Repton Community Trust
Putting the heart in communities

Booking Policy and Terms & Conditions for Hire


1.1 Ashford is an area of diversity with vibrant communities and a strong third sector. Repton Community Trust wants all hirers to enjoy their event at Repton Connect Community Centre and for this facility to be enjoyed by communities for generations to come. For this to happen, Trustees, have put in place ‘General Conditions for Letting Repton Connect Community Centre’. Trustees warmly welcome feedback via

1.2 This Policy is in place to ensure that the Repton Community Trust complies fully with its legal obligations when offering rooms for hire and use, to determine the process for such hire and use and for the control of these persons, parties or organisations who may hire or use said rooms.

1.3 A separate booking form will be provided to all hirers


2.1 This Policy details the good practice necessary to protect Repton Community Trust to optimise the management of risk and to minimise the impact of possible misuse by unauthorised persons, parties or organisations.



3.1.1 Residents of Repton Park, Godinton Park and Orchard Heights may take priority over any other bookings from other areas and organisations.

3.1.2. Organisations that reflect the Vision and Aims of Repton Community Trust may be given priority over other bookings.

3.1.3 No hiring can be made by political parties, or for political purposes, i.e. events designed to affect support for a particular political party.

3.1.4 Repton Connect Community Centre can be hired for weddings, functions, training courses etc., by outside companies/members of the public. It should be noted that if there is an intention to consume alcohol on the premises, Repton Community Trust must be notified at the time of the booking. It should also be noted that alcohol may not be sold on the premises. PLEASE NOTE THAT THE CENTRE DOESN’T CURRENTLY HAVE A PREMISES LICENCE TO SELL ALCOHOL BUT WE ARE IN THE PROCESS OF OBTAINING A LICENCE. PLEASE SPEAK TO A MEMBER OF STAFF FOR FURTHER INFORMATION

3.1.5 Repton Community Trust will ensure that the application of any part of this policy does not discriminate, directly or indirectly, against anyone on the grounds of race, disability, sex, gender reassignment, sexual orientation, religion or belief, age, marriage or civil partnership.

3.1.6 Repton Community Trust will not permit its accommodation to be let:

• For political rallies or demonstrations
• For purposes which are illegal i.e. be they forbidden by law or unauthorised by official or accepted rules
• For functions attended by people whose presence may cause civil unrest or division within the community
• To an organisation or individual which has been banned by law

Repton Community Trust also reserves the right to cancel any booking where it considers:

1. Such events that may be contrary to the interest of the general public or contrary to any law or act of Parliament. Any bookings will also be subject to consideration from the police to ensure the safety of the community is assessed against the request for a venue booking.

2. The users of the premises may do something that may cause or pose a risk of loss, damage or significant expense to Repton Community Trust or harm the reputation of Repton Community Trust.

3.1.7 Repton Community Trust also reserves the right to cancel any booking where it believes the hirer of the premises may do something that may cause or pose a risk of loss, damage or significant expense to Repton Connect Community Centre or harm the reputation of Repton Community Trust

3.1.8 No part of the Hall or other areas of hire in the building should be used for any purpose other than the Purpose of the Hire. No part of the building or space hired is to be used for any purpose, which is unlawful.


3.2.1 All applications for the hire of the premises must be made by email to or via telephone to: 01233 808023.

3.2.2 Applications will not be accepted from persons less than 18 years of age.

3.2.3 The team reserves the right to refuse any application for hire and shall not be required to offer any reason or explanation.

3.2.4 An email at the time of the application for hire/booking will be sent to the hirer on receipt of the booking. No booking will be deemed to be confirmed until the hirer has received an acceptance e-mail from Repton Community Trust and following receipt of full payment from the hirer.

3.2.5 The Hirer must inform Repton Community Trust if the event is open to the public and/or if tickets are being sold for the Purpose of the Hiring.

3.2.6 Any booking involving a hirer that does tuition classes or any classes related to children or adults at risk will need to provide the team with a copy of their approved DBS certificate.

3.2.7 For any bookings involving formal sporting activities, the hirer must be competent and qualified to a level appropriate to the nature of their sport, and a copy of their National Body Qualification shall be submitted with the hire application in addition to any confirmation of additional insurance cover.

3.2.8 Any booking that is hiring Repton Connect Community Centre to prepare and sell food or drink, must evidence that they are registered with the appropriate local authority for Food Safety purposes. In addition to this, the hirers must provide evidence of their food hygiene rating at the time of making the booking. Where they are associated with Ashford Borough Council Events, the caterer must have a rating of 3 or above.


3.3.1 Repton Community Trust reserves the right to increase prices with effect from the 1st of April each year. All bookings for events taking place after any price increase shall be liable to the new charge(s) for the facilities hired.

3.3.2 You may apply for a letting up to 12 months in advance, but Repton Community Trust reviews its scale of hire charges for the new bookings from the 1st April each year. Therefore, if your future booking falls on or after 1st April, the new charges will apply.

3.3.3 A deposit of 50% is payable for single one- off bookings. Your booking will be treated as provisional until you return a signed copy of this agreement, hire form and any deposit required. If the deposit and agreement are not returned by the specified date, Repton Community Trust will cancel your booking. For block bookings, 50% of the first month’s fee is payable to secure you booking. The booking will not be reserved until monies are received.

3.3.4 The balance of the hire fee for single one- off bookings must be paid at least 48 hours prior to the event. Regular bookings will be invoiced monthly; the terms of payment are 7 days from receipt of the invoice.

3.3.5 If Repton Community Trust determines, prior to the event, that a damage deposit is required, you shall deposit with Repton Community Trust the sum notified to you. You will hereby authorise Repton Community Trust to deduct such sum from the damage deposit required to make good any damage howsoever caused to the Repton Connect Community Centre as a result of the event. Following the event, Repton Community Trust shall return the balance of the damage deposit to you provided it is satisfied that any damage has been made good. Normally cash and cheque payments take 3-4 weeks after the event to be returned to you and credit card payments are processed 7-10 days after the event.

3.3.6 You shall, in addition, pay to Repton Community Trust such sums as Repton Community Trust invoices you following the event in respect of any other additional charges attributable to the event (e.g. cleaning, damage, additional use of furniture and equipment). Such payments must be made within 7 days of receipt by you of the invoice.

3.3.7 Where the kitchen alone is being booked for commercial use without a room/hall booking, a charge of £35 per hour will be applied to ensure that Repton Community Trust fully covers its running/building opening costs.

3.3.8 If the hirer requires a big setup they will be charged an additional fee to set up the venue at £20 per hour for a facility assistant charge.

3.3.9 Due to the nature of a booking there may be a requirement to have a host on site, which the bookings team will advise you of at the time of your booking. The cost for the host will be charged to the hirer.

3.3.10 You or your suppliers will remove all litter and equipment by the end of the hire period and that Repton Connect Community Centre is reinstated to its former condition; if you do not, Repton Community Trust will arrange for cleaning to be undertaken at a cost of £15.00 per hour and you will be charged the cost of doing so.

• Overtime costs for a facilities assistant time out-side standard opening hours will be £20 per hour for weekdays and £25 per hour on weekends.

3.4 CANCELLATION OF HIRING (by Repton Community Trust)

**All bookings are subject to current government Covid-19 restrictions and may be cancelled at short notice. You are required to provide a risk assessment and sign an agreement to ensure additional health and safety/infection control measures**.

3.4.1 In the event of any cancellation or termination of the hiring by Repton Community Trust, no liability shall fall upon the Repton Community Trust in respect of any loss sustained or expenses incurred by the Hirer or any other person as a result thereof and the Hirer is advised to insure against such loss.

3.4.2 Repton Community Trust, at its discretion can cancel bookings or hiring agreements, due to unforeseen circumstances, change of use to the asset i.e. building refurbished or any other circumstances. In the event that this occurs and where possible, reasonable notice will be provided to the hirer.

3.4.3 Repton Community Trust may cancel or terminate any hiring, if the premises are used for any purpose, which they have not approved, or if there is any breach of any of the terms and conditions of hire. In the event of such cancellations, all charges paid will be forfeited and the Hirer shall be liable to Repton Community Trust for any costs, expenses and losses incurred by Repton Community Trust.

3.4.4 Repton Community Trust may cancel or terminate any hiring if the premises are required for any purpose connected with a European or United Kingdom parliamentary, local elections, national security, public safety and the prevention of disorder or crime, the economic well- being of the country, the protection of the Rights and Freedoms of others and shall not thereby incur any liability whatsoever to the Hirer other than for the return of such deposits, fees and charges as shall have been paid by the Hirer. Hirers are advised to insure against any eventuality.

3.4.5 Repton Community Trust may cancel or terminate any booking under the terms specified above in section 3.1 at no cost to Repton Community Trust.

3.4.6 If the hiring is cancelled for any such reason as is set out in Condition 4.20.4 Repton Community Trust shall give to the Hirer reasonable notice where possible and refund the fee but will not otherwise be liable to the Hirer whatsoever.


3.5.1 Cancellations must be made by email or in writing. If the hiring is cancelled by the Hirer, s/he shall be liable for payment of the following percentage of the total hiring fee (if any). Where the notice of cancellation is received:

• Less than 1 week, before the date of commencement of the hiring: 100% of the full hire fees will be payable.

• More than 1 week but less than 28 days, before the date of commencement of the hiring:50% of the full hire fees will be payable.

3.5.2 Where a hirer cancels their pre-paid booking providing 7 days or more notice and they would like to move this to another date, for the same facility, there will be no cancellation charge applied.


3.6.1 The Hirer shall not sub-license, or attempt to sub-license, under any circumstances the premises or part thereof. Repton Community Trust does not accept third party bookings.




4.1.1 The Hirer, their attendees, contractors, exhibitors etc. will be allowed onto the premises during the Period of Hire specified within the Booking Confirmation. Under no circumstances will Hirers or their attendees, contractors, performers, exhibitors or any other person associated with the hiring be allowed onto the premises before or after the time specified on the Booking Confirmation.

4.1.2 All Hirers and any persons associated with any hiring must have vacated and be clear of the premises by the time of completion of the Period of Hire unless previously special arrangements have been agreed with Repton Community Trust at the time of Booking Confirmation. Remaining at the venue for more than 10 minutes after the booking time will incur an additional hourly charge, which will be deducted from the booking deposit.


4.2.1 Rooms will be set up to the layout specified in the acceptance email. Significant room layout changes on the day of the booking (that are not specified on the signed booking contract) may be subject to additional charges. Repton Community Trust will levy a charge of £10.00 for every additional 15 minute period of occupation (or part thereof) of a meeting room and £20.00 per fifteen minute period of occupation (or part thereof) of the main hall. Where the hirer is the sole occupier of the premises and additional caretaking costs are incurred by Repton Community Trust an additional charge of £20.00 per hour will be levied for each hour or part thereof that occupation over runs.

4.2.2 Repton Community Trust will use its best endeavours to ensure rooms will be available to the correct specification but no guarantee can be given that rooms will be available to the required plan immediately upon commencement of the Period of Hire. Hirers are advised to book a minimum of one hour prior to the commencement of the event and one hour at the end of the event to allow sufficient time for their preparation and clean up at the end.

4.2.3 Any hirers will ensure that they, their attendees, contractors, exhibitors etc. do not enter other areas of Repton Connect than the space, or property surrounding Repton Connect Community Centre or allow your staff, sub-contractors or visitors to the event to access such areas, except as advised by Repton Connect Community Centre staff.

4.2.4 The Hirer shall be responsible for any adjustments to room layouts or other requirements. Information should be provided to Repton Community Trust in writing or by email.


4.3.1 Repton Community Trust reserves the right for duly authorised members and employees of Repton Community Trust to enter the venue at any time for any authorised purpose.

4.3.2 If anything offered for sale or exhibited in any of the premises is considered by the staff team, to be likely to be undesirable in support of a political party, in breach of copyright, unsuitable, dangerous to any person or property inside or outside the SBC, offensive or would cause the Trust to be in breach of its equality duties; it shall on request be removed by the Hirer forthwith.


4.4.1 The Hirer shall ensure that throughout the Period of Hire at least one person over 18 years of age shall be present who shall accept responsibility for ensuring the effective control and supervision of the hiring and for compliance with these conditions. The name and status of this person shall be communicated to the Bookings Officer at the time of booking.

4.4.2 During the Period of the Hiring the Hirer shall be responsible for the efficient supervision of the space hired including though not limited to: The effective control of children. The orderly and safe admission and departure of persons to and from the venue. The orderly and safe vacation of the venue in the event of an emergency. The safety of the venue and the preservation of good order and decency in the venue. Ensuring that all doors giving egress from the venue are left unfastened and unobstructed and immediately available for exit. Ensuring that no obstruction is placed or allowed to remain in any corridor giving access to the venue. Ensuring COVID-19 guidelines are followed.


4.5.1 The Hirer shall ensure that persons who supply equipment and other goods in connection with the hiring shall bring in and take away goods during the period of the hire in such manner as to prevent nuisance or annoyance to the occupiers of Repton Connect Community Centre and to residents in the neighbourhood.


4.6.1 The maximum number of persons to be allowed admission per room at any one time is set out in the booking information and the Hirer shall ensure that these numbers are not exceeded.

4.6.2 The Bookings Officer may, in her/his absolute discretion, reduce the maximum number of persons to be admitted if s/he considers it expedient or necessary so to do.

4.6.3 Numbers must adhere to the current Covid-19 government restrictions. This is the hirer’s responsibility to enforce and the hirer is liable for all breaches of these rules.


4.7.1 The Hirer must ensure that all persons brought into Repton Connect Community Centre are made fully aware of the Emergency Procedures as set out in the terms and conditions.

4.7.2 The Hirer must ensure that all gangways, corridors, staircases, passageways, entrances and exits are kept entirely free from obstruction at all times and that fire doors must remain closed at all times when not in use.

4.7.3 During the Period of the Hiring, the Hirer must record the number of persons admitted and show evidence of the same on demand to any staff member from Repton Community Trust requesting such information.


4.8.1 The Hirer shall not make any alterations, move or interfere with the existing lighting, heating, power or other electrical fittings or appliances.

4.8.2 No additional lighting, heating, power or other electrical fittings or appliances are to be installed or used without the prior written consent of Repton Community Trust.

4.8.3 Stage lighting equipment must not be operated by any persons other than by a qualified person and with prior written consent of Repton Community Trust.


4.9.1 Broadcasting or Filming rights are strictly prohibited without the prior written approval of Repton Community Trust.

4.9.2 For the avoidance of doubt, cameras may be brought into and used inside Repton Connect Community Centre for private (but not commercial) purposes provided that no nuisance or annoyance is occasioned.

4.9.3 The Hirer shall not use any part of the Repton Connect Community Centre building for the purposes of a film exhibition or permit any part of the building to be used for those purposes without prior consent of Repton Community Trust.


4.10.1 The Hirer shall not permit any animal or bird to enter or remain on the premises without prior permission, excluding an assistance dog.


4.11.1 No sweepstake, raffle, tombola or form of gambling is permitted to take place without prior written consent from Repton Community Trust.


4.12.1 Smoking is strictly prohibited within (and immediately surrounding) the building including outside the main entrance. The Hirer will ensure they, their attendees, contractors, exhibitors etc. adhere to the Repton Community Trust no-smoking policy, which is available on request.

4.12.2 Failure by the Hirer or his guests to comply with this requirement may result in enforcement by the Council’s Environmental Health Officers.


4.13.1 The Hirer shall keep music and amplified sound to below 90DB (A) at a distance of 15 metres from the noise source.

4.13.2 Noise levels must be contained to a reasonable level at all times and after 11.00 pm; no noise shall be audible in any of the neighbouring houses or flats.

4.13.3 Noise levels must be kept at a level so as not to interfere with other activities in the community centre. Doors and windows must be kept closed after 11.00 pm. This also applies to noise levels within the car park.


4.14.1 The Hirer shall not advertise any public meeting whatsoever without the prior written approval of Repton Community Trust.


4.15.1 The Hirer is entitled to park on the site car park where it is available. Car Park space can be used during the Period of Hire only and subject to spaces being available. No guarantee of availability is given.

4.15.2 The car park is available on a first- come, first- served basis. No parking is available overnight.

4.15.3 Bicycles, including fold-up bicycles are not permitted within RCT buildings. These must be parked outside the building in the allocated space.

4.15.4 Any cars, bicycles and property are left at the owner’s risk. Repton Community Trust will not accept any liability or cost for any loss or damage.


4.16.1 Hirers may use their own catering suppliers to provide catering services.

4.16.2 Neither the Hirer nor any third party is permitted to bring any additional ovens or other gas/electrical catering equipment into the building.

4.16.3 The kitchen, must be booked in advance by the Hirer if any food preparation is to take place at Repton Connect Community Centre.

4.16.4 The Hirer agrees that both they/their caterer will provide all crockery, glasses, cutlery and other relevant equipment, which is required for the Period of Hire.

4.16.5 Repton Connect Community Centre accepts no liability for any breaches of Food Safety or Hygiene or any other related compliance breaches by the Hirer or their caterer.


4.17.1 The Hirer shall indemnify Repton Community Trust from and against any claim for any duty, tax, royalty or copyright fee payable in respect of any entertainment given by the Hirer and against any infringement of copyright, which may occur during the hiring.

4.17.2 If the Purpose of the Hiring or other use of Repton Connect Community Centre will involve the performance of any musical or dramatic works or the delivery in public of any lecture in which copyright subsists, it will be the responsibility of the Hirer to obtain, prior to the Period of the Hiring, the consent of the owner of the relevant copyright and to pay all composers’, authors’, publishers’ fees and any other relevant fees including though not limited to royalties which may be due or become payable.

4.17.3 If Repton Connect Community Centre requests, the Hirer must supply for approval to Repton Community Trust no less than 7 days before the Period of the Hiring of, a copy of the programme of any entertainment to be provided during the Period of Hiring and such other documentation or evidence as the council may reasonably require.

4.17.4 Hirer must not offer any gifts, financial royalties or any other items, which may be perceived as bribery to Repton Community Trust staff members or Trustees. If hirers breach this policy, Repton Community Trust reserves the right to cancel any future bookings.


4.18.1 The Hirer shall not permit any person connected with the hiring to drive any bolts, tacks, bits, pins, adhesive substances nails, screws or other fixings into the walls or floors or into any furniture or fittings or to do anything likely to cause damage to the building or any such furniture or fittings.

4.18.2 No notice, sign, flag, bunting, placards, banners, decoration, drapery, or other item shall be affixed to any part of the building, the furniture, fixtures or fittings using strong adhesive substances that may cause damage, this also includes the use of staple guns and drawing pins.The hirer should seek clarity from the Bookings Team if they are unsure.

4.18.3 The Hirer shall ensure that adhesive tapes are not used to mark wooden or carpeted floors.

4.18.4 The Hirer shall ensure that any event stand shall be prefabricated – no painting or making good will be allowed on the premises. The position of display/exhibitions stand must be agreed in advance with the Bookings Officer.

4.18.5 Decorations, flags, emblems, helium-filled balloons, streamers or confetti, party poppers/canons, will only be permitted to be used with the written consent of the Bookings Officer. Where such consent is given, it will be conditional on the use of non-inflammable material or material treated with an approved fireproofing substance.

4.18.6 Repton Community Trust reserves the right to remove any poster, emblem or decoration etc. that in the opinion of the staff team shall be or become unseemly, unsightly, or inappropriate.

4.18.7 The Hirer shall ensure that no naked flames, smoke making machines, indoor fireworks, stage pyrotechnics or other highly inflammable material are to be used. Candles for Birthday/Party cakes may be permitted subject to the approval of the staff team but strict adherence to the fire procedures is required by the Hirer.


4.19.1 The Hirer must take due care and attention of the premises during the Period of Hire and where necessary protect floors, walls, soft furnishings, glass, pillars, cornices, entrances, decoration, artworks, furniture and fixtures and fittings relating to the premises, which are at risk of damage.

4.19.2 The Hirer shall be responsible for and use his best endeavours to ensure that the Venue, all articles of whatever nature and equipment are left in the same condition as that immediately before the Period of Hire.

4.19.3 The Hirer shall repay to Repton Community Trust in the first instance and, on demand the cost of reinstating or replacing any part of the premises or any property belonging to Repton Community Trust in or upon the premises, which shall be damaged, destroyed, stolen or removed during the Period of Hire.

If the Hirer fails to observe and perform any of these Conditions the Repton Community Trust may seek to recover from the Hirer any expense incurred by the Repton Community Trust in remedying any such failure including though not limited to the cost of employing attendants, workers, cleaners or other persons as may be appropriate.


4.20.1 The hirer is responsible for having insurance as relevant to your group. The Hirer must state on the Booking Form whether they have their own policy of Public Liability Insurance.

4.20.2 Repton Community Trust shall not be liable for the death of or personal injury to any person attending Repton Connect Community Centre for the Purpose of the Hiring or for any losses, claims, demands, actions, proceedings, damages, costs or expenses or other liability.

4.20.3 Repton Community Trust will not under any circumstances be responsible or liable for any damage to or loss of any goods articles or property of any kind brought on to or left at the Venue either by the Hirer or by any other third party.

4.20.4 Repton Community Trust shall not be liable for any loss due to any breakdown of equipment or machinery, failure of supply of electricity, water, gas or other utility, fire government restriction or act of God which may cause Repton Connect Community Centre

to be temporarily closed for the Purpose of the Hiring to be interrupted or cancelled.

4.20.5 Repton Community Trust gives no warranty that Repton Connect Community Centre is satisfactory for any specific purpose.


4.21.1 The Hirer must not do or permit to be done or fail to be done any act matter or thing which may constitute a breach of any statutory obligation arising out of or in connection with this agreement or would or might vitiate in whole or in part any insurance effected in respect of Repton Connect Community Centre.


4.21.2 The Hirer shall strictly observe and perform the relevant provisions contained in The Children and Young Persons Act, 1933, the Copyright Act 1956, or any statutory modification or re-enactment thereof and all other statutory provisions and shall comply with all obligations and requirements of any applicable RCT licensing for any hiring and shall indemnify RCT, and all other officers of RCT from all penalties, damages, costs and proceedings which they may incur in consequence of any breach or default in complying with those provisions, obligations and requirements.

4.21.3 The Hirer shall strictly observe the requirements and regulations of any licensing in relation to exhibitions and Public Entertainment Licensed events and the number of persons to be admitted, arrangement of seating, widths of gangways between chairs, stands and tables, the requirement to keep free of obstruction any emergency signs, stairways and exits and other like requirements.

4.21.4 The Hirer hereby agrees to comply with the relevant provisions of the Health & Safety at Work Act 1974 and any other relevant order, statutory instrument, legislation in respect of any person engaged or employed by the Hirer or working on the Hirer’s behalf at Repton Connect Community Centre and in respect of any other third party attending the Purpose of the Hiring.

4.21.5 Hirers are responsible for undertaking their own Risk Assessments for the activities being undertaken and in ensuring full compliance by all those organising, performing and attending the booking.


4.22.1 Any complaint arising out of the hiring must be made in writing to the Repton Connect Community Centres staff team. Complaints made out of the hiring must be made within 7 days after expiration of the Period of the Hiring. Emails can be sent to;


5.1 In the event of an emergency occurring within RCT buildings, audible alarms will be activated in all areas. The alarm is a distinctive, continuous, high pitched sound.

5.2 Emergency exits are signed with the door or exit. Evacuation shall be from your nearest exit point, which is indicated on the Health and Safety posters displayed in rooms.

5.3 Evacuation should be immediate and no attempt should be made to gather or retrieve possessions from the building.

5.4 Evacuation should be in an orderly manner, as quickly as possible and without running.

5.5 No attempt should be made to re-enter the building until given the all clear by a staff member.

5.6 Unattended property may activate emergency evacuation procedures, so please keep your bags and other loose possessions with you at all times.

5.7 On conclusion of the emergency, the Fire Officer will advise of and allow readmission to the building.


6.1.1 The hirer or the person signing the contract of hire warrants that he is over 18 years of age and has read and accepted these terms and conditions.

6.1.2 The hirer should note that personal data such as names, address and contact telephone numbers obtained for the purpose of the booking may be shared between appropriate stakeholders for day to day business activities. For further information about our privacy policy visit

PLEASE NOTE: Repton Community Trust reserves the right to change these Terms & Conditions at any point without notice.

The Conditions of hire and Regulations governing the use of the area hired should be studied before signed the contract. The signing of this contract implies the full acceptance by the Hirer of the Conditions of Hire and Rules and Regulations.