Council Owned Halls

NORTH HORSHAM PARISH COUNCIL

Standard Conditions of Hire

1. Age of Hirer
Persons under the age of 18 years are not acceptable as hirers or as signatories to the Parish Council's Hiring Agreement. A parent or guardian over the age of 18 years will always be asked to sign the Hiring Agreement and accept legal responsibility for, and supervision of, an activity involving those under 18 years.

2. Supervision
The Hirer will, during the period of the hiring, be responsible for supervision of that part of the premises which has been hired, including 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

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-hire 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. Emergency Procedures
The Caretaker on duty at the time of the Hire will advise the Hirer of the location of the Emergency Services telephone, fire escapes and any other emergency procedures that may be in place. The Caretaker on duty at the time of the hire will also advise the Hirer of the Caretaker's emergency telephone number for the during the period of hire, if the Caretaker is not present on the premises.

5. Licences
The Hirer shall be responsible for obtaining such licences as may be needed whether for the sale or supply of intoxicating liquor and provide the Halls Manager with a copy of such licences. For Roffey Millennium Hall, a copy of the application for such a licence must be provided to the Hall Manager for display at the Millennium Hall for the required fourteen day period.

6. 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.

7. Licences and Royalties
Performances of some dramatic and musical works are protected by copyright. It is the Hirer's responsibility to obtain the necessary arrangement with the Copyright Holder.

8. Public Safety Compliance
The Hirer shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, the Local Magistrate's Court or otherwise, particularly in connection with any event which includes public dancing or music or other similar public entertainment; or stage plays.

The Hirer shall familiarise themselves with the procedures in the event of fire, which are clearly displayed in the entrance to the premises.

In the event of an emergency, the Hirer shall comply with any directions or orders given by the Police, Fire Authority or any other statutory authority or other agency.

9. Health and Hygiene
The Hirer shall observe all relevant food health and hygiene legislation and Regulations.

10. Smoking
North Horsham Parish Council operates a 'No Smoking Policy' in all of its Community Centre venues. There is, therefore, no smoking allowed in any part of the any of the Community Centre venues. The Hirer is required to ensure that all participants in the event that they have organised observe this.

11. Electrical Appliance Safety
The electrical installations in all the Parish Council's Community Centre venues are tested for safety, effectiveness and compliance. Certain controls, particularly those for the stage lighting at North Heath Hall, are kept in locked boxes, which must not be touched without the Parish Council's written authority and then only by a properly qualified electrician.

Should the Hirer wish to bring into the premises and use his own electrical appliances or equipment, this shall be stated on the Booking Form.

A description of the equipment to be used, together with the name and address and qualifications of the person who will be operating the equipment. The Hirer is responsible for ensuring the safety of electrical equipment brought into the premises.

If during the hiring, the Hirer becomes aware of any malfunction of any part of the premises' electrical installation, the Hirer must immediately notify the Hall Caretaker on duty, giving details of the circumstances under which the malfunction became apparent. If the fault arose through a breach of the Conditions of Hire, the Parish Council reserves the right to charge the Hirer all costs arising from the incident, including any loss of revenue.

The Hirer shall take all reasonable steps to mitigate any further damage to any electrical equipment. Under no circumstances, however, is the Hirer to put themselves or any other person at risk of any injury.

As North Heath Hall is situated close to residential property, the Hall is fitted with a Sound Limiter System, which automatically cuts off the electric power supply if the noise level from the sound equipment exceeds an acceptable level. Hirers intending to use the equipment will be given instruction on how the system works and how to reset the equipment to restore power. Should the Hirer not be able to reset the equipment and restore power, the Hirer must inform the Hall Caretaker on duty immediately, as there may be effects on other equipment used in the premises used by other Hirers. Any attempt to over-ride or adjust the system, will disqualify the hirer from booking North Heath Hall in the future and will give rise to an invoice if a contractor has to be called to the premises to adjust and reset the equipment.

12. Indemnity
The Hirer shall indemnify the Council for the cost of any repair of any damage done to any part of the premises, including the curtilage thereof or the contents of the building which may occur during the period of the hire as a result of the hire.

Hirers who are regular users1 shall be responsible for making arrangements to insure against third party claims which may lie against him or her or the organisation,(if acting as a representative) whilst using the premises. Other Hirers are insured against third party claims. Liability insurance is included in the hire fee.

The premises are insured against any claims arising out of the Parish Council's own negligence.

The Parish Council shall not be responsible for any loss of or damage to, any property or equipment belonging to the Hirer.

13. Public Liability
The Council has insurance cover against the possibility of claims against the Parish Council for injury to members of the public or damage to their property, arising out of the negligence of the Parish Council. An example of this would be a defect in the building structure.

Organisations using the premises need to satisfy themselves that they are themselves insured if the injury or damage arises from their own negligence or that of a member of their organisation. Certain Hirers are, therefore, required to provide evidence of their Public Liability to the appropriate Hall Manager.

14. Accidents and Dangerous Occurrences
The Hirer must report all accidents involving injury to the public to an officer of the Council as soon as possible. Any failure of equipment either that belonging to the Council or brought in by the Hirer must also be reported as soon as possible. Certain types of accident or injury must be reported on a special form to the local authority; the Council's Hall Manager will give assistance in completing this form. This is in accordance with the Executive Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995.

15. 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 in advance by the Council. No animals whatsoever are to enter the kitchen at any time.

16. Compliance with The Children Act 1989v The Hirer shall ensure that any activities for children under eight years of age comply with the provisions of The Children Act 1989 and that only fit and proper persons have access to the children.

The Hirer shall take responsibility for all children in their care at all times whilst they are on the premises; the Council can take no responsibility whatsoever for the care or welfare of unaccompanied children.

17. 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 the Council accordingly against all action, claims and proceedings arising from any breach of this condition. Failure to observe this condition may lead to prosecution by the local authority.

18. Cancellation
If the Hirer wishes to cancel the booking before the date of the event and the Parish Council is unable to conclude a replacement booking, the question of the payment or repayment of the Hire fee shall be at the discretion of the Parish Council.

The Hirer shall, in any event, be liable for the full payment of the Hire fee, unless twenty four hours notice of cancellation is given.

The Parish Council reserves the right to cancel this agreement in the event of the premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election, in which case the Hirer shall be entitled to a refund of any payment made for that date and time.

19. Unfit for Use
In the event of the premises or any part thereof being rendered unfit for the use for which it has been hired, the Parish Council shall not be liable to the Hirer for any resulting loss or damage whatsoever.

20. Refusal of Booking
The Parish Council reserves the right to refuse a booking. The Parish Council also reserves the right to cancel this agreement at any time either before or during the term of the agreement upon giving seven days notice in writing to the hirer.

The Hirer shall be entitled upon such notice to reimbursement of such monies including the deposit or a proportion of the same as have been paid by the Hirer to the Parish Council but the Parish Council shall not be liable to make any further payment to the Hirer.

21. 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 by a Parish Council officer and any contents temporarily removed from their usual positions properly replaced, otherwise the Parish Council shall be at liberty to make an additional charge.

In accordance with the Parish Council's Letting Policy, which should be read in conjunction with this document, all hire periods shall cease at the following times:-
Monday to Thursday 11pm
Friday and Saturday 11-30pm
Sunday 10-30pm

22. Noise
The Hirer is held responsible for the effective supervision of the arrangements and the activities in the premises during the period of hire and for the prevention of disorderly behaviour so as to ensure that no nuisance or annoyance is caused to nearby residents. The Hirer shall ensure that the minimum of noise and disturbance is made on arrival and departure and in the immediate environment of the premises.





As witness the hands of the parties hereto:



Signed by the authorised representative of the Council................



Signed by the Hirer or their authorised representative...............



Date:.................





1. Regular users shall be users who use the venues for a fixed time over a defined period