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Hereford Community Hub – Terms & Conditions of use

Thank you for your interest in our Hereford Community Hub

Our lifesaving service is proud to serve the county of Herefordshire. Our specialist clinicians rapidly bring advanced hospital-level equipment and medicines to local people when they it most.

As part of our ongoing to commitment to working with the local communities we serve, we launched our Hereford Community Hub in 2023.

The Community Hub is a free resource for local people, groups and businesses in Hereford. We do not charge for bookings but if you would like to make a donation to support our charity that would be greatly appreciated. As a charity, we need to raise between £13-14 million every year to continue providing our lifesaving service.

To ensure we can maintain the Community Hub, we have listed some standard terms and conditions for usage below.

1. BOOKINGS: All booking applications must be undertaken via the booking form provided on our Community Hub page of our website. The person who signs the booking form will be the ‘hirer’ and must be over the age of 18. If you are hiring on behalf of an organisation, please make sure you have their full permission to make the booking beforehand, as the organisation will be considered a joint hirer and will also be liable (please see section 2 below). You must also only use the hub for the purpose you specified on the booking form. A booking will only be confirmed on receipt of a signed copy of this Terms & Conditions for use document.


 2. LIABILITY AND INSURANCE: It is the hirer’s responsibility to make sure that all property is always kept safe. We cannot accept responsibility for any property that is damaged during your use of the hub.

You must also make sure you have the correct insurance in place for the duration of your event, as we will request to see/receive copies of insurance documents for our internal records before a booking is confirmed. It is also your responsibility to make sure you adhere to all relevant laws and regulations that may be applicable to the activity you are using the hub for.

You must observe our policies on health and safety, equal opportunities and                       safeguarding – you can get details of these from Midlands Air Ambulance Charity. These policies include information concerning the proper or fitting use of our hubs, and we reserve the right to cancel or refuse any booking that we believe contravenes these.

While using the hub, the hirer will be responsible for supervision of the premises, the fabric and the contents, their care, safety from damage however slight, and the behaviour of all persons using the premises whatever their capacity.


3. EVENING USE/OUT OF SHOP TRADING USE: The Community Hub is open during our shop trading hours (Tuesday - Saturday: 10am-4pm). Booking requests outside of these hours may be considered under exceptional circumstances.


4. GENERAL CARE OF THE PREMISES: Items such as blu-tack, pins or nails can leave marks on the walls, so please do not use these to put up any decorations or banners on walls. We are happy for you to decorate the glass in the windows, but it is your responsibility to remove any marks that are left on the walls.

Please do not attempt to alter or modify any electrical equipment in the hub. When your event is finished, please turn off all lights, equipment, and electrical switches before leaving the hub. If you have used the kettle for tea or coffee, please also make sure this has been emptied sinks in the toilet area on the second floor.

Please return the room as initially found (refer to the diagram provided in the Hub). The hirer shall ensure that highly flammable substances (including candles) are not brought into or used in any part of the premises, and no additional cooking equipment brought into any part of the premises without the prior consent of Midlands Air Ambulance Charity. The space is not suitable for ball games and therefore are prohibited.

It is also your responsibility to ensure the hub is left clean and tidy, so please make sure any rubbish is put into black bags and removed from the premises at the end of your event, and that any marks or stains on walls or floors are removed. If the hub is not left in a fit state, or is left dirty, then the cost of any cleaning or maintenance will be invoiced to the hirer. Please close any doors or windows before you leave.

If you do not leave at the agreed time, you will incur an admin fee which will be invoiced to the hirer.

No animals are allowed to be brought into the hub — except for assistance dogs — without the prior consent of Midlands Air Ambulance Charity.

Any misuse of the facilities will impact on future booking requests.


5. COMPLETION OF USE: At the end of use the hirer shall be responsible for leaving the premises and surroundings in a clean and tidy condition and any contents temporarily removed from their usual positions properly replaced.


6. EXCLUSIONS: The hirer shall not use the premises for any purposes other than that described in the booking request and shall not sub-use or use the premises or allow the premises to be used for any unlawful purpose or in any unlawful way, nor do anything to bring on to the premises anything which may endanger the premises or any insurance policies connected with the premises.


7. ALCOHOL: No alcohol can be sold or consumed on the premises under any circumstances.


8. SMOKING: The entire premises and grounds are a no smoking zone.


9. PUBLIC SAFETY: The hirer shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, the Magistrate’s Court or otherwise, particularly in connection with any event which includes public dancing or music or other similar public entertainment or stage plays and shall ensure that such events shall not involve the infringement of any copyrights or performing rights.


10. MUSIC: Any user who intends to play music in the hub agrees to inform Midlands Air Ambulance Charity’s Community Engagement Executive at the time of booking via the booking form. We reserve the right to decline requests relating to playing music within the Hub. Noise levels must be kept to a level such that users of the adjoining retail store and neighbours of the hub premises are not unduly disturbed. If a request to play music is granted, the hirer undertakes to satisfy any requirements under performing rights for the performing or playing of live or recorded music.


11.CAPACITY: Where the premises are hired, the hirer shall not cause or allow the maximum number of patrons and/or guests to exceed 50. The hirer is required to provide a best estimate of patrons and/or guests for their event at the time of booking.


12. EMERGENCIES: In anticipation of an emergency, it is the hirer’s responsibility to ensure that they know the location of first aid kits, fire call points, etc and also know the procedure of reporting incidents. All this information can be found in the welcome pack that is sent to user’s once their booking has been confirmed and also a copy of this welcome pack is also in the hub for users to refer too during their use of the hub.


13. DAMAGE: The hirer shall be liable for any damage caused to the hub and its contents during their visit. Damage should be reported immediately to the Midlands Air Ambulance Charity representative that is on site during the visit. The cost of repairing/replacing damaged items will be charged to the hirer.

14. CANCELLATION: If the hirer wishes to cancel the booking before the date of the event they are required to give at least 48 hours’ notice by informing Midland Air Ambulance Charity’s Community Engagement Executive. Any cancellations made after the 48 hours will be charged an administration fee.


15. Cancellation by the Charity: The charity reserves the right to cancel any bookings at their own discretion.

Even if the hirer has a regular booking for the hire of the premises the charity reserves the right to renew, vary or cancel any such regular arrangements.


SAFEGUARDING: It is the responsibility of the lead hirer to ensure that the utmost care is taken to safeguard the wellbeing of children and adults at risk at all times. You will be requested to provide safeguarding policies and DBS certificates where necessary. If the use of the hub involves the attendance of children and young persons under the age of 18 at the premises, the hirer confirms that there will be in place an appropriate Child Protection Procedure. The hirer agrees to ensure that all adults present on the premises are aware of this Procedure and abide by it. The hirer confirms that, when necessary, under the terms of the Child Protection Procedure, appropriate DBS checks will be carried out in respect of persons involved with children and young people on the premises during the course of the hiring.





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