STANDARD CONDITIONS OF HIRE
(If the Hirer is in doubt as to the meaning of the following, the Trust Administrator should immediately be consulted). For the purposes of these conditions, the term THE HIRER shall mean an individual hirer or, where the hirer is an organisation, the authorised representative.
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.
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 same or render invalid any insurance policies in respect thereof nor allow the consumption of alcohol thereon without written permission.
THE HIRER shall be responsible for obtaining such licences as may be needed whether for the sale or supply of intoxicating liquor, from the Performing Rights Society, from Phonographic Performance Ltd or otherwise and for the observance of the same. The HIRER can use the Great Hall’s premises licence providing it meets with its conditions. There is an additional £15 charge for this.
4. 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.
5. Public Safety Compliance
THE HIRER shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, local Magistrates’ Court or otherwise, particularly in connection with any event which includes public dancing or music or other similar public entertainment or stage plays.
THE HIRER in the event of a fire, will telephone the Emergency Services 999 to report the fire and ensure the safe exit of the building to anyone within it. This includes assigning a designated person to assist the disabled. Follow the Fire Evacuation procedure as displayed.
6. Health and Hygiene
THE HIRER shall, if preparing, serving or selling food or drink observe all relevant food health and hygiene legislation and regulations. Smoking on the premises is forbidden by law, THE HIRER should ensure that smokers in their party do so well away from the building.
7. Electrical Appliance Safety
THE HIRER shall ensure that any electrical appliances brought by them to the premises and used there shall be safe and in good working order, and used in a safe manner. Where a residual circuit breaker is provided under terms of the PEL or CPL the hirer must make use of it in the interests of public safety.
(a) THE HIRER shall indemnify CCDT for the cost of repair of any damage done to any part of the property including the curtilage thereof or the contents of the buildings 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 FACILITES. (THE FACILITIES ARE INSURED FOR ALL ACTIVITIES UNDERTAKEN BY THE TRUST AND IS INSURED AGAINST ANY CLAIMS ARISING OUT OF CCDT’S NEGLIGENCE).
(b) If requested by CCDT the Hirer will provide a copy of their insurance policy to the CCDT.
9. Accidents and Dangerous Occurrences
THE HIRER must report all accidents involving injury to the public to a member of CCDT as soon as possible. Any failure of equipment either that belonging to the CCDT 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. The CCDT will give assistance in completing this form. This is in accordance with the Executive Reporting of Injuries, Diseases and Dangerous Occurrences Regulation 1995.
THE HIRER shall ensure that no animals (including birds) except guide dogs are brought into the premises, other than for a special event agreed to by CCDT and no animals whatsoever are to enter the kitchen at any time.
11. Safeguarding Children (under 18s)
THE HIRER shall ensure that any activities for children comply with the current provisions and best practice for safeguarding children and that only fit and proper persons have access to the children. Children must be accompanied by an adult on the premises, unless attending a child specific event, with professional supervision.
THE HIRER must complete CCDT authorisation forms for activities involving: The Sale or Supply of Alcohol; Regulated (Films or Live) Entertainment and/or Activities for Children, thus safeguarding children from under age drinking and proxy sales.
12. 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 and shall indemnify CCDT 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.
13. 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.
IF THE HIRER wishes to cancel the booking before the date of the event and CCDT is unable to conclude a replacement booking, the question of the payment or the repayment of the fee shall be at the discretion of CCDT.
15. Unfit for Use
In the event of the agreed rooms or any part thereof being rendered unfit for the use for which it has been hired, CCDT will not be liable to the hirer for any resulting loss or damage whatsoever.
16. Refusal of Booking
CCDT 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 have been paid by the hirer to the CCDT but CCDT shall not be liable to make any further payment to the hirer.
17. End of Hire
The premises must be vacated by 11pm, unless the HIRER has their own separate licence.
THE HIRER shall be responsible for leaving the premises and surrounding area in a clean and tidy condition, all rubbish removed, the premises properly locked and secured unless directed otherwise and any contents temporarily removed from their usual positions properly replaced, otherwise CCDT shall be at liberty to make an additional charge. Keys are to be returned as instructed and should not be kept overnight (unless otherwise agreed as part of a regular booking agreement).
THE HIRER shall ensure that the minimum of noise is made on arrival and departure. The Hall is fitted with a noise limiter. If the sound level in the hall exceeds the maximum allowable as indicated on the display, then the power to the sockets will be cut-off and a key re-set will be required before the power can be restored. The power will also be cut-off if the hall Fire Doors are opened at any time. It is THE HIRERS responsibility to ensure that the provider(s) of the sound, i.e. Disco / Live Band etc are made aware of the sound limiter and shown the location of the sound level display. They should be mindful that exceeding the maximum limit (as indicated by three red bars on the display) for a period longer than 15-20 seconds, will cut power to their equipment and amplification. Before a reset is carried out it is strongly advisable that all equipment/amplification is put into OFF MODE to prevent damage caused by the power surge. The CCDT will accept no responsibility for damage to any equipment resulting from an activation and/or subsequent reset of the sound limiter.
19. Car Parking
HIRERS and the pavilion users are encouraged to walk, cycle or use public transport if possible. If people do arrive by car, they must park only in designated areas and not on the cricket field, and should not cause any disruption to residents. It is the responsibility of the hirer to provide parking marshals and to ensure that vehicles are parked responsibly.
20. Our Neighbours
HIRERS must demonstrate respect for the Hall’s neighbours. External doors and windows must be kept shut during an event and people are not permitted to gather, drink or smoke outside the hall. Smokers are expected to smoke in the designated area by the cricket pavilion.
Infringement of any of these conditions may result in deductions in all or in part from the Damage Deposit.