TERMS & CONDITIONS

Rowner Community Trust

Terms and Conditions of Hire

In these terms and conditions ‘Centre’ means the Nimrod Community Centre or Youth Arts and Media Centre; ‘The Hirer’ is the person or body to whom the hire of premises is granted; ‘The Trust’ or RCT is Rowner Community Trust who own and manages the centres.

The hiring of the premises and facilities of the Trust is permitted only on the conditions outlined in the following regulations. Acceptance of the hire agreement is deemed to be acceptance of these conditions.

The Hirer shall be responsible for compliance with the Terms and Conditions of Hire.

The Hirer shall ensure that the facilities to be hired are suitable for his/her purposes and that the facilities should be used for their intended purposes only. The Hirer shall also ensure that the number of people using the hired premises does not exceed that for which the application was made and approved.

Booking times must include the time required by the Hirer to set the room up and the time required by the Hirer to clear up after the event and return any furniture that has been moved to its original position. (Tables should be wiped, rubbish removed from premises, floor swept, and any spillages cleared, recommend half hour either side of hire.)

The use of the premises must not interfere with the proper working of the centres. Use of the premises is limited to the accommodation hired and necessary facilities (e.g. toilets). The Trust reserves the right of access to any part of the premises during the letting.

Users of Rowner Community Trust facilities must comply with the Equality Act 2010. They must ensure that the community centre is open to all members of the community regardless of sex, sexual orientation, nationality, age, disability, race, or of political, religious or other opinions.

Fabric and fittings

The fabric, fittings and contents of the premises shall not be interfered with.

No drawing pins, nails or screws shall be driven into walls, floors, ceilings, furniture or fittings, and no placards shall be affixed to any part of the premises.

Official fire or other exit ways must be kept clear at all times.

Any alteration or addition to the centre’s lighting or electrical systems is forbidden.

Smoke machines, or similar equipment, must not be used as they set off fire alarms.

The Hirer shall, at the end of the hire period, leave the accommodation in a reasonably tidy condition.

The Hirer is responsible for the safe keeping of all items belonging to the Hirer and his/her guests or members. Storage facilities can usually be provided at a cost.

Hirers shall not bring on to the premises any article of an inflammatory or explosive nature, nor any article producing an offensive smell, nor any article, substance or apparatus of an illegal or dangerous nature.

The Hirer shall indemnify Rowner Community Trust against all claims for damages, compensation and/or costs in respect of:

(i) bodily injury or illness to Third Parties, and/or
(ii) damage to Third Party property caused by or arising out of being incidental to the Hirer’s use of the premises.

The Hirer shall be responsible for loss or damage to the Centre’s premises and contents.

The Hirer shall effect adequate insurance in respect of the liabilities and the loss and damage referred to in Conditions (i) and (ii) above

All electrical equipment brought into the building by a hirer shall comply with the Electricity at Work Regulations 1989 and any subsequent legislation. The Board disclaims all responsibility for all claims and costs arising from the use of any equipment that does not so comply.

Payment of charges: 

The Hirer shall pay the hiring fees at the rates and times set out in the booking process, unless a separate arrangement has been agreed in advance of the hire in a service level agreement.  The Trust will only reserve a hire for 4 weeks before payment is due.

A) For one off bookings, all fees must be paid 7 days before the event.

B) For Multi bookings, all hire fee must be paid within 14 days of invoice or before the first booked date.

C) For regular bookings, all hire charges must be paid within 14 days of an invoice being issued. The invoice will be issued at the end of each month for all hires that have taken place that month.

D) The Trust reserves the right to invoice the Hirer for any charges arising from excessive cleaning time incurred as a result of the Hirer failing to leave the accommodation in a reasonable condition, or for repair of the premises or equipment damaged by the Hirer, or resulting from the Hirer failing to vacate the premises by the time shown on the booking form.

E) The Hirer must pay at the time of booking a refundable deposit to be held by the Trust against costs incurred as a result of any damage caused by the Hirer, or additional cleaning required as a result of the premises not being left in a reasonably tidy condition. The proportion of the deposit to be retained, if so required, will be decided by the Trust and its decision will be final, the Damaged/cleaning deposit held by the Trust should be between £20 - £250.

F) Rowner Community Trust may refuse to hire the premises if the premises are required by the Centre, or if there has been any damage to the property or breach of the terms and conditions of hire during previous use of the premises by the Hirer. No compensation shall be payable by the Trust because of such a decision.

G) The Trust reserves the right to cancel any hiring without notice if:

1. the accommodation will, due to circumstances outside its control, be unavailable for the hire period;
2. the Hirer has failed to disclose material information concerning the proposed hiring; or
3. there are reasonable grounds to conclude that the terms and conditions of hire may be breached.

In the event of: 
1. all hiring fees will be refunded to the Hirer. 
2 and 3, any refund of hiring fees shall be at the Trust’s discretion.

Canceling the booking

One off booking, notification of cancellation must be given at least 14 days prior to the date of the booking. Cancellations received with less than 14 days will incur a £20 administration fee, cancellations with less than 7 days’ notice will incur charge of 50% of hire cost, and cancellations less than 7 days will incur charge of 75% of hire cost and on day of booking will incur 100% of the hire cost.

Multi booking, notification of cancellation must be given at least 14 days prior to the date of the first booking. Less than 14 days will result in 75% of the hire fee, less than 7 days notice of the first booked date will incur a 100% of the hire fee charged.

Regular bookings, notification of cancellation must be given at least 14 days prior to the date of booking. Less than 14 days will result in 75% of the hire fee, less than 7 days notice of the booked date will incur a 100% of the hire fee charged.

Health and Safety 

All statutory requirements, including those relating to health and safety and public entertainments, must be fulfilled by the Hirer. Hirers must keep a list of attendees. In the event of an evacuation of the building, the Hirer must use this to determine that their entire group is accounted for.

Hirers must familiarise themselves with the fire precautions in force on the premises and with the means of evacuation in the event of a fire or any other threat to safety, and ensure that the people attending their events are also aware of these.

Alcohol

Alcoholic drinks should not be available at any function without prior written consent of the Trust.

If permission is granted for alcohol to be bought on to the premise the Hirer must be responsible for ensuring the good behaviour of his/her guests or members. He/she must provide an adequate number of supervisors for any activity and these must be present throughout the hiring period. The Trust reserves the right to cancel or terminate any event with immediate effect if the Trust’s designated representative on duty considers the behaviour of the Hirer, its guests or members to be offensive, disruptive and against the interests of all users of the Centre, or if he or she witnesses violent behaviour or intentional damage to the Centre or its equipment. If any event is terminated in such circumstances, the Centre shall not be obliged to refund any part of the Hire charge, nor to compensate the Hirer for any losses that he or she may accrue.

The Trust reserves the right to insist that door supervisors are hired.

If permission is granted for alcohol to be sold, it will be the responsibility of the Hirer to ensure that a Temporary Event Licence is obtained from the local Licensing Authority. The Trust reserves the right to see any such licence prior to the letting. The Hirer must ensure that the terms and conditions of the licence are applied.

Smoking 

It is illegal to smoke in the building. It is a condition of hire that members of your group DO NOT smoke in the garden.

Accidents and dangerous occurrences

The Hirer must report all accidents involving injury to the public to the RCT representative as soon as possible. Any failure of equipment, either that belonging to RCT or brought in by the Hirer must also be reported to the RCT representative as soon as possible. Certain types of accidents must be reported in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995.

Emergency

The hire shall comply with all instructions give by RCT representative in relation to emergencies. In the event of an emergency evacuation no refund will be given.

Inflatables / Bouncy Castles

The Hirer must insure the bouncy castle is from a reputable insured company. Please inform RCT if you are planning to hirer an inflatable at your event, we can then ensure the hired room is appropriate.

Noise

All bookings must end by 11pm or 10.30pm (Sundays).

You must ensure that members of your group leave the premises quietly in the evening.

You must ensure that the fire escape doors into the garden are not left open or opened frequently, the noise is loud enough to cause a nuisance to neighbours in the evening if doors are open.

Garden

The garden is an escape route from the building. You must not obstruct any fire escape routes with vehicles or any other obstructions.

You must not lock or obstruct the garden gates – we do not normally grant you exclusive use of the garden. In exceptional circumstances we may allow exclusive use but only after a careful risk assessment and guarantees that you will enforce any additional conditions we require as a consequence of the assessment.

You must not let off fireworks or operate a barbecue in the garden.