TERMS AND CONDITIONS OF HIRE
Throughout these Conditions of Hire the Longhoughton Community and Sports Centre Trust is defined as “The Trust”.
1. Age of Hirer
The Hirer must be a minimum of 18 years old.
The Hirer shall, during the period of the hiring, be responsible for: 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 premises whatever their capacity, including proper supervision of car parking arrangements so as to avoid obstruction of the highway or neighbouring driveways. As directed by the Bookings Secretary, the Hirer shall make good or pay for all damage (including accidental damage) to the premises or to the fixtures, fittings or contents and for loss of contents.
2 Use of Premises:
The Hirer shall not use the premises 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 purpose or in any unlawful way nor do anything or bring onto the premises anything which may endanger the premises or public.
3 Public Safety Compliance:
The Hirer shall comply with all conditions and regulations made in respect of the premises by the Local Authority, the Licensing Authority, The Trust’s Fire Risk Assessment or otherwise, particularly in connection with any event which constitutes regulated entertainment, at which alcohol is sold or provided or which is attended by children. The hirer shall also comply with The Trust’s Health and Safety policy. A copy of the Health and Safety policy is on display at the Centre.
4 Premises Licence
The Trust has a premises Licence authorising the following regulated entertainment and licensable Activities which are restricted to the times indicated. Only those activities for which a licence is held will be permitted.
Activity Licensed Times for which it is Licensed
a) the performance of plays Yes 10.00 – 23.00 – All Year
b) the exhibition of films Yes 10.00 – 23.00 – All year
c) indoor sporting events Yes 10.00 – 23.00 – All Year
d) boxing or wrestling entertainment No
e) the performance of live music Yes 10.00 – 23.00 – All Year
f) the playing of recorded music Yes 10.00 – 23.00 – All Year
g) the performance of dance Yes 10.00 – 23.00 – All Year
f) entertainment similar to a,b,c,e,f,& g above Yes 10.00 – 23.00 – All Year
g) the Provision of hot food/drink after 11.00pm No
h) the supply of alcohol Yes 17.00 – 23.00 Monday to Friday
12.00 – 23.00 Saturday and Sunday
5 The Sale of Alcohol
The premises are licensed for the sale of alcohol during the hours shown at 4(h) above. The Trustees are jointly responsible for the sale of alcohol under the Licensing Act 2003. The hirer may apply to The Trust for an agreement to sell alcohol during the licensed hours. If the request is agreed a fee of £20 will be payable. The granting of an agreement to sell alcohol is at the discretion of The Trust.
6 Licence for the Playing and Recording of Music
The Hall is licensed by The Trust for the playing and recording of music with the Performing Rights Society and the Phonographic Performance Ltd.
7 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.
8 Public Safety Compliance
The Hirer shall comply with all conditions and regulations made in respect to the premises by the Fire Authority, the Local Magistrates’ Court or otherwise, particularly in connection with any event which includes public dancing or music or other public entertainment or stage plays.
9 Health and Hygiene
The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations.
10 Electrical Safety and Portable Appliances
The Hirer shall ensure that any mains electrical appliances brought by them to the premises and used there shall be safe, in good working order, used in a safe manner in accordance with the Electricity at Work Regulations 1989 and must be correctly tested for electrical safety.
The Hirer shall ensure that no unauthorised portable appliances shall be used on the premises when open to the public without the consent of The Trust. Portable Liquefied Propane Gas (LPG) heating appliances must not be used.
11 Outbreak of Fire
The Fire Brigade shall be called to any outbreak of fire, however slight, and details given to Bookings Secretary.
The Hirer shall be liable for:
(a) the cost of repair of any damage (including accidental or malicious damage) done to any part of the premises including the grounds thereof or the contents of the premises .
(b) all claims, losses, damages and costs made against or incurred by The Trust, their employees, agents or invitees in respect of damage of loss of property or injury to persons arising as a result of the use of the premises (including the storage of equipment) by the Hirer.
(c) all claims, losses, damages and costs made against or incurred by The Trust by their employees, volunteers, agents or invitees as a result of any nuisance caused to a third party as a result of the use of the premises by the Hirer, and subject to sub-clause (b), the Hirer shall indemnify and keep indemnified accordingly each member of The Trust and employees, volunteers, agents and invitees against such liability.
13 Accidents and Dangerous Occurrences
The Hirer must report all accidents involving injury to the public to the Bookings Secretary of The Trust as soon as possible, and complete the relevant section in the Centre’s accident book. Any failure of equipment either belonging to The Trust or brought in by the Hirer must also be reported as soon as possible. Certain types of accidents or injury must be reported on a special form to the local authority. The Trust’s Bookings Secretary will give assistance in completing this form. This is in accordance with the reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995.
The Hirer shall ensure that no animals except guide dogs are brought into the premises other than for a special event agreed by The Trust. No animals whatsoever are to enter the kitchen at any time.
15 Compliance with The Children Act 1989
The Hirer shall ensure that any activities for children under eight years of age comply with the provisions of The Children Act of 1989 and that only fit and proper persons who have passed the appropriate Disclosure and Barring Service (DBS) checks have access to the children (checks may also apply may also apply where children over eight and vulnerable adults are taking part in the activities). The hirer shall provide the Bookings Secretary with a copy of their Child and Vulnerable Adults Protection Policy on request.
16 Fly Posting
The Hirer shall not carry out or permit fly posting or any other form of unauthorised advertising for any event taking place at the premises, and shall indemnify and keep indemnified each member of The Trust accordingly against all actions, claims and proceedings arising from any breach of this condition. Failure to observe this condition may lead to prosecution by the local authority.
17 Sale of Goods
The hirer shall, if selling goods on the premises, comply with the Fair Trading Laws and Code of Practice used in connection with such sales. In particular, shall ensure that the total prices of all goods and services are predominantly displayed, as shall be the organisers name and address and that any discount offered are based only on the Manufacturers’ Recommended Retail Prices.
If the Hirer wishes to cancel the booking before the date of the event and The Trust is unable to conclude a replacement booking, the question of the payment or repayment of the fee shall be at the discretion of The Trust. The Trust reserves the right to cancel a hiring by written notice to the Hirer in the event of:
(a) the premises becoming unfit for the use intended by the hirer
(b) The Trust reasonably considering that (i) such hiring leading to a breach in the licence condition, if applicable, or other legal or statutory requirements, or (ii) unlawful or unsuitable activities will take place at the premises as a result of the hiring.
In any such case the Hirer shall be entitled to a refund on any fee or deposit paid, but The Trust shall not be liable to the hirer for any resulting direct or indirect loss or damage whatsoever.
19 End of Hire
The Hirer shall be responsible for leaving the premises including the toilets and washrooms and surrounding area in a clean and tidy condition, properly locked and secured unless directed otherwise and any contents temporarily removed from their usual positions properly replaced, otherwise The Trust shall be at liberty to make an additional charge determined by the cost of restoration. Any keys issued to the hirer must be returned unless the hirer is continuing with hiring the facilities. If keys are not returned the Trust reserves the right to charge the hirer for replacement of the keys of £6 for each key.
20 Payment of the Hire Charges
An invoice will be issued to the hirer bearing the charges for hire. The invoice is due for payment on issue. The Trust reserves the right to charge interest in the event of late payment.
The Trust provides public liability insurance cover for all social, educational and sporting events at the Centre provided the hirer complies with the Conditions of Hire and the Guidance Notes for Hirers. The Trust’s public liability insurance does not cover commercial hirers (profit making hirers) and for these hirers The Trust requires proof of their own Public Liability insurance prior to the hire commencing.
The Hirer shall ensure that the minimum of noise is made on arrival and departure, particularly late at night and early in the morning.
23 Stored Equipment
The Trust accepts no responsibility for any stored equipment or other property brought on to or left at the premises, and all liability for loss or damage is hereby excluded. All equipment and other property (other than stored equipment) must be removed at the end of each hiring or fees will be charged for each day or part of a day at the hire fee per hiring until the same is removed.
Regular users wishing to store equipment at the Community and Sports Centre must obtain the permission of the Management Committee but this is at their own risk.
The Trust may, at its discretion in any of the following circumstances, namely-
(a) in respect of stored equipment failure by the hirer either to pay any storage charges due and payable or to remove the same within 7 days after the agreed storage period has ended;
(b) in respect of any property brought onto the premises for the purpose of the hiring, failure by the hirer to remove the same within 7 days after the hiring dispose of any items by sale or otherwise on such terms and conditions as it thinks fit, and charge the Hirer any costs incurred in storing and selling or otherwise disposing of the same.
24 No alterations
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 Trust. Any alterations, fixtures or fittings or attachments so approved shall at the discretion of The Trust remain in the premises at the end of the hiring and become the property of The Trust or removed by the Hirer who must make good to the satisfaction of The Trust any damage caused to the premises by such removal.
25 No rights
The hiring agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.
The hirer shall ensure compliance by all occupants with no smoking in public places provisions of the Health Act 2006. The designed place for smoking is outside around the corner to the right of the main door where a wall receptacle is provided for cigarette butts.
27 Permitted Number of People.
The permitted number of people in the Community and Sports Centre shall not exceed the following number:
Seated theatre style – 130
Part standing and part seated – 115
Seated for Reception – 75
Meeting Room 1
Seated around a central tables – 18 plus 16 around the sides.
Meeting Room 2
Seated around a central table -10
28 Function Room.
No Ball Games: The Function Room is designed for multi-function use with suspended lighting equipment. Consequently this hall is not suitable for ball games with the exception of table tennis, pool, snooker and low activity soft ball games.
29 Data Protection
The Trust has a policy on Data Protection and its compliance with the General Data Protection Regulations. A copy of the policy is on display on the Hirers noticeboard in the Community Centre and a copy can be obtained from the Secretary on email firstname.lastname@example.org
The Policy contains the following Privacy statement in relation to our use of personal data:
Longhoughton Community and Sports Centre Trust uses personal data for the purposes of managing the Community and Sports Centre, its bookings, sports activities, finances, fundraising, running and marketing events at the Centre and its fundraising activities. Data may be retained for up to 7 years for accounts purposes and for longer where required e.g. by the Centre’s insurers. If you would like to find out more about how we use your personal data or want to see a copy of information about you that we hold, please contact the Community and Sports Centre Secretary on email: email@example.com
If you think we have failed to provide a satisfactory standard of service, please let us know. Your complaint may be about the quality of the facilities, safety of the users, the handling of a particular situation or issue, the handling of personal data, or any other matter. We are committed to equal opportunities and take complaints about discrimination very seriously. The Trust has a Complaints Procedure and a copy can be found on the Hirers Noticeboard. There is a Complaints Form for you to set out details of your complaint. A copy of the Form can be requested from the Trust’s web site http://www.longhoughtoncommunitycentre.org/contact or by email request from the Secretary on email firstname.lastname@example.org. Some forms are also available in the Complaints Policy envelope on the Hirer’s Notice Board.
31 Instructions to Hirers on the use of the Community and Sports Centre
Actions in the event of a Fire:
(a) The action to be taken in event of fire. This includes calling the Fire Brigade and evacuating the community building/STP
(b) The location and use of fire equipment, escape routes and the need to keep them clear.
(c) Method of operation of escape door fastenings.
(d) Appreciation of the importance of any fire doors and of closing all fire doors at the time of a fire.
In advance of an entertainment or play the Hirer shall check the following items.
(e) That all fire exits are unlocked and in good working order.
(f) That all escape routes are free of obstruction and can be safely used.
(g) That any fire doors are not wedged open. That exit signs are illuminated.
(h) That there is no obvious fire hazards on the premises.
During the hire period the Hirer must ensure the following conditions apply:
(i) Explosives and flammable substances are not brought into the facilities.
(j) No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall be erected.
(k) No decorations are to be put up near light fittings or heaters.
(l) Avoid disturbing neighbours around the Community and Sports Centre and avoid violent or criminal behaviour, avoid excessive consumption of alcohol.
(m) No animals except guide dogs are brought into the premises, other than by prior written agreement.
(n) The Hirer shall ensure that the minimum of noise is made on arrival and departure particularly late at night or early morning (see item 22).
32 Guidance Notes for Hirers
Guidance notes for each hirer giving important information about the Centre and practical guidance will be issued to all hirers by email and are available on the Hirer’s Notice Board.
ADDITIONAL CONDITIONS OF HIRE FOR THE ASTRO TURF PITCH AND TURF PITCHES
33 Entrance & Exit To/From Changing Rooms.
Users of the sports changing facilities must enter and exit by the external door at the western end of the changing rooms’ corridor and must not use the connecting door between the wet area and the community building excepting in an emergency evacuation
34 Football Boots
Football boots are not allowed in any part of the Community and Sports Centre building at any time other than in the changing rooms and the changing rooms corridor.
35 No food, drink or cigarettes are permitted to be taken onto the Astro Turf Pitch. No traditional football boots or spiked footware are allowed; clean trainers or moulded boots only on the Astro Turf surface.
36 In the event that the floodlights fail, strictly no admittance is permitted to the hirer to the plant room/power tower/floodlighting pylons. A member of The Trust must be notified by using the telephone number displayed in the Astro Turf Pitch or on the main door or external noticeboard.
37 Admittance to the community building is only permitted under the direct supervision of the Astro Turf Pitch hirer i.e. access to changing rooms and their toilets is permitted only when supervised by an over 18 accepting hirer’s responsibility
38 Hire of the Astro Turf Pitch does not confer any rights of access to the community building other than the defined wet area comprising the changing rooms.
39 The use of swear words and inappropriate language is not allowed at the Centre. Perpetrators will be asked to leave the site and if this issue persists the hirer will not be allowed to use the Centre.