1. In these Conditions the following expressions have the meanings given to them. ‘Council’ means Hadley & Leegomery Parish Council, ‘Clerk’ means a duly authorised representative, ‘Function’ means the purpose for which the accommodation is hired and ‘Accommodation’ means the whole or any part of the land and premises hired for the function.
2. ‘The person by whom the booking form is signed shall be considered the hirer. Where a promoting organisation is named in the booking form that organisation also shall be considered the hirer and shall be jointly and severally liable with the person who signs the booking form, for all the debits and expenses incurred by the hirer’.
3. All applications for hiring must be made on the prescribed Booking Form. Applications will not be considered: from persons under 18 years of age; or if made otherwise than on the official application form.
4. The Council reserve the right to refuse any application for any reason, and to terminate at any time, any agreement for hiring made in consequence of any application.
5. The charges for hiring shall be in accordance with the scale of charges set out below, or any amendment to these which the Council makes before the application shall be accepted. In this case the new charges shall be communicated to the hirer, who may within 10 days of such notification withdraw his application.
6. All cancelations made less than 7 days in advance may be charged the full hire. One calendar month notice is required for cancellation of booking in full. If not notified within the time limit hire charge will still apply.
7. No bolts, nails, tacks, strewn bits, pins or other like objects nor any flags, emblems or posters shall be driven into any part of the accommodation nor affixed thereto. Fly posting is strictly forbidden.
8. No additional lights or electrical extensions shall be used without the previous consent of the Council.
9. No exits may be blocked or fire appliances removed or tampered with.
· If any members of your party are disabled, make sure they can be readily evacuated.
· Note the position of the fire extinguishers. These are for your use in only the smallest of incidents. If the alarm sounds, members of your party should leave the building immediately and assemble at the centre’s designated point. No-one must re-enter the building until it has been declared safe.
· Note the position of the First Aid Box which is available for public use. However, it is the responsibility of the hirer to ensure that adequate first aid materials are available for your group.
10. The hire of the accommodation does not entitle the hirer to use or enter the accommodation at any time other than the specific hours for which the accommodation is hired unless prior arrangements have been made with the Council.
11. The hirer shall not re-hire, sub-let or lease the accommodation or any part thereof.
12. Under no circumstances will the Council accept any responsibility for the loss of or damage to any property, personal precession or other vehicle which in connection with the function may be brought or left within the precincts of the accommodation. The hirer shall ensure that no car or vehicle is parked in any unauthorised position, and that any instructions given by any of the Council’s employees in regard to parking of vehicles are strictly observed.
13. The Council have the sole right to make arrangements for the broadcasting or televising of any function at the accommodation hired, and the Council may retain the whole of the payment made in respect of such broadcasting or televising.
14. The Council reserves the right to prohibit smoking at the premises. Smoking areas are located outside the building and can be identified by the smokers’ bins attached to the wall. SMOKING IS NOT PERMITTED IN ANY PART OF THE BUILDING OR IN DOORWAYS/ENTRANCE AREAS.
15. The hirer shall be responsible for obtaining any relevant licence for any gambling including bingo. No alcoholic liquor shall be sold on the premises unless licensed.
16. Hirers may arrange for the provision of food and drink and must abide by food safety regulations and licensing laws.
17. Hirers are responsible for clearing their own property, leaving the rooms in a clean and tidy state and must vacate the premises immediately after the end of the function.
18. The hirer shall pay to the Council the amount certified by the Council’s Director of Finance as being the amount incurred by the Council in making good any damage to or loss of the accommodation and to include, adjacent premises and furniture, carpets, furnishings and fittings, or any article owned by the Council arising out of the hiring of the accommodation.
19. The hirer shall at all times be responsible for the maintenance of good order during the function and shall ensure that no undesirable person is permitted to enter, remain or otherwise make use of the accommodation, and that no person shall trespass on parts of the accommodation not hired by the hirer. Please respect the fact that the community Centre is situated within a residential area therefore noise pollution and congregation outside the centre should be limited.
20. The Council reserves to the Clerk the right to put a stop to any entertainment or meeting not properly conducted.
21. The hirer shall ensure that the premises are vacated by all persons attending the function within the time specified in the application. All articles brought to the accommodation in connection with the function shall be removed at the end of the function or fees will be charged for each day, or part of a day, until the same are removed. The Council accepts no responsibility for any property left on the accommodation after the hiring.
22. The Council reserve to any such persons as may be duly authorised by them, the right of free and unimpeded entry at all times, and for all reasonable purposes, to and from the accommodation.
23. Police Officers and members of the Shropshire Fire Service and Ambulance Service on duty shall have free access to the said premises at all times during which any function is taking place therein.
EQUIPMENT
24. It is the duty of the hirer to ensure that electrical equipment owned by the Council and used by the hirer, persons attending or persons supplying a service to or at the function is used in a safe and proper manner. Instructions attached to or given in relation to specialist equipment must be followed at all times.
25. If electrical equipment not owned by the Council is used by the hirer, persons attending or supplying a service to or at the function, the hirer shall be responsible for ensuring that the equipment is fit for the purpose intended and is used in safe and proper manner. Hirers are advised to satisfy themselves that persons engaged by the hirer who receive a fee for their services are aware of the Electricity at Work Regulations, 1989 (as amended).
26. Council employees will not assist with the erection, assembly, operation, maintenance or repair, dismantling or removal of any electrical equipment not owned by the Council.
27. The Council will not accept any liability for any loss or damage suffered by the hirer, persons attending or persons supplying a service to or at the function arising from failure to use electrical equipment whether owned by the Council or not, in a safe and proper manner and the Council accepts no liability whatsoever for any loss or damage arising from defective electrical equipment not owned by the Council.
28. Do not attempt to repair or adjust any electrical equipment which is owned by the Council – call for assistance from a Council employee. Switch off immediately in an emergency.
OTHER CONDITIONS
29. All accidents/incidents during the hire period must be reported to the centre management immediately or at the earliest opportunity and must be recorded on Hadley & Leegomery Parish Council report forms.
30. The hirer and their users shall abide by the Hadley & Leegomery Parish Council ‘Use of photographic or video recording equipment and ‘image recording’ mobile telephones in Telford & Wrekin Council’s policy.’
31. The hirer and their users shall abide by the Telford & Wrekin Council Child Protection and Vulnerable Adults Policy or ensure that their own is a satisfactory alternative.
32. All bookings may incur additional costs for key holding.
33. Bouncy castles, fireworks, BBQ, gas canisters and smoke machine are not permitted within or outside of the community centres.
34. All rubbish needs to be removed from the premises and disposed of correctly. At Hadley Community Centre the red skip is general waste, purple top bin is for metal & plastics and blue top is for recycling. At Leegomery Community Centre the grey skip is for general waste, and the orange skip is for recycling. When bins are not accessible the emptied bins need to be left to the side of either or all skips.
SURETY
· All private party bookings will incur a refundable surety deposit of £100. This must be received no less than 14 days prior to the date of the function. If the conditions of hire are not met we reserve the right to withhold all or part of this deposit.
· The hirer shall pay to the Council the amount certified by the Clerk as being the cost incurred by the Council in making good any damage to or loss of the accommodation and to include, but not by way of limitation or otherwise, adjacent premises, furniture, carpets, furnishings and fittings, or any article owned by the Council arising out of the hiring of the accommodation. The hirer shall indemnify the Council against all liability claims, costs or demands in respect of personal injury and/or loss or theft of property and/or damage to the accommodation whatsoever or howsoever arising from the acquiring of the accommodation. The Council strongly advises hirers to take out their own Public Liability and Contents Insurance Policies.
· No bolts, nails, tacks, screws, pins bits or other like objects, nor any flags, emblems, or posters shall driven into any part of the accommodation or affixed thereto. Similarly, adhesive tape, glue, or other substances must not be used to fix decorations to painted surfaces other than where wooden battens are fixed to the walls for such purposes.
· Fly-posting is strictly forbidden. Table confetti and glitter are not permitted as they lead to excessive cleaning.
· It is the Hirer’s responsibility to ensure that the rooms hired are left clean and tidy after use and tables and chairs are returned to their original positions. If, in the opinion of the Clerk, excessive cleaning is required to return the Community Centre to an acceptable condition after a booking the Hirer’s surety deposit will be forfeited.
· For the avoidance of doubt, any damage caused during the period of hire will be made good at the Hirer’s expense.
· The Council will allow a period of grace of thirty minutes for clearing up after the period of hire. However the Council will retain £10 of the surety deposit for every ten minutes that entertainment continues after the period of hire.