Standard Terms and Conditions of Hire or Space Use
The community centre has a number of rooms and spaces available to hire or use by other organisations and community groups. This is part of our purpose of providing space for people to come together in line with our values of inclusion, participation, respect for others and compassion.
All use of our space is at the discretion of the Charity. Users of our rooms should comply with our core policies and procedures including our Safeguarding; Equality, Diversity and Inclusion; and Health and Safety policies. For regular or long-term hire, and depending on the nature of the group we will request to see copies of relevant documentation including: Safeguarding, Equality, Diversity and Inclusion, Health and Safety policies, risk assessments and insurance certificates to ensure these align with our own policies. We recognise that smaller or informal groups may not have all these policies and we are happy to provide support in these circumstances.
In addition users of the space must comply with the following standard terms and conditions. If you are in any doubt as to the meaning of any of the Conditions, you must seek clarification from us without delay.
1. Age You, not being a person under 18 years of age, hereby accept responsibility for being in charge of and on the premises at all times when the public are present and for ensuring that all Standard Conditions under this Agreement relating to management and supervision of the premises are met.
2. Supervision During the period of the hiring, you are responsible for:
(i) supervision of the premises, the fabric and the contents;
(ii) care of the premises, safety from damage however slight or change of any sort; and
(iii) 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.
As directed by us, you must 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 You must not use the premises for any purpose other than that described in the Agreement and must not sub-hire or use the premises or allow the premises to be used for any unlawful or unsuitable purpose or in any unlawful way nor do anything or bring on to the premises anything which might endanger the premises or render invalid any insurance policies covering the premises nor allow the consumption of alcohol without our written permission.
4. Insurance and indemnity
(i) You are liable for:
(a) the cost of repair of any damage (including accidental and malicious damage) done to any part of the premises including its curtilage or its contents
(b) the cost of repair of any damage (including accidental and malicious damage) done to our Wi-Fi service
(c) all claims, losses, damages and costs made against or incurred by us, our employees, volunteers, agents or invitees in respect of damage or loss of property or injury to persons arising as a result of your use of the premises (including the storage of equipment) and your use of our Wi-Fi service, and
(d) all claims, losses, damages and costs made against or incurred by us as a result of any nuisance caused to a third party as a result of your use of the premises and/or the use of our Wi-Fi service, and subject to sub-clause (ii), you must indemnify us against such liabilities.
(ii) We will take out adequate insurance to insure the liabilities described in sub-clauses (i)(a) and (b) above and may, in our discretion and in the case of non-commercial hirers, insure the liabilities described in sub-clauses (i)(c) and (d) above. We will claim on our insurance for any liability you incur but you must indemnify us against:
(a) any insurance excess incurred and
(b) the difference between the amount of the liability and the monies we receive under the insurance policy.
(iii) Where we do not insure the liabilities described in sub-clauses (i)(c) and (d) above, you must take out adequate insurance to insure such liability and on demand must produce the policy and current receipt or other evidence of cover. If you fail to produce such policy and evidence of cover, we will cancel this Agreement and re-hire the premises to another hirer.
We are insured against any claims arising out of our own negligence.
5. Gaming, betting and lotteries You must ensure that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries.
6. Music Copyright licensing You must ensure that we hold relevant licences under Performing Right Society (PRS) and the Phonographic Performance Licence (PPL) or, where appropriate, you must hold such licence(s).
7. Music You must have our written permission for performance of live music and the playing of recorded music under the Deregulation Act 2015. This Agreement confers that permission.
8. Film You must restrict children from viewing age-restricted films classified according to the recommendations of the British Board of Film Classification. You must ensure that you have the appropriate copyright licences for film. This Agreement confers the required permission on you. (The Deregulation Act 2015 requires you to have our written permission to show a film).
9. Safeguarding children, young people and vulnerable adults You must ensure that any activities for children, young people and other vulnerable adults are only provided by fit and proper persons in accordance with the Safeguarding Vulnerable Groups Act 2006 and any subsequent legislation. When requested, you must provide us with a copy of your Safeguarding Policies and evidence that you have carried out relevant checks through the Disclosure and Barring Service (DBS).
10. Public safety compliance You must comply with all conditions and regulations made in respect of the premises by the Local Authority, the Licensing Authority, and our 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. You must also comply with our health and safety policy.
You must call the Fire Service to any outbreak of fire, however slight, and give details to us.
- You acknowledge that you have received instruction in the following matters:
• The action to be taken in event of fire. This includes calling the Fire Brigade and evacuation procedures.
• The location and use of fire equipment. (Include diagram of location when handing over keys.)
• 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.
• Location of the first aid box.
- In advance of any activity whether regulated entertainment or not you must check the following items:
• That all fire exits are unlocked and panic bolts are in good working order.
• That all escape routes are free of obstruction and can be safely used for instant free public exit.
• That any fire doors are not wedged open.
• That exit signs are illuminated.
• That there are no fire-hazards on the premises.
• That emergency lighting supply illuminating all exit signs and routes are turned on during the whole of the time the premises are occupied (if not operated by an automatic mains failure switching device).
11. Noise You must ensure that the minimum of noise is made on arrival and departure, particularly in the evening and early in the morning. The community centre has housing above it, so please be respectful of our neighbours. You must, if using sound amplification equipment, make use of any noise limitation device provided at the premises and comply with any other licensing condition for the premises.
12. Drunk and disorderly behaviour and supply of illegal drugs You must ensure that in order to avoid disturbing neighbours of the hall and avoid violent or criminal behaviour:
(i) no one attending the event consumes excessive amounts of alcohol
(ii) no illegal drugs are brought onto the premises.
Drunk and disorderly behaviour is not permitted either on the premises or in its immediate vicinity. The Hirer shall implement the Challenge 25 process requiring proof of age for those looking under 25, and alcohol shall not be served to any person suspected of being drunk. We will ask any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way to leave the premises in accordance with the Licensing Act 2003.
13. Food, health and hygiene You must, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations.
14. Electrical appliance safety You must ensure that any electrical appliances brought by you to the premises and used there are PAT tested, safe, 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 you must make use of it in the interests of public safety.
15. Indoor pyrotechnics No bubble machines, fog machines, indoor fireworks, candles or similar are to be used. All helium filled balloons that are used within the Community Centre must be removed at the end of the hiring period or the hirer will be charged for their removal. If left, they set off the alarm.
16. Sports and games The premises may be hired for sport and games by responsible organisations or individuals who arrange their own insurance. A responsible person shall be in attendance at all times. The premises shall be checked for potential hazards that could lead to accidents. All equipment shall be stored away safely when not in use.
17. Stored equipment We accept 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 we will charge fees each day or part of a day at the hire fee per hiring until the same is removed. We may, in our discretion, dispose of any items referred to below by sale or otherwise on such terms and conditions as we think fit, and charge you any costs we incur in storing and selling or otherwise disposing of the same, in any of the following circumstances:
(i) your failure either to pay any charges in respect of stored equipment due and payable or to remove the same within seven days after the agreed storage period has ended
(ii) your failure to dispose of any property brought on to the premises for the purposes of the hiring.
18. Smoking You must comply with the prohibition of smoking in public places provisions of the Health Act 2006 and regulations made thereunder. We will ask any person who breaches this provision to leave the premises. You must ensure that anyone wishing to smoke does so outside and disposes of cigarette ends, matches etc. in a tidy and responsible manner, so as not to cause a fire.
19. Accidents and dangerous occurrences You must report to us as soon as possible any failure of our equipment or equipment brought in by you. You must report all accidents involving injury to the public to us as soon as possible and provide an accident report.
Please retain the top sheet of the form for yourself. You must report certain types of accident or injury on a special form to the Incident Contact Centre. Our Office Manager will give assistance in completing this form and can provide contact details of the Incident Contact Centre. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR). Further information is available on their website http://www.hse.gov.uk/riddor.
20. Explosives and flammable substances You must ensure that:
(i) Highly flammable substances are not brought into, or used in any part of the premises.
(ii) No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) are erected without our consent.
(iii) No decorations are to be put up near light fittings or heaters.
21. Heating You must ensure that no unauthorised heating appliances are used on the premises. You must not use portable liquefied propane gas (LPG) heating appliances.
22. Animals You must ensure that Guide dogs, Hearing dogs and assistance dog owners are allowed on the premises.
23. Fly posting You must not carry out or permit fly posting or any other form of unauthorised advertisements for any event taking place at the premises, and must indemnify and keep indemnified us accordingly against all actions, claims and proceedings arising from any breach of this Condition. If you fail to observe this Condition you may be prosecuted by the local authority. Nothing shall be attached to the walls in any room without our permission.
24. Sale of goods You must, if selling goods on the premises, comply with Fair Trading Laws and any code of practice used in connection with such sales. In particular, you must ensure that the total prices of all goods and services are prominently displayed, as must be the organiser’s name and address and that any discounts offered are based only on Manufacturers’ Recommended Retail Prices.
25. Wi-Fi Services When using the Wi-Fi service you agree at all times to be bound by the following provisions:
(i) not to use the Wi-Fi service for any of the following purposes:
(a) disseminating any unlawful, harassing, libellous, abusive, threatening, harmful, vulgar, obscene or otherwise objectionable material or otherwise breaching any laws;
(b) transmitting material that constitutes a criminal offence or encourages conduct that constitutes a criminal offence, results in civil liability or otherwise breaches any applicable laws, regulations or code of practice;
(c) interfering with any other persons use or enjoyment of the Wi-Fi service; or
(d) making, transmitting or storing electronic copies of material protected by copyright without permission of the owner;
(ii) to keep any username, password, or any other information which forms part of the Wi-Fi service security procedure confidential and not to disclose it to any third party.
26. Termination of the Wi-Fi service We have the right to suspend or terminate our Wi-Fi service immediately in the event that there is any breach of any of the provisions of these Standard Conditions including without limitation:
(i) if you use any equipment which is defective or illegal;
(ii) if you cause any technical or other problems to our Wi-Fi service;
(iii) if, in our opinion, you are involved in fraudulent or unauthorised use of our Wi-Fi service;
(iv) if you resell access to our Wi-Fi service; or
(v) if you use our Wi-Fi service in contravention of the terms of these Standard Conditions.
27. Availability of Wi-Fi Services
(i) Although we aim to offer the best Wi-Fi service possible, we make no promise that the Wi-Fi service will meet your requirements. We cannot guarantee that our Wi-Fi service will be fault-free or accessible at all times.
(ii) It is your responsibility to ensure that any Wi-Fi enabled device used by you is compatible with our Wi-Fi service and is switched on. The availability and performance of our Wi-Fi service is subject to all memory, storage and any other limitations in your device. Our Wi-Fi service is only available to your device when it is within the operating range of the main hall.
(iii) We are not responsible for data, messages, or pages that you may lose or that become misdirected because of the interruptions or performance issues with our Wi-Fi service or wireless communications networks generally. We may impose usage, or service limits, suspend service, or block certain kinds of usage in our sole discretion, to protect other users of our Wi-Fi service. Network speed is no indication of the speed at which your Wi-Fi enabled device or our Wi-Fi service sends or receives data. Actual network speed will vary based on configuration, compression and network congestion.
28. Privacy and Data Protection (i) We may collect and store personal data through your use of our Wi-Fi service. (ii) We may process all information about you which is provided in relation to our Wi-Fi service in accordance with your legal rights under the Data Protection 1998 and solely for the purposes of offering the Wi-Fi service. (iii) By using our Wi-Fi service, you agree to the terms of this clause 28. If you would like more information or object to anything in these conditions, you should speak to the Office Manager:
When using the Wi-Fi service the Hirer agrees at all times to be bound by the following provisions:
(a) not to use the Wi-Fi service for any of the following purposes:
(i) disseminating any unlawful, harassing, libellous, abusive, threatening, harmful, vulgar, obscene or otherwise objectionable material or otherwise breaching any laws;
(ii) transmitting material that constitutes a criminal offence or encourages conduct that constitutes a criminal offence, results in civil liability or otherwise breaches any applicable laws, regulations or code of practice;
- interfering with any other persons use or enjoyment of the Wi-Fi service; and
- making, transmitting or storing electronic copies of material protected by copyright without permission of the owner
(b) to keep any username, password, or any other information which forms part of the Wi-Fi service security procedure confidential and not to disclose it to any third party.
29. Cancellation If you wish to cancel the booking more than 4 weeks before the date of the event no charge will be made. If the hirer wishes to cancel the booking between 2–4 weeks before the date of the event, 50% of the full payment will be due; and within 2 weeks of the event, full payment will be due. We may, in our complete discretion, waive these fees.
We reserve the right to cancel this Agreement by giving you written notice in the event of:
(i) the premises being required for use as a Polling Station for a Parliamentary or Local Government election or byelection;
(ii) our reasonably considering that (a) such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements, or (b) unlawful or unsuitable activities will take place at the premises as a result of this hiring;
(iii) the premises becoming unfit for your intended use;
(iv) 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 you will be entitled to a refund of any deposit already paid, but we will not be liable to you for any resulting direct or indirect loss or damages whatsoever.
30. End of hire You are responsible for leaving the premises 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 we may make an additional charge. Please ensure rubbish is put in the outside bins.
31. No alterations You must not make any alterations or additions to the premises nor install or attach any fixtures or placards, decorations or other articles in any way to any part of the premises without our prior written approval. In our discretion, any alteration, fixture or fitting or attachment which we have approved may remain in the premises at the end of the hiring. Such items will become our property unless you remove them and you must make good to our satisfaction any damage you cause to the premises by such removal.
32. No rights This Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on you