Building policies & the 'small print':

The Dorking Christian Centre is owned and managed by the Local Methodist Church, in accordance with the Orders of the Methodist Church of Great Britain.  The centre is also bound by relevant legislation and statutory guidance which takes precedence over any local policies.  All policies listed below form part of the terms and conditions for use of the building.  For further detailed information contact the Centre Director.

Alcohol

The Methodist Church's Standing Orders state that alcohol cannot be supplied, sold or used on Methodist premises, nor may Methodist premises be used to promote the use or sale of intoxicants. The Christian Centre is the subject of a sharing agreement with the Anglican congregation at St. Martin's.   Under this agreement members of the Anglican Congregation can supply alcohol at events they host at the centre, where this is in accordance with their tradition.

Cancellation of bookings

A 20% fee may be charged for late cancellations. Hirers should check individual terms on invoices for full details.  If bookings have to be cancelled by the Centre for any reason the compensation to the hirer is limited to the hiring fee.

Clearing away

All users are responsible for leaving the centre in a tidy state.  Furniture should be returned to original positions; and washing up should be done and put away.  Any breakages or damage should be reported to the Centre Managers and may need to be paid for.  If you are the last to leave the building, please make sure the lights are turned off.

Fire Safety

Our building has been inspected for Fire Safety, and is fitted with an approved fire alarm system. A fire risk assessment has been carried out for the 'normal' use of the building. Users are reminded that they should carry out their own fire risk assessment, and make an appropriate evacuation plans for their own particular use.   There are three main protected fire exits from the building; these are all clearly marked.   It is not permitted to block fire exits, to prop open fire doors, or to remove or tamper with any of the fire protection equipment.   Any extraordinary out of hours use of the premises (other than the attached flat) must be notified to the local fire brigade via the centre manager. Any electical equipment brought onto the premises must safe to use,  and the Centre's sockets should not be overloaded, for example by the use of multiple plug adapaters.

Gambling

Under Standing Order 924 small raffles are permitted on Methodist premises where the sum expended on prizes does not exceed £50, none of the prizes may be cash prizes, and the raffle must not be 'a substantial inducement' for persons to attend the event. No other forms of gambling are permitted on Methodist premises or at Methodist events.

Health and hygiene

All our cooks have completed health and Hygiene certificates.   Hirers and Volunteers are required to comply with statutory guidance for food handlers published and available on site.

Insurance

The Centre is covered by Public Liability Insurance for all activities of the Church run on the Premises, and for groups that use the Centre less than three times a year. Other regular hirers need to make arrangements for their own Public Liability Insurance.  Many national organizations (such as Guides, Brownies) will have policies already in place.  Smaller groups can consider the Community Shield Policy offered by Methodist Insurance.  Prices start at around £50 per year; more information available on www.MethodistInsurance.co.uk. Specifically hires should note that any breach in the terms and conditions of hire may render their cover under the Centre's insurance void.

Legislative Requirements

It is the hirers responsibility to ensure that their use of the building complies with all necessary legislative requirements. 

Licenses

Where hirers are applying for licenses of any sort for their event, they should notify the centre managers.  Events requiring events license, dramatic performance license, or similar require the permission of the Church’s trustees.

Maximum Numbers

These are the maximum permitted numbers in each room.  Capacity will be affected by room layout.  Users are responsible for ensuring that room layout and number of people does not prevent safe evacuation. Large Hall (170), Small Hall (120), Servery Lounge (60), Upper Lounge (40), Upper Lecture (40), Counseling room (6), Small back room (8), Offices (8). Total numbers in the building will not exceed 400.

Parking

The Christian Centre is on Private land, and the parking spaces on the site are owned by, and reserved for the use of, the Church.  The Church operates a permit system for use of the spaces, and cars not displaying the correct permit will be treated as trespassing on private land and may be clamped. Limited daily permits are available on request from Centre Managers, but use of the Centre does not confer right to parking.  The car park is locked between 10pm and 9am.

Payment Terms

For regular bookings we expect payment within 30 days of invoice.  Any invoices not paid in this period will incur a 10% penalty.  We may start civil recovery proceedings on any invoices that remain unpaid after 3 months.  One off bookings usually require payment of deposit, or in full, in advance.  The Centre Managers will advise terms at time of booking.

Performance Rights

It is a legal requirement to gain permission to play music outside the home.  The Christian Centre has a limited PRS license.  Please inform the centre managers if you will be playing music as part of your use of the premises.  Private functions (wedding receptions, parties etc.) are exempt.

Political Meetings

Occasional use of the centre for political meetings by non-Methodist bodies is permitted.  However, it is not permitted to submit resolutions or take votes on political matters during any Methodist meeting.  It is not permitted to invite signatures for petitions on political matters during any Methodist meeting for public religious worship, or while the congregations assembling or dispersing.

Prohibited uses

The centre exists as a part of the life of the Church.  Entertainment and uses that are inconsistent with the standards of the church, or inimical to the spiritual life and purpose of the Church may not be permitted on Methodist premises. The discretion of the Management of the Centre and the Minister of the Church apply in these cases. Users may be required to submit programmes for events for approval in advance.

Risk Assessment

The Centre Managers have conducted a general risk assessment of the building, and ensured that all necessary action has been taken. You can download a copy of that here. Hirers are responsible for carrying out their own risk assessment to satisfy themselves that their particular use of the building will be safe. (Note particularly references to insurance and fire safety above.)

Safe Guarding Children

We comply with the Home Office Safe from Harm recommendations, as expressed in the Methodist Safeguarding policy.   All key holders, hirers and volunteers that will come into contact with Children at the centre are required to have signed the relevant Home Office safeguarding declaration. All employees and persons with responsibility in the Church are required to have completed the Safe From Harm Module A training.

Security

The centre operates a times security door lock.  Hirers must not prop these doors open.  Hirers are responsible for closing windows, shutting fire doors, and turning off lights after use. Penalty fees may be charged if managers are called out after hours to secure the building.

Smoking

Smoking is not permitted anywhere in the Centre.

Updated 9th April 2010