STANDARD CONDITIONS OF HIRE
Age of The Hirer, not being a person under 18 years of age, hereby accepts responsibility for being in charge of and responsible for ensuring that all conditions, under this Agreement, relating to management and supervision of the premises are met.
Supervision
The Hirer shall, during the period of the hiring, be responsible for the supervision of the premises, the fabric and the contents; their care, safety from damage however slight or change of any sort; and the behaviour of all persons using the Centre whatever their
capacity.
Use Of The Community Centre
The Hirer shall not use the Centre for any purpose other than that described in the Hiring Agreement and shall not sub-hire or use the premises or allow the premises to be used for any unlawful or unsuitable purpose or in any unlawful way.
The Hirer shall not do anything or bring onto the premises anything which may endanger the same or render invalid any insurance policies in respect thereof.
The Centre has no telephone handset so you are advised to bring a fully charged mobile telephone to use in case of emergency.
Insurance and Indemnity
The interior of the Centre is insured against third party risks, but equipment of any
description brought onto the premises by hirers, including bouncy castles, or by persons attending their functions, is not so covered. Hirers must obtain insurance against such third party risks before the date of the hiring. The HCA reserves the right to see written evidence that such cover has been obtained.
a) The Hirer shall be liable for the cost of repair of any damage (including accidental and malicious damage) done to any part of the premises including the curtilage thereof or the contents of the premises.
b) The Hirer shall be responsible for making arrangements to insure against any third party claims which lie against him or her whilst using the Centre.
Gaming, Betting and Lotteries
The Hirer shall ensure that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries.
Licences
The Hirer is responsible for obtaining a TEN licence (if applicable). The Building Manager will advise the Hirer on requirements re. licensing at the time of booking. The Hirer shall retain a copy and display a copy at the Centre at the time of their event.
The Hirer is to ensure that:-
A No one under the age of 18 consumes alcohol
B Any person becoming unruly/incapable through alcohol consumption is removed from the Centre.
C No nuisance is caused to local residents.
The HCA has a limited number of TEN licences each year. The Hirer must check with the Building Manager, if he/she requires a TEN
Children
The Hirer shall ensure that any activities for children under eight years of age comply with the provisions of the Childcare Act 2006 and the Safeguarding Vulnerable Groups Act 2006 and only fit and proper persons who have passed the appropriate Criminal Records Bureau checks should have access. A copy of their DBS check and Child Protection Policy shall be provided on request
Public Safety Compliance
The Hirer shall comply with all approved HCA Policies and Procedures and related documents.
If the Hirer for any reason considers that the risk assessments or conditions documentation requires any amendment to reflect the Hirers proposed use of the Premises the Hirer must make the HCA aware and provide the HCA details in writing of the required amendments
The Hirer acknowledges that he/she is familiar with the following:
• Fire evacuation procedures, routes, and assembly point
• Location of relevant equipment
• Location of first aid kit
• Location of the accident reporting book
Fire
The Fire Service shall be called to any outbreak of fire, however slight, and details shall be given to the Building Manager.
(a) The Hirer acknowledges that he/she has received instruction in the following matters:
• Centre. •
•
•
•
(b)
The action to be taken in event of fire. This includes calling the Fire Brigade and evacuating the
The location and use of fire equipment.
Escape routes and the need to keep them clear of obstruction Appreciation of the importance of closing all fire doors at the time of a fire. Location of the First Aid box.
In advance of any activity whether regulated entertainment or not the Hirer shall check the following items:
•
• evacuation.
• That any fire doors are not wedged open.
• That there are no obvious fire hazards on the premises.
That all fire exits are unlocked.
That all escape routes are free of obstruction and can be safely used for instant free
Noise
Hirers and organisers of events at the Havenstreet Community Centre are responsible for ensuring that the noise level of their function(s) is such that it does not cause interference with other activities within the building or inconvenience for occupiers of nearby premises”
and
! “The Hirer shall ensure that the minimum of noise is made on arrival and departure,
late at night and early in the morning”
and
! “The HCA reserve the right to stop an event or reduce its noise impact (e.g. through
of music systems) if unacceptable disturbance is being caused”
particularly disabling
Alcohol And Supply Of Illegal Drugs
No illegal drugs may be brought onto the premises. Drunk and disorderly behaviour shall not be permitted either on the premises or in its immediate vicinity.
Health And Hygiene
The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations.
If the Hirer wishes to use caterers on the Premises during the event the Hirer must ensure that the caterers comply with all health and hygiene legislations and regulations.
Electrical Appliance Safety
The Hirer shall ensure that any electrical appliances brought by them to the premises and used there shall be safe, in good working order (PAT tested), and used in a safe manner in accordance with the Electricity at Work Regulations 1989
The Hirer should be aware of the following:
• the HCA does not accept any responsibility should any such appliance activate the
systems that protect the Centre’s power supply. Any damage done to the Centre’s
electrical supply system is covered under section below.
• the HCA will not accept any responsibility for any inconvenience or loss, including consequential loss, that may occur due to a power failure caused by the above clause or by the power company supplying the Centre in the form of a general #power cut$.
Stored Equipment
Property of any description may not be stored at the Centre and the HCA accepts no
responsibility for any property brought on to or left at the premises, and all liability for loss or damage is hereby excluded.
Smoking
There is no smoking in the Centre and within the grounds surrounding the Centre
Accidents And Dangerous Occurrences
Any failure of equipment belonging to the Centre or brought in by the Hirer must also be reported as soon as possible.
The Hirer must report all accidents involving injury to the Building Manager or a General Committee member immediately and complete the relevant section in the Centre’s accident book.
The Hirer shall ensure that:
(a) Highly flammable substances are not brought into, or used in any part of the Centre
(b) No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall
be erected without the consent of the Building Manager. No decorations are to be put up near light fittings or heaters.
Heating
Heating is available, according to need, and the Building Manager will explain the Centre’s operating instructions, which must be complied with. The Hirer must not bring onto the
premises any heating appliances that are operated with liquid paraffin gas, calor or butane gas.
Animals
No animals (including birds) except guide dogs are to be brought into the Centre, other than for an event agreed to by the HCA. No animals whatsoever are to enter the kitchen at any time.
Fly Posting
The Hirer shall not carry out or permit fly posting or any other form of unauthorised advertisements for any event taking place at the premises.
Sale Of Goods
The Hirer shall, if selling goods on the premises, comply with any code of practice used in connection with such sales.
Data Protection
Personal data supplied on the Booking Form will be held on computer and will be used in accordance with the Data Protection Act 1998 for statistical analysis, management, planning and in the provision of services by the HCA. The Hirer$s data will not be used for any
marketing purposes.
Cancellation
If the Hirer wishes to cancel the booking less than 7 days before the date of the event and the HCA is unable to arrange a replacement booking, the question of the payment or the repayment of the fee shall be at the discretion of the HCA
The HCA reserves the right to cancel any hiring by written notice to the Hirer in the event of: the premises being required for use as a Polling Station for a Parliamentary or Local Government election or By-election.
If the HCA reasonably consider that
(i) such hiring will lead to a breach of any legal or statutory requirements,
(ii) unlawful or unsuitable activities will take place at the premises as a result of this hiring.
(iii) the Centre becomes unfit for the use intended by the Hirer.
(iv) the Centre becoming necessary to deal with an emergency in the village.
In any such case the Hirer shall be entitled to a refund of any deposit already paid, but the Centre shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.
End Of Hire
• The Hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy condition. As the Havenstreet Community Centre does not have any kind of waste collected/taken by waste collection companies. All hirers are to ensure that all waste generated (food/general/recycled), is bagged up and taken off site!
• The Hirer cannot leave until the Centre is properly locked and secured unless directed otherwise and any contents temporarily removed from their usual positions properly
replaced, otherwise the HCA shall be at liberty to make an additional charge.
• A HCA General Committee member, the Building Manager or any other person acting on the instructions of the HCA has authority to close the Centre at the end of the booking time. It is the responsibility of the Hirer to ensure all persons vacate the Centre by that time.
• Kitchen equipment must be cleaned and replaced in the cupboards provided.
• All breakages or damages must be reported to the Building Manager immediately.
• A charge of £50 will be made if it had not been possible to lock up at the agreed time because the
Centre has not been vacated, tidied and in an acceptably clean state.
• Further charges may be made for extra cleaning required or any damage caused.
• No alterations or additions may be made to the premises nor may any fixtures be installed or placards, decorations or other articles be attached in any way to any part of the premises without the prior written approval of the Building Manager. Any alteration, fixture or fitting or attachment so approved shall at the discretion of the HCA remain in the premises at the end of the hiring. It will become the property of the HCA unless removed by the Hirer who must make good to the satisfaction of the HCA any damage caused to the premises by such removal.
No Rights
The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.
Property
Tables and chairs are available free of charge to Hirer. These are not to be taken outside of the Centre. It is the responsibility of The Hirer to set out the items required and to return them on completion to their original stored position in a clean condition.
Complaints
The Hirer shall notify the Building Manager of any complaint relating to the hire of the Centre in writing within 14 days of the hire date.
Standard conditions of hire