NANPANTAN SCOUT GROUP BUILDING
Booking Form and Hire Agreement including Conditions of Hire for the premises of Nanpantan Scout Group
This agreement is made between:
a) Nanpantan Scout Group ("NSG")
and
b) the “Hirer”
NSG agrees for the permit the Hirer to use the premises or parts of premise(s) designated below for the purposes and period(s) at the agreed fee, subject to the conditions of hire outlined below.
STANDARD CONDITIONS OF HIRE
For the purposes of these conditions, the term HIRER shall mean an individual hirer or, where the hirer is an organisation, the authorised representative. The term NSG means the Nanpantan Scout Group.
The Nanpantan Scout Group building may be hired up until 11pm each day (12am on a Saturday). Hire ends at these designated end times and adequate time to clear away should therefore be allowed at the end of your event. The period of hire must include adequate time for setting up and clearing away.
Payment for one off bookings is required with the deposit at the time of booking. Recurring bookings can be secured by a one off payment of a month’s hire. Thereafter, invoices will be sent monthly, in advance, and payment due within 28 days. For the rates of hire please refer to our hire rates schedule.
Hire rates are subject to review every 12 months.
Hire of the hall is subject to the following terms and conditions:
- Supervision
The hirer will, during the period of the hiring, be responsible for supervision of the premises, the fabric and the contents: their care, safety from damage however slight: or change of any sort and the behaviour of all persons using the premises whatever their capacity: including proper supervision of car parking arrangements (no parking on patio on grassed areas) and avoid obstructing traffic on Nanpantan Road with double parking. The hirer should also ensure that the outer doors of the hall are kept closed at all times for security reasons. There is no access to the upstairs of the building unless the meeting room has been booked.
- Use of the Premises
The hirer shall not use the premises for any purpose other than that described in the hiring agreement and shall not sub-hire or use the premises or allow the premises to be used for any unlawful purpose or in any unlawful way nor do anything or bring onto the premises anything which may endanger the same or render invalid any insurance policies in respect thereof.
- Posters/ Ballons/ Bunting
Bunting or ballons can be attached with string to the hooks on the main hall. No use of Blue tac, Sellotape, drawings pins (or similar) to attach items to the fabric of the building.
- Occupancy
The hirer is responsible for ensuring there is no breech of the occupancy levels for the building (maximum number 242 people in the main hall, 41 in the upstairs meeting room).
- Noise
The hirer shall take responsibility for monitoring of noise inside and outside the building during their period of hire (including when people are leaving the building and car park) and take remedial action to mitigate impact to neighbours. The hirer should, at all times, comply with all aspects of the Noise Management Plan for the building.
- Music
The hirer should ensure that that windows and doors are shut if amplified music or sound is played inside the building. No amplified music outside the building at any time, low level music permissible outside between 8am and 6pm.
- Alcohol
No sale of alcohol without a Temporary Event Licence from Charnwood Borough Council. Alcohol consumption by persons under the age of 18 must not be permitted.
- Gaming, Betting and Lotteries
The hirer shall ensure that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries.
- Public Safety Compliance
The hirer shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, the Local Magistrates’ Court or otherwise, particularly in connection with any event which includes public dancing or music or other similar public entertainment or stage plays.
Compliance with existing GOV.UK regulations relevant to the health and safety of users is expected. Event risk assessments should be undertaken where required and the hirer is responsible for ensuring compliance with specific criteria, including the number of attendees and any relevant criteria during the hire period.
- Health and Hygiene
The hirer shall, if preparing, serving or selling food observe all relevant food health and hygiene legislation and regulations.
- Smoking
The hirer shall ensure that no smoking or vaping takes place anywhere in the building. This includes the use of e-cigarettes.
- Electrical Appliance Safety
The hirer shall ensure that any electrical appliances brought on to the premises must be tested under the usual regulations and be safe and in good working order.
- Indemnity
The hirer shall indemnify NSG for the cost of repair of any damage done to any part of the property including the curtilage thereof or the contents of the buildings which may occur during the period of the hiring as a result of the hiring.
- Insurance
The hirer shall be responsible for making arrangements to insure against any third party claims which may lie against him or her (or the organisation if acting as a representative) whilst using the building. (NSG is insured against any claims arising out of its own negligence).
- Accidents and Dangerous Occurrences
The hirer must report all accidents involving injury to any party during the period using the accident form in the kitchen. The Group Lead Volunteer should also be notified as soon as is practically possible either via email (carltravis-roberts@nanpantanscouts.org.uk) or phone using the emergency contact details displayed in the building.
Any failure of equipment either that belonging to the hall or brought in by the hirer must also be reported as soon as possible to the Group Lead Volunteer, details as above.
- Animals
The hirer shall ensure that no animals (including birds) except guide dogs are brought into the hall, other than for a special event agreed to by NSG. And no animals (other than Assistance dogs) whatsoever are to enter the kitchen at any time.
- Children
The hirer shall ensure that children are supervised at all times. Strictly no unsupervised children in the kitchen.
- Bouncy Castles/ Inflatables
Bouncy Castles or similar inflatables allowed inside and outside the building subject to the following conditions
- Any inflatables outside to be positioned to minimise intrusion to neighbouring properties and to be deflated by 9pm
- Hirer to ensure supervision at all times and suitable insurance from the supplier of the inflatable
- Maximum permissible inflatable size 5m x 5m (height 4m)
Generators to be sited away from boundaries with neighbours.
- Fireworks
No fireworks permitted at any time
- Permissible Items
No use of smoke, foam or bubble making machines. Glitter/ confetti can be used inside the building but the Hirer must ensure this is fully cleared up at the end of the hire.
- BBQs
No use of disposable barbeques. Other barbeques to only be set up on the patio.
- Fire
Hirer to make themselves familiar with fire exits and location of fire extinguishers. The building does have a fire alarm, in the event this was to sound, the Hirer to ensure everyone proceeds to the muster point (by the telegraph pole in the car park) and alert the emergency authorities in the event of a fire and then the NSG emergency contact.
- Publicity
The hirer shall not carry out or permit fly posting or any other form of unauthorised advertisements for any event taking place at the Hall, and shall indemnify the NSG accordingly against all action, claims and proceedings arising from any breach of this condition. Failure to observe this condition may lead to prosecution by the local authority.
- Sale of Goods
The hirer shall, if selling goods on the premises, comply with Fair Trading Laws and any code of practice used in connection with such sales. In particular, the hirer shall ensure that the total prices of all goods and services are prominently displayed, as shall be the organiser’s name and address and that any discounts offered are based only on Manufacturer’s Recommended Retail Prices.
- WiFi policy
Reference should be made to our WiFi policy which is published on our website and also displayed on the notice board at the Hall.
- Cancellation
Cancellation must be notified 4 weeks in advance of a booking for a full refund of the booking fee.
- Unfit for Use
In the event of the hall or any part thereof being rendered unfit for the use for which it has been hired, the Committee shall not be liable to the hirer for any resulting loss or damage whatsoever.
- Refusal of Booking
NSG reserves the right to refuse a booking without notice or to cancel this hiring agreement at any time whether before or during the term of the agreement upon giving 7 days notice in writing to the hirer. The hirer shall be entitled upon such notice to reimbursement of such monies including the deposit or a proportion of the same as have been paid by the hirer to the NSG. NSG shall not be liable to make any further payment to the hirer.
- End of Hire
The hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy condition, shutting doors and windows, switching off lights and appliances, properly locking the building (key returned to key safe) and secured unless directed otherwise. Any contents temporarily removed from their usual positions properly replaced, otherwise the NSG shall be at liberty to make an additional charge.
It is the responsibility of the hirer to take all rubbish away with them, recycling can be put in the external recycling bin (or take home if full). Your deposit will be returned within 5 working days once NSG are satisfied that all the above terms and conditions have been duly complied with by the hirer. When stacking and putting away the chairs and tables or moving any equipment around the hall before, during or after hire please refrain from scraping anything against the interior walls. A fee for any damage to the paintwork will be deducted from your deposit.
All vehicles should be moved out of the car park at the end of the hire period.
No responsibility whatsoever can be taken for any personal belongings used or left in the NSG building.