PREMISES TERMS & CONDITIONS OF USE These terms and conditions, together with the booking form of application to hire the college, shall constitute the contract between Carmel College and the hirer(s) Application Application for hire must be made on the booking form provided which will form the basis of a licence to use Carmel College’s premises. If an organisation is hiring the accommodation both the organisation itself and its members are jointly and severally liable under this agreement. The hirer must ensure that everybody making use of the accommodation complies with the conditions of use. Failure to do so may result in the letting being terminated with immediate effect. This agreement is personal to the hirer and may not be assigned to any third party. The number of persons using any hired property/premises shall not exceed the number advised by the hirer and authorised by the College.
Cancellation There will be at least two weeks notice, in writing to the Community Business Manager, for any cancellation of a booking made by a hirer. Cancellations made after this date will be charged at half the booking fee. The College reserves the right to cancel any licence at any time in the event of the college requiring any hire property for college purposes or for any other reason which is considered necessary by the college. This may be at short notice. Hirers must therefore keep contact details of everyone in their group/club/class/meeting.
Payment An invoice for payment for the hire of the facility will be issued one month in advance of the event date and payment is due upon receipt. If payment is not received by the required date legal proceedings may be instigated by Carmel College. If an application is made within a month of the event payment will be due upon receipt of the invoice.
Indemnity and Insurance The hirer shall be responsible for all damage caused and shall indemnify the college against all loss, damage and expense unless due to the negligence of the college and any such damage shall be reported immediately to the College. Any damage caused to the accommodation (or elsewhere in the college) shall be compensated to an extent considered reasonable at the discretion of the College within seven days of a written demand. The hirer shall indemnify the college against all and any expenses, liability, loss, claim and proceedings arising in respect of personal injury to or death of any person or damage to any property arising directly or indirectly from the use of the accommodation unless due to the College’s negligence.
For all lettings other than those made by individuals for their own use, the hirer shall obtain insurance against legal liabilities to third parties (including the College) with a limit of indemnity of at least £5 million for any one incident. A copy of this should be supplied to the College. Please note that any equipment belonging to hirers, which is used or stored at the College, is not covered by the College insurance policy and it is recommended that hirers take out separate insurance or include as ‘All Risks’ on existing policy. Any equipment left at the College is not supervised by the College and is therefore left at the hirers risk. The College does not accept any responsibility for any articles of property left by the hirer, their guests, agents or any member of the public on the hired property during the period of the hire.
The Premises Access is restricted to the rooms hired and any toilet facilities. Access shall only take place during the designated time and for the permitted purpose. Smoking is not allowed anywhere on site. This agreement does not include the use of any equipment, including PE, except where specifically agreed and subject to any further fees chargeable; kitchens and catering equipment shall not be used unless approved by the College subject to any conditions which may be imposed. No food or drink except for bottled water is permitted on site unless agreed by the College or purchased from the College. Access to and from the College site is not available at the following times during the school term in order to ensure the safety of pupils leaving the site: o Mon – Fri (exc Tues) 3.15pm – 3.45pm o Tuesday 2.50pm – 3.20pm
Performing Rights and Licences No copyright works shall be performed in the accommodation without the licence of the copyright owner and the hirer shall indemnify the College against any penalty or sanction for any copyright infringement which may occur. The hirer shall not use the accommodation for any purpose or activity for which a licence or permission is necessary, (e.g. preparation and sale of food, provision of regulated entertainment * etc) unless such a licence has been agreed by the college and obtained. The accommodation shall not be used for the sale or display of goods or services or for any public entertainment unless agreed with the college. No alcoholic drinks shall be brought onto the accommodation except where the college agrees otherwise and where a licence has been obtained. No film or video shall be shown in the accommodation or taken in the facilities without the college’s prior consent.
Health and Safety Parking is available in the car park, in the interests of everyone’s safety, roads around the site should be left clear for emergency access. The hirer is responsible for the health and safety of everybody using the accommodation (including first aid) and must make themselves aware of the fire precautions and procedures in existence. Hirers must also keep a register of people attending their group/club/class/meeting. Electrical apparatus shall not be brought onto the accommodation without the college’s consent. Where consent is given all electrical equipment must have an up to date PAT certificate. Animals, other than guide dogs, are not permitted on the college premises without the written prior consent of the College. The hirer shall leave the accommodation in a clean and orderly state. The disposal of any refuse arising from the use is the responsibility of the hirer. In relation to activities for children, the hirer must ensure that there are sufficient adults present to be in full control of the children throughout the whole period during which they are on the college site. All clubs hiring the facilities must have staff that have appropriate coaching certificates. The club must also ensure that if working with children under 18 or vulnerable adults, all the necessary safeguarding checks have been completed for their staff. The College will require the attached declaration form to be completed and returned to the College prior to the letting taking place. All clubs/organisations hiring the facilities must have the following policies in place: Club code of conduct and procedures; Health and Safety; Quality Assurance and Child Protection/Safeguarding (including the role of the Welfare Officer). Copies of these should be supplied to the College.
Preservation of Order We would ask all users to ensure that they do not cause a nuisance or annoyance to the occupiers of any neighbouring properties, surrounding areas or other users. Please ensure that when you are on the site you keep the amount of noise to a minimum and do not use inappropriate language. Any reported incidents will be investigated and this may result in the letting being cancelled without refund.
*Notes A Temporary Event Notice (License) is required if your event involves any of the following: The sale by retail of alcohol The provision of regulated entertainment i.e. the performance of a play an exhibition of a film an indoor sporting event boxing or wrestling entertainment a performance of live music any playing of recorded music a performance of dance or entertainment of a similar description to live music, recorded music or dance
The provision of late night refreshment