1  Definitions

In these conditions and in the scale of charges the following expression shall have the meaning hereunder assigned to them:-

The following conditions of hire of accommodation set out the legal requirements under the terms of the Premises Licence. They are intended to ensure the safety of persons using the centre, staff, the building and any fixtures and fittings.

Please read these conditions and ensure those persons organising your event are aware of the requirements. The Centre Manager reserves the right to update or make reasonable changes to the conditions of hire at any time and may cancel any bookings if the Hirer does not agree to these changes.

2  The hire period

The Hirer shall strictly observe their times of hire and shall not exceed these. Music and the serving of food and drink must cease a minimum of one hour before the end of their times of hire to allow an adequate time for the Centre to be left clean and tidy. Please note that the Halls and Rooms must be cleared of all equipment and the tables and chairs returned to the storage areas from which they were taken.

Failure to clear the centre by the end of their times of hire will result in the Hirer being charged for any extra time. These charges will be 50% of the Hirers security deposit for the first 30 minutes and the full deposit for any time after that. Under the terms of our licence, if the Hirer fails to clear the Centre within the 30 minutes the Police will be called to attend.  

3  Use of premises

(a) the hirer shall not use or cause or allow the Centre to be used:-

(b) The Hirer shall not do or cause or allow to be done anything which will render ineffective in whole or in part, the policy or policies of insurance effected by the Centre Manager in respect of the premises or the contents thereof.

(c) During the period of hire the Hirer shall be responsible for the efficient supervision of the Centre including the effective control of children and the orderly and safe admission and departure of persons to and from the Centre.

(d) During the period of the hiring, the Hirer shall not use or allow to be used any furniture or equipment which has not been previously booked and paid for by the Hirer.

(e) All scenery, decorations and other material erected by the Hirer, or brought into the Centre should be manufactured to recognised safety standards. The Centre Manager reserves the sole right to prohibit the use of, and where necessary remove from the Centre, any item that does not comply with this requirement or that is suspected to not comply, or that is deemed to pose any risk to the Centre or its occupants.

(f) No nails, screw, or bolts shall be driven into any of the walls, floors, doors, ceilings, window frames, or fittings of the Centre or any other parts. No adhesive material is to be used for the display of posters or other materials. No placard, decoration, flat, emblem, poster or advertising matter in connection with any hiring and use of the Centre shall be exhibited on or outside the Centre, except with the express prior consent in writing of the Centre Manager.

(g) No gas or oil stoves, lamps, lanterns, candles, fireworks, inflammable films or any explosive, toxic, hazardous or highly flammable materials shall be brought into the Centre.

(h) Only one small (4.7kg) disposable cylinder of helium may be permitted in the Centre with prior approval of the Centre Manager. No other compressed cylinders for air, gasses or liquid may be brought into the Centre unless required by an individual for medical purposes.

(i) the Hirer shall not, for any purposes, treat, or apply any substance whatsoever to any part of the floor of any hall or room in the Centre.

(j) The Hirer shall not use dry ice, stroboscopic lighting, smoke, real flame, lasers, vapour or water vapours in any part of the Centre

(k) The Hirer shall leave the Centre in a clean and tidy state, ensuring the Centre is returned to the condition in which the hire period began.

4  Sub-letting

A hiring, or the rights under any hiring granted, may not be assigned or sub-let.

5  Loading and Unloading

The Hirer must notify the Centre Manager, at least one week in advance of the hire, of any requirements for loading and/or unloading goods or equipment at the venue either before, during, or after the period of hire. Restrictions may apply to the times that are available to undertake loading and/or unloading.

6  CCTV

For safety and security reasons Hurst Community Centre has CCTV in operation.

7  Cancellation of Booking

(a) By the Hirer: -

(b) By the Centre Manager:-

8  Revision of scale of charges

Fees are normally reviewed annually and apply from 1 April to 31 March each financial year. However the Centre Manager reserves the right to vary the scale of charges at any time and the new charges will become operative one month from the date of despatch of notification to the Hirer or at any later date than the Centre Manager may decide.

9  Damage

The Hirer shall pay to the Centre the costs of: -

(a) making good any damage to the Centre, furniture, fittings, or apparatus; or

(b) any additional cleaning required at the discretion of the Centre Manager to reinstate the Centre to the condition in which it was in prior to the booking

(c) the replacement of any articles or property belonging to the Centre and lost or found to be missing from the Centre during the period or periods the Centre is occupied by the Hirer, and the Centre Manager shall be sole judge of the damage done and cost of making good such damage or replacing any missing article or property.

If the cost of damage is more than the hirer’s security deposit they will be responsible for the difference. Hirers are required to pay these extra costs within 28 days.

10  Conditions of premises upon vacation

The hirer is responsible for ensuring the Centre property is left in a good condition at the end of the hire period. This includes:-

(a) leaving the property in a clean and tidy state

(b) removing any items brought into the Centre by the Hirer

(c) relocating rubbish and recycling to the Centre bin store. Access to the bin store will be provided at the end of the hire period by Centre staff

(d) returning Centre equipment used as part of the hire to its correct location

11  Loss of property

The Centre shall not be responsible or liable for any damage to or loss of property, articles or things whatsoever left in the Centre by the Hirer or by any other persons using the Centre.

12  Insurance

The Hirer must ensure all entertainers or trainers have adequate Public Liability Insurance. If you are a small group, community organisation or business you must ensure you have a valid certificate of insurance covering public liability insurance for the required minimum indemnity sum and you may be asked to provide a copy of this policy to the Centre Manager. 

13  Right of Entry by Centre Management

During the period of hiring the Centre Management or Officers of the London Fire and Emergency Planning Authority may enter any part of the Centre to observe whether conditions are being met or for any other purposes of their duties. The instructions given by the Centre Management on duty at the time of the booking shall be complied with, as these persons are responsible for the control and management of the Centre.

14  Nuisance Behaviour

In the event of any person acting in such a manner so as to cause nuisance, annoyance or inconvenience to other persons or is likely to cause damage to property the Hirer shall take all necessary steps to maintain good order and inform the Duty Caretaker of any such incident and comply with all reasonable requests in respect thereof.

15  Alcohol

Hurst Community Centre does not have a license for the sale of alcohol. The sale of alcohol or supply via any third party is not permitted. The Hirer shall not sell or supply alcohol by or on behalf of a club to, or to the order of, a member of the club or cause or allow to be sold any alcohol in the Centre.

The hirer must apply in writing to the Centre Manager for their approval if they wish to apply for a Temporary Event Notice (TEN) to sell alcohol.

In the case of private functions, such as family gathering, alcohol may be provided by the Hirer free of charge directly to invited guests at the discretion of the Centre Manager. It is the Hirers responsibility to ensure that alcohol is not consumed by persons under 18 years of age, Hirers must ensure they comply with all relevant legislation.

In the case of children’s parties or events the Centre operates a strict no alcohol policy.

16  Drugs

No illegal drugs or substances may be consumed or brought into the Centre. It is the Hirer’s responsibility to ensure that all persons attending the event or meeting adhere to this policy.

17  Centre Licence

The Centre is licensed for the following activities by the Premises Licence:-

The Premises Licence covers the building for hosting the exhibition of films, where the correct licenses are in place to permit the Hirer to display or screen a film without infringing the copyright.

18  Copyrighted Works

The Hirer is fully responsible for ensuring that licenses or permissions are in place for their event and the Hirer is fully responsible for any infringement of copyright during the period the Centre is occupied by the Hirer.

The Hirer shall be liable any must make arrangements for any required licenses and the payment of Entertainment or other Tax or any Royalties chargeable in respect of the purpose for which they use the premises.

19  Fire Regulations

The Hirer will ensure that the Centre Managers fire procedures for the Centre are observed. The Hirer’s responsibilities are outlined in Appendix 1 - Instructions to Hirer (Fire Safety and Evacuation) which can be found at the end of this document. Building Evacuation information is displayed on the Hurst Community Centre notice board.

All new hirers will be required to undertake a tour of the Centre in order that they be made aware of the location of emergency exits and to have emergency evacuation procedures explained to them. Hirers will need to take on Fire Marshall responsibilities in the event of an evacuation which are explained in Appendix 1 - Instructions to Hirer (Fire Safety and Evacuation).

The Hirer shall ensure that all fire exit doors shall be kept unobstructed and immediately available for exit throughout the event. No obstruction shall be placed or allowed to remain in any corridor giving access to the Hurst Community Centre hall and other rooms. The Hirer must not conceal or view or obstruct access to any firefighting equipment. Any special needs relating to the fire safety arrangements in general for the Centre not already covered must be raised by the Hirer to the Centre Manager in advance of the event.

20  Smoking

Smoking is not permitted on or in the premises. The Hirer is required to respect the restrictions on smoking and to ensure that all persons attending the event do likewise.

21  Use of electrical equipment

All electrical appliances used by the Centre are tested regularly for safety reasons. The Hirer shall not make any alterations or in any way interfere with any of the electrical fittings or appliances in the Centre.

All electrical equipment brought into the Centre must display an up-to-date Portable Appliance Test (PAT) certificate to show that it is electrically safe.

22  Maximum Numbers

The Hirer shall not exceed the maximum numbers guidelines.

23  Child Safety Policy

Hirers working with children and young people must have a Child Safety Policy and comply with all statutory and other requirements in respect thereof.

24   Disclosure and Barring Service (DBS checking)

Hirers should be aware when hiring the Centre for events involving vulnerable adults or children that the event organiser is responsible for ensuring that DBS (formally known as CRB) checks are in place for persons engaged in providing services, care or support, where this is required in accordance with the relevant regulations. Details can be found http://www.crb.homeoffice.gov.uk/. The Centre accepts no liability whatsoever for any failure to discharge such duties.

25  Health and Safety Regulations

The Hirer is responsible for ensuring that they do not compromise the health and safety of the Centre’s employees and visitors to the Centre. They must ensure that they are familiar with and comply with the Centre Managers rules and procedures relating to the hire and use of the Centre and cooperate with any instructions issued by the Centre Manager.

The Hirer is also responsible to undertake any risk assessments relevant to their event.

26  Animals

The Hirer shall not permit any animals other than assistance dogs to be admitted for any purpose except with the specific consent in writing of the Centre Manager and subject to such conditions as may be required.

27 Entertainment

The Hirer shall, if required by the Centre Manager supply for approval a copy of the programme of any entertainment to be given no later than two weeks before the date of hire. The Hirer must discuss any entertainment before the booking is accepted as the hall, meeting and function rooms are located within a residential area and the noise level must be kept to a reasonable level (i.e. inaudible at the fašade of nearby dwellings). The halls are also fitted with a sound limiter.

28  Gaming

No gambling shall take place in the Centre. Gambling means either gaming or betting.

29  Hypnotism

No one may give any exhibition, demonstration or performance of hypnotism, mesmerism or any similar act or process which is intended to produce in anyone a form of induced sleep or trance in which the susceptibility of the person’s mind to suggestion or direction is increased or intended to be increased. Section 5 of the Hypnotism Act, 1952 provides the only exceptions to this Condition.

30  Cinematography

No cinematography or externally sourced projecting apparatus shall be used without the previous approval of the Centre Manager. Only films which have a British Board of Film Classification Certificate or relevant certification license granted by the Local Authority may be shown to an appropriate audience.

31  Statutory and other regulations

Hirers shall also observe all relevant provisions of Health and Safety. Disability, Discrimination and Equality and any other acts or regulations with regards to exhibitions and entertainments.

32  Hirers breach of condition

If the Hirer fails to observe and perform any of the conditions contained in the Contract of Hire the Centre Manager may recover from the Hirer any expenses incurred by the Centre securing such observations and performance.

33  Indemnity

The Hirer will indemnify and keep the Centre Manager indemnified in respect of all claims and demands and actions whatsoever arising directly or indirectly out of hiring hereby authorised.

Appendix 1 - Instructions to Hirer (Fire and Safety Evacuation)

EVACUATION INSTRUCTIONS

IF THE FIRE ALARM SOUNDS or you are asked by Centre Staff to evacuate the building, please observe the following:

Hurst Community Centre

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Hurst Place   Hurst Road   Bexley   DA5 3LH   020 8300 2076



Managed by Youth Action Diversity Trust