Centre Hire form (please print and fill in and return to Lordswood community centre,Sandpiper Road,or print and scan and then email the hire form to lrca168fd@gmail.com )

Hire Agreement


Name of Hirer:







Landline and Mobile Contact Nos.:







Details of Activity:



Date and Time of Hire:



Total Duration (hours):



Total Charge

The hire fee per hour is fifteen pounds

The refundable deposit for hirers from 8am-6pm is fifty pounds. The refundable deposit for hires from 6pm-10pm is one hundred and fifty pounds



Payment (specify method, see next page for details. )


Bank Account No, Sort Code and Payment Date (for those who pay £150 deposit by BACS):



Facilities Required (indicate accordingly):



Main Hall  



Meeting Room






All of above including Garden





Special Requirements




Please complete and return the form via email or post it to the address on top of the form and either pay by BACS or arrange to meet with the lettings officer with your payment.


Payment and Deposit:

1.       The hire charge (either by cash, cheque or BACS transfer) must be paid asap for the confirmation of the hire and a £50 refundable deposit (cash only) must be paid on the day of hire. For all the BACS payment, please specify the date of payment clearly on the form for future reference.

2.       However, for any hire which finishes after 6pm a £150 refundable deposit can either be paid by BACS or cash on the day of hire. If the deposit is paid by BACS, please specify the date of payment clearly on the hire form with the account details for refund purpose.

3.       For cheque, the payment needs to be made payable to Lordswood Residents & Community Association (LRCA). It will take at least a week to clear any cheque.

4.       For BACS transfer, the details for LRCA’s account with Lloyds Bank are as follows:

Account No: 01147068

Sort Code: 30-97-58

Please email confirmation of the BACS transfer to lrca168fd@gmail.com.

5.       If you would like to pay by cash, we advise you to arrange it with the letting officer, not taking the risk to either send it by post or put it into the  centre’s letter box. The centre will not be responsible for any loss of this kind. 

6.       The deposit is returnable subject to Paragraph 16 of the Terms and Conditions of Hire.


I have read and I accept the Conditions of Hire and agree to abide by them and any other special conditions communicated to me. I have also read the Fire Awareness and Checklist for Hirers. I am over 21 years of age.

Name (Print):










Signed on behalf of LRCA:

Name (Print):





Date: JANUARY 2018





Lordswood Community Centre – Terms and Conditions of Hire

A no smoking policy operates within and outside the building at all times


1.        The hirer is responsible for applying for and obtaining a license if the sale of alcohol is intended. Persons using the centre do so at their own risk and LRCA cannot be held responsible for any loss, damage or injury, however caused, suffered by those using the premises beyond a reasonable duty of care.

2.        If you intend to prepare food intended to be consumed by members of the public, then you will need to display an appropriate Food and Hygiene   Certificate.

3.        Any electrical equipment more than 12 calendar months old must be P.A.T. tested and certified prior to use in the Centre or its grounds. The LRCA accepts no responsibility for injury, however caused, as a result of use of such equipment.

4.        Groups/individuals are responsible for ensuring they obtain appropriate insurance to cover their booking and activity in the centre.

5.        Time of booking refers to the total time the venue is required for, and this includes any time required for setting up equipment and tidying up after your event.

6.        The centre is licensed for hire until 10pm from Sunday to Saturday and all music must cease by 9pm. No consumption of alcohol is permitted outside the building including the centre’s car park after 8pm.

7.        Southampton City Council employees must be allowed onto the premises to carry out essential works. Notice will be given where possible.

8.        The hirer is responsible for the safety evacuation in the event of a fire or emergency of all attendees at their event.

9.        When you hire the centre it is for the entire setting.

10.     All rubbish must be cleared away to the bin outside, with the exception of refuse suitable for recycling, which must be removed from the centre by the hirer. Floors must be swept and any spillages cleaned. Tables and chairs must be cleaned and returned to their storage location.

11.     All windows and doors must be secured upon the completion of the event.

12.     Keys must be posted into the post box of the centre immediately following the event. In the situation where the hirer has permission to retain the keys, the name, address and contact telephone number must be provided. The hirer must maintain security of the keys at all times.

13.     Equipment belonging to other hirers should not be used under any circumstances without prior agreement of the committee or its representatives. Any damage to the premises or LRCA’s equipment must be made good by the hirer.

14.     The hirer will be responsible for the observance of all regulations pertaining, including keeping fire exits clear and ensuring that fire apparatus is not interfered with.

15.     It is a condition of lease that the building is not used for any business activities. The centre address must not be used as a contact address. Any post received for hirers may be returned to the Post Office.

16.     Any damages/breakages must be reported to the Lettings Officer immediately. Unless damaged through natural wear and tear, the hirer is expected to cover the costs of repair or replacement. LRCA reserves the right to retain any deposit where, in the opinion of LRCA or its representatives, the centre has been, or parts of the centre has been left in an unsatisfactory condition after the hire.

17.     Although the centre employs a cleaner, it is not his/her responsibility to clean up after groups but rather to clean communal areas and maintain the grounds. Hirers must leave the centre and its grounds in a reasonable state.

18.     LRCA reserves the right to vary hire charges without notice.

19.    The centre is operated on a voluntary basis and it would be appreciated if the above is adhered to without having to be enforced.

20.     All events must be supervised by a responsible adult, who needs to stay on the premises from start to fnish of the hirer

      21.     Signed Hire Agreement:  hire charges are required fourteen (14) days prior to the event. On the day of using the centre, a cash deposit of £50

       is required (and £150 deposit by BACS is required if the hire finishes after 6pm).  This will be returnable subject to Paragraph 16 Terms and Conditions of

      Hire.  Please note that the Centre does not provide any sponges, cleaning detergent other than washing up liquid or tea towels.

                                                                       THERE IS NO TELEPHONE IN THE FACILITY


Lordswood Community Centre – Fire Awareness and Checklist for Hirers

As the responsible person for the event/function, etc. you have the legal duty with regard to the safety of those persons assisting or attending the event.

Before the event or function you should be aware of:

1.        What fire protection systems are present;

2.        How a fire will be detected;

3.        How people will be warned if there is a fire;

4.        What staff should do if they discover a fire;

5.        How the evacuation of the premises should be carried out;

6.        Where people should assemble after they have left the premises and procedures for checking whether the premises have been evacuated;

7.        Identification of key escape routes and exits, how many people can gain access to them and escape to a place of safety;

8.        Arrangement for fighting fire;

9.        Specific arrangements, if necessary, for high fire risk areas;

10.     How the fire and rescue service and any other necessary services will be called;

11.     Procedures for meeting the fire and rescue service on their arrival and notifying them of any special risks e.g. the location of highly flammable materials;

12.     What instruction employees or helpers need and the arrangements for ensuring that this training is given;

13.     Limitation on number of people;

14.     Any chains and padlocks which need removing from fire exits, etc.;

15.     Exit doors which are required to be in the open position are secure; and

16.     Checking that all escape routes are clear of obstructions and combustibles.

Before the event or function you should decide:

1.        The arrangements for fighting fire;

2.        The arrangements for means of escape for disabled persons;

3.        The duties and identity of staff who have specific responsibilities if there is a fire;

4.        The arrangements for the safe evacuation of people identified as being especially at risk, such as contractors, those with disabilities, children, members of the public and visitors;

5.        How you will proceed if life safety systems are out of order, e.g. fire detection and alarm systems, sprinklers or smoke control systems;

6.        Who will be responsible for calling the fire and rescue service and any other necessary services;

7.        Who will meet the fire and rescue service on their arrival and notifying them of any special risks e.g., the location of highly flammable materials; and

8.        Your plans to deal with people once they have left the premises, especially children.

At the start of the event or function you should notify all those present about:

1.        The smoking policy;

2.        The emergency warning signal;

3.        Who is supervising and how to identify them;

4.        Location of exits and escape routes;

5.        Taking only valuables immediately to hand but not to go to collect other belongings;

6.        The location of muster points; and

7.        What will happen after that (e.g. re-entry to the building).

During the event or function you should ensure that:

1.        Escape routes and exits do not become blocked;

2.        Your smoking policy is adhered to;

3.        No naked flames are started (unless authorised e.g. candles)

4.        Where naked flames are present that combustible material is kept clear;

5.        Rooms do not become overcrowded;

6.        Noise levels cannot drown out the fire alarm; and

7.        If necessary, the number of people on the premises is limited or controlled.