The Church at Bents Green

Terms of Hire

Bents Green Methodist Church
Junction of Ringinglow Road & Knowle Lane
Sheffield S11 7PU
www.bentsgreenmethodist.org.uk

Minister: Revd Philip Peacock

Room Hire Agreement – July 2026

This document outlines our policy for room hire at Bents Green Methodist Church. By booking a room in the Church, you are agreeing to the conditions set out in this policy. You will be required to read the document and tick the acceptance box on Hallmaster when booking rooms.

Contents

  1. Guiding principles
  2. Bookings
  3. Payments
  4. Cancellation and termination policy
  5. Room and venue guidelines
  6. Health and safety
  7. Emergency contact
  8. Safeguarding Agreement

 

Guiding principles

As a not-for-profit charity, we aim to keep hire rates affordable by minimising overheads. To support this, we ask all hirers to cooperate respectfully with church volunteers and other users.

Our halls serve both the local community and the church’s mission to extend God’s kingdom. As such, we reserve the right to decline bookings that conflict with the values and beliefs of Bents Green Church. Examples of bookings we will not usually accept include:

  • Events promoting ideologies or practices that contradict Christian teachings
  • Religious meetings other than those organised or approved by the Church Council
  • Activities involving occult practices, fortune-telling, or spiritualism
  • Activities that are likely to cause substantial nuisance or offence (for example, excessively loud music)
  • Political rallies or meetings that may be divisive or controversial
  • Commercial events that do not align with our charitable purpose
  • Room bookings on a Sunday

Bookings

All bookings for the halls are managed through our online system, Hallmaster. This system is the sole method for managing regular bookings, giving hirers control over their own bookings.

  • Hirers must accept the terms in the Halls Hire Agreement before a booking can be accepted
  • Bookings are only confirmed once the hire agreement has been completed
  • Any changes to room hire are subject to availability and may incur a cancellation charge for the original booking (see cancellation policy)
  • The hirer must action cancellations or changes.

Regular hirers

Regular hirers who pay for room hire.

  • Regular hirers must book rooms using the Hallmaster system

  • It is the Hirer’s responsibility to:

    • Input, check and confirm the accuracy of all dates on Hallmaster
    • Action any amendments or cancellations on Hallmaster

Regular hirers connected to the Church who do NOT pay for room hire.

  • Regular hirers must submit their booking dates to Peter Larder and WE will input THEM into Hallmaster

  • It is the Hirer’s responsibility to:

    • Submit their request to Pete Larder well in advance to ensure bookings can be accommodated
    • Check and confirm the accuracy of all dates on Hallmaster
    • Action any amendments and cancellations on Hallmaster

One-off bookings

One-off bookings include events such as parties, productions, and local authority bookings.

Payments

  • Invoices are issued monthly, at the start of each month.
  • The invoice will cover bookings from the previous month
  • Invoices will be sent by email to your nominated contact person, unless otherwise agreed
  • It is the Hirer’s responsibility to ensure the Church has up-to-date contact details. Changes should be emailed to p.larder@yahoo.co.uk
  • Payment is due within 28 days of the invoice date
  • Failure to pay within two months may result in cancellation of future bookings. Reminder emails will be sent for overdue invoices

Payment methods

Bank transfer (preferred)

  • Account Name: The Methodist Church Bents Green
  • Bank: HSBC
  • Account Number: 81288857
  • Sort Code: 40-41-18
  • Reference: Please include the invoice number
  • Payable to “Bents Green Methodist Church” or “BGC

Cancellation and Termination Policy

Regular hirers

Cancellation process

  • All cancellations must actioned in Hallmaster by the hirer

Notice period

  • Ideally, a minimum of 7 days’ notice is required for cancellations.

No-show policy

  • Bookings not cancelled in writing will be charged in full.

Right to refuse or cancel

The Church Council reserves the right to:

  • Refuse any hire request
  • Cancel any booking at any time
  • Halt any event in progress if the premises are not being used in an orderly or agreed manner.

Room and Venue guidelines

Hirer Responsibilities

  • The Hirer or their authorised representative must be at least 18 years old on the day of hire
  • The Hirer must ensure attendance does not exceed maximum room capacities
  • The Hirer is responsible for maintaining order and safety throughout the event
  • Noise must be kept to a minimum, especially when arriving or leaving, out of respect for local residents
  • Sub-letting any part of the premises is strictly prohibited
  • Fixtures, fittings, and furnishings must not be removed, altered, or damaged. No adhesives, screws, or similar items may be used. Moveable notice boards are allowed but must not block corridors or emergency exits

  • The Hirer is responsible for all safety measures, including:

    • Safeguarding children and vulnerable adults
    • Fire safety and evacuation
    • General health and safety compliance
    • Conducting relevant risk assessments

  • Each booking must have a named sponsor or host responsible for:

    • Access and lock-up
    • Health, safety, and security
    • Operating equipment (e.g. kitchen equipment).
      Induction sessions should be arranged beforehand, if needed, with Peter Larder

Start and Finish Times

  • Hirers must include sufficient time for setting up and packing away within their booked session. This time is chargeable and must be part of the booking
  • If you are the last hirer in the building, you must drop the latch on the Ringinglow Road door

Heating

  • Heating is controlled by timers and is programmed to match your booking times
  • If you turn the radiators down during your session, please ensure you turn them up again before leaving. This helps maintain comfort for the next group using the space

Cleaning and tidying responsibilities

All areas used must be left in a clean and orderly state.

Security

Hirers must ensure the premises are fully secured at the end of each session:

  • All windows closed and locked
  • All lights turned off
  • All doors locked
  • Unless otherwise agreed with Pete Larder, access is only permitted during booked hours

Health and Safety

Hirer responsibilities

  • The Hirer is responsible for ensuring that smoking does not take place anywhere in the halls
  • No additional lighting or electrical extension equipment should be used without prior written permission

  • Hazardous materials are strictly forbidden and must not be brought onto the premises without prior agreement. This includes:

    • Compressed, liquefied, or flammable gas cylinders
    • Explosives, highly flammable substances, or open flames.
  • Hirers must consider the safety of all attendees throughout the duration of their booking. This may involve liaising with other building users when multiple bookings occur simultaneously, to maintain a safe environment for all.

  • Hirers are responsible for maintaining fire safety, including:

    • Familiarising themselves with fire escape routes and fire call points
    • Ensuring fire doors are not wedged open. Keeping fire exits and escape routes clear of obstructions such as buggies, furniture, or display boards
    • Ensuring fire safety equipment is not tampered with, following the fire procedure below.

Fire procedure

If a fire is discovered, the Hirer must:

  1. Sound the alarm by breaking the Perspex cover on a call point
  2. Call 999 for the Fire Service
  3. Evacuate immediately—do not attempt to fight the fire
  4. Ensure all attendees evacuate and assemble at the designated point as per the fire action notice in each room
  5. Call Peter Larder on 0114 2686507 or 07891071705 to report the fire.

Fire exits must remain clear at all times, both inside and outside the building. Hirers must read the fire safety information posted in the rooms they have booked.

First aid

Hirers are responsible for ensuring that qualified first aiders are present during their booking. First aid boxes are located in both kitchens

Accident reporting

Any accident occurring on the premises must be reported to Pete Larder via email within 24 hours. The Hirer must provide full details, so it can be recorded in the accident report book.

Emergency contact

In the event of an emergency, please contact Peter Larder on 0114 2686507 or 07891071705 or Julie Talbot on 07710805793 or 0114 2302989

If the situation requires immediate assistance, please contact the emergency services by dialling 999.

Safeguarding Agreement

The Church adheres to national Safeguarding principles for the protection and safety of children and young people under the age of 18, and vulnerable adults who use its premises, and has a Safeguarding Policy which can be viewed here

The Hirer confirms they have read and understood the Church’s Safeguarding Policy and undertakes to follow it or comparable equivalent guidelines/procedures during the room hire.

Powered by Church Edit