Standard Conditions Of Hire
The Booking Form constitutes the Hiring Agreement. By signing the Booking Form you are accepting all the following standard conditions of hire.
All hirers must be 18 years of age or over.
The Hirer shall accept the responsibility for being in charge of and on the premises at all times when the public are present and ensuring that all these conditions are met. The Hirer will during the period of the hiring, be responsible for the supervision of the premises, the safety of the fabric and the contents of the building and the behaviour of all persons using the premises. The Hirer shall ensure there are sufficient competent representatives on the premises to ensure full compliance with these conditions of hire. To ensure proper control of numbers and to deal with any fire risks the Hirer must appoint 2 stewards (if 100 or less attendees) or 3 stewards (if 101 to 249 attendees).
3. 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 fabric or the reputation of the premises, or render invalid any insurance policies in respect thereof.
4. Alcohol and Drugs
Alcohol may only be sold or consumed on the on the premises with written permission in the form of a completed and signed Hiring Agreement. Any alcohol brought onto the premises for consumption must be declared. The Hirer must ensure that good order is maintained at all times, that alcohol is not served to any person under the age of 18 or to any person suspected of being drunk or behaving in a manner likely to disturb other users or our neighbours. No illegal drugs may be brought onto the premises.
5. Licensable Activities
The Painswick Centre holds a Performing Society Rights Licence which permits the use of copyright music in any form, e.g. record, compact disc, tapes, radio, television, ipod or by performers in person for all one off or charitable events. Regular music users may need other licences. If other licences are required in respect of any activity in the village hall the Hirer should ensure that they hold the relevant licence. The premises licence allows the playing of music and live performance between the hours of 10.00 am and 12.00am.
6. Betting and gaming
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.
7. Public Safety Compliance
The Hirer shall comply with all conditions and regulations made in respect of the premises by the Local Authority, the Licensing Authority, and the Painswick Centre’s 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. The hirer shall also comply with the Painswick Centre’s Health and Safety Policy. Prior to any public entertainment the Hirer must
· Satisfy themselves they know where all fire equipment is located and how to use this
· Check all fire exits are unlocked and panic bolts in good working order
· Check that all exits and escape routes are free of obstruction and can be safely used.
· Check that any fire doors are not wedged open and all exit signs are clear.
· Check that there are no unmanaged fire hazards on the premises.
8. Means of Escape
The Hirer must ensure all means of exit from the premises are kept free from obstruction and immediately available for instant public exit at all times.
9. Outbreaks of Fire
The Fire Brigade shall be called to any outbreak of fire, however slight, and details given to the Painswick Manager as soon as possible. There is no public telephone on the premises so the Hirer must have a mobile phone available for their event.
10. Health and Hygiene
The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene
legislation and regulations. In particular dairy products, vegetables and meat on the premises must be refrigerated and stored in compliance with the Food Temperature Regulations. The premises are provided with refrigerators.
11. Electrical Appliance Safety
The Hirer shall ensure that any electrical appliances brought by them to the premises and used there shall be 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 the hirer must make use of it in the interests of public safety.
12. Insurance and Indemnity
The Painswick Centre has Public Liability Insurance which covers injury, loss or damage caused to Third Parties as a result of negligence of the Trustees and their staff. This covers members of the public attending activities organised by the Trustees and for liabilities arising from the condition of the property. The Painswick Centre also has insurance cover for the buildings and for all contents owned by the Centre.
N.B. The Painswick Centre’s insurance does not include Hirer’s Public Liability cover. Regular hirers are expected to hold their own public liability cover and are strongly advised to seek insurance cover for their own property, whether brought onto or stored at the premises. If the hirer is a sport or fitness instructor/coach, he/she must hold their own public liability cover and, ideally, professional indemnity.
13. Accidents and Dangerous occurrences
The Hirer must report all accidents involving injury to the public to the Centre Manager as soon as possible and complete the relevant section in one of the Painswick Centre’s Accident Books located in the Main Hall and upstairs on the hall landing.
Any failure of or damage to equipment belonging to the Centre or brought in by the Hirer must be
entered and detailed in the Maintenance Record Book and reported as soon as possible to the
15. Explosives and Flammable Substances
The Hirer must ensure that no highly flammable substances are brought into, used or stored in any part of the premises and that no internal decorations of a combustible nature (e.g. polystyrene, cotton wool) are erected without consent. No decorations are to be put up near light fittings or heaters. No naked lights including candles (except tea lights) are permitted. Fireworks must not be let off from any part of the Painswick Centre including the car park.
The Hirer shall ensure that no unauthorised heating appliances are used on the premises when open to the public, without the consent of the Centre Manager. Portable Liquefied Propane Gas (LPG) heating appliances are prohibited. All hirers will be informed whether to turn off any heating provided when they leave the premises. Any hirer who changes the heating controls must ensure they are changed back before departure. Failure to do so could incur a penalty charge.
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 the Painswick Centre. No animals whatsoever are to enter the kitchen at any time.
18. Compliance with the Children Act 1989
The Hirer shall ensure that any activities for children under eight years of age comply with the provisions of The Children Act of 1989 and that only fit and proper persons who have passed the appropriate Criminal Records Bureau checks have access to the children. Checks may also apply where children over eight and vulnerable adults are taking part in activities. The Hirer shall provide the Centre Manager with a copy of their CRB check and Child Protection Policy on request.
19. 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 and keep indemnified each member of the Painswick Centre’s Management Committee accordingly against all actions, claims and proceedings arising from any breach of this condition. Failure to observe this condition may lead to prosecution by the local authority.
20. 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. The Hirer shall ensure that there is a prominent display of the total prices of all goods and services and the organiser’s name and address and that any discounts offered are based only on Manufacturers’ Recommended Retail Prices.
21. Film Shows
Children shall be restricted from viewing age-restricted films classified according to the recommendations of the British Board of Film Classification. Hirers should ensure that they have the appropriate copyright licences for film.
If the Hirer wishes to cancel the booking before the date of the event and the Centre is unable to conclude a replacement booking, the question of the payment or the repayment of the fee shall be at the discretion of the Painswick Centre. Applicable cancellation charges are set out in the published Hire Fees. The Painswick Centre reserves the right to cancel any hiring by written notice to the Hirer in the event of any overriding or exceptional circumstances. In any such case the Hirer
shall be entitled to a refund of any fees or deposit already paid, but the Painswick Centre shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.
23. End of hire
The Hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy condition and properly locked and secured. Any contents temporarily removed from their usual positions must be replaced. All kitchen equipment must be thoroughly cleaned and replaced in cupboards provided and all rubbish removed from the site. If not, the Painswick Centre shall be at liberty to make an additional charge. All breakages must be reported to the Centre Manager.
24. Damage to Premises
As directed by the Trustees the Hirer shall make good or pay for all damage (including accidental damage) to the premises or to the fixtures, fittings or contents or for the loss of any contents. The Trustees may, at their discretion, ask for the payment of a security deposit which may be used to make good any damage.
The Hirer shall ensure that the minimum of noise is made on arrival and departure, particularly late at night and early in the morning and that people standing outside do so quietly. The Hirer shall respond positively to any and all complaints from neighbours about excessive noise or unacceptable behaviour. The Hirer shall, if using sound amplification equipment, comply with the terms of any Temporary Event Notice (TEN) and the following requirements
· the Hall’s swing doors must be in the closed position at all times and not in the fixed open position and the Beacon Hall kitchen windows should also be shut
· Amplified music must not be played outside;
· All music must cease at 12.00pm unless a later time has been specified in a TEN.
26. Stored equipment
The Painswick Centre accepts 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 additional fees may be charged. If the Hirer fails to remove equipment within 7 days of the end of the hiring the Painswick Centre reserves the right to sell or otherwise dispose of such equipment.
27. No alterations
No alterations or additions may be made to the premises nor any fixtures installed or placards, decorations or other articles attached in any way to any part of the premises without the prior approval of the Centre Manager. No sticky tape or blue tack may be used on the walls or doors.
No person may smoke within the buildings. The Hirer shall, and shall ensure that the Hirer’s invitees comply with the prohibition of smoking in public places provisions of the Health Act 2006 and subsequent regulations. Any person who breaches this provision shall be asked to leave.
29. Car Parking
Parking spaces at the Painswick Centre are for the benefit of all users and permit holders and no user has priority over any other user. Spaces are available on a first come first served basis. The Hirer is responsible for ensuring that all persons attending their event only park in designated spaces and do not block in other users or fire exits.
The Painswick Centre, Bisley Street, Painswick, Gloucestershire, GL6 6QQ
Bookings: Tel. 01452 814567
Registered Charity: No.30159