Rental Information and Terms
Completion of our Enquiry and Booking Form implies acceptance of the following information and terms.
ACCESS AND REHEARSALS
You will appreciate that the church has to be available for weekly Sunday services (9.30am, 11am and 6pm). Funerals inevitably occur at short notice, but we will do all in our power to reduce any inconvenience this might cause. There is therefore no access for outside hirers at these times but the church can be made available for rehearsals between services on Sunday afternoons and after the Sunday Evening Service (Sunday evening concerts cannot begin before 7:45pm).
ACCIDENTS AND EMERGENCIES
It is the hirer’s responsibility to ensure:
- There are designated people who can act in an emergency
- Where telephones are located (For 999 calls the Church’s actual address is : 5 Lothian Road (access for emergency vehicles is via King’s Stables Road).
- Someone should meet them by the gate.
- That the wheelchair is located in the ground floor lobby beside the lift.
- The First Aid Box is located and examined, any extra facilities being provided by the hirer.
Organisations hiring the premises are primarily responsible for their own arrangements for advertising. The church may help by displaying A3 posters on the external noticeboards, an A4 poster on the internal noticeboard, and some flyers. We may also promote your event on Facebook and Twitter. Please consult the Church Administrator about this. Displays, signs etc may be able to be erected on the day of the event, subject to the approval of the Church Officer as to their position and method of fixing.
In accordance with the Church of Scotland regulations, the sale of alcohol is NOT permitted under any circumstances (this includes anything that could be construed as exchanging money for alcohol e.g., asking for donations.) For wedding receptions etc. outside caterers may be used and the serving of alcohol permitted. A licence has to be obtained by the Hirer if alcoholic refreshment is to be provided.
Please complete all sections of the enquiry and booking form, to be reviewed by the Church Administrator. Full details of the programme are required. We will then make all necessary checks before confirming the booking and a non-refundable deposit may be required. We will email an invoice for the balance during the month in which the booking occurs, which must be paid within 28 days.
CITY OF EDINBURGH COUNCIL REGULATIONS
St Cuthbert’s currently holds a PUBLIC ENTERTAINMENT LICENCE from the City of Edinburgh Council Licensing Department to cover the type of performances which normally take place in the church.
CONCLUSION OF EVENT
The church must be left in the condition in which it was found. Immediately after the final performance, all electrical equipment must be removed and all furniture and fittings are to be restored to their rightful places. All rubbish, materials and other properties must be removed from the premises by the hirer. After a Saturday evening performance, the church must be fully restored ready for Sunday services. If necessary, we will arrange for the church cleaner to clean up between 8am and 9am on the Sunday morning and an additional charge will be made for this.
The cost of any repairs to the church fabric, installations, furnishings and precincts arising from damage attributable to an outside hirer will be charged in full to that organisation. St Cuthbert’s does not take responsibility for money, valuables or equipment brought into the building by hirers or audiences. When the kitchen facilities are used they must be left in the same condition as found. Any breakages or damage will be charged to the Hirer.
ELECTRICAL AND OTHER EQUIPMENT
Any additional electrical appliance may only be used with express permission from the Church Officer. For any electrical equipment brought on to the premises the hirer must provide evidence of Portable Appliance Testing (PAT) in compliance with IIE Regulations. See also “Lighting”. Hirers are responsible for ensuring that equipment etc. is handled safely, including mechanical lifting equipment for excessively heavy items. Where computerised monitors are in use, hirers are responsible for compliance with DSE Regulations.
FIRE ESCAPE ROUTES
For your event, all exit doors will have been unlocked by the duty Church Officer who will have checked the emergency lighting system. All approaches, doors and passages within the church must be kept entirely free from obstruction. It is your responsibility to inform your ushers and stewards about the escape routes and what to do in the event of fire. A Church Officer will be in attendance during your event and should be consulted prior to the performance if you are uncertain about any aspect of the fire arrangements Smoking is not permitted anywhere in the building at any time.
Groups hiring any part of the premises may also wish to book the use of the kitchen facilities. To comply with Environment and Consumer Services Regulations, when preparing and cooking food. written confirmation is required to prove that hirers of accommodation appoint a named person who will be responsible for ensuring that the provisions of the Food Safety Act 1999 and the Health and Safety at Work Act 1974 are met. Please ensure that the relevant form for this is completed.
FRONT OF HOUSE
Visiting companies must make their own front of house arrangements including nominating a responsible person. St Cuthbert’s are not responsible for the sale of any tickets for any outside organisation.
FURNITURE AND FITTINGS
The furnishings and fittings must at no time be interfered with. Nothing is to be attached to chairs, pews, the gallery, walls, or pillars, without prior discussion agreement and permission from the Church Administrator or the duty Church Officer.
The lift may be used by outside hirers e.g. for the elderly or disabled to reach the upper floors, or for the serving of tea, coffee etc on the ground or second floors provided a Church Officer is in the building to supervise its use.
When special theatrical lighting has to be used this must be supplied by the hirer. When a major increase in electrical power is required which uses a different voltage, there is a separate circuit for this which has its own meter. When this circuit is activated the meter has to be read before and after use and a separate account raised. Users may wish to be present when the Church Officer reads the special meter. All necessary electric cables must be adequately protected and must be of sufficient capacity and in serviceable condition as must any subsidiary switchboards. All special lighting must be by standard flood or spot lamps mounted on removable bases or on gantries in the gallery, which must be properly padded.
LIQUIDS AND MATERIALS
No dangerous liquids, noxious substances or inflammable materials of any sort may be brought into the premises.
The organ and pianos may be used subject to our obtaining prior approval from the Director of Music for a named person. Users are responsible for the cost of any tuning additional to the church’s requirements.
PERFORMING RIGHTS SOCIETY ROYALTY CHARGE
Users of the church for musical performances must contact the Performing Rights Society, 3 Rothesay Place, Edinburgh EH3 7SL www.prsformusic.com or Tel. 0845 300 6033) informing them about the event, as a PRS License is required by law for public performances of music etc. PRS will then get in touch with you and send you a licence. Those performing plays etc should make their own arrangements with the holders of performing rights for payment of dues if appropriate.
Permanent and regular bookings, in particular for afternoon sessions, are welcomed provided they do not clash with the use of the premises by St Cuthbert’s own organisations.
PUBLIC ADDRESS SYSTEM
There is a sound system, which includes a loop system within the main church only. There are several radio microphones and a hand held microphone. You can request to use these for concerts or other large events, at no charge. However, you will be responsible for any damage to them. They are fragile and cost about £1,000 each!
PUBLIC LIABILITY INSURANCE
Hirers of the church should ensure that they have the necessary Public liability Insurance to cover the event for which the church is hired.
As well as the usual PRS royalty fee for a concert, a group wishing to record, or whoever is producing a recording on their behalf, requires a licence from the Mechanical Copyright Protection Society (020 8378 7500). Please discuss the details with the Society.
There is NO parking for vehicles for visiting groups in the Churchyard other than for “Blue Badge” holders. There is metered parking on King’s Stables Road and Castle Terrace and a multi-storey car park between King’s Stables Road and Castle Terrace. Deliveries of equipment can be made through the Churchyard from King’s Stables Road.
CONDITIONS OF LETTING
In these conditions: –
‘we’ means St Cuthbert’s Parish Church, Edinburgh and its Minister, Office Bearers or Kirk Session as representing the same. ‘you’ means the person or organisation specified in any written permission issued by or on behalf of the church in terms of the application overleaf. ‘the premises’ means St Cuthbert’s Church, Lothian Road, Edinburgh and its whole related premises there.