Who can book/hire a hall(s) for a Nikah or any other event at SWIC?

You can only apply to make a booking and will only be considered if you:

• agree to pay the deposit and all costs; and

• agree and understand that only dry food items, such as dates, cake, biscuits etc can be served in SWIC. Hirers cannot serve items such as curries, rice items, any food that may cause strong smells or any other food or drink that the Trustees consider is not acceptable as it may cause damage or nuisance to SWIC or its users

The above are subject to change without notice.

Booking procedure

• Bookings must only be made using the online SWIC hall(s) hire booking form. The hirer must submit the online booking form at least 30 calendar days before the intended booking date and when submitted does not imply acceptance of the booking. 

• The booking form must be completed fully, including providing the proof address (for example a recent utility bill).

• Bookings are granted based on the details provided by the hirer, availability of the hall(s), availability of Dr Fahim/approved imam to conduct the nikah (if applicable), resources and such other factors as SWIC deems appropriate in its sole opinion. Bookings may be refused at the sole discretion of the Trustees of SWIC who do not have to give any reason for refusing a booking.

• Provisional booking: if the booking is approved, the hirer will be informed by email as soon as possible. The booking will be considered provisional until the deposit and hire costs have been received in full. A provisional booking may be set aside if another hirer is able to make a confirmed booking.

• Confirmed booking: a provisional booking will only be confirmed once the hire costs and deposit have been received in full.

• Bookings may be cancelled if any details given are inaccurate, incomplete or misleading. 

• SWIC reserves the right to refuse or cancel any booking at any time, by way of example only and without limitation, those that:
• may present a threat to public discord;
• may promote or incite hatred or violence against others;
• may risk alienating SWIC’s beneficiaries or supporters;
• may bring SWIC into disrepute;
• may cause offence to other users or disrupt other activities of SWIC; 
• may breach any SWIC policy

• In the event of any variation of use by the hirer or failure to comply with the requirement of full disclosure, SWIC reserves the right to cancel the booking, which will still be liable to any retention of deposit.

Hire costs and payments

• Hire of the men’s hall, ladies hall and basement are available separately. There is a separate charge for each hall. For clarity, the hire of one hall does not mean that you or your guests can use any other hall/floors as otherwise the hirer will be charged for use of any other hall. 

• The costs payable to SWIC for the hall(s) hire are:

• £200 for the first two hours hire of EACH hall (the space to be agreed) and then £100 per hour after that. Minimum hire is 2 hours. Any part hour will be counted as a full hour.

• A deposit of £500. For example, for any damage or extra time the masjid is used.

• Other fees depending on your request. 

• £150 per hour if the hall(s) hired or other areas used are not cleaned and vacated by the end of the agreed time session.

If applicable – the cost payable to Dr Fahim/imam approved by SWIC:

• £300 – fee of Dr Fahim/imam if conducting an Islamic marriage. This is paid directly to Dr Fahim/the imam approved by SWIC. Note: This is not payable if the event is not a wedding.  

The above schedule of costs is subject to change without notice.

For the avoidance of any doubt, by way of clarification please note:

• that there is a separate charge for the men’s, ladies and basement halls. This means, for example, that if you book the men’s hall but on the day you or any of your guests use the basement and/or ladies hall as well then you will be charged for the basement and/or ladies hall hire too, the cost of which will be deducted from your deposit and/or invoiced separately.

Examples of charges payable: 

• if you book the men’s hall for 2 hours - then you will pay the hall hire fee of £200 and £500 as the deposit. This means that total fees payable at the time of a confirmed booking will be £700. If a nikah is to be conducted then an additional £300 is payable to the imam for conducting the Islamic marriage.  

• if you book the men’s hall and the basement for 3 hours and do not vacate and/or clean the hired hall(s) for extra 2 hour – then you will pay the halls hire fee of £600 and £500 as the deposit. This means that total fees payable at the time of a confirmed booking will be £1100. £300 will be deducted from the deposit for the extra 2 hours. If a nikah is to be conducted then an additional £300 is payable to the imam for conducting the Islamic marriage.  

Setting up and packing away must be done within the booked time, not before or after, so ensure you include time for this in the booked time as otherwise you will charged.

•  The SWIC lobby and common parts are not available for hire. No tables, stalls, banners, leaflets, publications, advertisements or other items can be placed or distributed there.

• SWIC will invoice for all hire charges and related costs. The total cost must be paid before a booking can be confirmed, at least 28 days before the date that has been booked.

• Payment can only be made by online bank transfer to SWIC’s bank account.

• Prices include SWIC’s basic tables and chairs, subject to availability. These must be requested in advance.

• The deposit will be returned to you by BACS transfer, less any penalty charges, no more than 21 working days after the date that has been booked. If the penalty charges exceed the amount of the deposit, you will be invoiced for the balance.

• Penalty charges: you will be charged for:
• damage to any SWIC property, equipment etc. 
• additional cleaning our support staff have to undertake which should have been done by the hirer.
• additional time due to finishing after the end time as agreed on the booking form.
• other costs incurred by SWIC as a result of any breach of contract by the hirer.

• Penalty charges will be deducted from the deposit. If the penalty charges exceed the amount of the deposit, you will be invoiced for the difference and must pay the difference within 14 working days failing which you will be liable to pay such additional penalty sums to compensate SWIC as the trustees decide from the date of demand until actual payment. Such compensation will be given by SWIC to such charitable cause as the Trustees determine.

• Due to the availability of our staff and/or commitments to other hirers, you are NOT permitted to finish after the agreed time.

Cancellation

• SWIC reserves the right at any time to cancel any booking if the facilities are for any reason rendered unfit for the intended use.

• SWIC reserves the right to cancel bookings that subsequently vary from what is agreed in the associated booking form or approved publicity materials.

• SWIC may at any time stop the use of the facilities on the day if they deem that the hirer has varied from what was agreed in the booking form or if they believe there has been or could be a breach of these T&C. 

• In the event of any cancellation or termination of the hire no liability shall fall upon SWIC, any trustee, officer or volunteer of SWIC, in respect of any loss sustained or expenses incurred by the hirer, or any other person, as result thereof.

• If the hirer cancels after the booking has been confirmed by SWIC, the hirer shall be liable to pay SWIC for any costs, expenses and losses incurred by SWIC. Depending on when the notice of cancellation is received, a percentage of the total charge will be retained by SWIC as follows:

• Cancellation after booking confirmation: 50% of the total cost

• Cancelation within 28 days of the booked date: 90% of the total cost

Refunds of charges, less any retention, will be made within 21 days of cancellation.

• Cancellations or terminations will only be accepted in writing, and deemed effective upon receipt by the Trustees of SWIC.

Food and Catering

• No food other than dry items such as dates, biscuits, cakes etc may be served. Hirers cannot/must not serve items such as curry’s, rice items, any food that may cause strong smells or any other food or drink that the Trustees consider is not acceptable as it may cause damage or nuisance to SWIC or its users. 

• If external caterers are appointed then the caterer must provide the following valid documents before event approval: Health & safety; Food & hygiene; and Public liability. These documents must be submitted in advance, and SWIC reserves the right to decline approval of any caterer at its discretion. SWIC is not obligated to provide reasons for withholding approval.

• The kitchen facilities are available strictly by prior arrangement. The hirer is responsible for ensuring the kitchen is cleaned and returned to its original condition within the booked time. Failure to comply will result in additional cleaning charges.

• The hirer must ensure that it and/or the caterer disposes of all food waste, drink containers, and other refuse responsibly; and uses sealed black dustbin bags for all waste and takes all waste away with them. They must not be placed in any SWIC bins. Failure to comply will result in additional charges.

• Any spillages must be cleaned immediately to maintain hygiene and safety standards. Failure to comply will result in additional charges.

• Under no circumstances should oil, grease, or other waste materials be poured down sinks or drains. Failure to comply will result in additional charges.

• The hirer must ensure proper disposal in accordance with environmental regulations. Failure to comply will result in additional charges.

Compliance and Liability

• The hirer is fully responsible for the conduct of their guests, caterer and any damages, additional cleaning, or breaches of these T&C. SWIC reserves the right to charge for any costs incurred due to non-compliance with these T&C.

Damage, Decoration and Advertising

• The hirer shall not cause or permit any person connected with the hiring to drive any nails, screws or other fixings into the walls, pillars, ceilings or floors or into any furniture or fittings, or permit to be done anything likely to cause damage to the building or any such furniture or fittings.

• The hirer shall repay to SWIC on demand, the cost of reinstating or replacing any part of the premises or any property, whatsoever, belonging to SWIC in or upon the premises, which shall be damaged, destroyed, stolen or removed during the period of hiring.

• The hirer shall not display and shall ensure that no other person displays any advertisements relating to the hiring by affixing the same to or utilising the support of a lamp-post, guard rail, electricity relay box or any other item of street furniture except with the prior written consent of the local council.

Ventilation in halls

• The halls in SWIC have a fresh air ventilation system that heats and cools. As with any mechanical system, it is possible that it may stop working. In such circumstances, SWIC will not be held liable.

• In hot weather, if the outside temperature exceeds 23°C, the system may not be able to bring the inside temperature down to preferred levels. In such circumstances, SWIC will not be held liable.

Electrical Installation

• All electrical equipment brought into the building shall comply with the Electricity at Work Regulations, 1989. SWIC disclaims all responsibility for all claims and costs arising out of such equipment that does not so comply.

• SWIC regularly tests lighting. Occasionally, light bulbs or light units may fail or develop a fault. In such circumstances, SWIC will not be held liable.

Amplified Sound and Music

• Hirers and organisers of activities in SWIC are responsible for ensuring that their noise levels do not disturb other activities within the building. 

• Please note that strictly no music, live or recorded, or any musical instruments are permitted in any part of SWIC irrespective of the type of activity.

Dress code

• SWIC is a religious building. Hirers should ensure that all guests are dressed modestly. Shorts are not allowed for either men or women. See through/revealing and low cut clothing is not permitted.

Health and Safety

• Hall hirers, guests and members of the public are obliged at all times to fully comply with SWIC Health & Safety Policy.

• It is illegal to smoke anywhere in SWIC. Vaping/E-cigarettes may not be used anywhere in SWIC.

• No candles or incense sticks may be used in SWIC.

• SWIC reserves the right to enforce special measures at any time, if required by any appropriate authority, including (but not limited to): social distancing, wearing face masks, additional cleanliness measures, lower limits on the number of users, or any other measure SWIC deems appropriate.

Respect for SWIC staff

• The hirer must ensure that it and his/her guests comply with any request/instructions given by SWIC, its staff, contractors and/or volunteers, as it is their responsibility to maintain the proper and safe running of SWIC for all users. SWIC has a zero abuse policy and reserves the right to stop any event if this is breached.

• No Permission to Film and/or Broadcast

• The hirer shall not film or broadcast at any time in any part of SWIC without the prior written consent of SWIC.

• For weddings, the designated areas for filming and photography are SWIC halls that have been hired and the entry and exit points. No other part of the building can be used.

Insurance

• SWIC has public liability insurance. If the hirer prefers to arrange additional cover SWIC has no objections.

• The hirer shall ensure that any contractor (including caterers) employed in relation to the booking, shall carry suitable and sufficient insurance relevant to the activity for which they are they are employed including appropriate Employers’ Liability Insurance.

Termination

• If for reasons beyond the control of SWIC it is necessary for SWIC to close all or part of the building or cancel any confirmed booking SWIC shall, unless the hirer has breached of any of these T&C, return the due proportion of the amount paid for the use of the hall and the hirer and other persons attending the booking shall have no further claim whatsoever against SWIC in respect of such termination of the Agreement.

• In any event and notwithstanding anything in these T&C, SWIC will not, under any circumstances, be liable to the hirer, its guests, employees, agents or contractors for any direct, consequential, special, or indirect loss, loss of business, profits or contracts or loss of reputation.

Miscellaneous

• The hirer shall and does hereby indemnify and hold harmless SWIC, its trustees, employees, contractors and volunteers against any claim, loss, damage, proceedings, settlement, costs or expenses howsoever arising, directly or indirectly, as a result of any breach or non-performance by the hirer of any of its obligations, undertakings or warranties as set out in these T&C.

• The hirer will comply with statutory requirements including without limitation to any Health and Safety legislation current at the date of the booking especially in respect of the operation of any equipment which is brought into SWIC and the preparation and serving of any food in SWIC.

• The hirer shall and shall ensure that at all times his/her guests comply with the policies and procedures of SWIC, including by way of example only and without limitation, the speaker policy, SWIC policies are available on its website.

• The hirer shall comply with SWIC’s fire and emergency procedures. If the evacuation warning is sounded, everyone should leave the building immediately, as directed by SWIC staff. No one should return inside until SWIC staff give permission for re-entry.

• No lewd or offensive behaviour or activities are permitted in SWIC.

• The hirer must and shall ensure that its guests, caterers and anyone else do not cause any disturbance to the other users of SWIC or neighbours of SWIC, for example, excessive noise, parking inappropriately etc.

• SWIC collects personal information when someone makes a booking, which we use to process the booking. We will not share the information for marketing purposes with anyone.

• The hirer bears the responsibility for any violation of these T&C by any guests, be they from the bride’s family and friends or the bridegroom’s family and friends or from any other guests.

• Notwithstanding any other provisions herein contained nothing in these T&C confers or purports to confer any right to enforce any of its terms pursuant to the Contracts (Rights of Third Parties) Act 1999 on any person who is not party hereto.

• Any confirmed booking and these T&C shall be governed by English Law and the parties hereby submit to the jurisdiction of the English Courts.

• Unless otherwise stated and as the context admits, SWIC means South Woodford Islamic Centre (which is operated and managed by Qur’ani Murkuz Trust, a charity registered in England and Wales), its trustees, employees, contractors and/or volunteers.