VAN COMMUNITY CENTRE 

CONDITIONS OF HIRE (April 2026)

This document consolidates the terms and conditions for hiring the Van Community Centre, its rooms, grounds and facilities (the Centre), as managed by the Van Community Centre Committee Volunteers (the Committee). The Hirer (the person or organization agent named on the hire form) is responsible for ensuring compliance with these conditions and informing their personnel accordingly.

1. Bookings, Payments and Cancellations

   1. 1.  The Hirer must pay a deposit as set by the Committee to secure the booking. The deposit shall normally only be refundable if the Committee is required to cancel the booking.

      2. The Hirer shall pay the balance of fees due in accordance with instructions provided by the Committee. Where the Hirer cancels a booking and no replacement booking is secured, any refund shall be at the discretion of the Committee.

      3. If the Hirer cancels and no replacement booking is found, refunds are at the Committee's discretion.

      4. The Centre is not liable for losses resulting from closures or cancellations due to circumstances beyond their control.

2. Use of Premises and Conduct

   1. 1. The Hirer shall comply with the General Rules governing the use of the Centre, as supplied.

      2. The Hirer must strictly adhere to the times on the hire form. Unauthorized overruns will be billed at the hourly rate (minimum 1 hour).

      3. The Hirer may only use the rooms or facilities specified on the booking confirmation. Unauthorized use of additional rooms or facilities will incur extra charges at the hourly rate for that facility.

      4. The Hirer shall not sub-let the premises, nor use the premises for any unlawful purpose, nor bring onto the premises anything that may endanger users, the premises or any insurance policies in force.

3. Prohibited Activities 

   1. 1. No smoking or vaping inside the building or outside the main entrance.

      2. No sale or consumption of alcoholic beverages is permitted on the premises.

      3. No sale of food or drink unless by special arrangement with the Committee.

      4. No Commercial Enterprise or Business may operate from the Centre without express permission from the Committee

4. Supervision: 

   1. 1. The Hirer is responsible for the safety and behaviour of all persons using the Centre during the hire period.

      2. Children (under 16) must be supervised by a responsible adult at all times.

      3. The Hirer must be present for the handover and inspection of the Centre at the start and end of the booking

5. Cleanliness and Maintenance

   1. 1. The Hirer must leave the Centre clean, tidy, and in the same layout as found.

      2. All rubbish must be removed by the Hirer or disposed of responsibly in the the provided recycling bins.

      3. An additional fee may be charged if the premises are left in an unacceptable condition.

      4. The Hirer is responsible for any loss, damage, or breakage of Van Community Centre or Caerphilly County Borough Council property or fabric. The Hirer shall indemnify the Committee and the County Borough Council for repair costs.

6. Safety and Equipment

   1. Electrical Equipment and PAT Testing

      1. The Hirer shall ensure that any electrical equipment brought onto the premises by the Hirer, their organisation, contractors or representatives is safe, suitable for its intended use and maintained in good condition. 

      2. All such equipment must have a current and valid Portable Appliance Testing (PAT) certificate. Evidence of PAT testing must be made available to the Committee or its authorised representative upon request and prior to the use of the equipment. 

      3. The Committee reserves the right to prohibit the use of any electrical equipment where satisfactory certification is not provided. 

   2. Bouncy Castles and Inflatable Equipment

      1. The use of bouncy castles, soft play inflatables or similar equipment is permitted only with the prior agreement of the Committee. All inflatable equipment must comply with British Standards BS EN 14960 and have current, valid safety certification, such as a PIPA inspection. Evidence of certification, inspection records and appropriate public liability insurance must be provided upon request.

      2. The Hirer shall ensure that inflatable equipment is supplied, installed and operated by a competent provider, is adequately supervised at all times and is used in accordance with current Health and Safety Executive (HSE) guidance, including suitable anchorage and environmental conditions. The Committee reserves the right to refuse or stop the use of any inflatable equipment where these requirements are not met or where site conditions are deemed unsuitable.

      3. Necessary risk assessments relevant to the activity must be in place prior to the booking.

7. Legal and Insurance Requirements

   2. 1. The Hirer shall be responsible for arranging and maintaining adequate public liability insurance to cover any claims arising from the use of the Centre and may be required to provide written evidence of such cover.

      2. The Hirer shall observe all regulations and requirements of the Licensing Authority, Fire Service and any other statutory body applicable to the Centre.

8. Parking and Security

   2. 1. The Hirer must manage parking to avoid obstructions. As the car park is public, Van Community Centre is not responsible for theft, loss, or damage to vehicles. Users must park within the designated spaces.

      2. CCTV is in operation inside and around the Centre for security purposes.

Use of the Centre also implies agreement with the General Rules of the Community Centre as supplied at the time of booking. Any additional requirements (kitchen use, sound equipment, etc.) must be disclosed to the Booking Officer during the initial application.