Bolton-le-Sands Community Centre (Village Hall)
Packet Lane
Bolton-le-Sands
LA5 8DW

Conditions of Hire

 BOLTON-LE-SANDS VILLAGE HALL / Community Centre

 Registered Charity 700264

Agreement Number…………………

Hiring Agreement

PARTIES     

(1)   The Community Centre named in clause 2.2 acting by its management committee.

(2)   The person or organisation named in clause 2.3.

AGREED as follows:

1.         Throughout this Agreement:

•          the Community Centre named in clause 2.2 is referred to as “we”; “our” is to be construed

accordingly and “we” and “us” mean and include the Community Centre’s charity trustees, employees, volunteers, agents and invitees

construed accordingly; “you” also includes the members of your management committee (if appropriate), your employees, volunteers, agents and invitees

speak to and seek consent from the Centre Booking  Secretary or, if the Centre Booking  Secretary is not available, the Centre Secretary.

•          where you must seek our consent, tell us about something or give us something, you must

•          the person or organisation named in clause 2.3 is referred to as “you”;  and “your” is to be

2.     In consideration of the hire fee described in clause 2.4, we agree to permit you to use the premises

described in clause 2.5 for the purpose described in clause 2.6 for the period(s) described in clause 2.1. The details inserted in sub-clauses 2.1 to 2.6 below and the answers to the questions in sub-clauses 2.7 to 2.11 are terms of this Agreement. This Agreement includes the annexed Standard Conditions of Hire and the Special Conditions of Hire set out in the attached Schedule.

2.1       Date(s) required:

        ……………………………………………………………………………………

Time required (Hours)

From……………………………..To……………………………

2.2  Community Centre

(a)  Registered Charity No 700264   (b) Authorised Representatives S.Robinson and  T.I.Birnie

c/o Community Centre, Packet Lane,Bolton le Sands Carnforth LA5 8DW   07367066918

2.3  Hirer:

(a)  Name………………………………………………………………………………..

        (b)  Organisation………………………………………………………………………..

(c)  Name of Organisation’s Authorised   Representative

………………………………………………………

 Address,…………………………………………………………………………………

……………………………………………………………………………………………

Telephone Numbers

……………………………………………………………………………………………

Email……………………………………………………………………………………

2.4  Hire Fee  £  ……………………………. Deposit £…………………… (Optional  )

Balance         £…………………………………..

The preferred method of payment is a direct transfer to;

If necessary please make cheques payable to Bolton-le-Sands Village Hall

Sort code 23-05-80 Account number 39694352 quote hire number as reference.

        We will refund the deposit within 28 days of the termination of the period of hire provided that full cleaning and COVID

security has been undertaken, no damage or loss has been caused to the premises and/or contents, nor complaints made to us about noise or other disturbance during the period of the hiring as a result of the hiring.

Is this a commercial hire?                Yes / No

Optional additional condition for use with commercial hirers:

“The Community Centre is held on strict trusts which require the management committee to ensure that the centre is administered in accordance with those trusts. Accordingly we are bound to preserve and hereby reserve the right to terminate this Agreement by not less than seven days’ notice in writing to you in the event of the centre being required on the same date/time for the fulfilment of its charitable purposes.

In the event of such termination by us, we will refund to you all monies paid by you to us. We will not, however, be liable to make any further payment to you in respect of expenses, costs or losses incurred directly or indirectly by you in relation to any such termination.”

2.5  Premises

        Whole of Centre……Yes/No (delete as necessary)

        If part of Centre please specify………………………………………………………

        Storage of equipment………………………………………………….(specify location/cupboard

number)

        Kitchen required ………..Yes/No (delete as necessary)

2.6      Purpose/description of hiring:

2.7      Will tickets be sold for your event?           Yes / No

2.8      Is food to be provided at the event?          Yes / No

2.9      Is alcohol to be provided at the event?    Yes / No

2.10    Will there be exhibition of a film? Yes / No

2.11    Will live music be performed or recorded music played?  Yes / No

2.12    Will there be dancing?  Yes/No

3.     You agree not to exceed the maximum permitted number of people per room including the

organisers/performers (subject to Gov guidelines and licence)

        Main hall:…………………………….  Meeting Room:……………………………                                   

4.     The centre has a licence;

        with the Performing Right Society (PRS) for the performance of copyright music

from Phonographic Performance Licence (PPL).

4.1  We have a Premises Licence authorising regulated entertainment only.  You hereby acknowledge

receipt of a copy of the conditions of the Premises Licence and/or Operating Schedule for the premises, in accordance with which the hiring must be undertaken, and agree to apply with all obligations therein.

(i)    You agree that if regulated entertainment, not covered by our Premises Licence, is to be held you

must obtain our consent to give notice of a TEN to the licensing authority. We will advise if a TEN is not needed.

(ii)   You agree to give us notice of your intention to provide alcohol at the event and to give notice of a

TEN to the licensing authority.

If you fail to comply with (i) or (ii) above, we will cancel the hiring without compensation. This is because there is a limit on the number of TENs that can be granted annually for any premises.  Lack of co-operation could affect future fundraising by us and by local voluntary organisations.

5.    You agree with us to be present (by your authorised representative, if appropriate) during the hiring

6.     We and you hereby agree that the Standard Conditions of Hire (see below), together with any

and to comply fully with this Agreement.

additional conditions imposed under the Premises Licence or that we deem necessary, form part of the terms of this Agreement unless we and you agree in writing.

7.     None of the provisions of this Agreement are intended to or will operate to confer any benefit

pursuant to the Contracts (Rights of Third Parties) Act 1999 on a person who is not named as a party to this Agreement.

Signed by the person named at 2.2(b) above,

…………………………………………Print  Name………………………………………

duly authorised, on behalf of the Community Centre.

Signed by the person named at 2.3(a) above or at 2.3(c) above, duly authorised, on behalf of the organisation named at 2.3(b) above, where applicable.

…………………………………………Print Name………………………………………

Date……………………………………….

Standard Conditions of Hire                                                                   1st August 2020

If you are in any doubt as to the meaning of any of the Conditions, you must seek clarification from us

without delay. See appendices to these conditions, particularly COVID

1.         Age

You, not being a person under 18 years of age, hereby accept responsibility for being in charge of

and on the premises at all times when the public are present and for ensuring that all Standard

Conditions under this Agreement relating to management and supervision of the premises are met.

2.         Supervision

            During the period of the hiring, you are responsible for:

            (i)         supervision of the premises, the fabric and the contents;

            (ii)        care of the premises, safety from damage however slight or change of any sort; and

(iii)       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 Parish Council Car park.

As directed by us, you must 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

You must not use the premises (including the Parish Council car park) for any purpose other than

to be used for any unlawful or unsuitable purpose or in any unlawful way nor do anything or bring on to the premises anything which might endanger the premises or render invalid any insurance policies covering the premises nor allow the consumption of alcohol without our written permission.

that described in the Agreement and must not sub-hire or use the premises or allow the premises

4.         Insurance and indemnity

(i) You are liable for:

(a)   the cost of repair of any damage (including accidental and malicious damage) done to any part

of the premises including its curtilage or its contents

(b)   all claims, losses, damages and costs made against or incurred by us, our employees,

volunteers, agents or invitees in respect of damage or loss of property or injury to persons arising as a result of your use of the premises (including the storage of equipment)

(c)   all claims, losses, damages and costs made against or incurred by us as a result of any

nuisance caused to a third party as a result of your use of the premises and subject to sub-clause (ii), you must indemnify us against such liabilities.

(ii)   We will take out adequate insurance to insure the liabilities described in sub-clauses (i)(a) and

(b) above and may, in our discretion and in the case of non-commercial hirers, insure the liabilities described in sub-clauses (i)(b) and (c) above. We will claim on our insurance for any liability you incur but you must indemnify us against:

(a)   any insurance excess incurred and

(b)   the difference between the amount of the liability and the monies we receive under the

insurance policy.

(iii)  Where we do not insure the liabilities described in sub-clauses (i)(b) and (c) above, you must

take out adequate insurance to insure such liability and on demand must produce the policy and current receipt or other evidence of cover to our Booking or Centre Secretary. If you fail to produce such policy and evidence of cover, we will cancel this Agreement and re-hire the premises to another hirer.

        We are insured against any claims arising out of our own negligence.

5.     Gaming, betting and lotteries

relating to gaming, betting and lotteries.

6.     Music Copyright licensing

Phonographic Performance Licence (PPL) or, where appropriate, you must hold such licence(s).

7.     Music

music under the Deregulation Act 2015.  This Agreement confers that permission.

8.     Film

recommendations of the British Board of Film Classification. You must ensure that you have the appropriate copyright licences for film.  This Agreement confers the required permission on you. (The Deregulation Act 2015 requires you to have our written permission to show a film).

9.     Safeguarding children, young people and vulnerable adults

provided by fit and proper persons in accordance with the Safeguarding Vulnerable Groups Act 2006 and any subsequent legislation.  When requested, you must provide us with a copy of your Safeguarding Policy and evidence that you have carried out relevant checks through the Disclosure and Barring Service (DBS).

10.  Public safety compliance

        You must ensure that any activities for children, young people and other vulnerable adults are only

        You must restrict children from viewing age-restricted films classified according to the

        You must have our written permission for performance of live music and the playing of recorded

        You must ensure that we hold relevant licences under Performing Right Society (PRS) and the

        You must ensure that nothing is done on or in relation to the premises in contravention of the law

        You must comply with all conditions and regulations made in respect of the premises by the Local

Authority, the Licensing Authority, and our 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. You must also comply with our health and safety policy.

You must call the Fire Service to any outbreak of fire, (Packet Lane LA5 8DW), however slight,

evacuate the building and give details to our Booking Secretary.

        (i) You acknowledge that you have received instruction in the following matters: