Standard Conditions of Hire
These conditions apply to the hiring of all rooms and facilities or part thereof in the associations premises,
Dalton Community Association Hall (formerly known as the Drill Hall). If any hirer is in any doubt
as to the meaning of the following, the Bookings Secretary, or other relevant person should be contacted immediately.
The Hirer, not being under the age of 18 years and hereby accepts responsibility for being in charge
of the premises or part therof at all times when the public are present.
The hirer accepts responsibility for ensuring all conditions of hire, under this agreement are met. .
The Hirer will during the period of hire, be responsible for:
•Supervision of the premises, fabric and contents;
•The care and safety from damage however slight or change of any sort;
•The behaviour of all persons using the premises under their control during the period of the hire agreement.
whatever their capacity.
As directed by the Association The Hirer shall make good or pay for all damage
(including accidental damage) to the fixtures, fittings and contents and for loss of contents.The hirer should report any breakages to the Development Officer
or in writing using the post box provided.
3. Use of premises
The Hirer will not use the premises for any other purpose than that agreed and shall not sub-let the premises.
The Hirer will not allow for the premises to be used for any unlawful purpose or in any unlawful way.
The Hirer will not bring items of equipment, plant, foodstuffs
or any other commodity/unlawful substance/s or anything onto the premises which may endanger users,
staff, trustees and the public.
The consumption of alcohol is not allowed on the premises without written permission from a member if the trustees.
4. Gaming, Betting and Lotteries
The Hirer will ensure that any activities in relation to the premises in contravention of the law relating to gaming, betting or lotteries is forbidden.
5. Licensable Activities
The Association holds relevant licences in regards to activities such as media and music licences.
Any other activity that requires a relevant special licence can only be obtained with the permission
of the trustees and must be applied for six weeks in advance of the activity/event
6. Public Safety Compliance
The Hirer will comply with all conditions and regulations made in respect of the premises by the Local Authority,
the Licensing Authority and the halls Fire Risk Assessment. The Hirer will also comply with the Associations Health and Safety policy for the premises.
(a) The Hirer will acknowledge that they have received instruction in the following matters:
• The action to be taken in the event of a fire
• The location and correct use of fire equipment
• Escape routes and the importance of keeping them clear
• Method of operating escape door fastenings
• The importance of keeping any fire door free of equipment chairs or obstructions during and activity
and by ensuring all doors are closed when a fire evacuation is carried out.
(b) In advance of using of the premises the Hirer will check the following:
• All fire exits are unblocked
• All escape routes are free of obstruction and can be safely used
• All relevant fire doors are not wedged open
• The exit signs are clearly visible
• There are no obvious fire hazards
7. Means of Escape
All means of exit from the premises must be kept free from obstruction and immediately available for public exit.
8. Outbreaks of fire
The Emergency Services shall be called to all outbreaks in the event of a fire.
Unless you are clearly able to put out the fire the evacuation procedures should be carried out and all persons under you charge accounted for.
Any incident should be reported to the Trustees as soon as possible.
9.Health and Hygiene
The Hirer will, if preparing or serving food, comply with all relevant food hygiene legislation and regulations.
All food will be stored correctly and surfaces and utensils will be cleaned and stored correctly.
This is a community building and there It is theresponsibility of the hirer to ensuire cleanliness is upheld to a high standard.Any out of date food items will be disposed of.
10.Electrical Appliance Safety
All electrical appliances provided by the Association have been fully tested and comply with current standard.
The Hirer should make sure that all appliances are used correctly and not damaged in any way.
It is the responsibility of the Hirer to cover the cost of any damaged or lost equipment owned by the Association.
Any equipment brought in by the Hirer should be safe and in good working order.
All equipment both owned by the association and the Hirer will be in accordance with the Electricity at Work Regulations 1989
and the Management of Health and Safety at Work Regulations 1999.
11.Insurance and Indemnity
(a) The Hirer will be liable for:
(i) The cost of repair for any damage (including accidental damage) done to any part of the premises
(ii) All claims, losses, damages or costs made against or incurred by the association, its employees, volunteers in respect of loss or damage of property or injury to persons
(iii) Informing the Association of the above in order for relevant action to be taken
12.Accidents and Dangerous Occurrences
The Hirer will report all accidents, involving injury to the public, to the Association as soon as possible.
The Association will then complete relevant steps in regards to the accident in the accident reporting book.
Any failure of equipment belonging to the Association or brought in by the Hirer will be reported as soon as possible.
It can be found at the end of the document how to report accident or injury.
13.Explosives and Inflammable Substances
The Hirer will ensure that
(a)Any highly inflammable substances are not brought on to or used in any part of the premises.
(b)No internal decorations of a consumable nature shall be erected without the consent of the Association.
No decorations should be put up near light fittings or heaters.
The Hirer will ensure that no unauthorised heating appliances will be used on the premises.
If authorised by the Association heating appliances may be used in the building if they are deemed safe and comply with the Associations guide lines.
Portable Liquid Petroleum Gas (LPG) heating appliances will not be allowed.
15.Drunk and Disorderly Behaviour and Supply of Illegal Drugs
The Hirer will ensure that in order to avoid disturbing neighbours and to avoid violent and criminal behaviour,
care should be taken to avoid excessive consumption of alcohol. Drunk and disorderly behaviour will not be permitted on the premises or in its immediate vicinity.
Alcohol will not be served to any person who is suspected of being drunk or any person under the age of 18. Any person suspected of being drunk,
under the influence of drugs or behaving in a violent or disorderly way will be asked to leave the premises. No illegal drugs will be brought on to the premises.
The Hirer will ensure that no animals (including birds) except guide dogs are brought onto the premises,
other than for a special event agreed by the Association. No animals whatsoever will go in to the kitchen at any time.
17.Compliance with the Children Act 2004 and Subsequent legislation, Including Working with Vulnerable Adults
The Hirer will ensure that any activities involving children and young people up to the age of 18 and any vulnerable adults comply with relevant legislation,
and only individuals that have DBS clearance are able to interact with the children, young people and vulnerable adults
(unless the individuals are parents/carers of the persons involved). The Association’s Child Protection Policy is available on request.
The Hirer will not carry out or permit fly posting or any other form of unauthorised advertisements of any event taking place on the premises,
and should inform a member of the Association if this condition is breached. Failure to observe this condition may lead to prosecution by the local authority.
19.Sale of Goods
The Hirer will, if selling goods on the premises, comply with Fair Trading laws and any code of practice used in connection with such sales.
Hirers will will ensure that the total prices of all goods and services are prominently displayed,
as are the organisers name and address and that any discounts are based only on the Manufacturers Recommended Retail Prices.
Hirers will ensure that correct licences are held for the showing of any film.
It is the responsibility of the Hirer to collect this information and to cover any licence fees that may be needed overand above the licence the Association holds.
Children shall be restricted from viewing age restricted films, classified according to the recommendations of the British Board of Film Classification.
If the Hirer wishes to cancel the booking before the date of the event 48 hours’ notice must be given or the full charge for the booking will still be charged.
The Association reserves the right to cancel a booking, through writing, in the event of;
•The premises being required to be used as a Polling Station for a Parliamentary or Local Government election or by-election
•If the activity booked within the building will lead to a breach of the licencing conditions, if applicable, or other legal or statutory requirements
•If unlawful or unsuitable actions are reasonably believed to be taking place in the building as a result of hiring
•The premises becomes unfit for use intended by the Hirer
•An emergency requiring the use of the premises as a shelter for the victims of flooding, snowstorm, fire, explosion or those at risk of similar disasters
In any such case the Hirer will be entitled to a refund of any deposit already paid,
but the Association will not be liable for any resulting direct or indirect loss or damage whatsoever.
22.End of Hire
The Hirer will be responsible for leaving the premises and surrounding areas 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 Association will be at liberty to make an additional charge.
The Hirer will ensure the minimum of noise is made on arrival and departure, particularly late at night or early in the morning.
The hirer will ensure, if using sound amplifying equipment, it is used respectably and complies with any licencing conditions on the premises.
The Association accepts no responsibility for equipment or other property brought onto or left at the premises,
all liability for loss or damage is hereby excluded. All equipment (other than equipment that has been agreed with the association to be stored)
must be removed at the end of each hiring or fees will be charged for each day the equipment is stored.
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 part of the premises without prior written permission from the Association.
If agreed by the Association, the Hirer will remove all such articles at the end of hiring unless agreed otherwise with the Association.
Any unauthorised articles left on the premises will be disposed of by the association as it thinks fit.
The hiring agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation to the Hirer.
27.Dangerous and Unsuitable Performances
Performances Involving Danger to the Public or of a Sexually Explicit Nature are not Permitted on the Premises.
The caretaker/cleaner will report failure to comply with the above to representatives of the Association who will take appropriate action with the Hirer on behalf of the DCA.