Cedars Park Function Room (click here)

The Space at Park Pavilion (click here)

 

 

 

TERMS & CONDITIONS FOR HIRE OF CEDARS PARK FUNCTION ROOM

 

Please read the following conditions carefully before confirming that you agree to the Terms and Conditions of Hire.

 

 

Cedars Park Cafe & Function Room are part of Cafes in the Park Ltd.

 

Bookings, Hire charges & payment methods

All bookings are made via our online booking system, which can accommodate individual & block bookings and offers a recurring payment scheme.

 

Bookings will not be confirmed until Cafes in the Park Ltd is in receipt of your completed details and payment made in accordance to terms & conditions of hire.  Your booking is subject to your acceptance of the terms & conditions of hire.

 

On completing the form, 50% of the hire charge is payable plus a damage deposit of £50.  The final balance is payable 14 days prior to the date of hire. Bookings will not be confirmed until full payment is made.

 

As full payment for bookings is required 14 days prior to hire date, if you are making a booking which is less than 14 days to the date of hire, full payment is required at the time of booking, plus a £50 damage deposit.

 

Payment method is by a secure link on bookings check out page.

 

Should it be necessary to cancel an individual booking, 14 days notice must be given in writing to info@cafesinthepark.com, to be eligible for a full refund of amount paid.

It maybe possible to transfer a booking to another date, subject to 14 days notice and availability of date required. An admin fee of £10 applies to all cancellations and will be deducted from any refund given.

 

For booking queries please email info@cafesinthepark.com.  Catering enquiries can also be emailed to info@cafesinthepark.com

 

For block bookings, the hire charges must be paid a month in advance.  The first month’s hire charge must be paid one month prior to first date of hire, thereafter you will pay monthly in advance.

If you are a long-term hirer, 4 weeks notice must be given in writing to cancel a hire date or to terminate the hire agreement 8 weeks notice must be given in writing, to info@cafesinthepark.com

 

Cedars Park Cafe and Borough of Broxbourne, have the right to cancel any bookings at any time in the event that the room be required for National purposes or if danger is caused, or likely to be caused, to a member of the public as a result of such hire. Full refunds will be given for any payments already made. Hirers will be notified as soon as possible if a booking is cancelled or amended.

 

Bookings are not available on Christmas Day.

 

Cafes in the Park Ltd reserve the right at any time to alter the charges in respect of hiring. Hirers will be notified of any proposed increase as soon as possible.

 

General conditions

The hirer shall not use the premises, or permit the premises to be used for any other purpose other than for the purpose specified in the contract

The hirer shall be liable for and shall indemnify Cafes in the Park Ltd. against all actions, proceedings, claims, damages, charges, costs expenses whatsoever brought or made against Cafes in the Park Ltd. in respect of any personal injury to or the death of any person arising out of or in the course of the hire of the premises by the hirer, unless due to negligence of Cafes in the Park Ltd, their staff or agents.

 

The hirer shall, during the period of hire be responsible for –

The efficient supervision of the premises, including orderly and safe admission and departure of persons to and from the premises and assisting the staff in the orderly and safe clearance of the premises in case of emergency

 

Keeping the premises safe and ensuring good order and respectable behaviour is maintained

If you need any help with heating, please ask the staff

 

No dogs or any other animals will be admitted to the facility except guide dogs for the care of a person and the person exercising control of a dog shall comply with any instructions given by or on behalf of the Park.

 

Keeping the conditions imposed from time to time by the Fire Officer and ensuring that all doors giving exit from the premises shall be kept unlocked and unobstructed, and immediately available for exit during the whole time the premises are in use and no obstruction shall be placed or allowed to remain in any corridor giving access to the premises

 

The hirer and his staff, agents or contractors and others allowed on the premises by reason of its hire shall leave the property by the expiry of the hire period. If they have not, the hirer will be required to pay Cafes in the Park Ltd. a surcharge amounting to the normal hire charge for the premises until the premises have been cleared.

 

Sub – Letting

The hirer shall not sub-let Cedars Park Function Room for any purposes

 

Insurance and Health & Safety

Cedars Park Function Room can accommodate a maximum of 40 people sit down or 60 people standing.  The hirer is responsible for keeping to these numbers.

 

The Hirer shall as soon as possible notify the management of any accident occurring whereby any person suffers an injury whatsoever, or there is any damage to premises.

 

The hirer will be responsible for all health & safety matters relating to the event/hire period and must be present at the event/hire period to deal with any health & safety matters that may occur.

The hirer is responsible for ensuring that people attending an event are aware of the fire evacuation procedures, including the location of fire exits.

 

The hirer shall not permit the use of any naked lights.

The hirer shall not bring onto the premises any electrical appliance or additional lighting without the prior consent of Cafes in the Park Ltd., who may as a condition of their consent, require that any such electrical appliance or lighting, be inspected and approved by a competent electrician.

 

The hirer must maintain an insurance policy against any loss, liability, claim or proceeding incurred by or which may be brought against Cafes in the Park Ltd or themselves in respect of any injury or damage whatsoever to any person or property, arising out of the use and occupation of the property.

 

Fire Detection Equipment

The Function Room is fitted with smoke & heat detectors, which activate fire alarms and alert the fire brigade.  Therefore   smoke or bubble generators, candles & other naked flames (except cake candles) are prohibited

 

Deposit against Damage, Cleaning

A returnable damage deposit of £50 shall be required for room hire. The deposit or part thereof will be set off against the costs of cleaning the Function Room, if deemed necessary, to return to original condition on hiring. The damage deposit is due immediately upon submission of the booking form.      Providing no damage has occurred during the hire period, and the room is left cleared & cleaned, a refund shall be sent to the hirer within a week following the event

 

If the room requires cleaning after hirer has vacated the room, this will be charged at £25 and will deducted from the damage deposit.

 

The damage deposit shall also cover any equipment within the function room/kitchen/toilet  (i.e. tables, chairs, window blinds, toilets) to be held against the cost of repairing or replacing any damage or loss caused, or consequent loss caused. If the cost exceeds the value of the damage deposit, the hirer will be liable to pay the additional amount. Providing no damage has occurred during the hire period, a refund shall be sent to the hirer within a week following the event.

 

For long-term hire, the holding deposit required is 4 weeks rent, in addition to 4 weeks rent in advance.

At the end of the hire period, providing no damage has occurred and no rent is outstanding, the deposit will be refunded.

 

Music / Performing Rights Licences & Broadcasting

All groups playing music must have a PRS and PPL music licence with the exception of private family parties purely domestic or of a family nature, such as wedding receptions, christening parties or domestic birthday parties.  There is no TV Licence for the room.

 

No Hirer shall grant sound or television broadcasting or filming rights without the prior written conditional consent of Cafés in the Park Ltd and Borough of Broxbourne.

 

Disclosure and Barring Service

The group leader of any groups working with children or vulnerable adults must have a valid DBS check and Cafes in the Park Ltd must see a copy.

 

Sale of Work, Jumble Sales

Sales of work etc. sponsored by Churches and Charitable organisations will be permitted. No commercial sales, exhibitions or displays shall be permitted without the consent of Cafes in the Park Ltd, for which a % commission + VAT is to be agreed and will be required.

Please be aware of the legal requirements associated with gaming.

 

Excisable Liquors

No excisable liquors shall be sold or offered for sale.  No drugs may be brought onto the premises or used on the premises.

Alcohol may not be brought onto or consumed on these premises without prior consent from Cafes in the Park Ltd.  If consent is given, it is the hirer’s responsibility to ensure that the alcohol is consumed responsibly.

 

Food consumption

Food shall not be consumed or sold within the Function Room without prior consent from Cafes in the Park Ltd.  We offer on-site catering and an extensive menu.  Please ask for details.

 

Animals

No dogs or any other animals will be admitted to the facility except guide dogs for the care of a person and the person exercising control of a dog shall comply with any instructions given by or on behalf of the Park.

 

Smoking

No smoking or vaping is permitted within the facility. The hirer is responsible for ensuring that NO smoking or vaping takes place on the premises during the hiring.

 

Responsibility

Please note that Cedars Park is a public park. Open Monday-Sunday 7am until 4pm – 9pm (seasonal closing times). All groups must be respectful of other visitors and residents of and to the Park.

 

Please note that hiring of the room does not allow the hirer to use the park grounds exclusively or cordon off areas for their own use.  The park and car park are for public use.

 

Please note:  All hirers must use main car park & access function room from there. There is no facility to park in the service car park behind  the function room. (please email info@cafesinthepark.com for any queries)

 

It is the responsibility of the room hirer to leave the Function Room clean and tidy as found at the hire start time.  Please clear ALL rubbish tied securely in the bin bags provided and place the bin bags outside the function room front door. A maximum of 2 bags of rubbish can be left. No other items can be left for us to dispose of, please take the rest with you.

If the hirer removes any furniture from the storeroom to use in the Function Room, they must put it back in the storeroom before leaving, so the room is left clean & clear as found.

Please sweep/hoover & mop the room before you leave & make sure the kitchen & toilet are clean. Cleaning equipment & materials are in the kitchen.

Please report all damages/faults/issues or concerns immediately. If you require any further cleaning materials please ask staff.

 

There will be a £25 charge for cleaning the room if the hirer fails to leave the room cleared & cleaned.

 

Please let the Cafe staff know that you are leaving the Function Room after completion of hire period. On leaving please lock the door and hand the keys back to the Cafe staff. Any losses or damage that occur from not doing this will be the responsibility of the hirer.

 

If room hire extends the agreed time, the cost will be deducted from your deposit, so please allow enough time for clearing up.

 

The hirer shall be responsible personally for the conduct of all persons attending the event in connection with the Hiring and for ensuring that proper order is maintained at all times.

 

Cafés in the Park Ltd will not be responsible for any loss, theft or damage of or to any goods or property of the hirer, or any person associated with the booking(s).

 

The Hirer, or any other person associated with the booking, will be responsible for any damage caused to the Park and buildings.

 

No signs, banners or promotional material must be placed on the outside walls of the building or on the outside area around the building, without prior permission.

 

Under no circumstance shall any alterations be made to the Function Room during the time of hire, including lighting, heating or any existing displays, nor shall he/she fix or cause to be fixed, any apparatus, equipment, notice or decoration to the walls, cases or windows within the room. Decorations must only be placed on the white boards provided.  Please ask a member of staff if unsure.

 

All correspondence, posters, publicity or advertising for which this facility is hired, must identify by whom the event is organised, and should not give the impression that the event has been organised by the management, or the owner of the premises

 

Copyright

The Hirer shall comply with all the provisions of the Copyright Act 1956 and Copyright, Design & Payments Act 1988. If the Hirer fails to do so, any permission previously granted by Cafes in the Park Ltd to use the room shall be immediately cancelled but without prejudice to the right of Cafes in the Park Ltd to recover fees, charges or any other payment referred to in the conditions of hire.

 

The Hirer shall indemnify Cafés in the Park Ltd from and against all actions, proceedings, costs, claims or demands whatsoever, arising out of the performance of copyright works within The Space at the Park Pavilion.

 

Breach of Regulations

If the hirer should commit any breach of, refuse or fail to comply with any of the conditions of hire for the Function Room at Cedars Park, Cafés in the Park Ltd shall have the right to cancel the booking and any fees paid to Cafés in the Park Ltd, in respect of the booking shall be forfeit

 

 

Foot Note

As Cedars Park Cafe is a concession holder of the Cafe and Function Room from the Borough of Broxbourne, it may require or see fit to refer to the Borough of Broxbourne for advice or decisions over any queries in the hire process. The Borough of Broxbourne will have the final say.

 

Disclaimer

 

Every effort has been made to ensure the accuracy of all information provided.  Cafes in the Park Ltd. do not accept liability for any errors or omissions and reserves the right to amend any information at any time

 

 

 

TERMS & CONDITIONS FOR HIRE OF THE SPACE AT PARK PAVILION

 

Please read the following conditions carefully before confirming that you agree to the Terms and Conditions of Hire.

 

 

The Space at Park Pavilion and Park Pavilion Kiosk are part of Cafes in the Park Ltd.

 

Bookings, Hire charges & payment methods

All bookings are made via our online booking system, which can accommodate individual & block bookings and offers a recurring payment scheme.

 

Bookings will not be confirmed until Cafes in the Park Ltd is in receipt of your completed details and payment made in accordance to terms & conditions of hire.  Your booking is subject to your acceptance of the terms & conditions of hire.

 

On completing the form, 50% of the hire charge is payable plus a damage deposit of £50.  The final balance is payable 14 days prior to the date of hire. Bookings will not be confirmed until full payment is made.

 

As full payment for bookings is required 14 days prior to hire date, if you are making a booking which is less than 14 days to the date of hire, full payment is required at the time of booking, plus a £50 damage deposit.

 

Payment method is by a secure link on bookings check out page.

 

Should it be necessary to cancel an individual booking, 14 days notice must be given in writing to info@cafesinthepark.com, to be eligible for a full refund of amount paid.

It maybe possible to transfer a booking to another date, subject to 14 days notice and availability of date required. An admin fee of £10 applies to all cancellations and will be deducted from any refund given.

 

For booking queries please email info@cafesinthepark.com.  Catering enquiries can also be emailed to info@cafesinthepark.com

 

For block bookings, the hire charges must be paid a month in advance.  The first month’s hire charge must be paid one month prior to first date of hire, thereafter you will pay monthly in advance.

If you are a long-term hirer, 4 weeks notice must be given in writing to cancel a hire date or to terminate the hire agreement, 8 weeks notice must be given in writing,  to info@cafesinthepark.com

 

The Space at Park Pavilion and the Trustees, have the right to cancel any bookings at any time in the event that the room be required for National purposes or if danger is caused, or likely to be caused, to a member of the public as a result of such hire. Full refunds will be given for any payments already made. Hirers will be notified as soon as possible if a booking is cancelled or amended.

 

Bookings are not available on Christmas Day.

 

Cafes in the Park Ltd reserve the right at any time to alter the charges in respect of hiring. Hirers will be notified of any proposed increase as soon as possible.

 

General conditions

The hirer shall not use the premises, or permit the premises to be used for any other purpose other than for the purpose specified in the contract

The hirer shall be liable for and shall indemnify Cafes in the Park Ltd. against all actions, proceedings, claims, damages, charges, costs expenses whatsoever brought or made against Cafes in the Park Ltd. in respect of any personal injury to or the death of any person arising out of or in the course of the hire of the premises by the hirer, unless due to negligence of Cafes in the Park Ltd, their staff or agents.

 

The hirer shall, during the period of hire be responsible for –

The efficient supervision of the premises, including orderly and safe admission and departure of persons to and from the premises and assisting the staff in the orderly and safe clearance of the premises in case of emergency

 

Keeping the premises safe and ensuring good order and respectable behaviour is maintained

 

No dogs or any other animals will be admitted to the facility except guide dogs for the care of a person and the person exercising control of a dog shall comply with any instructions given by or on behalf of the Park.

 

Keeping the conditions imposed from time to time by the Fire Officer and ensuring that all doors giving exit from the premises shall be kept unlocked and unobstructed, and immediately available for exit during the whole time the premises are in use and no obstruction shall be placed or allowed to remain in any corridor giving access to the premises

 

The hirer and his staff, agents or contractors and others allowed on the premises by reason of its hire shall leave the property by the expiry of the hire period. If they have not, the hirer will be required to pay Cafes in the Park Ltd. a surcharge amounting to the normal hire charge for the premises until the premises have been cleared.

 

Sub – Letting

The hirer shall not sub-let the Space at Park Pavilion for any purposes

 

Insurance and Health & Safety

The Space at Park Pavilion can accommodate a maximum of 60 people sit down or 80 people standing.  The hirer is responsible for keeping to these numbers.

 

The Hirer shall as soon as possible notify the management of any accident occurring whereby any person suffers an injury whatsoever, or there is any damage to premises.

 

The hirer will be responsible for all health & safety matters relating to the event/hire period and must be present at the event/hire period to deal with any health & safety matters that may occur.

The hirer is responsible for ensuring that people attending an event are aware of the fire evacuation procedures, including the location of fire exits.

 

The hirer shall not permit the use of any naked lights.

The hirer shall not bring onto the premises any electrical appliance or additional lighting without the prior consent of Cafes in the Park Ltd., who may as a condition of their consent, require that any such electrical appliance or lighting, be inspected and approved by a competent electrician.

 

The hirer must maintain an insurance policy against any loss, liability, claim or proceeding incurred by or which may be brought against Cafes in the Park Ltd or themselves in respect of any injury or damage whatsoever to any person or property, arising out of the use and occupation of the property.

 

Fire Detection Equipment

The Space is fitted with fire alarms to use in case of fire.  The use of smoke or bubble generators, candles & other naked flames (except cake candles) are prohibited

 

 

 

Deposit against Damage, Cleaning

A returnable damage deposit of £50 shall be required for room hire. The deposit or part thereof will be set off against the costs of cleaning The Space, if deemed necessary, to return to original condition on hiring. The damage deposit is due immediately upon submission of the booking form.     Providing no damage has occurred during the hire period, and the room is left cleared & cleaned, a refund shall be sent to the hirer within a week following the event

 

If the room requires cleaning after hirer has vacated the room, this will be charged at £25 and will deducted from the damage deposit.

 

The damage deposit shall also cover any equipment within the room (i.e. tables, chairs, window blinds, toilets) to be held against the cost of repairing or replacing any damage or loss caused, or consequent loss caused. If the cost exceeds the value of the damage deposit, the hirer will be liable to pay the additional amount. Providing no damage has occurred during the hire period, a refund shall be sent to the hirer within a week following the event.

 

For long-term hire, the holding deposit required is 4 weeks rent, in addition to 4 weeks rent in advance.

At the end of the hire period, providing no damage has occurred and no rent is outstanding, the deposit will be refunded.

 

Music / Performing Rights Licences & Broadcasting

All groups playing music must have a PRS and PPL music licence with the exception of private family parties purely domestic or of a family nature, such as wedding receptions, christening parties or domestic birthday parties.  There is no TV Licence for the room.

 

No Hirer shall grant sound or television broadcasting or filming rights without the prior written conditional consent of Cafés in the Park Ltd and the trustees.

 

Disclosure and Barring Service

The group leader of any groups working with children or vulnerable adults must have a valid DBS check and Cafes in the Park Ltd must see a copy.

 

Sale of Work, Jumble Sales

Sales of work etc. sponsored by Churches and Charitable organisations will be permitted. No commercial sales, exhibitions or displays shall be permitted without the consent of Cafes in the Park Ltd, for which a % commission + VAT is to be agreed and will be required.

Please be aware of the legal requirements associated with gaming.

 

Excisable Liquors

No excisable liquors shall be sold or offered for sale.  No drugs may be brought onto the premises or used on the premises.

Alcohol may not be brought onto or consumed on these premises without prior consent from Cafes in the Park Ltd.  If consent is given, it is the hirer’s responsibility to ensure that the alcohol is consumed responsibly.

 

Food consumption

Food shall not be consumed or sold within The Space without prior consent from Cafes in the Park Ltd.  We offer on-site catering and an extensive menu.  Please ask for details.

 

Animals

No dogs or any other animals will be admitted to the facility except guide dogs for the care of a person and the person exercising control of a dog shall comply with any instructions given by or on behalf of the Park.

 

Smoking

No smoking or vaping is permitted within the facility. The hirer is responsible for ensuring that NO smoking or vaping takes place on the premises during the hiring.

 

Responsibility

Please note that Broxbourne Recreation Ground is a public park. All groups must be respectful of other visitors to the Park.  Hirers must also be considerate and respectful to the residents nearby and keep noise levels to a minimum when leaving the Space, particularly in the evening.

 

Please note that hiring of the room does not allow the hirer to use the park grounds exclusively or cordon off areas for their own use.  The park is for public use.

 

It is the responsibility of the room hirer to leave The Space clean and tidy as found at the hire start time.  Please clear ALL rubbish tied securely in the bin bags provided and place the bin bags in the dustbins located in the cloakroom area. A maximum of 2 bags of rubbish can be placed in the dustbins, please take the rest with you. If the hirer removes any furniture from the storeroom to use in The Space, they must put it back in the storeroom before leaving, so the room is left clean & clear as found.

Please hoover & mop the room before you leave & make sure the toilets are clean. Cleaning equipment & materials are in the locked cleaning cupboard.

Please report all damages/faults/issues or concerns immediately. If you require any further cleaning materials or bin bags, please ask staff.

 

There will be a £25 charge for cleaning the room if the hirer fails to leave the room cleared & cleaned.

 

Please let the Cafe staff know that you are leaving The Space after completion of hire period. On leaving please lock the door and hand the keys back to the Kiosk staff or follow guidelines as pre-arranged with the staff.  Any losses or damage that occur from not doing this will be the responsibility of the hirer.

 

If room hire extends the agreed time, the cost will be deducted from your deposit, so please allow enough time for clearing up.

 

The hirer shall be responsible personally for the conduct of all persons attending the event in connection with the Hiring and for ensuring that proper order is maintained at all times.

 

Cafés in the Park Ltd will not be responsible for any loss, theft or damage of or to any goods or property of the hirer, or any person associated with the booking(s).

 

The Hirer, or any other person associated with the booking, will be responsible for any damage caused to the Park and buildings.

 

Under no circumstances must any vehicle be driven onto the recreation ground, without prior permission.

 

No signs, banners or promotional material must be placed on the outside walls of the building or on the outside area around the building, without prior permission.

 

Under no circumstance shall any alterations be made to The Space during the time of hire, including lighting, heating or any existing displays, nor shall he/she fix or cause to be fixed, any apparatus, equipment, notice or decoration to the walls, cases or windows within the room. Decorations must only be placed on the Perspex wall covers provided.  Please ask a member of staff if unsure.

 

All correspondence, posters, publicity or advertising for which this facility is hired, must identify by whom the event is organised, and should not give the impression that the event has been organised by the management, or the owner of the premises

 

Copyright

The Hirer shall comply with all the provisions of the Copyright Act 1956 and Copyright, Design & Payments Act 1988. If the Hirer fails to do so, any permission previously granted by Cafes in the Park Ltd to use the room shall be immediately cancelled but without prejudice to the right of Cafes in the Park Ltd to recover fees, charges or any other payment referred to in the conditions of hire.

 

The Hirer shall indemnify Cafés in the Park Ltd from and against all actions, proceedings, costs, claims or demands whatsoever, arising out of the performance of copyright works within The Space at the Park Pavilion.

 

Breach of Regulations

If the hirer should commit any breach of, refuse or fail to comply with any of the conditions of hire for The Space at Park Pavilion, Cafés in the Park Ltd shall have the right to cancel the booking and any fees paid to Cafés in the Park Ltd, in respect of the booking shall be forfeit

 

 

Foot Note

As Cafés in the Park Ltd is a concession holder of Park Pavilion Kiosk & The Space from the Trustees of Broxbourne Recreation Ground, it may require or see fit to refer to the Trustees for advice or decisions over any queries in the hire process.

 

Disclaimer

 

Every effort has been made to ensure the accuracy of all information provided.  Cafes in the Park Ltd. do not accept liability for any errors or omissions and reserves the right to amend any information at any time

October 1st 2018