HIRE OF VENUE FOR CHILDREN’S PARTY (From 1st August 2021)

1. CHARGES
a. This is a self-catering VENUE HIRE contract for children’s parties aged 9 and under.
b. There is a maximum 45 children (including birthday child) for a hire charge of £300 (club members £280).
You should comply with current Government Covid-19 guidelines when inviting party guests.
c. To qualify for member’s discount the birthday child must be a Spelthorne Gymnastics member, who is currently paying fees.

2. YOUR HIRE (INCLUSIONS)
a. You are responsible for providing at least two named supervising adults to manage the party and follow the hire of venue rules in sections 10+ below.
b. Your hire includes – 1 hour in the gym (2/3rd designated area with dividing curtain) and 45 minutes in the party room.

3. YOUR HIRE (EXCLUSIONS)
a. We do not provide refreshments, or accept any liability for accidents.
b. Use of our kitchen facilities are not included. You do have access to water but please bring anything you need to use, including your own jugs/plastic drinking cups/cake knife and plenty of dustbin bags! Our crockery/cutlery is not available for use.

4. VENUE RULES
a. Please make sure that you read and sign the ‘Hire of Venue Rules’ below (clause 10 onwards) so that you fully understand your obligations and liabilities when hiring our gymnastics hall as a Venue.

5. SUPERVISING ADULTS – SAFETY CONSIDERATIONS
a. Please note, that this is a working gymnasium and not a soft play centre, so please make sure the children you are supervising act/play safely.
b. Adults are strictly advised/required not to play on any of the equipment as this is considered to be very dangerous to themselves and the children.
c. Adults are also advised not to encourage or teach children to try skills beyond their (children’s) capabilities.
d. The Supervising Adult/s must ensure that the participants behave sensibly and must stop any instances of bad behaviour.
e. Spelthorne Gymnastics provide a supervisor in the gym hall who will be on hand to answer any questions.
f. As this is a self-catering contract you are legally responsible for the food and making sure it does not contain ingredients with the potential cause harm to anybody, such as an allergic reaction etc. No Alcohol is permitted.
g. Any children needing the toilet must be accompanied by a Supervising Adult.
h. The Supervising Adults must have a contact name and number for each person attending the party so that they can be contacted in a case of emergency

6. REMOVAL OF WASTE
a. You MUST take your entire rubbish home with you. Our bins are not large enough to hold all party waste.

7. ARRIVAL AND DEPARTURE TIMES
a. Your arrival and set up time begins at the party start time, when you will be allocated one of the studios. You also have a maximum of 10 mins to clear away, wipe tables, mop up, hoover and/or sweep the floor in the party room after your party has finished.  You must leave the room at the vacating time shown below. You must leave promptly to allow us to sanitise the room for the next hirer.
b. Party start times are; Sundays [P1]11:30, [P2]12:45, [P3]14:00, [P4]15:15, [P5]16:15
c. Party end times ; Sunday [P1]13:15, [P2]14:30, [P3]15:45, [P4]17:00, [P5]18:00
d. Party vacating times (time of vacating the party room); [P1]13:25, [P2]14:40, [P3]15:55, [P4]17:10, [P5]18:10

8. YOUR BOOKING
a. You payment covers a maximum of 45 children who will need to sign in on the party day.
b. Please be aware that you only have 10 minutes tidying up time and you will need to leave the party room at the vacating time indicated above.

9. ON THE DAY
a. ALL CHILDREN MUST BE SIGNED IN AND OUT by their own parent or a carer.
b. Any child crawling or walking will be included in the count. No Additional children will be allowed on the day if this means the 45 limit will be exceeded.
c. We will provide a ‘sign in’ sheet for your guests (re-stating the rules of the gym). We will direct them to your hired room where they should remove their shoes. Adults who intend to go in the gymnasium will also be asked to leave shoes in the hired room. We will come to collect you and your guests when it is your allotted time in the gymnasium.

Hire of Venue Rules

10. SUPERVISION & LIABILITY
a. Hiring the facility at Spelthorne Gymnastics for a party is on a “venue” basis and is a supervised but not a structured class.
b. The directors, managers and staff of Spelthorne Gymnastics accept no responsibility for any injuries or losses sustained by participants or supervisors during parties or playtime sessions. It is the responsibility of the supervising adults to ensure that participants work/play within their limits and sensibly, using all equipment in the manner for which it was designed. Any damage caused by miss-use will be charged to the Hirer. Any damaged or broken equipment must not be repaired by the hirer, but must be handed to a member of staff.
c. There will be at least one qualified coach (who is also a qualified first aider) in attendance to supervise and answer any questions on the safe use of the equipment. It is the sole responsibility of the party organiser (supervising adults) for the actions of ALL children, and ALL adults. We strongly advise that party guests (children) are overseen by both their own parents and the supervising adults subject to the current Covid-19 limits (45 children & 6).

11. FOOD, DECORATION & RUBBISH REMOVAL
a. No food or drinks in the gym (this includes baby milk and water for toddlers) and applies to both children and adults. This is to protect the expensive gymnastics equipment from unnecessary damage.
b. Any food and decorations supplied by the party organizer in the party room must be taken down and cleaned away upon leaving. ALL RUBBISH is to be taken home and not left on the premises, car parks or school property. Please do not tie balloons outside the building, or on any of the school fences. Please do not attach banners to the party room walls or mirrors with sellotape – blue tack only.

12. CLOTHING
a. Please note the following and advise your guests on the invitations:
b. All clothing and foot-wear must be stored in the Party Room.
c. No outdoor footwear or clothing with sharp adornments (which would cut or damage equipment) is allowed in the gym. Adults entering the gym will also need to leave outdoor footwear in the party room.
d. No jewellery is to be worn in the gym. This is an important safety requirement.
e. Long hair should be tied up and clothing should be close fitting.
f. Avoid any clothing that might easily get caught on gymnastic apparatus

13. SAFETY
a. Please keep the pit foam in the pit and don’t allow children to tear or pick pieces from the foam cubes.
b. Only 1 child is permitted on the trampoline at a time. This is an important safety issue.
c. All guests should sign in their own children at reception, then remove their shoes in the party room upstairs.
d. Small toys, balls etc should not to be taken up to the trampolines/pit area.
e. Please do not swing on the rope/s.
f. Babies are not allowed on the trampolines or in the pit area.
g. Pushchairs are not permitted in the gym.
h. No nappy changing in the gym – facilities are available in the ladies and gents toilets.
i. No Adults/over 10’s can use the equipment.
j. Only the toys/equipment provided each session should be used.
k. Please do not take things from the cupboards or wall bars without asking a member of staff.
l. Do not use the overhead ropes/safety rigs as these need the help of a qualified coach.
m. Please make sure that no children or adults touch any electrical apparatus.
n. Please understand that this is for the safety of YOUR child and YOUR guests.
o. In the event of a fire the Supervising Adults must take all the children and adults to the Assembly Point, which is next to the drop off point, by the roundabout on the entrance road.
p. We recommend using plastic cutlery to avoid any risk of injury to children
q. Please understand that this is for the safety of YOUR child and YOUR guests.

14. Signature
a. I have read and understand all of the above carefully and agree to comply fully.
b. I have read and understood the Hire of Venue Rules.
c. I agree to provide two supervising adults and acknowledge that Spelthorne Gymnastics has no liability for any loss, injury or damage whatsoever and howsoever caused.

15. Cancellation & Refunds
a. There is no charge if you give us a minimum of 4 weeks notice to re-arrange the date of your party provided this only happens once. If this happens a second time it will be treated as a cancellation.
b. Cancellations are non-refundable.