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AHSRA Terms of Hire
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Ashton Hayes Sports and Recreation Association (AHSRA)
Pavilion Terms & Conditions of Hire
BOOKING ACCEPTANCE
By proceeding with your booking, for any area of the Pavilion building, you are deemed to have accepted the Terms and Conditions below for the hire of the Ashton Hayes Sports and Recreation Association Pavilion Building. (see clause #16)
KEY POINTS
- The venue is offered for hire to benefit the community of Ashton Hayes and is suitable for village societies, meetings, children’s parties, social or family gatherings etc. AHSRA reserve the right to refuse or cancel bookings if necessary. Full details of the nature of the event will be required at time of booking.
- Hirer must ensure the security of the Pavilion and safety of attendees for the duration of hire
- All rubbish must be taken away and facilities, fixtures, furniture and equipment left in a clean and tidy condition
- In consideration of our neighbours, park considerately and keep noise levels to a minimum
- Hirers are responsible for any damage or breakages and agree to reimburse AHSRA any costs incurred
- Bouncy Castles, Fireworks and Barbecues are prohibited from use
- Strictly no smoking or vaping in the building, on the patio or around doorways
- Pavilion hire does not include exclusive access to the Playground, Playing Field or Car Parking
TERMS & CONDITIONS OF HIRE
Agreements with the Trustees of Ashton Hayes Sports and Recreation Association (“AHSRA”) for the hire of the Pavilion or any part thereof (“the Premises”) are subject to these Terms and Conditions of Hire (“the Hire Conditions”).
1: Undertaking of the Hirer
The Hirer undertakes to ensure that they have an understanding of the Hire Conditions for the time being in force.
2: Supervision by the Hirer
The Hirer undertakes to be present, or arrange for sufficient adult representatives to be present, throughout the hiring to ensure compliance with the provisions and stipulations contained or referred to in these Hire Conditions and any relevant licenses.
3: Responsibility of the Hirer
The Hirer shall be responsible during the period of hire for: –
- Being familiar with, and complying with, the guides provided for the use of the Pavilion
- Ensuring that the Premises are kept secure for the duration of the hire
- Supervision of the use of the Premises and the care of its fabric and contents
- Ensuring that the purpose and conduct of the hire does not disrupt the use of any other facilities hired by other persons
- Ensuring that the Premises (including kitchen, kitchen appliances and toilets as appropriate) are left clean and tidy with rubbish removed from the site at the end of the hire
- Ensuring that all equipment, chairs and tables have been returned to their storage positions safely, the Premises are cleared of people, all lights switched off, and the building secured.
- Ensuring that any temporary fittings and fixtures comply with Health and Safety guidance, and in particular ensuring that any decorations used are not a fire hazard
- Ensuring that any equipment or electrical appliances brought onto the Premises and used there shall be certified safe and in good working order, and used in a safe manner
- Ensuring that no animals (including birds), except assist dogs are brought into the building, without written permission of AHSRA.
- Ensuring that NO animals whatsoever enter the kitchen at any time
- Ensuring that no Barbeques, LPG appliances or highly flammable substances are brought onto the Premises
- Ensuring that they and their attendees recognise the fact that the Premises are situated in a residential neighbourhood and conduct themselves accordingly by, for example, taking care not to slam car doors, especially late at night, and not playing music or making other sounds at inappropriate levels.
4: Fire Regulations
The Hirer shall:
- Ensure that the “Emergency Exit” signs are visible
- Ensure that the Fire Brigade is called to any outbreak of fire, however slight, and details given to AHSRA.
- Prior to the start of an event indicate fire exits and Evacuation Meeting Place to the persons attending the event
- Ensure that all fire exits in the Pavilion are kept clear at all times.
The Evacuation Meeting Place is at the Football Field Goal Mouth. No person may re-enter the Pavilion without the permission of the Fire Brigade.
5: Use of Premises
The Hirer shall not: –
- sub-let or use the Premises for any purpose other than that described in their Booking Application
- use the premises or allow the Premises to be used for any unlawful purpose or in any unlawful way
- do anything or bring onto the Premises anything which may endanger the Premises or render invalid any insurance policies in respect thereof
- allow the use of drugs on the Premises
- allow smoking or vaping in the Premises, in the patio area or in the vicinity of the entrances
- allow misuse of internet access
6: Car Parking
Vehicles are parked at owner’s risk and may be parked only in the marked spaces.
7: Premises Licence and other relevant legisation
The Hirer is responsible for ensuring that they hold any appropriate license or permit required for their event:
- Ensuring alcohol is not sold on the premises, unless an appropriate license is held
- Ensuring no excessive noise occurs, particularly late at night or early morning, including playing live or recorded music and a minimum of noise is made by any person on arrival or departure
- Ensuring compliance with TV licensing requirements as AHSRA do not hold a licence. (See tvlicensing.co.uk)
The Hirer shall ensure that the users:
- do not contravene the law relating to gaming, betting, and lotteries
8: Compliance with legislation relating to children or vulnerable adults
The Hirer shall ensure that any activities at the Premises for children or vulnerable adults comply with current legislation in that regard and that only fit and proper persons have access to children or vulnerable adults. Child Protection Policies are the responsibility of the Hirer.
9: Indemnity
The Hirer shall indemnify and keep indemnified each of the Trustees of the Pavilion and their employees, volunteers, and invitees against:
- the cost of repair of any damage done to any part of the Premises including the contents of the Premises
- against all actions, claims, and costs of proceedings arising from any breach of the Pavilion Conditions
- all claims in respect of damages, including damage for loss of property or injury or death to persons, arising as a result of the use of the Premises (including the storage of equipment) by the Hirer
As directed by AHSRA, 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.
10: Insurance
The Hirer is responsible for ensuring that any catering company or operator hired to bring equipment onto the Premises has relevant and appropriate insurance, which shall include public liability insurance. Commercial hirers must provide Public Liability insurance (£5,000,000 minimum indemnity).
Bouncy castles, Fireworks and Barbecues are expressly prohibited on the AHSRA Premises.
11: Accidents and Dangerous Occurrences
The Hirer must report all accidents involving injury to the public to an authorised representative of the AHSRA as soon as possible and complete the relevant section in the AHSRA Accident Book. The hirer shall ensure the appropriate medical assistance is sought, or an ambulance is called.
Any failure of equipment, either that belonging to the Pavilion, or brought in by the Hirer must also be reported as soon as possible.
12. Stored equipment
The Pavilion 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 that stored on the premises by agreement, must be removed at the end of each hiring or storage period. AHSRA may dispose of any such items 7 days thereafter at its discretion, by sale or otherwise on such terms and conditions as it thinks fit and charge the Hirer daily storage fees and costs incurred in storing and selling or otherwise disposing of the same.
13: No alterations
You may not put and nail, hook or fastening into any part of the building (doors, walls, beams etc) or fixtures (furniture, etc). Decorations may be attached only if they can be removed without damage (including to paintwork). On request, Hirers must produce a certificate that the decorations are not a fire hazard.
No other alterations or additions may be made to the Premises and no fixtures may be installed. No placards or advertising bills may be displayed or articles be attached in any way to any part of the Premises, including fencing, without the prior written approval of AHSRA. Any item approved, shall, at the discretion of the AHSRA, remain in the Premises at the end of the hiring and become the property of AHSRA or be removed by the Hirer. The Hirer must make good to the satisfaction of AHSRA any damage caused to the Premises by such removal.
14: Cancellation by the Hirer
If the Hirer cancels the booking before the date of the event and AHSRA is unable to conclude a replacement booking, AHSRA may, at their discretion, require a further payment of hire fees or withhold part or all of any hire fees already paid.
15: Cancellation by AHSRA
AHSRA reserves the right to cancel a hiring, including at short notice, by written or in person notice to the Hirer in the event of the Premises being required for use as part of the Community Resilience Plan or if there is reasonable concern that:
- such hiring may lead to a breach of legal or statutory requirements, or
- unlawful or unsuitable activities may take place at the Premises as a result of the hiring, or
- the Premises have become unfit for the use intended by the Hirer, or
- is likely to bring the good name AHSRA into disrepute, or
- the venue is inappropriate for the planned event (including likely disruption to neighbours).
In any such case the Hirer shall be entitled to a refund of any hire fees already paid, but AHSRA shall not be liable for any resulting direct or indirect loss or damages whatsoever.
16: Acceptance
These Terms and Conditions are available at any time on the AHRSA web pages. By proceeding with the booking the Hirer is deemed to have accepted these terms and conditions.