Terms & Conditions of Hire

General Rules Governing the Use of The Link and The Point.

 

The management of The Link and The Point is vested in the Management Committee of the Community Association, whose powers and composition are defined in the constitution, a copy of which may be obtained from the main office at The Link.  Under the provisions of the constitution, the Management Committee is empowered to make rules or to withdraw or amend them.

 

Definitions

For the purposes of this agreement and the conditions of hire, the term “Hirer” shall mean an individual hirer or, where the “Hirer” is an organisation that organisation.  “Premises” means those parts of the Community Centre state on the Booking form being those subject to this hire agreement.  “Booking” means the contract between the Hirer and Tadley and District Community Association as detailed and on the terms of this agreement (“the Booking Form” of which these conditions form part).  “Period” means the time or times reserved under these conditions and “the Function” means that described and authorised by the Booking.  If the Hirer is in any doubt as to the meaning of any of the conditions, the TDCA office staff should be consulted immediately.

 

Hiring Agreement:

 

In consideration of the Hire Fee detailed on the Booking Form, the Tadley and District Community Association agrees to permit the Hirer to use the Premises for the Function and for the Period(s) described in the booking form. All details inserted in the booking form are part of this Agreement. This Hiring Agreement includes these Standard Conditions and Special Conditions set out below.

Standard Conditions of hire:

Age 
The Hirer, not being a person under 18 years of age, hereby accepts responsibility for being in charge of 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.


Supervision

The use of The Link and The Point

Use of the centres and its facilities is subject to the following rules and, in the case of hirers, to the conditions incorporated in the hiring agreement.  The 

 

Insurance and Indemnity

The Hirer shall be liable for:

(i) 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

(ii) all claims, losses, damages and costs made against or incurred by the village hall management committee, their 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
(iii) all claims, losses, damages and costs made against or incurred by the village hall management committee, 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, and subject to sub-clause (b), the Hirer shall indemnify and keep indemnified accordingly each member of the Community Associations Management committee and the Community Associations employees, volunteers, agents and invitees against such liabilities.

The Community Centre shall take out adequate insurance to insure the liabilities described in sub-clauses (a)(i) above and may, in its discretion and in the case of non commercial hirers, insure the liabilities described in sub-clauses (a) (ii) and (iii) above. The Community Centre shall claim on its insurance for any liability of the Hirer hereunder but the Hirer shall indemnify and keep indemnified each member of the Community Association Management committee and the Community Associations employees, volunteers, agents and invitees against (a) any insurance excess incurred and (b) the difference between the amount of the liability and the monies received under the insurance policy.  (c) Where the village hall does not insure the liabilities described in sub-clauses (a)(ii) and (iii) above, the Hirer shall take out adequate insurance to insure such liability and on demand shall produce the policy and current receipt or other evidence of cover to the village hall secretary. Failure to produce such policy and evidence of cover will render the hiring void and enable the hall secretary to rehire the premises to another Hirer.


The Community Centre is insured against any claims arising out of its own negligence.
 

Equal Opportunities

Users of The Link and The Point must comply with the Equality Act 2010.  They must ensure that the centres are open to all the members of the community regardless of sex, sexual orientation, nationality, age, disability, race or of political, religious or other opinions.

 

  1. Applying to use The Link or The Point

 

a. Application for use of the centres shall be made to The Link.

 

b.  The right to refuse any application for the use of centre facilities is reserved to the Management Committee or the Association Manager, provided that the Association Manager reports his/her action to the next meeting of the Management Committee.  The Management Committee may refuse an application to use the centre’s facilities if the use by a particular association or individual presents a risk of public disorder, a risk to national security or a risk of alienating the Association’s beneficiaries or supporters.  In any circumstance of doubt, the Association Manager shall report the matter to the Secretary and shall not confirm the letting without the agreement of the Secretary.

 

c.  The Management Committee reserves the right to request such additional information as it deems necessary and to make enquiries of external bodies as to the standing of any organisation before agreeing letting.

 

d.  All arrangements for the use of centre facilities are subject to the Association reserving the right to cancel bookings when the premises are required for use as a Polling Station or are otherwise rendered unfit for the intended use.  Such cancellation will be without compensation and that only deposits paid will be refundable in full.

 

e.  Sections and affiliated groups of the Association shall normally have priority use of its facilities, but all arrangements to hire facilities made with outside bodies and individuals shall be honoured by the Association except as provided for in above (c).

 

Hours of Opening

Facilities at The Link and The Point are normally available for the use of it’s members and outside hirers between the hours of 8am and 11.30pm Monday to Sunday.
 

Maximum Capacity

The Link has a maximum capacity of 600 people overall; Hall A or B 150 persons, Hall A&B 300 persons, Talbot/Newley 12 persons, Beavers/Don Allen 40 person.  The Point has a maximum capacity of 220 overall; Main hall 102, Recording Studio 60. These figures include helpers and performers.  On no account shall these figures be exceeded.

 

Safety Requirements

All conditions attached to the granting of the centre’s Premises Licence or other licences shall be strictly observed.  Nothing shall be done which will endanger the users of the building or invalidate the policies of insurance relating to it and to its contents.  In particular:

  • Obstructions must not be placed in gangways or exits, nor in front  of emergency exits, which must be immediately available for free public egress;

  • All groups are expected to co-operate in the fire drills which may be arranged at varying times in order to familiarise users with evacuation procedures;

  • The emergency lighting supply must be turned on during the whole time the premises are occupied and must illuminate all exit signs and routes;

  • Fire-fighting apparatus shall be kept in its proper place and only used for its intended purpose;

  • The Fire Service shall be called to any outbreak of fire, however slight, and details of the occurrence shall be given to the Association Manager;

  • Performances involving danger to the public shall not be given;

  • Highly flammable substances shall not be brought into or used in any part of the premises.  No internal decorations of a combustible natures (such as polystyrene, cotton, etc) shall be undertaken or erected without the consent of the Management Committee.  No indoor or outdoor fireworks to be used on the premises at any time;

  • No unauthorised heating appliances shall be used on the premises;

  • First Aid box and accident book shall be readily available to all users of the premises.  They are located in the Kitchen and must be returned after use.  The Association Manager must be informed of any accident or injury occurring on the premises.  

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

  • No gas canisters to be brought onto the premises.

 

Supervision
The hirer or person in charge of an activity shall not be under 18 years of age and shall be on the premises for the entire period of hire or duration of activity.  She/he shall not be engaged in any duties which prevent him/her from exercising general supervision.

When the premises or any part of them are used for the purpose of public entertainment, there shall be a minimum of two persons, neither of whom shall be less than 18 years of age, on duty where under 100 persons are attending the entertainment.  The number of adult attendants required is increased in the following circumstance:

  • Where 100 – 249 people are present – to three;

  • Where 250 – 499 people are present – to four;

  • Where the majority of those present at the entertainment are less than 16 years of age and/or when many people with disabilities are expected to attend, the numbers of adult supervisors will be increased.
     

All persons in charge or on duty shall have been informed of the procedure for evacuation of the premises and shall familiarise themselves with the fire-fighting equipment provided.


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 Community 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

 

Safeguarding People

Regulated activities (involving either children, young people or adults) will not be permitted on the premises except with the written agreement of the Management Committee, which will require that the relevant provisions of the Children Act 2006 and subsequent legislation, the Protection of Freedoms Act of 2012, any conditions required by the Office for Standards in Education (OFSTED) or by the local Safeguarding Boards/Social Services Department (as appropriate are complied with before giving such permission.


All organisers of activities should comply with the recommendations of Advising Communities information sheet on “Safeguarding: The Disclosure and Barring Service’ and the Management Committee reserves the right to exclude from the premises any organisation that fails to comply with this requirement.  In the case of affiliated groups or outside hirers, it is the responsibility of the organisers of the activities concerned to ensure compliance with these requirements, and that proper supervision is undertaken.   The Hirer shall provide the Community Centre with a copy of their DBS check and their safeguarding policy

 

Supply of Food and Drink

Only people who have satisfactorily undertaken any relevant training required by the Council’s Environmental Health Department, and otherwise satisfied the requirements of current legislation, shall be permitted to handle food on the premises.  Such persons at all times shall observe the Code of Conduct displayed in the kitchen.

 

Intoxicating Liquor

No intoxicating liquors are permitted to be brought, sold or consumed on any part of the premises without the express permission in writing of the Management Committee, whose consent must also be obtained prior to seeking any relevant permission.
 

Smoking
Smoking is not permitted anywhere on the premises.  The hirer must ensure the hirer’s invitee’s, comply with the prohibition of smoking in public places provisions of the Health Act 2006 and regulations made there under.  

 

Licences
The Hirer shall ensure that the Community Association holds relevant licences under Performing Right Society (PRS) and the Phonographic Performance Licence (PPL) or, where appropriate, the hirer holds a licence.  

 

Film
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.

 

Betting, gaming and lotteries

Nothing shall be done on or in relation to the premises in contravention of the law relating to betting, gaming and lotteries and the persons or associations responsible for functions held in the centre premises shall ensure that the requirements of the relevant legislation are strictly observed.

 

Temporary Event Notice (TENs)

The Association Manager must be given at least 4 weeks’ notice of any event that is not licensed by the Association’s Premises Licence.  The Association Manager will then determine whether or not the event should take place and, if approved, will either him/herself issue the TEN or require the hirer to do so.

 

Storage
The permission of the Management Committee must be obtained before goods or equipment are left or stored at The Link or The Point, except that the Association Manager is authorised to grant permission for the overnight storage of goods and equipment brought to the centre for a particular function or event.


The Community Association 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 fees will be charged for each day or part of a day at the hire fee per hiring until the same is removed.

The Community Association may, use its discretion in any of the following circumstances:

  1. 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.

  2. 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 Community Association 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

 

 

Loss of Property
The Association cannot accept responsibility for damage to, or the loss or theft of, centre users’ property and effects.
 

Car Parking

Cars shall not be parked so as to cause an obstruction at the entrance to, or exits from, the centre.  Where parking accommodation is provided and available, this must be used and in any case users of the centre should avoid undue noise on arrival and departure.

 

Nuisance

Hirers and organisers of events in The Link and The Point are responsible for ensuring that the noise level of their functions is not such as to interfere with other activities within the building nor to cause an inconvenience for the occupiers of nearby houses and property.  The Link has a noise limiter inside the main hall, should the noise level exceed the limit for approximately 10seconds the power is automatically cut and the lights will go on in the main halls.  You will then need to contact the caretaker (number on front of door) who will then attend sit to reset the system, a call out fee applies.

 

Cleaning and Security

All use of centre premises and facilities is subject to the users accepting responsibility for returning furniture and equipment to their original position and for securing doors and windows of the premises as directed by the Association Manager.  All users shall also leave the premises and surroundings in a clean and tidy condition, as may be directed by the Association Manager.

 

Bouncy Castles

If the hirer uses any bouncy castle the hirer must ensure the following:

  • There is adequate supervision by a responsible adult/s at all times.

  • Not used by children under 2 years of age.

  • Restricted to use by age groups (2 to 5 years old, 6 to 12 years old).  Age groups must not be mixed whilst using the bouncy castle.

  • Appropriate insurance acquired where outside castles brought in.

 

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 Management Committee.  Portable Liquefied Propane Gas (LPG) heating appliances shall not be used.
 

Animals
The Hirer shall ensure that no animals (including birds) except guide dogs are brought into the premises, other than those events or activities as agreed with the Community Association.  No animals whatsoever are to enter the kitchen at any time.
 

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 the 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.

 

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 on Manufacturers’ Recommended Retail Prices.

 

Cancellation
If the Hirer cancels the booking at least four weeks before the date of the event, the Community Association will return the booking fee minus the deposit paid.  If the Hirer cancels the booking between two and four weeks before the date of the event, the Community Association will return 50% of the fee minus the deposit.  If the Hirer cancels the booking less than two weeks before the date of the event or fails to proceed with the booking thereafter, the Community Association will retain any hire fees paid.  The Community Association 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 Community Association Management Committee reasonably considering that a) such hiring will lead to a breach of licencing conditions, if applicable, or other legal or statutory requirements, or b) unlawful or unsuitable activities will take place at the premises as a result of this hiring. c) the premises becoming unfit for the use intended by the Hirer. d) 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 Community Association shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.

 

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 Community Association shall be at liberty to make an additional charge which may be deducted from the deposit.  This also includes waste which should be taken with you at the end of hire. Any waste left behind may incur a charge to cover removal and disposal.

 

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 Village Hall Secretary. Any alteration, fixture or fitting or attachment so approved shall at the discretion of the Village Hall remain in the premises at the end of the hiring. It will become the property of the Village Hall unless removed by the Hirer who must make good to the satisfaction of the Village Hall any damage caused to the premises by such removal.

 

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

Special Conditions of Hire

All functions must end promptly by midnight to comply with the Public Entertainment Licence.

 

Fire

Hirers must ensure that all precautions are taken against risk of FIRE and damage to the property. Instructions for smoke/heat alarms/exits/equipment, and what to do in the event of a fire, can be found on the blue notice board inside the hall entrance.

The Hall has no telephone. Please ensure you have a mobile in good working order with you.

All means of EXITS from the premises must be kept free from obstruction and immediately available for instant public exit. The emergency exit illuminated signs remain on permanently.

 

Opening and closing The Link and The Point

Arrangements for access to the hall will be made shortly before your hire.  Please ensure that any outside caterers, contractors and bar staff are aware of the hire period and that they will not be able to enter before or leave after the hire period.

Guests are expected to vacate the premises within fifteen minutes of the end of a licensed period. Failure to comply with this may result in forfeiture of your deposit.

Furniture

Please use the trolleys provided for moving chairs and tables in order to avoid injury. Please stack chairs and tables neatly where you found them. A first aid box is located in the kitchen, and an Accident Report book is kept next to the box. All recorded accidents must be reported to the management as soon as possible. It is the duty of the management to inform the authorities.

 

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 must be refrigerated.

 

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 a disturbance for local residents.

You must not use drawing pins, Bluetac or tape on the walls or other surfaces, use - 3M Command hooks if you need to put up notices or decorations. Do not fix decorations near light fittings or heaters.  These must be taken down at the end of the Hire.  

 

Please leave the premises clean and tidy. In particular we ask you to ensure table tops are wiped clean before being stacked. Please remove all rubbish and take it with you when you leave.

 

Faults/ damage/ comments

Please report any faults or damage to the centre office as soon as possible so that they can be rectified quickly. The management committee welcome comments or observations that you may have about your hire of The Link and The Point.