Play Place & Community Centres
Parties and One‑Off Events – FAQ
This document outlines the arrangements, requirements and conditions for hiring Play Place and associated community centres for parties and one‑off events. It is intended to ensure all events are safe, well‑managed and enjoyable for our community.
1. Parties
Children’s Parties
- Children’s parties are available for younger children only and must be age‑appropriate.
- Parties are limited to the main hall only unless otherwise agreed.
- Hire periods must include time for set‑up and clear‑down.
- A maximum overall duration applies to ensure safe and effective management of the building.
1.2 Adult Parties and Celebrations
- Adult parties and celebrations may be booked for private social use.
- Certain types of events (e.g. hen or stag events, or parties aimed at young adults) are not permitted.
- Larger celebrations may require access to additional rooms, subject to availability and approval.
- Consecutive bookings may be permitted to extend the duration, within agreed limits.
1.3 Third‑Party Providers
- Entertainers, caterers or equipment suppliers must be approved in advance.
- All third‑party providers must supply:
- Company contact details
- Valid Public Liability Insurance
- Only approved inflatables and equipment may be used.
2. One‑Off Events
One‑off events include community activities, celebrations, cultural events, meetings, workshops or similar occasional bookings.
2.1 General Requirements
- Events must align with the values and purpose of Play Place and the community centre.
- The hirer is responsible for the safe management of attendees and activities.
- Room access, duration and facilities will be agreed as part of the booking process.
2.2 Licensed Activities
- If alcohol is sold or licensable activities take place, the hirer is responsible for obtaining any required licences, including a Temporary Event Notice (TEN) from the local authority.
- Evidence of licences must be provided before the event is confirmed.
3. Kitchen Use
- Standard hire includes use of the kitchen for hot and cold drinks and cold food preparation.
- Reheating pre‑prepared food may be permitted, subject to an additional charge and staff availability.
- Full use of the professional kitchen for catering from scratch is available by prior arrangement and incurs an additional fee.
4. Booking Process
To confirm a booking, the following information is required in advance:
- Full contact details of the responsible person
- Event date, start and finish times (including set‑up and clear‑down)
- Type of event and expected attendance numbers
- Details of any third‑party providers
- Required facilities (e.g. tables, kitchen use)
- Completed and signed hire and legal documentation
Once all documentation and supporting information has been received, the booking will be marked as pending and an invoice issued.
Bookings should normally be made several weeks in advance. Short‑notice bookings may not be possible.
5. Deposits and Payments
- A refundable deposit is required for parties and one‑off events.
- The deposit will be returned after the event, provided no damage, excessive cleaning or breaches of conditions have occurred.
- All hire fees must be paid in advance by the agreed deadline.
6. Use of Facilities and Equipment
- Tables, chairs and Wi‑Fi are available as part of the hire.
- Smoke machines and bubble machines are not permitted.
- Outdoor areas may be used by agreement and in suitable weather, with appropriate risk management.
- Hirers are responsible for supervising guests and ensuring safe use of all areas.
7. Safeguarding and Insurance
- Hirers must comply with Play Place safeguarding requirements.
- Where children are involved, a Child Protection Policy must be provided, or agreement given to follow Play Place policies.
- Evidence of relevant insurance must be supplied for events and third‑party providers.
8. End of Hire Responsibilities
- Hirers must remove all rubbish at the end of the event.
- All areas used must be cleaned and left as found.
- Any damage or additional cleaning required may be deducted from the deposit.
This policy is designed to support safe, welcoming and well‑run parties and one‑off events across Play Place and our community centres.