Terms & Conditions of Space Hire

The ROYALS Youth Centre acting by its Management Committee. AGREED as follows:

Section 1: Standard Conditions of Hire

These standard conditions apply to all hiring of the ROYALS premises. If the Hirer is in any doubt as to the meaning of the following, the Office Manager or other relevant person should immediately be consulted.

1. Age

The Hirer, not being a person under 18 years of age, hereby accepts responsibility for being in charge of the function, and on the premises at all times when the public are present and for ensuring that all conditions, under this Agreement, relating to management and supervision of the premises are met.

2. Supervision

The Hirer shall, during the period of the hiring, be responsible for;

• 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

As directed by the Association, the Hirer shall 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

The Hirer shall not use the premises for any purpose other than that described in the Hiring Agreement and shall not sub-let 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 alcohol thereon without written permission.

4.Licensable activitiesThe Hirer shall ensure that the ROYALS holds a PRS for Music Licence which permits the use of copyright music in any form, e.g. record, compact disc, tapes, radio, television or by performers in person. If other licences are required in respect of any activity in the premises, the Hirer should ensure that they hold the relevant licence or that the ROYALS holds it.

5.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, the hall’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 Association’s health and safety policy.

The Hirer acknowledges that they have received instruction in the following matters;

• The action to be taken in event of a fire. This includes calling the Fire Service and evacuating the hall

• The location and use of fire equipment. 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.

A copy of the Fire Risk Assessment can be obtained from the office upon request.

In advance of an entertainment or play the Hirer shall check the following items;

• That all fire exits are unlocked and panic bolts in good working order

• That all escape routes are free of obstruction and can be safely used

• That any fire doors are not wedged open

• That exit signs are illuminated;•That there is no obvious fire hazard on the premises.

6. Means of escape

All means of exit from the premises must be kept free from obstruction and immediately available for instant free public exit.The emergency lighting supply illuminating all exit signs and routes must be turned on during the whole of the time the premises are occupied (if not operated by an automatic mains failure switching device).

7. Outbreaks of fire

The Fire Service shall be called to any outbreak of fire, however slight, and details thereof shall be given to the Office Manager.

8. 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 FoodSafety (Temperature Control) Regulations 1995. The premises are provided with a refrigerator and thermometer.

9. 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 and any subsequent legislation(ROYALS Health and Safety Policy). Where a residual circuit breaker is provided the hirer must make use of it in the interests of public safety.

10. Toilet Use

The Hirer shall ensure that the toilets are kept at a clean standard at all times during use, this includes ensuring taps are turned off completely.

11. Insurance and indemnity

The Hirer shall be liable for;

• the cost of repair of any damage (including accidental and malicious damage) done to any part of the premises including the curtilage thereof or the contents of the premises

all claims, losses, damages and costs made against or incurred by the ROYALS, its employees, volunteers, agents or invitees in respect of damage or loss of property or injury to persons arising as a result of the use of the premises (including the storage of equipment) by the Hirer;

and all claims, losses, damages and costs made against or incurred by the ROYALS, their employees, volunteers, agents or invitees as a result of any nuisance caused to a third party as a result of the use of the premises by the Hirer, the Hirer shall indemnify and keep indemnified accordingly each member of the ROYALS Management Committee and the Association’s employees, volunteers, agents and invitees against such liabilities.

The ROYALS have a public Liability Insurance Policy which covers accidents/incidents which arise as a result of negligence by the ROYALS; however you will need to have your own insurance policy which covers the nature of work you are involved in, your own equipments and staff.

12. Accidents and dangerous occurrences

The Hirer must report all accidents involving injury to the public to the ROYALS Authorised Representative (named in 1.2 of the Hiring Agreement) or, failing that, to a member of the ROYALS Management Committee as soon as possible and complete the relevant section in the ROYALS accident book. Any failure of equipment belonging to the ROYALS or brought in by the Hirer must also be reported as soon as possible. The Authorised Representative will give assistance in making this report. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR).

13. Explosives and flammable substances

The Hirer shall ensure that;

• Highly flammable substances are not brought into, or used in any part of, the premises and that

• No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall be erected without the consent of the ROYALS. No decorations are to be put up near light fittings or heaters.

14. Heating

The Hirer shall ensure that no unauthorised heating appliances shall be used on the premises when open to the public without the consent of the ROYALS. Portable Liquefied Propane Gas (LPG) heating appliances shall not be used.

15. Drunk and disorderly behaviour and supply of illegal drugs

The Hirer shall ensure that in order to avoid disturbing neighbours and to avoid violent or criminal behaviour, care shall be taken to avoid excessive consumption of alcohol. Drunk and disorderly behaviour shall not be permitted either on the premises or in its immediate vicinity. Alcohol shall not be served to any person suspected of being drunk or to any person suspected of being under the age of 18. Any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way shall be asked to leave the premises. No illegal drugs may be brought onto the premises.

16. Animals

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 Association. No animals whatsoever are to enter the kitchen at any time.

17. Compliance with the Children Act 1989 and subsequent legislation, including work with vulnerable adults

Checks may also apply where children over eight and vulnerable adults are taking part in activities. The Hirer may be requested to provide the ROYALS with a copy of their DBSCheck.

18. 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 ROYALS 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.

19. 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. In particular, the Hirer shall ensure that the total prices of all goods and services are prominently displayed; as shall be the organiser's name and address and that any discounts offered are based only on Manufacturers’ Recommended Retail Prices.

20. 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.

21. Cancellation

If the Hirer wishes to cancel the booking before commencement of activity and the ROYALS 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 ROYALS.

The ROYALS reserves the right to cancel this hiring by written notice to the Hirer in the event of;

• the premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election

• the ROYALS reasonably considering that such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements, or unlawful or unsuitable activities will take place at the premises as a result of this hiring

• the premises becoming unfit for the use intended by the Hirer

• 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 the Hirer shall be entitled to a refund of any deposit already paid, but the ROYALS shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.

22. End of hire

The Hirer shall be 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 the ROYALS shall be at liberty to make an additional charge.

23. Noise

The Hirer shall ensure that the minimum of noise is made on arrival and departure, particularly late at night and early in the morning. The Hirer shall, 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.

24. Stored equipment

The ROYALS accepts no responsibility for any stored equipment or other property brought onto 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 fees will be charged for each day or part of a day at the hire fee per hiring until the same is removed.

The ROYALS may use its discretion in any of the following circumstances;

Failure by the Hirer either to pay any charges in respect of stored equipment due and payable or to remove the same within 7 days after the agreed storage period has ended;

Failure by the Hirer to dispose of any property brought on to the premises for the purposes of the hiring. This may result in the ROYALS disposing of any such items by sale or otherwise on such terms and conditions as it thinks fit, and charge the Hirer any costs incurred in storing and selling or otherwise disposing of the same.

25. No alterations

No alterations or additions may be made to the premises nor may any fixtures be installed or placards, decorations or other articles be attached in any way to any part of the premises without the prior written approval of the Authorised Representative. The Hirer must remove all such articles at the end of the hiring unless otherwise agreed with the ROYALS. Any unauthorised articles left on the premises will be disposed of by the ROYALS as it thinks fit. The Hirer will make good to the satisfaction of the ROYALS any damage caused by such installation and removal.

26. No rights

The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.

27.Dangerous and unsuitable performances

Performances involving danger to the public or of a sexually explicit nature shall not be given.

Section 2: Safety

Smoking on the Premises is not permitted.
Please note that fire doors must be clear from obstructions at all times including stair wells.
In the event of a fire, the Premises should be evacuated in an orderly manner using the appropriate exits and the Fire Service called by dialling 999.
The exact location of the nearest telephone, fire exits and fire extinguishers must be noted before the Centre is occupied and the manner of opening Fire Doors should be made known to your guests
.Please use the trolleys provided for moving chairs and tables in order to avoid injury. Please stack chairs and tables in the storeroom in the manner shown on the notice.
The ROYALS complete a weekly fire alarm inspection every Tuesday.
The ROYALS health and safety file is kept in office
A first aid box is located in the Kitchen
Risk Assessments and Health & Safety Documentation is available from the office on request.

Power Circuits/Heating

The heating controls are located in the main office. Please let the booking secretary know if you need the Centre to be particularly warm or cold.
Do not adjust individual radiators/heaters as this will result in the Centre being too cold or hot for subsequent users.
The heating is timed to turn off at 10.30pm

Car Parking

The roads leading to the Centre and the small access road leading to the car park are public roads and must not be obstructed. The Centre car park will only accommodate 2 of your groups vehicles.
Any overflow may park at Tesco’s, there is a fee for over 2 hours.

Consideration for Others

Please ask your guests to leave quietly at the close of your event. Car doors banging and loud talk in the car park are disturbing to local residents.
Please do not use drawing pins or adhesive tape on the walls or other surfaces, use blu-tack if you need to put up notices or decorations. Do not fix decorations near light fittings or heaters.
Please leave the Centre clean and tidy and leave waste in the bins outside or take it home. In particular we require you to ensure table tops are disinfected and wiped clean before being stacked in the cupboard.

Faults/ Damage/ Comments

Please report as soon as possible to the booking secretary any faults or damage so that they can be rectified quickly. The Management Committee welcomes comments or observations that you may have about your hire of the Centre.

Cleaning

The ROYALS Youth Centre provide a cleaner 7 days per week, rubbish should be cleaned away after each session and the room should be left clean and tidy. Any large items of rubbish need to be disposed of by your group. Our local tip is in Gerpins Lane. Our bins are for general waste only