· In these conditions the following expressions have the meanings hereby assigned to them: ‘Council’ means Hadley and Leegomery Parish Council; ‘Clerk’ means the Clerk to the Council or his duly authorised representatives; ‘Designated Premises Supervisor’ means any Council employee, the Bar Manager, or any person appointed by the Clerk to represent the Council on its premises; ‘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.
· 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 shall also be considered the Hirer and shall be jointly and severally liable with the person who signs the booking form.
· All applications for hiring must be made on the prescribed booking form. Applications will not be considered – (a) from persons under 21 years of age; (b) if made otherwise than on the official application form
· Groups/activities may be moved to another room if it is felt that the activity can be better located in a room of a more appropriate size so that all rooms can be used to their full potential.
· PLEASE NOTE THAT THE COMMUNITY CENTRE IS CLOSED AND UNAVAILABLE FOR HIRE DURING BANK HOLIDAYS INCLUDING CHRISTMAS.
· The Council is happy to allow functions for fund-raising by local organisations, but does not let the premises for sale for private gain. Hiring for commercial one-day sales is therefore not accepted but hiring for training courses, seminars, exercise classes and similar uses are.
· Hadley Community Centre is subject to a Premises License issued by the Borough of Telford and Wrekin. Please check with centre staff that the purposes for which you wish to use the centre are where necessary permitted by the license.
· It is the Hirer’s responsibility to obtain the relevant licence for gambling, including bingo.
· The Council reserves 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.
· In the event of the hirer cancelling, the deposit paid shall be forfeited. Where the cancellation is made 14 days or less before the event the full hiring charge shall become payable.
· Bookings can be cancelled or terminated by the Council at any time and if appropriate alternative accommodation will be offered, but this may be in a different room, day, and/or time.
· Where the accommodation is damaged by the Hirer or their guests, or in the opinion of the Designated Premises Supervisor is rendered unsafe as a result of the actions of anyone attending a function, the booking may be terminated immediately and the Hirer and their guests will be required to leave the premises. No refund of hire charges shall be made where a function is cancelled or terminated as a result of the actions of the Hirer or persons attending a function.
· A minimum deposit of 25% of the hire fee is required for room hire to secure a provisional booking, unless the Council agrees otherwise (e.g. in the case of regular bookings which at the Council’s discretion can be subject to payment against invoices). The remaining balance must be paid at least 14 days prior to the date of the event.
· 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 in the accommodation after hiring.
· The person making the booking MUST specify the exact arrival and departure times to ensure that the correct keyholding arrangements are made.
· All weekend bookings incur an additional keyholding charge.
· The premises must be vacated by 12.00 midnight on Mondays to Saturdays and by 11.00 p.m. on Sundays as specified by the Premises Licence, except where organisers are permitted to remain for up to 30 minutes after those times for the purposes of clearing up.
· Cheques, money orders or postal orders must be payable to “Hadley and Leegomery Parish Council” and crossed “Account Payee”.
· The charges for hiring shall be in accordance with the Council’s published scale of charges, or any amendment thereof the Council makes before the application shall be accepted. In the latter event the new charge shall be communicated to the hirer, who may within 10 days of such notification withdraw his/her application.
· When any booking involves music being played, please respect the fact that the Community Centre is situated within a residential area and ensure that noise from functions cannot be heard at the nearest resident’s home. We would also request all hirers to ensure that guests at their function do not congregate outside the Community Centre, and that all outside doors and windows remain closed for the duration of the function.
· Should it appear to the Bar Manager that more than half of the guests are under the age of eighteen, the bar will be closed.
· The Parish Council will support the Bar Manager should he decide to close the bar because of alcoholic or soft drinks from elsewhere being brought in or consumed outside the building. In such event the Parish Council will retain the surety deposit.
· Where no licensed bar is booked - No alcoholic drinks shall be brought on to the premises.
· Hot drinks may be prepared in, and soft drinks served from, the kitchen if the kitchen is hired.
· Where a licensed bar is booked - No soft drinks or alcoholic drinks shall be brought on to the premises, and all drinks (other than hot drinks prepared in the kitchen) shall be obtained through the bar.
LIABILITY, INSURANCE & SAFETY
· Under no circumstances will the Council accept any responsibility for the loss or damage to any car or other vehicle which in connection with a function may be brought or left within the precincts of the accommodation. The Hirer shall ensure that no car or vehicle is allowed to be parked in any unauthorised position, and that any instructions given by the Council’s representatives in regard to parking of vehicles are strictly observed.
· The Council shall not be liable for any loss due to any breakdown of machinery, failure of supply of electricity or gas, leakage of water, fire, government restriction or act of God which may cause the accommodation to temporarily close or the hiring to be interrupted or cancelled.
· Please note that the Council cannot insure property owned by groups and individuals using the Community Centre. The Council will take reasonable steps to ensure that property left in the Community Centre with the agreement of the Council is safe and secure but does not guarantee this and so strongly recommend that you take out your own insurance against damage, theft and so on.
· Community groups hiring the Community Centre are responsible for the safety of people both entering and inside the building. Should an accident occur as a consequence of the Council’s negligence then the Council’s public liability insurance will cover it. However, should a Community Group be negligent then they themselves may be liable for a claim for compensation from an injured party. Organizations using the Community Centre should conduct risk assessments relating to their activities and take out public liability insurance cover.
Equipment owned by the Council
· It is the duty of the Hirer to ensure that the 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 or given in relation to specialist equipment must be followed at all times.
Equipment not owned by the Council
· 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 a 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).
· Council staff will not assist with the erection, assembly, operation, maintenance or repair, dismantling or removal of any electrical equipment not owned by the Council.
· The Council does not accept any liability for any loss or damage suffered by the hire, 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.
OTHER TERMS AND CONDITIONS
· Where in the opinion of the Clerk it is desirable for Designated Premises Supervisors to be in attendance during a function the Council will make arrangements for its approved contractor to supply such staff at the Hirer’s expense. Designated Premises Supervisors shall be empowered to bring any function to an end and require the Hirer and their guests to vacate the site before the agreed end time should they deem this necessary.
· The Council reserves to the Clerk or Designated Premises Supervisor the right to put a stop to any entertainment or meeting not properly conducted.
· Exits must not be blocked or fire appliances such as extinguishers, fire blankets, alarm call points, smoke detectors etc removed or tampered with.
· Note the position of the fire extinguishers. These are for your use in only the smallest of incidents. In the event of fire members of your party should leave the building immediately and assemble at the designated assembly point by the fence on the car park.
· In the event of fire use the nearest phone to dial 999; do not assume that someone else has already done so. No-one must re-enter the building until it has been declared safe by a Fire Officer or Designated Premises Supervisor.
· Note the location of emergency exits; make sure they are not obstructed either from inside the building (e.g. by tables and chairs) or outside e.g. by parked cars, rubbish bags etc.
· SMOKING IS NOT PERMITTED IN ANY PART OF THE BUILDING OR IN DOORWAYS/ENTRANCE AREAS. Smoking areas are located outside the building and can be identified by the smokers’ bins attached to the wall.
· Hadley Community Centre is subject to a Premises Licence issued by the Borough of Telford and Wrekin. Please check with centre staff that the purposes for which you wish to use the Community Centre are where necessary permitted by the licence.
· If any members of your party are disabled, make sure that they can be readily evacuated.
· First Aid boxes available for public use are located in the entrance corridor and kitchen. However, it is the responsibility of the Hirer to ensure that adequate first aid materials are available for your group.
· Do not attempt to repair or adjust any electrical equipment which is owned by the Council. In case of malfunction please use the Emergency Contact Number provided on your booking form.
· The Council reserves to the Clerk, Designated Premises Supervisors or any such persons as may be duly authorised by him/her the right of free unimpeded entry at all times, and for all purposes, to and from the accommodation.
· Police Officers and members of the Fire Brigade and Ambulance Service on duty shall have free access to the said premises at all times during which any performance or entertainment is taking place therein.
· No copyright dramatic or musical work shall be performed or sung without licence of the owner of the copyright, all such licences to be produced to the Council before the commencement of the hiring. The Hirer shall indemnify the Council as owner of the accommodation against any infringement of copyright which may occur during the hiring.
· All the conditions attached to the Premises Licence for the accommodation shall be duly observed.
· Please note that the following are NOT permitted inside the Community Centre OR the areas surrounding the Community Centre: BOUNCY CASTLES, SMOKE MACHINES, FIREWORKS, BBQs, BOTTLED GAS ETC. Such equipment may only be brought onto the Community Centre site with prior permission and may only be used as agreed in advance with the Council.
· No activities are allowed outside the building without express permission from the Parish Council. We will retain your surety if such activities are discovered.
· 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.