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Kingston Road Community Hub

Condition of Hire

 

Conditions and regulations relating to the use

 of the Premises at Kingston Road Community Hub

 

 

DEFINITIONS

  • 'Premises' means the Kingston Road Community Hub.

  • 'Property & Management Team' means the managing committee of the Premises and includes any Officer of that Committee. The term 'we' in this document means the Property & Management Team.

  • 'Bookings Team' means the persons nominated by the Property & Management Team to manage the Premises in respect of lettings and use.

  • 'User' means the individual person or persons applying to use the Premises for themselves, or on behalf of any organisation. The term 'you' in this document means the user.

  • 'Period of use' means a period of continuous use of the Premises by the user, eg a single booking or a series of bookings.

 

USE OF PREMISES

  1. The hall or room will only be available for the time booked; you should therefore allow time to prepare and clear up as necessary. Only those facilities booked in advance will be available. Use of any other part of the Premises other than the facilities booked will not be permitted, save for the means of entry and departure.

  2. The only permitted use is for the type of event specified. If it is found that the hiring is or is likely to be of an objectionable or undesirable nature or not in accordance with the type of event specified or that the Hirer is otherwise in breach of any condition of this Agreement, this Agreement may be cancelled immediately by Kingston Road Community Hub without payment of compensation to the Hirer.

  3. Alcoholic beverages must NOT be sold on to the Premises.

  4. Gambling is not allowed other than:

  1. raffles for which the tickets are only sold, and the results announced, at the event,

  2. bingo, tombola’s and amusements with prizes; providing the sum spent on prizes does not exceed £50 and no cash prizes are given.

 

  1. Smoking is not allowed on any part of the Premises at any time.

  2. Your use cannot extend beyond 10:30 pm unless this is noted on the booking form and accepted by the Bookings Secretary.

  3. The Hirer shall be responsible for seeing that good order is kept on the Premises during the hiring and your use of the Premises must not create excessive noise or any other nuisance to the neighbouring residents or other persons using the Premises.

  4. The licences that the Community Hub has cover community-based groups only. The licences do not cover those who hire the Premises and who might use material which is protected by copyright. The onus for complying with copyright law for people hiring the Premises lies with the Hirer not with the community hub. You must arrange any necessary licences relating to your intended use of the Premises and accept all relevant statutory responsibilities for the event.

  5. The Hirer will be responsible for the registration and conduct of persons attending the function for which the Community Hub has been let, including ensuring that security, fire, and health and safety requirements are met.

  6.  Fittings, fixtures or decorations of any kind shall not be permitted, other than purely temporary arrangements which require NO permanent fixings which would damage or disfigure any part of the Premises. The fastening of material to walls or doors using pins, Sellotape or any other adhesive tape is not permitted

  7. You must not interfere with any of the equipment in the Premises. It is the responsibility of the Hirer to ensure that electrical equipment brought into the Premises by the Hirer meets the relevant safety requirements. No unauthorised heaters may be used on the Premises.

  8.  All furniture and equipment must be returned to its original position at the end of the event.

  9. When you leave the Premises, you must make sure it is secure, all lights are off and heaters reset as you found them.  The Hirer must also wash and put away any crockery and kitchen utensils they have used.  The rooms occupied including the toilets must be left clean and tidy.

  10. All rubbish must be removed from the building and disposed of by the Hirer. Small amounts of rubbish may be placed in the appropriate wheelie bins outside.

  11. Storage for the Hirer’s property normally cannot be provided. However, by prior agreement with

the Property committee and at the Hirer’s own risk, it may be possible for equipment etc used for

consecutive meetings to be left at an agreed additional fee.

  1. Third parties such as DJ or caterers etc must supply the Booking secretary a certificate of their public liability certificate at least 1 week before the event date.

  2. Current and update PAT Test certificates must be supplied for all electrical equipment brought onto the premises for use during your booking.  Please pass all certificated to the booking secretary at least 1 week prior to the event date.

  3. Any damage or malfunction noted during your use must be reported to the Bookings Secretary immediately, whether caused during your booking or otherwise.

  4. On occasion we may invite all users of the Premises to meet to discuss improvements for the use of the Premises. If required, you may request a meeting with the ‘Property and Management Team’.

 

BANNERS ADVERTISING EVENTS

 

Single Events

  • Banners advertising single events can be displayed on the centre notice board  for  a maximum of 4 weeks prior to the event.

 

Ongoing Events

  • Banners advertising the start of ongoing events can be displayed for a maximum of 4 weeks prior to the event.

  • In addition, banners advertising specific events i.e. promotions, may be displayed for a maximum of 4 weeks (Monday – Saturday).  A maximum of two of these banners will be allowed in a 12 month period.

  • No banners will be allowed on Sundays.

 

CHILDREN AND YOUNG PEOPLE

If your event involves children or young people in any way, it is your responsibility to ensure  you have procedures in place in line with "Working Together to Safeguard Children” HM Government 2018  and have an understanding of it.  You will also be required to comply with the safeguarding children and young people policy of the Kingston Road Community Hub in relation to work with children, young people and vulnerable adults.  A copy is available on request.

 

PUBLIC SAFETY AND ACCESS

  1. We and any of the Emergency Services, can enter the Premises at any time without prior notice.

  2. The security door must not be left open at any time during hire period.   Please DO NOT prop the doors open at anytime.

  3. You must provide adequate first aid materials appropriate to your use of the Premises. Any accident that takes place on the Premises must be reported to the Bookings Team along with the details and action taken.

  4. You must make your own arrangement if you were to require telephone assistance during the letting.

  5. The maximum permitted number of persons allowed in the rooms is as stated in our general literature, or such other number as we agree on your application.

 

USAGE CHARGES

  1. Charges will be made at rates that will be determined by the property committee and shall be liable to change with 1 months notification to the Hirer.

 

  1. Single users must make a 50% non refundable deposit to secure their booking, the balance will be become due 1 week before the event date.

  2. Payments for multi-lets will be on a monthly basis by invoice.  The methods of payment are shown on the invoice.

  3. Groups who regularly use the Premises and receive their own key code and will be required to nominate a Key Code Holder who will sign the Key Code Holder form. The code should not be passed to any unauthorised users. This code will be changed periodically for security purposes.

  4. Very occasionally we may find we have to cancel a booking at short notice because the building is required for Association meetings. 

 

INDEMNITY AND INSURANCE

  1. We will not be responsible for the loss, theft of or damage to property belonging to you or any person attending the Premises.

  2. It is the responsibility of the Hirer to effect whatever insurance is required to cover their liabilities. Insurance effective by the Community Hub does not extend to a Hirer’s liabilities. The Hirer shall indemnify the Community Hub in the event of loss or damage to the Community Hub Premises or contents or resulting from any claim made by any third party arising out of bodily injury suffered by them or damage to their property caused by the Hirer's use of the Premises.

 

  1. A long-term Hirer should certify that a public liability policy with an approved insurance company has a limit of at least £1,000,000 and provides indemnity in accordance with the above paragraph (2) and will remain in force during the whole of the hiring of the Premises. (Note: this paragraph does not apply to occasional bookings of less than 3 times a year).

  2. A copy of the Hirer’s insurance certificate must be provided before the booking can go ahead.

  3. The Hirer will be held responsible for the costs of any necessary repairs to the Premises/replacement of equipment arising from your use, including any consequential losses should the Premises be unusable as a result.

 

TERMINATION OF USE

You must only use the Premises for the purpose(s) we have agreed to, and we reserve the right, if we believe your use is improper, unseemly or undesirable, of immediately terminating your booking without payment of any compensation or refund of any payments made by you to us.

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