Sharrow Community Forum Terms and Conditions

Updated February 2016

Summary of key issues:

1.1       All applications for hire of Community Facilities must be made on an official booking form. Applications should, whenever practicable, be received at least 7 days prior to hire.  No provisional bookings will be taken with less than 7days to the event. Bookings made with less that 7days notice will not be able to be cancelled and will therefore be subject to full charge.

1.4    All bookings made in respect of the community facilities are subject to the times stated on the booking form. Hirers must ensure that the community facility is cleared at the appropriate time. Entry to community facilities will be from the time specified on the application for let. Additional time may be charged after the event, if necessary. Cleaning and clearing of the room must be included within the time of use on the submitted booking form.

1.9   If you are working with children and/or vulnerable adults, Sharrow Community Forum will need a copy of your policies and procedures to ensure all legal requirements are met.

2.1   Bookings for the community facilities can be made up to one year in advance of the date of booking. Provisional bookings will be accepted within this same time scale and will be held by the forum for 14 days. A booking will be confirmed on receipt of a correctly completed application form. If no confirmation is received after 14 days the booking will be removed from the system.

3.1   An invoice will be issued on receipt of the booking form and will be subject to our 30 day term

3.2   Sharrow Community Forum/Ship Shape Staff reserves the right to bill additional charges as a result of any damages outlined in Section 5 after the event.

3.3   Failure to pay any accounts within the time required will result in a review of our agreements for future hire

4.2   Notification of hirer’s intention to cancel a booking must be made in writing 7days prior to the booking otherwise invoices will be subject to full charge.

5.1   The hirer is responsible for any loss or damage to the building, fixtures, fittings, contents and décor during the let.

5.2   The hirer is advised that Sharrow Community Forum/Ship Shape Staff can accept no responsibility in respect of loss or theft of articles from the premises during the let or any articles left on the premises at any time.

6.3   The hirer is responsible for ensuring that all gangways, doorways, stairways, exits, emergency exits and entrances are kept unobstructed at all times.

6.4   Hirers must make themselves aware of Fire Regulations and procedures in force and as outlined in the fire evacuation notices displayed in Community Facilities.

6.7   In the event of an accident within the premises the lessee must report the incident as soon as possible to a member of the forums staff and an accident report form must be completed and returned as specified on the form.

7.5   All hirers, including organisations, must leave the premises in a clean and tidy condition. Failure to comply may result in additional charge to cover cost of additional cleaning.

9.1   Sharrow Community Forum/Ship Shape Staff operates a no smoking policy in this facility.

10.3   The hirer will be required to remove all reasonable waste from the environs of the facility and where necessary make special arrangements for its removal with a licensed contractor before final vacation of the premises. Failure to do so could result in additional charges being made and or the prevention of any further bookings.

1.   APPLICATION FOR LET

1.1     All applications for hire of Sharrow Community Facilities must be made on an official booking form. Applications should, whenever practicable, be received at least 7 days prior to hire.

1.2   The receipt of an application form for hire of the community facilities does not constitute an acceptance of the application by Sharrow Community Forum/Ship Shape Staff. The premises shall not be deemed to be let until the applicant has received confirmation in writing from Sharrow Community Forum/Ship Shape Staff.

1.3   All applicants must be over the age of 18 years and proof of identity/age may be required.

1.4   All bookings made in respect of the community facilities are subject to the times stated on the booking form. Hirers must ensure that the community facility is cleared at the appropriate time. Entry to community facilities will be from the time specified on the application for let. Additional time may be charged after the event, if necessary.

1.5   All groups/organisations using the facilities shall state the purpose for which they are engaged and shall not sublet or alter the purpose for which they are engaged without the consent of Sharrow Community Forum/Ship Shape Staff. If the facilities, or any part thereof, are used for purposes different from that for which they are engaged Sharrow Community Forum/Ship Shape Staff reserves the right to terminate the booking at any time without Sharrow Community Forum/Ship Shape Staff being liable to the hirer for costs incurred by the group/organisation.

1.7   No application for let will be accepted while any accounts for payment by the hirer to Sharrow Community Forum/Ship Shape Staff remain outstanding.

1.8   Sharrow Community Forum/Ship Shape Staff reserves the right to grant or refuse any application for let in whole or in part without giving any reason for same.

1.9    If you are working with children and/or vulnerable adults, Sharrow Community Forum will need a copy of your policies and procedures to ensure all legal requirements are met.

2.     BOOKING A COMMUNITY FACILITY IN ADVANCE

2.1   Bookings for the community facilities can be made up to one year in advance of the date of booking. Provisional bookings will be accepted within this same time scale and will be held by the forum for 14 working days. A booking will be confirmed on receipt of a correctly completed application form. If no confirmation is received after 14 days the booking will be removed from the system.

3.     PAYMENT

3.1   Aninvoice will be issued on receipt of the booking form and will be subject to our 30 day term

3.2   Sharrow Community Forum/Ship Shape Staff reserves the right to bill additional charges as a result of any damages outlined in Section 5 after the event.

3.3   Failure to pay any accounts within the time required will result in a review of our agreements for future hire

4.     CANCELLATION

4.1   Sharrow Community Forum/Ship Shape Staff reserves the right to cancel a let without being liable for compensation in the event of facilities being required for any purposes deemed necessary by Sharrow Community Forum/Ship Shape Staff.

4.2   Notification of hirer’s intention to cancel a let must be made in writing 7 days prior to booking; otherwise invoices will be subject to full charge.

5.     LOSS, INJURY OR DAMAGE

5.1   The hirer is responsible for any loss or damage to the buildings, fixtures, fittings, contents and décor during the let.

5.2   The hirer is advised that Sharrow Community Forum/Ship Shape Staff can accept no responsibility in respect of loss or theft of articles from these facilities during the let or any articles left on the premises at any time.

5.3   Sharrow Community Forum/Ship Shape Staff accepts no responsibility for any loss or damage, including personal injury and death, resulting from the premises proving to be unsuitable for the hirers intended use.

5.4   The hirer is advised to take out appropriate insurance to cover loss or damage of property belonging to themselves, Sharrow Community Forum/Ship Shape Staff or members of the public and to cover death or injury of persons in the facility during the period of hire.

5.5   When an event is open to the public, the hirer is required to take out at least public liability insurance and the premises are let on the understanding that this will be done.

5.6   The hirer must indemnify Sharrow Community Forum/Ship Shape Staff against any loss or damage as described within these conditions.

6.     HEALTH AND SAFETY

6.1   The hirer is responsible for the provision of suitable automatic cut-out circuit breakers for any occasions where the use of electrical musical equipment is in use.

6.2   If a hirer is operating any portable electrical appliance not provided by Sharrow Community Forum/Ship Shape Staff this equipment must have a valid portable appliance test label or certificate. If the valid label or certificate is not available then this equipment will not be able to be used within the facilities.

6.3   The hirer is responsible for ensuring that all gangways, doorways, stairways, exits, emergency exits and entrances are kept unobstructed at all times.

6.4   Hirers must make themselves aware of Fire Regulations and procedures in force and as outlined in the fire evacuation notices displayed in the community facilities.

6.5   No explosives, highly flammable spirits or liquid gas containers shall be brought into  the community facilities and the use of naked lights in any part of the building is strictly prohibited.

6.6   All chemical or substances used by users must be approved by Sharrow Community Forum/Ship Shape Staff. In accordance with the COSHH regulations the forum would then seek a product data sheet and there after carry out assessment of the product suitability in relation to Health and Safety. No chemicals will be allowed in any facility without prior approval.

6.7   In the event of an accident within the premises the lessee must report the incident as soon as possible to a member of the forum’s staff and an accident report form must be completed and returned as specified on the form.

7.     PROPERTY/EQUIPMENT

7.1   All additional fittings, decorations or scenery of any kind provided by the hirer shall be subject to the approval of Sharrow Community Forum/Ship Shape Staff before being fitted and must be removed, if required, on the orders of Sharrow Community Forum/Ship Shape Staff. Failure to remove items as required will result in making arrangements to remove the same at the hirer’s expense.

7.2   All other property brought into community facilities by hirers must be removed at the end of the period of hire unless otherwise authorised by Sharrow Community Forum/Ship Shape Staff. Failure to comply with this condition will result in hire charges being extended to cover items involved and or any costs incurred relating to their temporary removal.

7.3   The hirer shall not interfere with electrical fixtures and fittings. No extension from existing electrical fittings shall be made without the consent of Sharrow Community Forum/Ship Shape Staff.

7.4   No fittings of any kind (bolt, nails, screws, blue tack etc.) shall be attached to any part of the interior or exterior of the building without prior consent from Sharrow Community Forum/Ship Shape Staff.

7.5   All hirers, including organisations, must leave the premises in a clean and tidy condition. Failure to comply may result in additional charge to cover cost of additional cleaning.

7.6   Portable electrical Equipment – All electrical equipment must have a valid PAT test certificate or proof that the equipment is under 12 months old.

8.     NOTICE/DISPLAY BOARDS

8.1   The use of community facility notice/display boards is prohibited unless by prior arrangement with Sharrow Community Forum/Ship Shape Staff.

8.2   No posters, boards, placards, logos, fittings, banners, signs or advertisements or other display materials shall be affixed to any internal or external doors, walls and windows without prior consent being sought from Sharrow Community Forum/Ship Shape Staff.

 

9.     SMOKING

9.1   Sharrow Community Forum/Ship Shape operates a no smoking policy in this facility.

10.   FOOD SAFETY

10.1   The hirer is required to ensure compliance with the Food Safety Act 1990 and any subsequent related regulations.

10.2   The hirer is expected to familiarise themselves with the facilities available and to ensure that they are adequate for the purpose intended.

10.3   The hirer will be required to remove all reasonable waste from the environs of the facility and where necessary make special arrangements for its removal with a licensed contractor before final vacation of the premises.

11.     AMENDMENTS TO CONDITIONS

11.1   Sharrow Community Forum/Ship Shape Staff reserves the right to amend or add to these conditions of let at any time.

12.     COMPLAINTS

12.1   If a customer wishes to complain about any of the facilities that Sharrow Community Forum provides then a complaint form should be requested from Reception at the Old Junior School and returned to Reception once completed.

12.2   Written complaints will be dealt with as soon as practical and will be notified to the Director of Sharrow Community Forum.

12.3   If a customer is not satisfied with the response to a complaint then they have the right to appeal to the Sharrow Community Forum Board of Trustees.

13.     GENERAL

13.1   For the purpose of these conditionsthe term ‘Sharrow Community Forum/Ship Shape Staff’ shall include persons authorised by them and the term ‘hirer’ shall also include their employees, their agents, tradesmen, contractors, suppliers and members of the general public entering at the invitation, express or implied, of the hirer or their agents, tradesmen, contractors and suppliers.

13.2   The relevant forum staff members shall have access to all parts of the community facilities at all times including during periods of let.

13.3   Advice and instructions of Sharrow Community Forum/Ship Shape Staff must be strictly adhered to at all times during the let.

13.4   Sharrow Community Forum/Ship Shape Staff or persons authorised by them shall have the right to suspend or take action at their discretion on any matter which, in the opinion of the forums staff, does not comply with the terms of these conditions, or which they consider necessary in the interests of safety and good order or to deal with any contingency not covered by these conditions of let.