Standard Conditions of Hire

 Standard Conditions of Hire

 (If the Hirer is in any doubt as to the meaning of the following, the Booking Secretary should immediately be consulted)

For the purposes of these conditions, the term HIRER shall mean an individual hirer, or where the hirer is an organisation, the authorised representative.

A hirer must be over the age of 18 years.

USE OF PREMISES

1(a). THE HIRER will, during the period of the hiring, be responsible for the supervision of the premises, the fabric and the contents, their care, safety from damage however slight, or change of any sort; and 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 and all exits from the premises.

(b).  THE PREMISES are let without supervision; notices displayed in the premises provide important information to assist the HIRER.  It is the responsibility of the HIRER to be familiar with the premises and contents, their operation and health & safety provisions.  The HIRER must ensure that all present know the appropriate action in the event of fire or fire alarm.

 2(a). THE HIRER shall not use the premises for any purpose other than as 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 same or render invalid any insurance policies in respect thereof nor allow the consumption of alcoholic liquor thereon without written permission.

(b). THE HIRER shall not use the premises for storeage, except with the agreement of the Management Committee

LICENCES & REGULATIONS.

  1. The Parish Rooms has a Performing Right Society Building Licence, but no other licence. THE HIRER shall be responsible for obtaining such licences as may be needed, whether a Temporary Event Notice (TEN), or from Phonographic Performance Ltd or otherwise and for the observance of the same.
  2. 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.
  3. THE HIRER shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, the Local Magistrates’ Court or otherwise, particularly in connection with any event which includes public dancing or music or other similar public entertainment or stage plays.
  4. THE HIRER shall, if preparing, serving or selling food observe all relevant food health and hygiene legislation and regulations.

APPLIANCES

  1. THE HIRER shall ensure that any electrical or other appliances brought to the premises shall be in good working order, and used in a safe manner.

SMOKING

  1. SMOKING is not permitted anywhere on the premises

ANIMALS

  1. THE HIRER shall ensure that no animals except guide dogs are brought into the building without prior permission.

NOISE

  1. THE HIRER shall ensure that the minimum of noise is made on arrival and departure.

CHILDREN

  1. THE HIRER shall ensure that any activities for children under the age of eight years of age comply with the provisions of The Children Act 1989 and that only fit and proper persons have access to the children.

AT THE END OF HIRING

  1. At the end of the hiring, the HIRER shall be responsible for leaving the premises and surrounds 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 the committee shall be at liberty to make an additional charge.

DAMAGE

  1. THE HIRER shall indemnify the committee for the cost of repair of any damage done to any part of the property including the curtilage thereof or the contents of the buildings which may occur during the period of the hiring as a result of the hiring.

DEFECTS or INJURIES

  1. BOOKS to record defects & injuries are maintained on the premises by the telephone. The HIRER must record in these any problem, breakage, injury, use of first aid supplies, etc. If a defect is hazardous, the HIRER must take immediate safety measures, and report the defect to a member of the Management Committee. Defective equipment must not be used until it has been repaired and inspected.

ACCESS BY THE MANAGEMENT COMMITTEE

  1. ACCESS to the premises during a period of hire may be required by the Management Committee. The HIRER will normally be advised of this in advance, if possible.

BOOKING REFUSAL & CANCELLATIONS

  1. THE COMMITTEE reserves the right to cancel this hiring in the event of the buildings being required for the use as a Polling Station for a Parliamentary or Local Government election or bye-election, in which case the hirer shall be entitled to a refund of any deposit already paid.
  2. IN THE EVENT of the buildings or any part thereof being rendered unfit for the use for which it has been hired, the committee shall not be liable to the HIRER for any resulting loss or damage whatsoever.
  3. THE COMMITTEE reserves the right to refuse a booking without notice or to cancel this hiring agreement at any time either before or during the term of the agreement upon giving 7 days notice in writing to the hirer.

The hirer shall be entitled upon such notice to reimbursement of such monies including the deposit or a proportion of the same as have been paid by the hirer to the Committee but the Committee shall not be liable to make any further payment to the hirer.

CANCELLATION BY THE HIRER

  1. If THE HIRER wishes to cancel the booking before the date of the event and the Committee 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 committee.

NOTES  FOR ALL  USERS AND CATERERS

(1)     The Rooms are let unsupervised.  It is for the Hirer and Caterer to ensure that the facilities available are suitable, and that they are operating correctly and used safely.

(2)     With the agreement of the Hirer, Caterers are permitted to bring their own electrical appliances.

(3)     This is a Victorian building, and the electrical system, although upgraded, is not without eccentricity.  For example, the large cooker provided exceeds the capacity of the domestic cooker Circuit; so the Hob and Oven operate on separate Circuits.

(4)     If additional appliances are to be used in the main kitchen, the Caterer should understand the loads on the electrical Circuits:

Circuit 1    – this is a normal domestic cooker supply with wall switch

– here it just supplies the Hob, together with a kettle or urn.

Circuit 2    – this is a ring of three double 13 amp plugs in the worktop area

– these supply the Oven, the Fridge, and a third plug under the worktop

– if the Oven is in use, do not use a kettle or Caterers’ appliances on   any plug on this Circuit as it is likely to overload and trip.

Circuit 3    – 13 amp plug by door to Main Hall (part of a ring in the Main Hall)

Circuit 4    – 13 amp plug on wall opposite windows (part of a ring in the corridor)

With additional appliances, considerstion should be given to the risk of capacity overload, and possibly spreading the load to Circuits 3 or 4.

(5)     It is a condition of hire that the Kitchens are properly cleaned by those using them.  Basic cleaning materials are provided, but the Caterer should consider supplementing these.

(6)     The Caterer is welcome to inspect the facilities in advance by appointment through the Hirer with the Booking Secretary.

FIRE SAFETY

Sarisbury Parish Rooms is a No Smoking Building.

PLEASE DO NOT ALLOW ANY NAKED FLAMES UNLESS SUPERVISED – FOR EXAMPLE ON BIRTHDAY CAKES

The above should ensure that the risk of fire is low, however:

In Case of Fire

If the fire cannot be dealt with easily and safely using the fire extinguishers available, please vacate the building making sure that everyone in your group or party is accounted for.  If possible shut (but do not lock) all doors and windows to prevent the fire from spreading, and press the Fire Alarm button located near the exit door to warn any people in another part of the building that there is a fire.

PARKING

For YOUR SAFETY and the SAFETY of  OTHER USERS, PLEASE DO NOT PARK IN FRONT OF ANY OF THE DOORS.  OBSTRUCTION OF ANY EXIT BY A PARKED VEHICLE CONSTITUTES A DANGER BY OBSTRUCTING THE EXIT IN CASE OF FIRE