General Rules Governing the Use of Savernake Street Social Hall (Eastcott Community Organisation).

Transcription

1 General Rules Governing the Use of Savernake Street Social Hall (Eastcott Community Organisation). Preamble: The management of the community centre is vested in the Management Committee of the Community Organisation, whose powers and composition are defined in the governing document, a copy of which may be consulted in the foyer. Under the provisions of the governing document, the Management Committee is empowered to make rules or to withdraw or amend them. 1. Use of the centre Use of the community centre and its facilities is subject to the following rules and, in the case of hirers, to the conditions incorporated in the hiring agreement. 2. Equal opportunities Users of the community centre must comply with the Equality Act 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. By signing the hire agreement, hirers agree to comply with Eastcott Community Organisation s Equal Opportunities policy. A copy is available in the foyer /on request. 3. Applying to use the centre a) Application for use of the centre shall be made to the Bookings Administrator. b) The right to refuse any application for the use of centre facilities is reserved to the Management Committee or the Bookings Administrator, provided that the Bookings Administrator 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 organisation or individual presents a risk of public disorder, a risk to national security or a risk of alienating the Organisation s beneficiaries or supporters. In any circumstance of doubt, the Bookings Administrator shall report the matter to the Management Committee 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 Organisation 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. 4. Hours of opening Facilities at the community centre are normally available for the use of its members and of outside hirers between the hours of 8:00am and 9:30pm Sunday to Thursday and 8:00am and 10:30pm on Fridays and Saturdays. In exceptional cases, these hours may be extended on application to the Management Committee. 5. Maximum capacity The main hall has a maximum capacity of 100 people and the small hall has a maximum capacity of 40 people seated (these figures include helpers and performers) and on no account shall these figures be exceeded

2 6. 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: No smoking is allowed anywhere on site including between the halls. all groups, users, occasional and regular users to the halls must read and digest the safety notices displayed in the halls; 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 routes1; 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 Bookings Administrator; 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 nature (such as polystyrene, cotton, etc.) shall be undertaken or erected without the consent of the Management Committee; no unauthorised heating appliances shall be used on the premises; It is not permitted to use smoke machines or anything else which could potentially trigger the smoke detectors to activate. hirers and leaders of other groups are advised that no First Aid Box is provided by the Management Committee for general use and each group using the premises is required to make its own provision; 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 all claims and costs arising from the use of any equipment that does not so comply. Hirers are not permitted to hang decorations which require working at height. We do not lend ladders to hirers and ask that you do not bring your own. 7. 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 the activity. He/she shall not be engaged in any duties which prevent him/her from exercising general supervision. It is the responsibility of each hirer to ensure there are sufficient responsible persons to carry out this supervision.

3 8. 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 1989 and subsequent legislation, the Protection of Freedoms Act 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 Children and Young People, and 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. If you require copies of the above information sheets referred to above, these are available on request or directly from the Advising Communities website. At no time should children be left unsupervised and be permitted to wander around the centre and play on site or in the car park. 9. Supply of food and drink The centre is not registered as a food premises but has basic equipment for heating food and keeping it refrigerated. It is the responsibility of the hirer to ensure that they comply with all legislation to ensure that food and drink is safe and fit for consumption. Those who serve food to the general public, with or without payment, must ensure that food safety is practised. It is essential that those serving food to the public on a regular basis register with the Environmental Health Department of Swindon Borough Council if required to do so. Environmental Health can be contacted at: streetsmart@swindon.gov.uk 10. Intoxicating liquor No intoxicating liquors are permitted to be bought, 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 and/or to issue any Temporary Event Notice for the sale of alcoholic liquor (see also 13 below). It is not permitted to consume alcohol at Private Parties ending after 6pm. 11. Licences Music in the centre The premises are licensed with PRS for Music and with Phonographic Performance Ltd (PPL) for the playing of recorded copyright music and for the live performance of copyright music. It is the responsibility of the hirer to ensure that all relevant licenses are in place for the activity being carried out. Further information can be obtained from the licensing authority. Television The premises does not have a TV licence. Public Video Screening Licence The Community Organisation does not have a Public Video Screening Licence (PVSL) and hirers cannot show motion pictures, cartoons etc. 12. 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 organisations responsible for functions held in the centre premises shall ensure that the requirements of the relevant legislation are strictly observed.

4 13. Temporary Event Notices (TENs) The Bookings Administrator must be given at least four weeks notice of any event that is not licensed by the Organisation s Premises Licence. The Bookings Administrator 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. 14. Storage The permission of the Management Committee must be obtained before goods or equipment are left or stored at the community centre, except that the Bookings Administrator is authorised to grant permission for the overnight storage of goods and equipment brought to the centre for a particular function or event. There may be charges for storage. 15. Loss of property The Organisation cannot accept responsibility for damage to, or the loss or theft of, centre users property and effects. 16. 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 users of the centre should avoid undue noise on arrival and departure. 17. Nuisance Litter shall not be left in or about the centre premises. Hirers and organisers of events in the community centre 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 inconvenience for the occupiers of nearby houses and property. 18. 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 Bookings Administrator. All users shall also leave the premises and surroundings in a clean and tidy condition, as may be directed by the Bookings Administrator. We provide sweeping brushes and 1 bin bag, please leave a maximum of 2 black rubbish bags and place them in the red bin in the carpark before you leave. Any extra bags will be charged at 10 per bag. We do not have the facility to dispose of helium canisters, nappies or any other rubbish which would require either a specialist licence or a visit to a waste disposal site. Please check if unsure. If these items are left you will be asked to return and collect them. If you do not, there will be a 50 charge to arrange specialist disposal. There is currently no limit to recycling that can be left but this must be clean plastic, card, paper, or aluminium cans, and left in or next to the recycling boxes in the hall. If the recycling box is used for general waste disposal this will be charged at 10 per bag. Do not use the plastic bag in the recycling box for general waste. We ask that the hirer does not use confetti or glitter unless the hirer removes all trace from the community centre. Balloons (inflated and deflated) must be removed from the premises. If cleaning, moving furniture or removal of decorations etc is required in excess of our usual arrangements, we may charge 25 an hour for the additional work. The Management Committee require a 75 refundable special cheque deposit which will be retained in the event of failure to comply with this request.

5 All footwear worn should have non-marking soles. If the floor is discoloured or otherwise damaged by footwear, we may need to make additional charges for specialist cleaning or repair. 19. Information required: The following information must be provided by the hirer before the booking will be accepted: Insurance policy, completed risk assessment for the session and Equal Opportunities policy (or evidence that the group is an exempted organisation -in line with the 2010 Equalities Act). Evidence of any relevant qualifications required to run the sessions is required. All hirers will be required to comply with Eastcott Community Organisations Safeguarding policy and Equal Opportunities policy. Copies are available on request. If hirers wish to arrange entertainment e.g play equipment, disco, the Bookings Administrator must be informed in advance. It is your responsibility to ensure that the activity is insured by the provider and that full instructions/guidelines have been supplied. The Bookings Administrator may ask for a copy of the documentation for our records. 20. Dogs Except in the case of trained guide dogs for the blind, dogs shall only be permitted on the centre premises in connection with organised activities such as dog training or dog shows. 21. Hearing Loop We have a standard hearing loop in the main hall. Hearing aid users with a 'T' setting on their devices can pick it up, provided: the PA system is on: and the content goes over the PA system either through the audio input or if a speaker users the PA radio mic. We have both handheld and lapel mics.

6 SCHEDULE ONE Standard Conditions of Hire These standard conditions apply to all hiring of the Organisation s premises. If the Hirer is in any doubt as to the meaning of the following, the Bookings Administrator 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 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 Organisation, 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. Gaming, betting and lotteries The Hirer shall ensure that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries. 5. Licensable activities The Hirer shall ensure that the Organisation 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 Organisation holds it. 6. 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 Organisation 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 fire. This includes calling the Fire Service and evacuating the hall; The location and use of fire equipment. (Include diagram of location when handing over keys);

7 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. 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. 7. 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). 8. Outbreaks of fire The Fire Service shall be called to any outbreak of fire, however slight, and details thereof shall be given to the Secretary of the Organisation. 9. Health and hygiene The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations. This includes registration with Environmental health if serving food to the public. In particular dairy products, vegetables and meat on the premises must be refrigerated and stored in compliance with the Food Safety (Temperature Control) Regulations The premises are provided with a refrigerator thermometer. 10. 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. Where a residual circuit breaker is provided the hirer must make use of it in the interests of public safety. 11. Insurance and indemnity (a) 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) (iii) all claims, losses, damages and costs made against or incurred by the Organisation, 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 Organisation, 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 Organisation s Management Committee and the Organisation s employees, volunteers, agents and invitees against such liabilities.

8 (b) The Organisation shall take out adequate insurance to insure the liabilities described in sub-clause (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 Organisation shall claim on its insurance for any liability of the Hirer but the Hirer shall indemnify and keep indemnified each member of the Organisation s Management Committee and the Organisation's 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 Organisation 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 Organisation s authorised representative. Failure to produce such policy and evidence of cover will render the hiring void and enable the Organisation to rehire the premises to another hirer. The Organisation is insured against any claims arising out of its own negligence. 12. Accidents and dangerous occurrences The Hirer must report all accidents involving injury to the public to the Organisation s Authorised Representative (named in 1.2 of the Hiring Agreement) or, failing that, to a member of the Organisation s Management Committee as soon as possible and complete the relevant section in the Organisation s accident log. A copy of the accident form is attached to this hire agreement and it is the responsibility of the hirer to replace their copy if used, from Eastcott Community Organisation. Any failure of equipment belonging to the Organisation or brought in by the Hirer must also be reported as soon as possible. Certain types of accident or injury must be reported. 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) 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 Organisation. 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 Organisation. 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 Organisation. No animals whatsoever are to enter the kitchen at any time.

9 17. Compliance with Safeguarding and subsequent legislation The Hirer shall ensure that any regulated activities (for children and adults) comply with Safeguarding and other relevant legislation. The Hirer will also ensure that any appropriate Disclosure and Barring Service (DBS) Checks (formerly Criminal Records Bureau (CRB) checks) have been obtained. The Hirer shall provide the Organisation with a copy of their DBS Check and Safeguarding (Children and/or Adult) Policy on request. 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 Organisation s 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 The Organisation does not have a license to show films 21. Cancellation, late bookings and changes If the Hirer wishes to cancel the booking before the date of the event and the Organisation 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 Organisation. The Organisation 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 Organisation 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 Organisation shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever. Late changes & cancellation charges Eastcott Community Organisation recognises that sometimes it is necessary for a hirer to cancel or change the time of a booking at short notice. The organisation would like to accommodate these changes where possible, while recognising that there are administrative costs associated with the changes involved. The charges are: Changes to booking time: Changes made 14 days or more before the hire session: No charge Changes made with less than 14 days notice: 5 per change (change to start & end time = 10)

10 Cancellations Cancellations made 14 days or more before the hire session: A full refund will be given Cancellations made with less than 14 days before the hire session: 50% of the hire fee will be retained. Late bookings bookings made within 14 days of the hire date may incur a 10 late booking fee Discretion made be used in exceptional circumstances. 22. End of hire The Hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy condition, properly secured unless directed otherwise and any contents temporarily removed from their usual positions properly replaced; otherwise the Organisation 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 Organisation 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 Organisation 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 Organisation 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 Organisation. Any unauthorised articles left on the premises will be disposed of by the Organisation as it thinks fit. The Hirer will make good to the satisfaction of the Organisation any damage caused by such installation and removal. Fabric bunting is installed in the large hall and must not be removed by the hirer. The organisation is usually able to remove and install the bunting on request for a charge of This fee may be waived in exceptional circumstances. 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.

11 27. Dangerous and unsuitable performances Performances involving danger to the public or of a sexually explicit nature shall not be given. 28. Use of blinds at hall Fixtures have been fitted to enable the blinds to comply with safety legislation. Hooks have been placed on the walls to enable the cords to be wound round after use. It is essential that after use, the hirer returns the cords to their place on the wall. 29. Cleaning products Hirers are not permitted to bring any cleaning products to the site, as these may react with products already in use at the centre. Where cleaning products are provided for use by Eastcott Community Organisation, it is the responsibility of hirers to ensure that these are kept out of the reach of children, to use them safely and in accordance with the manufacturer s instructions. 30. Compliance with policies By signing this agreement, the hirer agrees to comply with all policies in force at time of hire.