For the safety of all users and the protection of Church property, the Hirer (Letting Party) is responsible for maintaining secure access to the building throughout the duration of the let.

Closed-Door Security

• All external doors must remain closed at all times during the let.
• Doors must not be propped open.
• Access must be controlled by the Hirer.

An electronic doorbell system is installed at the main entrance. The Hirer will be shown how to operate this system prior to their event. Visitors should gain entry only via this system.

This procedure ensures:

• The safety of children, vulnerable adults and other building users
• Protection of equipment and property
• Controlled access to the premises

The Hirer must ensure that:

• Only authorised participants are admitted
• Individuals do not wander into unauthorised areas of the building
• All participants remain within the agreed hired space
• The building is fully secured at the end of the let

Failure to follow agreed security procedures may result in the withdrawal of current or future bookings.

As Erskine Parish Church is an active place of worship and ministry, Church activities take priority over all external bookings.

While every effort is made to honour confirmed lets, there may be rare and unforeseen circumstances where the Church requires use of the premises at short notice. This most commonly relates to funeral services or other urgent pastoral needs.

In such situations:

• The Church will provide as much notice as reasonably possible.
• Every effort will be made to offer an alternative space or rearranged date where feasible.
• Any fees paid for the affected booking will be refunded in full if the let cannot proceed.

We appreciate the understanding of all hirers that, as a working parish church serving the local community, certain pastoral responsibilities cannot always be scheduled in advance.

All hirers will be required to sign a Hall Let Agreement (Licence to Occupy) prior to the commencement of any booking.

This agreement sets out:

• The agreed space and permitted use
• Dates and times of hire
• Fees and payment terms
• Security, health & safety, and safeguarding responsibilities
• Conditions of use of the premises

The agreement does not create a tenancy and confers no exclusive possession of the premises. It is a licence for use only during the agreed times.

The agreement may be terminated by either party.

• Regular hirers are asked to provide a reasonable notice period, normally four weeks’ written notice, if they wish to discontinue their booking.
• The Church will also provide reasonable notice where it needs to terminate a regular let.

The Church reserves the right to terminate the agreement with immediate effect in the event of:

• Breach of the terms and conditions
• Non-payment of fees
• Misuse of the premises
• Failure to comply with security or safeguarding requirements

We aim to manage all bookings fairly, transparently, and in a spirit of mutual respect.

As part of its duty of care and in accordance with the safeguarding policies of the Church of Scotland, charity law, and Scottish legislation, Erskine Parish Church is committed to the protection of children, young people and vulnerable adults.

All hirers using the premises for activities involving children or protected adults must:

• Comply with theProtection of Vulnerable Groups (Scotland) Act 2007
• Ensure appropriate PVG scheme membership where required
• Have their own safeguarding / child protection policy in place
• Ensure adequate supervision ratios are maintained
• Take full responsibility for the welfare and safety of participants during the let

The Church may request evidence of:

• A current safeguarding policy
• Appropriate insurance cover
• Confirmation of PVG checks for relevant leaders or volunteers

Responsibility for safeguarding during the period of hire rests entirely with the Hirer and their organisation. The Church’s safeguarding procedures apply to its own ministries and activities but do not extend to external groups beyond ensuring that appropriate assurances are in place.

Any safeguarding concern arising during a let must be reported immediately to the Hirer’s designated safeguarding lead and, where appropriate, to statutory authorities in line with Scottish law.

Failure to meet safeguarding requirements may result in refusal or termination of the let.