Conditions of Hire
Standard Conditions of Hire for Feering Community Centre
Revised August 2012
For the purposes of these conditions the term HIRER shall mean an individual hirer or where there is an organisation, the authorised representative. THE ASSOCIATION shall mean FEERING COMMUNITY ASSOCIATION. Centre shall mean FEERING COMMUNITY CENTRE.
If THE HIRER is in any doubt as to the meaning of any of the following, please contact the administrator.
1 ACCESS TO CENTRE - Smoking is not permitted in any part of the building. The hirer should ensure that anyone wishing to smoke does so outside the building and disposes of cigarette ends, matches etc in a tidy and responsible manner.
The Main door and rooms for use will be unlocked and locked by the caretaker who will re-set the alarms as necessary.
The Exit doors at the end of the Main Hall MUST not be used for access. THEY ARE FOR EMERGENCY USE ONLY.
The hire is limited to the HALL/ROOM which has been hired with permitted use of the Kitchen [which maybe shared]. The foyer is for access only as it is a FIRE EXIT.
THE HIRER will, 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. There is to be strictly no parking along the yellow lines adjacent to the building or outside the school. There should be a responsible adult in charge at all times with persons under the age of 16. As directed by the Administrator, 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.
3 USE OF PREMISES - Please note there is no pay phone on the premises.
THE HIRER shall not use the premises for any purpose other than that described in the booking form 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 same or render invalid any insurance policies in respect thereof
The Association accepts no responsibility for damage or theft of property brought onto the premises or into the car park. All equipment brought into the centre must be taken away at the end of the period of hire
The Association shall not be liable to THE HIRER for any loss, damage or injury whatsoever in the event of the Centre or any part thereof, being used for any purpose other than that for which it was hired.
There is a baby changing area available and it is essential that all soiled nappies etc. are securely wrapped and placed in the bin provided and removed from the premises after the hire.
THE HIRER shall ensure that no drinks glasses are taken outside the building and that ALL EMPTY BOTTLES are taken away from the premises for disposal.
THE HIRER must not affix any item to the walls, windows etc. without permission. Drawing pins and sellotape must not be used as they damage painted and wooden surfaces. Notices for Affiliated groups may be displayed on the notice board in the foyer. All fabric hung in the centre must be FIRE PROOFED in accordance with official regulations.
The Centre has a Licence from the Performing Rights Society; some costs may be passed to THE HIRER if applicable. Discos, Bands etc must hold their own Licence. All other information pertaining to the Premises Licence is available on page 2 of the Booking Form
5 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.
6 PUBLIC SAFETY COMPLIANCE
THE HIRER shall comply with all conditions and regulations made in respect of the premises by the fire authority, Local Authority, Licensing Authority or otherwise, particularly in connection with any event which includes public dancing or music or other similar public entertainment or stage play, at which alcohol is sold or provided or which is attended by children.
The Main Hall capacity is no more than 150 for dancing
The Oak Room is licensed for 50
The Acorn Room is licensed for 30
a) The Hirer acknowledges that they have received instruction in the following matters:
- The action to be taken in event of fire. This includes calling the Fire Brigade and evacuating the hall.
- The location and use of fire equipment. Escape routes and the need to keep them clear.
- Method of operation of escape door fastenings.
- Appreciation of the importance of any fire doors and of closing all fire doors at the time of a fire.
(b) In advance of an entertainment or play the Hirer shall check the following items:
- That all fire exits are unlocked and panic bolts in good working order.
- That all escape routes are free of obstruction and can be safely used.
- That any fire doors are not wedged open.
- That exit signs are illuminated.
- That there is no obvious fire hazards on the premises.
7 Means of Escape
(a) All means of exit from the premises must be kept free from obstruction and immediately available for instant free public exit.
(b) The emergency lighting supply illuminating all exit signs and routes is operated by an automatic mains failure switching device.
8 Outbreaks of Fire
The Fire Brigade shall be called to any outbreak of fire, however slight, and details thereof shall be given to the secretary of the management committee.
9 Health and Hygiene
The Hirershall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations. In particular dairy products, vegetables and meat on the premises must be refrigerated and stored in compliance with the Food Temperature Regulations. The premises areprovided with a refrigerator but not a fridge thermometer. Also
a) Non-kitchen items shall not be taken into the kitchen
b) Kitchen equipment to be left in a clean condition at the end of the hire.
The Kitchen door is a fire door and shall be kept closed; it must not be propped open.
10 ELECTRICAL APPLIANCE SAFETY
THE HIRER shall ensure that any electrical appliances brought on to the premises and used there shall be safe and in good working order, and used in a safe manner in accordance with the Electricity at Work Regulations 1989. [Where a residual circuit breaker is provided under terms of the Public Entertainments Licence the hirer must make use of it in the interests of public safety.] The appliance should also have been PATS tested and passed safe within the last 12 months by a NICEIC approved contractor.
THE HIRER shall indemnify the committee for the cost of repair of any damage done to any part of the property, including the curtilage thereof or the contents of the building which may occur during the period of the hiring as a result of the hiring. THE HIRER shall be responsible for making arrangements to insure against any third party claims which may lie against him or her [or the organisation if acting as a representative] whilst using the Community Centre. The Community Centre is insured against any claims arising out of its own negligence.
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THE HIRER shall note that any equipment brought into the Centre or stored at the Centre is the responsibility of the HIRER and is therefore not covered for insurance purposes by the Community Association.
12 ACCIDENTS AND DANGEROUS OCCURENCES.
THE HIRER must report all accidents involving injury to the public or members of the committee or staff to the Administrator as soon as possible and complete the relevant section in the Village Hall Accident Book. Any failure of equipment either that belonging to the hall or brought in by the hirer must also be reported as soon as possible. Certain types of accident or injury must be reported on a special form to the Local Authority. This is in accordance with the Executive Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995.
THE HIRER is responsible for providing FIRST AID cover and equipment.
13 Explosives and Flammable Substances
The hirer shall ensure that:
(a) Highly flammable substances are not brought into, or used in any part of the premises and that
(b) No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall be erected without the consent of the management committee. No decorations are to be put up near light fittings or heaters.
The Hirer shall ensure that no unauthorised heating appliances shall be used on the premises when open to the public without the consent of the management committee. Portable Liquefied Propane Gas (LPG) heating appliances shall not be used.
15 Drunk and Disorderly Behaviour and Supply of Illegal Drugs
The Hirer shall ensure that in order to avoid disturbing neighbours to the hall and avoid violent or criminal behaviour; care shall be taken to avoid excessive consumption of alcohol. Drunk and disorderly behaviour shall not be permitted either on the premises or in its immediate vicinity. Alcohol shall not be served to any person suspected of being drunk nor to any person suspected of being under the age of 18. Any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way shall be asked to leave the premises. No illegal drugs may be brought onto the premises.
THE HIRER shall ensure that no animals [including birds] except guide dogs are brought into the centre other than for a special event agreed to by the administrator and NO animals whatsoever are to enter the kitchen at any time.
17 COMPLIANCE WITH THE CHILDREN ACT
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 have access to the children.
18 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 Centre and shall indemnify the Committee accordingly against all action, claims and proceedings arising from any breach of this condition. Failure to observe this condition may lead to prosecution by the Local Authority.
19 SALE OF GOODS
THE HIRER shall, if selling goods on the premises, comply with Fair Trading Laws and any code of practice used in connection with such sales. In particular the HIRER shall ensure that the total prices of all goods and services are prominently displayed, as shall be the organiser’s name and address and that any discounts offered are based only on Manufacturers’ Recommended Retail Prices.
Ifthe Hirer wishes to cancel the booking before the date of the event and the Committee is unable to conclude a replacement booking, the question of the payment or the repayment of the fee shall be at the discretion of the Management Committee. FCA Management Committee reserves the right to cancel this hiring by written notice to the Hirer in the event of:
(a) the premises (or part thereof being required for use as a Polling Station for a Parliamentary or Local Government election or by-election
(b) the management committee reasonably considering that (i) such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements, or (ii) unlawful or unsuitable activities will take place at the premises as a result of this hiring
(c) the premises becoming unfit for the use intended by the Hirer
(d) an emergency requiring use of the premises as a shelter for the victims of flooding, snowstorm, fire,
explosion or those at risk of these or similar disasters.
In any such case the Hirer shall be entitled to a refund of any deposit already paid, but the Village Hall shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.
21 REFUSAL OF BOOKING
THE ASSOCIATION reserves the right to refuse a booking without notice or to cancel this hiring agreement at any time either before or during the term of the agreement upon giving 7 days notice in writing to The HIRER.
THE HIRER shall be entitled upon such notice to reimbursement of such monies including the deposit or a proportion of the same as having been paid by the HIRER to the Committee but the Committee shall not be liable to make any further payments to the HIRER.
22 END OF HIRE
THE HIRER shall be responsible for leaving the premises and surrounding area in a clean and tidy condition, including wiping of chairs and tables and sweeping the floors, any contents temporarily removed from their usual positions properly replaced, otherwise the committee shall be at liberty to make an additional charge. THE HIRER SHALL NOT LEAVE THE CENTRE OPEN AND UNATTENDED AT ANY TIME DURING OR AT THE END OF HIRE. [In the event of the caretaker not being present there are telephone numbers on the notice boards)
THE HIRER shall ensure that minimum noise is made on arrival and departure. During a function please ensure that the windows and doors of the main hall which face the front and right hand side of the building remain closed. Noise travels far and it must be remembered at all times that we are a Community Association with responsibilities to local residents and all members of the community. Windows along the inside wall may be opened.
24 CHANGING ROOMS
No smoking in the changing rooms
THE HIRER of the changing rooms shall be responsible for sweeping after use and the payment of cleaning fees as agreed. All studded boots are to be removed before entering the building. NO STUDS TO BE WORN IN THE CENTRE.
25 PUBLIC LIABILITY INSURANCE
The existing Public Liability section of the policy extends to include the legal liabilities of the Association and NON Commercial Hirers of the Centre.
If the portable stage is to be used this should only be erected and dismantled by the Caretaker or members of the Management Committee. All Commercial hirers of the Centre are required to have their own Public Liability Insurance and to provide a copy for the Administrator.
PLEASE NOTE THAT THE HIRE RATES ARE REVIEWED EVERY APRIL