Hire Of Premises By Charity

Hire Of A Room Or Hall To A Charity

CO.HP.02

This Hire Of A Room Or Hall To A Charity is designed to be used by a Charity which would like to use premises (or part premises) for either an hour or two, or for part of a day, or for a whole day. It might want to use premises either on a “one off” basis (e.g. for an event or meeting), or on a regular basis (e.g. for a regular meeting, activity, social, or class held on the same morning / afternoon / evening each week over a period of time). Where the premises owner wishes to make the whole premises or a room or other part/s of the premises available on a commercial basis to others, it might decide to hire the space to a charity or other non-profit organisation. This template is specifically designed to be used in that situation. 

This form of hire agreement includes various sets of alternative phrases / clauses enclosed in square brackets which can be selected to suit the particular circumstances. The document also contains alternative sets of wordings for hire of either part/s or all of the premises, and for booking of either a one off session or block booking of a number of sessions.

Once the charity and the owner have agreed in principle that the charity may use the premises, they will need to agree terms to apply to the arrangement. The charity might propose that this template be used as the basis of the hire agreement, and, if the charity is fortunate, the owner might agree. Whilst an owner with its own form of hire agreement is unlikely to agree to simply adopt all of the content of this template, it might nevertheless agree to incorporate parts of it in the owner's agreement.

Furthermore, the charity could use this template as a negotiating tool and checklist. It will be useful to compare this template to the owner’s hire agreement to help spot unacceptable terms in the owner’s agreement, and to spot those terms in the template that the charity decides that it needs to add in to the owner’s form of agreement.

This document is slanted to an extent in favour of the charity but not unduly so: it is still fair to the owner and it provides appropriate protection to the owner. (This might assist the charity to persuade the owner to adopt this template as the basis for the hire agreement.)

The template seeks to set out all of the important legal and commercial terms of the arrangement. In particular, it includes detailed provisions for:

· payment of a deposit and the balance of the hire fees

· payment of a security deposit to cover any damage by the charity

· cancellation by either the owner or the charity in different circumstances, stating precisely the financial liability that each will have to the other in that circumstance

· insurance by the charity

· limitations/exclusions of liability of the owner

· indemnities given to the owner by the charity, limited by a financial “cap” in certain cases.

· various restrictions, prohibitions, and requirements to be met by the charity as hirer, including health & safety and housekeeping conditions, set out in a schedule.

The first part of the template contains the details of the parties. It provides alternatives from which you can select according to the legal form of both the owner and the charity. The execution (signature) clauses at the end of the document are also designed to match those alternatives types of owner and charity.

This document is designed to be used only where the owner will be a company or individual sole trader hiring out the premises/part premises on a commercial basis, i.e. in return for hire fees.

The alternative phrases / clauses should be read carefully and selected so as to be compatible with one another. Unused options should be removed from the document.

This Hire Of A Room Or Hall To A Charity is in open format. Either enter the requisite details in the highlighted fields or adjust the wording to suit your purposes.

Once you have purchased access to the appropriate document folder click on the “Download Document” link below. You will be asked what you want to do with the file. It is recommended that you save the document to a location of your choice prior to viewing.

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