liability. Bookings are accepted on the understanding that hirers have their own Public Liability Insurance.

The hirer agrees to indemnify the Centre in respect of any damage occasioned to the property arising out of the negligence or the hirer and / or their invitees.

No materials belonging to outside organisations are to be stored on the premises without the express consent of the Board. The centre cannot be held responsible for any loss or damage.

All children are to be supervised at all times by their parents / carers or the hirer and must not be allowed to enter other rooms in the building. The hirer will be held responsible for any damage caused if this happens.

The car park is a private car park and users park at their own risk. The Centre will not accept responsibility for damage, accident or loss to any vehicle. The disabled parking space is for blue badge holders only.

Hirers accept that Southam Church and Community Project Ltd. cannot be held responsible for damage, loss or injury sustained at the premises that is associated or connected in any way with the event or control of the event to which this booking relates.

Health and Safety

Hirers are reminded that under Health and Safety Law ‘they are responsible for their own health safety and that of others’ and that whilst they are on site they should make themselves familiar with the following procedures:

  • Fire: The location of fire exits and firefighting equipment and fire evacuation plans are located in every room. The hirer is responsible for ensuring attendees are aware of the fire procedures, for keeping a record of the number / names of people attending their event and for ensuring that all attendees vacate the building as soon as the alarm is sounded. Hirers must ensure that fire exit routes and doors are not obstructed, particularly through the Hall, through the entrance foyer and the Oak Room fire door.
  • First Aid: Hirers are responsible for providing their own first aid cover if needed. The location of the nearest First Aid Kit is shown in each room.
  • Accident and Incident Reporting: Hirers are required by law to record all accidents (including near misses) and incidents that occur whilst on site. Accident and incident books are located at each First Aid Point.
  • Risk Assessments: Hirers are required to familiarise themselves with the Centres Risk Assessments prior to using the facilities, however each hirer is also responsible for assessing their own usage of the building and reporting any health and safety issues they note to the Administrator at the earliest opportunity.

General Notes

  • Smoking: Smoking is not permitted anywhere on the premises or grounds.
  • Alcohol: Alcohol is not normally allowed on the premises and the premises are not licensed for the sale of alcohol. On some occasions, at the discretion of the Board, permission may be given (subject to Licensing Act 2003 regulations) for the supply of alcohol. Application for permission to supply alcohol at an event must be made at least 6 weeks in advance of the event, by contacting the Administrator. The hirer is responsible for obtaining a Temporary Event Notice (TEN) for their event from the relevant local authority. It is recommended that hirers obtain permission to supply alcohol from the Board before applying for a licence, in order to avoid losing money on the notice fee in the unlikely event that permission is refused.
  • Electrical Appliances: Users bringing electrical appliances and equipment onto the premises must ensure that they are correctly wired, show that they are PAT tested, conform to British Standards and are safe to use. Any equipment should be plugged into a normal 13-amp socket and the system should not be overloaded. No hirer may tamper in any way with the electrical system. All equipment, decorations, etc. must be cleared away immediately after the event and within the time booked.
  • Licences: If you intend to play live or recorded music, film or television you must ensure that you have the appropriate licenses in place, where applicable.
  • Cleaning: The premises are to be left clean and tidy, and any crockery used must be washed and placed back in the appropriate cupboard. Any furniture moved must be returned to its correct storage place.
  • Breakages: The Administrator is to be notified of any damage or breakages incurred while on the premises, and the cost of replacement is to be paid to Southam Church and Community Project Ltd. If any damage or breakages occur, an incident / repair report must be completed and given to the Administrator as soon as possible after the event and no later than three days. Forms are located outside the Centre office and at each room’s main entrance, except in the Youth Club where they are located outside the toilets.