Booking Policy

St.John’s Church is an important historical building, and a significant part of Ashton Hayes’s history and heritage.  The Parochial Church Council (P.C.C.) and its Officers have the responsibility for promoting their use by the Church and wider community, and also of maintaining them for use and enjoyment by future generations.

Users must provide written confirmation that they have their own public liability cover for their activities while the church premises are being hired. The P.C.C. and its agents reserve the right to refuse a letting to any person or persons whom they feel do not conform to the principles held by the Church of St John or who may bring our Church into disrepute.   We may take up references before agreeing to a booking, or may cancel a booking without being liable for any penalty if references appear unsatisfactory. 

Conditions of hire

• Hirers may not sub-let or assign their letting.
• Hirers/Users are responsible for the good and appropriate behaviour of your guests/audience  
• Groups who hire the facilities must finish by 11.00pm (apart from clearing and cleaning activity).  They may only serve alcoholic drinks (free of charge) if they obtain the prior permission of the letting officer. No alcohol is to be served to those aged under 18. Alcoholic drinks must not be sold. 
• Hirers arrange with the Booking Secretary about the opening and locking of the premises.
• Hirers must leave the premises in good, clean order.  Losses, breakages and damage must be reported, and paid for in full. Hirers may re-arrange tables and chairs in the Church, but must restore them to their original places immediately at the end of the letting. Particular attention should be paid to the cleanliness of the kitchen and kitchen utensils and crockery.  
• We expect hirers to separate cardboard, bottles and cans from other rubbish – and then to take these away to recycling facilities.
• You may not put any nail, hook or fastening into any of part of the building – e.g. doors, walls, beams. You may not use blue-tack or sticky tape.  You may use pins only in our notice boards. You may not put up or display any board, advertising bill or placard without our prior permission.  If permission is given, all such boards, advertising bills or placards must be removed immediately at the end of the function.
• A tariff of letting fees is available from the Booking Secretary.  The PCC is entitled to waive or vary charges in order to promote its objects. Letting fees are reviewed regularly.  The PCC reserve the right to restructure letting costs and right of use.  We also reserve the right to cancel lettings at short notice without liability of compensation of any sort. Obviously we would only do this in an emergency, and would return your deposit with a full explanation.

 We have the right to refuse a booking if it:

• Is likely to disrupt the neighbours. In line with the requirement to be good neighbours, all hirers must be sensitive to the needs and wishes of those living nearby especially regarding the level of noise. It is very important for community relations that no complaints are made either formally or informally. 

• Is illegal or promoting an activity that is illegal. 

• Is likely to bring the good name of St. John’s Church into disrepute.

• Will be promoting faiths other than the Christian faith. 

Hirers agree to indemnify Ashton Hayes’s PCC against all claims, demands, actions, proceedings, damages, costs, and expenses arising out of non-observance of our conditions.

Safeguarding of children, young people and vulnerable adults

St. John’s PCC has adopted the Church of England’s national Safeguarding Policy (available here: https://www.churchofengland.org/safeguarding/policy-and-practice-guidance). Your booking agreement is conditional upon you complying with it unless you already have an equivalent policy of your own. 

Hirers are required to ensure that children, young people and vulnerable adults are protected at all times, by taking all reasonable steps to prevent injury, illness, loss or damage occurring; and that you carry full liability insurance for this. 

Safety and Security

You are responsible for the safe conduct of your activity during the period of your hire. We have our own Risk Assessment, and you may need to carry out a risk assessment for your specific activity, and you must cooperate in ensuring that all precautions are maintained.  We can offer guidelines for fire procedures for your stewards.   

You must keep all entrances and exits clear at all times.  Maximum capacity of the building is 140.

You should consult us about the use of candles or naked lights: if we give permission, you must make sure that they do not drip wax onto floors, walls, fittings or furniture. Our strict No Smoking Policy applies to Church hirers.

We will not be held responsible for any loss or damage which may occur to the property of others whilst they are using our premises.  We do recommend that those using our premises (including the car park) take care over the security of their possessions.

We have a wheel chair accessible toilet in the Church.