| 1. Priority of use of the buildings:
1.1. The order of priority for use of the building and accepting bookings is
as follows:-
(1) Activities organised by or for St. John’s Church:
- Church groups can book the facilities on either a
one-off or regular basis.
- Church members are welcome to use the facilities when
they are free on the understanding that they accept responsibility for
them. Access may only be grated by those authorised.
- The cost of the use of the building for church
activities is free.
(2) Activities organised by or for other Christian groups or Churches:
- Other Christian groups and Churches are welcome to use
the facilities on either a one-off or long-term basis.
- A charge will normally be made to cover the cost of the
booking, but may be wavered at the discretion of the Co-ordinator of
Administration (for one-off bookings) or the DCC (for long-term bookings).
- In addition to the normal procedures, request to use
the building for worship must be approved by the Vicar who will check that
the doctrine of the church is compatible with that of the Church of
England. If necessary, the advice of the Bishop of Willesden should be
sought.
- Events involving non-Christian religious activities are
not allowed on the premises.
(3) Activities organised by or for the community:
- Local groups, registered charities and statutory
authorities are welcome to book the facilities on either a one-off or
long-term basis.
- A charge will normally be made to cover the cost of the
booking but may be wavered at the discretion of the Co-ordinator of
Administration (for one-off bookings) or the DCC (for long-term bookings).
(4) Private and commercial activities:
- Other individuals and organisations are welcome to book
the facilities on a one-off basis.
- A charge will be made at a level above the cost of the
booking.
2. Management of Bookings:
2.1. Co-ordination of
Bookings Diary:
- A central bookings diary should be kept in the Parish
Office, under the responsibility of the Co-ordinator of Administration.
- All use of the building, by all groups and individuals
should be booked through the Parish Office and entered into the diary.
- Before a booking can be accepted, the Co-ordinator of
Administration should check the following:-
- Suitability of the group / activity proposed
- Availability of the building
- Availability of the caretaker
- Any conflicts with the main church calendar
- Unless a specific dispensation is granted, all bookings
must end by 10:30pm with the premises vacated by 11:00pm.
2.2. Acceptance of
One-off Bookings:
- One-off bookings should be made through the church
office and approved by the Co-ordinator of Administration.
- The Co-ordinator of Administration reserves the right
to refer any booking to the DCC for final approval.
- The DCC reserves the right to refuse a booking.
- A Booking Form must be completed, Conditions of Hire
and Guidance Notes agreed to, and payment (if appropriate) received,
before the booking is finalised.
2.3. Approval and
Acceptance of Long-Term Bookings:
- Requests for long-term bookings should be made in
writing to the Co-ordinator of Administration.
- Approval of long-term bookings should be made by the
DCC or a sub-committee of the DCC who will take into account how the
proposed activity fits into the Church strategy, and how it relates to
other activities already taking place within the building.
- The DCC reserves the right to refuse a booking.
- The group will be required to sign an Occupancy
Agreement before the booking is accepted.
2.4. Rents and Hire Fees
- Hire fees for one-off bookings will be based on a
room-by-room basis, with three levels (commercial, standard and charity).
- Additional charges will be levied to cover one-off
items.
- Rents for long-term bookings will be negotiated on an
individual basis and agreed by the DCC.
- All rents and hire charges will be reviewed annually by
the DCC.
Approved by the District Church Council
27th January 2004
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