Hire Terms and Conditions & Booking Form

The Heart of Warwick Community Project (“the Centre”) is a volunteer-run community facility designed to support local activities, meetings, and events. We strive to provide a welcoming and well-maintained space for the benefit of the community.

Facilities Available for Hire

  • Main Hall – includes a serving hatch to the kitchen and glass bi-fold doors leading to a carpeted passage.
  • Function Room – Carpeted, accessible via the entrance lobby and carpeted passage.
  • Kitchen – Equipped with essential appliances and a serving hatch to the Main Hall.
  • All bookings include access to the entrance lobby and toilet facilities, including disabled and baby-changing amenities.

Booking Terms

  • The hirer must be at least 18 years old.
  • Booking times must include setup and clean-up.
  • A minimum hire period of three hours applies for parties.
  • The Centre reserves the right to accept or decline bookings at its discretion.
  • Bookings are only confirmed upon written approval from the Centre.
  • Hirers are responsible for ensuring the venue is suitable for their event.
  • A refundable security deposit is required to secure a booking (see clauses on deposits and refunds).

Use of the Premises

  • Tables, chairs, and kitchen equipment may be used but must be cleaned and returned after use.
  • Smoking and vaping are strictly prohibited within the premises and surrounding outdoor areas.
  • Hirers are responsible for bagging and removing all rubbish.
  • Heating controls should not be adjusted without prior approval.
  • No signs, decorations, or fixtures may be affixed to walls or doors without permission.
  • Equipment brought into the Centre (e.g., bouncy castles) requires prior approval and insurance may be required.
  • Hirers must provide their own cleaning supplies and table coverings. Basic cleaning tools are available on-site.

Compliance with Policies & Legal Requirements

  • If food is prepared on-site, it must comply with Food Hygiene Regulations. Certification may be required.
  • Alcohol requires prior written permission. An alcohol refundable deposit applies:
    • £300 for larger gatherings
    • £70 for smaller events (up to 20 people)
  • The hirer is responsible for obtaining any necessary licences from Warwick District Council.
  • Fire safety procedures must be followed. Fire exits and passageways must remain clear.

End of Hire & Security

  • The venue must be left clean and tidy. Any extra cleaning or repairs will be deducted from the deposit.
  • Any damages or breakages must be reported within 24 hours of the event.
  • Before leaving, hirers must ensure all doors and windows are secured, and lights, taps, and water heaters are turned off.
  • Cancellations made within seven days of the event will result in loss of deposit.
  • All hire charges must be paid in full at least two weeks before the event.

General Provisions

  • The Centre is not liable for delays or cancellations due to unforeseen circumstances.
  • The Centre operates in partnership with the Roman Catholic Church of St Mary Immaculate (“SMI”), which retains priority booking rights. Events related to religion, belief, spiritualism, or the occult may require SMI approval in accordance with the Equality Act 2010.

Payment Details

Preferred method: Bank Transfer
Bank: National Westminster Bank Plc
Sort Code: 55-70-33
Account Number: 28541588
Account Name: RCA Birmingham St Mary Immaculate
(Please reference your invoice number when making payment.)

Cheques should be made payable to: RCA Birmingham St Mary Immaculate

    Booking Form:
    Your Name:
    Organisation:
    Address:
    Telephone Number:
    Email:

    Current Hire Rates:
    Main Hall:
    Kitchen:
    Function Room:

    Facilities Required:

    Type of event:
    Children's PartyAdult PartyOther

    Other Type of Event:

    Date of event (or start date for regular booking):

    Times Required (including setting up and clearing away):
    Booking Start Time:
    Booking Finish Time:

    Event Frequency:
    One-off EventWeekly EventMonthly Event

    Other booking details:

    A copy of this contract will be emailed to you. Your booking is not confirmed until you receive confirmation.