Church Bookings

The Parish of Caversham Thameside and Mapledurhamwelcomes the use ofour churches for appropriate events. Full details of the Parish Use of Buildings Policy, including costs of hire can be found here:

How to book one of our churches

  1. Check on availability by contacting the Church Bookings Coordinator, details below.
  2. Once availability has been confirmed, the Church Bookings Coordinator will send you an email detailing the price of the hire and contact details of the keyholder who will be your contact.
  3. She will also ask you to complete the form below.
  4. You should send the whole form (hardcopy, completed), along with cheques for the payment and the deposit, to the address below.
  5. Please retain one copy of the booking form for yourself and ensure its contents are made known to relevant members of your organisation.
  6. Once the booking form, payment and deposit have been received, you will receive email confirmation of the booking, usually within 7 days.

Church Bookings Coordinator
Contact details / Church Bookings
Church House
59 Church Street
Caversham
RG4 8AX / email:
Tel: 0118 947 1703 (leave voicemail)

Filming

Note that this booking form does not cover such events as commercial filming for broadcast or projection. Applications for such bookings can be made by contacting the Rector.


Booking Form

Which church do you wish to hire? (Tick one.) / St Peter / St Margaret / St John
Please describe your proposed event
What date(s) and time(s) is the church required, including for any rehearsals? Include all time required for set-up and post-event clean-up.
Is the event amplified? What level of sound is expected? (We want happy neighbours!)
What, if anything, are you seeking to raise funds for?
Name of Person/Name of Group Making Application
Address
EmailMobile number / Mobile No.
Evidence of Public Liability Insurance attached?
Payment amount enclosed* / £
Security deposit of £50 (separate cheque)?* / Required, unless previously agreed.
Contact Name
SignatureDate
* / Cheques should be made payable to St Peter's Church OR St Margaret's Church OR St John's Church, as appropriate.

Terms and conditions for hire of the premises

  1. We reserve the right to cancel a booking, in exceptional circumstances, giving as much notice as possible to the user.
  2. A refundable deposit of £50 is payable as a condition of booking.
  3. In the event that the hirer cancels the booking 15 days or more before the date of the event, the booking fee will be returned less 10% or £10 whichever is the greater. Should the event be cancelled fewer than 15 days before the event the whole booking fee will be retained.
  4. Unless payment is received in advance, we will raise an invoice for the hire immediately following the event. This invoice becomes payable within 15 working days of issue.
  5. The premises must be left in a clean and tidy condition with chairs and tables etc. returned to their designated location. Damage to property and facilities, and any breakages or losses, should be reported and must be paid for in full.
  6. We are responsible for lighting and heating, and will provide instructions to the organization representative at the start of the hire.
  7. If you require use of the organ, piano, public address system or kitchen then please let us know in advance. An extra charge may be levied for use of these facilities.
  8. If you require front of house services then please let us know in advance. An extra charge may be levied for use of these services.
  9. While we endeavour to ensure that all advertised facilities are available, under certain circumstances this may not be the case. Where a facility incurring an extra charge is requested but is subsequently unavailable, the charge for this facility will be waived. However no further liability will be accepted for such unavailability.
  10. Regular users are required to arrange their own insurance and to indemnify the church against all claims of whatsoever nature arising from the use of the premises made by any person by reason of or arising directly or indirectly from the use of the premises. Please supply us with a copy of your insurance.
  11. The church shall continue to have access to the church vestry and all other parts of the premises not explicitly specified on the booking form throughout the booking period.
  12. No smoking Is allowed anywhere on the church premises.
  13. Fire regulations must be observed by all users at all times.
  14. Meetings for political purposes are prohibited.
  15. Events must not be illegal or immoral or against any rules of the Church of England. We also reserve the right to refuse booking requests for events which are deemed not in keeping with the purposes or principles of the Church.
  16. Prior consent is required if you wish to sell alcohol or provide entertainment. You will require an entertainment license which will be your responsibility. Details here:
  17. All events must finish by 10.30pm and the building be left in the same condition it was found in by 11.00pm.
  18. The Parish has aSafeguarding Policy for the protection of young people and vulnerable adults. This is available on the Parish web site:

Your booking agreement is conditional upon you complying with it unless you already have an equivalent policy of your own.

You are required to ensure that children 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.

In particular this means that:

  • if applicable, you will provide the church with a copy of your organisation’s Safeguarding Children/Safeguarding Vulnerable Adults policy, and review and update it annually
  • you will recruit safely all current paid and voluntary workers who work in regulated activity with children and/or vulnerable adults, by obtaining satisfactory disclosures from the Disclosure and Barring Service where available, and keeping records of dates and disclosure numbers indefinitely
  • you will keep a list of the names of all paid and voluntary workers with regular and direct contact with children/adults who may be vulnerable, and update it annually
  • you will always have at least two leaders over the age of 18 years in any group of children and young people, no matter how small the group
  • no person under the age of 18 years will be left in charge of children of any age
  • no child or group of children or young people should be left unattended at any time
  • a register of children or vulnerable adults attending the activity will be kept. This will include details of their name, address, date of birth and next of kin
  • you will immediately (within 24 hours) inform the Parish Safeguarding Officer of:

(a) the occurrence of any incidents or allegations of abuse or causes of concern relating to members or leaders of your organisation, and contact details for the person in your organisation who is dealing with it

(b) any known offenders against children or vulnerable adults seeking to join your membership, and manage such allegations or agreements with offenders in co-operation with statutory agencies, and with the church.

The Safeguarding policy and name and contact details of the Parish Safeguarding Officer can be found at:

Declaration: I agree to abide by the above terms and conditions, including appropriate safeguarding procedures. I understand that my booking agreement may be terminated in the event of my failing to comply with these procedures.

Please tick to confirm that you have read the Parish’s Safeguarding Policy

Contact Name / Designation
Organisation
Signature / Date

Please sign two copies, one to be retained by the Parish, and one by the organisation.