Alington House Community Association (the Association)
Standard Terms and Conditions of Room Hire - Version 18th October 2011
These terms and conditions together with the room hire booking form comprise the agreement pursuant to which Alington House provides rooms to the customer (the hirer).
1 Hire charges
The hire charges are those in force at the time of booking Click here to view current rates and capacities
2 Payment
2.1 A discretionary non refundable deposit of 25% is required for the booking. The final payment will be requested by invoice. This may be uo to 30 days in advance of your booking. Payment is required within 14 days and must be settled in advance of your booking except by special arangement with ourselves.
2.2 Alington House reserves the right to charge late payment interest at a rate of 4% above the Bank of England base rate on any outstanding invoices.
3 Use of premises
3.1 The Hirer, their staff, agents and visitors must only use those rooms which are specified in the hire agreement and within the booking times agreed. Bookings are for blocks of one or more hours and may be made between 9:00am and 5:00pm Monday to Friday. Bookings after 5:00pm or at weekends, are at our discretion but are available in some circumstances. PLEASE NOTE that the centre is not staffed at weekends and that a key holder attendance charge will be made for any weekend bookings.
3.2 The Hirer must declare at the outset the purpose of the room hire and the room/s must be used for that purpose only. The hirer shall not permit more than the maximum number of people specified in the agreement to be in the room at any time.
3.3 The Hirer undertakes to appoint a competent responsible person, aged 18 or over, to provide adequate supervision throughout the hiring to ensure the provisions and stipulations referred to in the Building Conditions and any applicable licenses are complied with. Those responsible persons will ensure that they have familiarized themselves with the layout of the building and all fire safety and emergency exits and procedures (notices posted in every room and by every fire emergency call point). The name of the Responsible Person should be entered onto the Room Booking Form.
3.4 The Association reserves the right to charge the Hirer an amount of £100 bond to cover for damage and/or extra cleaning to the premises. This will be returnable if the premises are left in a satisfactory condition.
The Association may at its discretion assign a member of staff to be present at the time of the booking. The hirer will be responsible for the payment of the staff member in addition to the standard charge of room hire.
3.5 The Hirer is responsible during the whole period of hire for making sure that :-
- The number of people using each room is not more than that permitted for each room (see the room hire charges sheet)
- use of premises namely the building, its fabric and contents, its access and surrounding land), is fully supervised to keep those premises safe from damage or change of any sort
- the purpose and conduct of the hire does not disrupt the use of any room hired by others
- behaviour of all persons, whatever their capacity, using the premises, remains under control
- no excessive noise occurs during the hire a minimum of noise is made by any person on arrival or departure particularly late at night or early morning
- any electrical appliances brought onto the premises for use in the Building be certified safe and in good working order, and used in a safe manner, using residual current circuit breakers where appropriate
3.6 The Hirer is responsible during the whole period of hire for making sure that :-
- the premises are NOT sub- hired or use for any purpose other than that described in the hire agreement
- the premises are NOT used by the hirer or anyone else for any unlawful purpose or in any unlawful way
- NO birds or animals, except guide dogs, are brought in the building, without written permission of the Building Co-ordinator
- NO animals whatsoever enter the kitchen or kitchenette at any time
- Nothing that may endanger the premises is allowed to be brought onto the premises
- NO action is allowed that may render any insurance cover for the premises invalid
- NO DRUGS are allowed on the premises and there is NO SMOKING in the building
- NO L.P. Gas appliances or highly flammable substances are brought onto the premises
- in case of accident please fill in the accident book is completed and the Centre Coordinator informed (the first aid box and accident book are situated in the premises kitchen)
3.7 The Hirer is responsible at the end of the hire for making sure that :-
- everything is left clean and tidy with rubbish removed
- all equipment, chairs and tables have been returned to storage positions tidily, the premises are cleared of people, all lights switched off
- all doors and windows locked securely, unless the Hirer has been advised that a room or public area is in use by another continuing hire
3.8 Authority to supply alcohol or to provide public entertainment
NO alcohol may be supplied or consumed on the premises under any circumstances without the specific written authority of the Association as granted by the Designated Premises Supervisor under the Premises Licence. Performance of entertainment for the public also requires specific written authority by the DPS.
3.9 Compliance with The Children Act of 1989 and other relevant legislation
The Hirer must ensure that any activities for children under eighteen years of age comply with all relevant legislation for the protection of children and vulnerable adults. Any activity for children or vulnerable adults must be operated in accordance with national guidelines and that only fit and proper persons shall have access to children or vulnerable adults.
In addition, The Hirer must in particular make sure that the users:-
- do not contravene the law relating to gaming, betting, and lotteries
- comply with all conditions and regulations required by the Premises Licensing Act, particularly in connection with events which include public dancing or music, or stage plays, or films, or similar entertainment
- observe all relevant food health and hygiene legislation and regulations if preparing, serving or selling food
- comply with Fair Trading Laws if selling goods on the premises and any code of practice used in connection with such sales; In particular ensure that the total prices of all goods and services and the organiser's name and address are prominently displayed, and that any discounts offered are based only on Manufacturers' Recommended Retail Prices
- do not contravene the Copyright Act
4 Third parties
Applications made on behalf of a third party must be declared at the time of booking.
5 Liability
5.1 The liability of Alington House for direct losses arising out of their negligence (other than in respect of death or personal injury), breach of contract or any other cause of action arising out of or in connection with this agreement is limited to the value of monies received from the customer.
5.2 Alington House shall not be liable for any consequential or indirect loss, howsoever arising.
6 Security
Alington House accepts no responsibility for anything that is lost or stolen from its premises.
Personal possessions are the sole responsibility of the hirer or their customers and customers are advised to keep valuable belongings with them at all times.
7 Indemnity
The hirer shall indemnify Alington House from and against:-
- all claims, demands, actions or proceedings in respect of the death or injury howsoever and howsoever caused of or to any persons which shall occur or arise from any accident or occurrence which shall happen while such a person is on or upon any part of the premises during the hire period or in respect of any loss or damage suffered or sustained by any person in consequence of any such death or injury.
- all claims, demands, actions or proceedings and any loss, damage or injury which may be brought against or suffered by Alington House arising from or in consequence of the non-observance or non-performance of any of these conditions or any act, neglect, default or omission of the hirer, their staff, agents or visitors.
- any claim under copyright law.
8 Music
The hirer must not make or broadcast music without the express permission of Alington House. The hirer must in such cases organise directly with the Performing Rights Society or Mechanical Copyright Society or other bodies for any licence required for the use of copyrighted material.
9 Cancellation
9.1 Cancellations made by the hirer within 48 hours prior to the commencement of the hire period are liable to a 100% cancellation fee. Cancellations made by the hirer more than 48 hours prior to the commencement of the hire period are liable to a 50% cancellation fee.
9.2 Cancellations made by the hirer more than 30 days prior to the commencement of the hire period are subject to no cancellation fee.
9.3 Alington House reserves the right to terminate the hire forthwith if, in their opinion, the hirer, their staff, agents or visitors are in breach of any of these terms and conditions. In that event the hirer, their staff, agents or visitors are required to leave the premises immediately, taking with them their possessions and equipment. In the event of hire being terminated in such a manner, Alington House will not be responsible for any claims, losses, actions or damages incurred by or on behalf of the hirer, their staff, agents or visitors in respect of the termination, nor will any hire charge be waived.
10 Validity
If any provision of this agreement is held to be invalid or unenforceable the remaining provisions shall not be affected and shall be carried out as closely as possible according to the original intent.
11 Jurisdiction
This agreement shall be governed and construed in accordance with the law of England and the parties submit to the exclusive jurisdiction of the English courts for the determination of disputes arising under this agreement.
I agree to these terms and conditions: _________________ Signed (Hirer) Date: ____________
