This policy provides guidance on how the council’s community spaces venues will be let on an ad hoc, short, medium and long term basis.
Purpose
Our approach for the letting of community spaces is to provide community focused facilities, that are affordable and accessible to the local community, support community cohesion and resident involvement and engagement. This approach will be consistent across all of our community spaces for hire.
Enfield Council have a large number of community spaces spread across the whole of Enfield, and this policy will apply to all venues managed by the community spaces team.
Definitions of hire
Community and resident associations
Registered tenant and residents (TRA) associations may use a community hall within their area for 2 hours per month for TRA related meetings free of charge. A discounted rate to TRAs can be offered for activities such as fun days, this would be equal to the charitable rate.
Ad hoc and single bookings
This type of booking would be for a one-off event, for example a party or residents' meeting. This booking would not generate a long-term agreement and the payment would be for the period requested only.
Medium term lets
This type of booking would be for a minimum of a week up to 6 weeks, such as a youth club or where there are community events. The charges for this usage will be determined on whether the organisation is of charitable or commercial status.
Long term lets
This would be for periods of in excess of 6 weeks but no longer than 6 months, and the organisation would not have exclusive use of the hall. This could include use of all or part of the hall(s) for a fixed number of hours or days per week. The hall would be available to let to other groups during this agreement period.
Exclusive use
Enfield Council will not allow groups to have exclusive use of a community hall unless there is a clear business need to the organisation, and it is demonstrated the demand for the hall is low. Any such application and agreement will only be authorised by a director and the agreement would be subject to review.
The policy
Encouraged uses of community spaces
Enfield Council encourages and supports residents, charities, groups and organisations who wish to use local halls and venues for peaceful and lawful activities, such as parties, celebrations, community activity, meetings and exercise classes.
Activities and events not permitted
Enfield Council will not accept bookings for events which are from organisations of a political or extreme ideological nature for the purpose of pursuing that agenda.
The premises are not to be used to promote the views of any political party or group, nor for the raising of funds for any political party or group. Enfield Council reserves the right to refuse hire if the proposed event is political in nature.
Events that are potentially controversial or may attract campaigning or protests, or could be seen by some members of the wider community as offensive or with the potential to cause community tension, will be reviewed in closer scrutiny by a council appointed Safety Advisory Group (SAG). Their decision will determine if the considered event can go ahead or not.
Where events are not permitted, feedback from the SAG will be reflected when the council’s decision is conveyed to the applicant.
Application to use a community hall
Enfield Council will only accept written applications to hire community spaces and all forms should be completed honestly and in full. Identification documents and proof of address will be required before the booking is allowed to go ahead.
Enfield Council reserve the right to ask for additional information about events and bookings in order to fully process the application. Applications may be rejected if not enough information is provided.
Deposit
A deposit will be required to be paid for one-off hires and will also be required for longer term bookings when they first apply to hire a community space. The need for a deposit for longer term bookings is open to officer discretion based on the hirers good payment or no damage history.
Complaints and appeals
These should be made in writing and addressed to the Community Spaces Manager via halls4all@enfield.gov.uk.
Charges
To support and maximise the usage of our community halls and to encourage the local community to use the facilities, Enfield Council has 4 rates of charges for the halls, and one category of use that are free of charge:
- Free of charge for 2 hours per month for tenants and residents associations, and local councillors for their community surgeries. A discounted rate will be offered if the hall is required for activities such as fun days.
- Private and commercial hire rate (any non-charitable event)
- Charitable rate and not for profit – to qualify for this rate, the organisation must be registered with the Charity Commission or able to demonstrate through accounting records that they are a not-for-profit group
- Enfield tenant or in-situ leaseholder rate
- Enfield resident rate
Hire rates are subject to annual review and are published on our community halls and venues for hire page.
Payment of community spaces hire for ad-hoc, short and long term hires
Ad-hoc – Payment of the hall hire to be made in full, 2 weeks prior to the usage following validation of documentation.
Short term – Payment of the hall hire to be made in full 2 weeks prior to the initial usage following validation of documentation.
Long term – Payment to be made in equal monthly instalments calculated on term of use. Payments to be made one month in advance. No additional agreement will be entered into if monies remain outstanding.
Non-payment or arrears
For single or ad hoc bookings, if payment of the hall is not received prior to the date of hire, the booking will not be valid and therefore would be cancelled.
If long-term user fails to pay an invoice an escalation process will be instigated, which will provide an opportunity to make a payment. Where there continues to be delays in paying invoices or no payment is received for the invoice period for hall usage, the Community Spaces Manager will authorise the termination of the agreement. No further hire to the user will be enabled.
Monitoring delivery
This policy will be monitored by the Community Spaces Manager to ensure the policy is applied consistently for all users and community spaces. The income received from the hire of community spaces will be monitored monthly to ensure that we maximise the usage of each space, and that this income is used to maintain high standards for all community spaces.
Review
This policy will be reviewed every 3 years.
Policy details
Date of policy – July 2024