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Standard Terms and Conditions of Hire
Hire Agreements of Clocktowerevents Ltd (Clock Tower) are subject to these Standard Terms and Conditions of Hire and any Special Conditions of Hire arising from the purpose of hire (hereafter jointly referred to as Clock Tower Conditions). No exclusion of any term or condition can apply unless specifically granted in writing. Any term or condition relating to The Clocktower will apply equally to the Clocktower Hall, the Holbrook, Palmer, Wickham and Wells Rooms and Carmen’s Cabin.
1. Understanding the Clock Tower Conditions
The Hirer will ensure he/she and his/her assistants (see Clause 2) have an understanding of the Clock Tower conditions in force.
2. Statement of purpose and supervision of hire.
The Hirer has entered a clear and unambiguous statement of the purpose of hire on the booking form before signing or provided any clarification necessary as an additional statement in writing to the Company.
The Hirer undertakes to appoint a sufficient number of competent persons, aged 18 or over, to provide adequate supervision throughout the hiring to ensure that the provisions and stipulations referred to in the Clocktower Conditions and any applicable licences, are complied with.
3. Periods of hire
Under normal circumstances, the hiring of The Clocktower will be by session although arrangements can be made for hourly hire if circumstances allow; the minimum period of hire will be two hours and the period of hire will be from the moment of entry until the moment of departure.
3. The Hirer is responsible during the whole period of hire for making sure that:
- Number of people using each room is not more than that permitted for each room
- Use of premises (namely the building, its fabric and contents, its access, car park and surrounding land), is fully supervised to keep those premises safe from damage or change of any sort
- The purpose and conduct of the hire does not disrupt the use of any room hired by others
- Behaviour of all persons, whatever their capacity, using the premises, remains under control
- Car parking arrangements are controlled to avoid obstruction of the access road and entrance and exits to the Car Park
- No excessive noise occurs during the hire
- A minimum of noise is made by any person on arrival or departure, particularly late at night or early morning
- Any electrical appliances brought onto the premises for use shall be certified safe (PAT tested) and in good working order, and used in a safe manner, using residual current circuit breakers where appropriate
4. The Hirer is responsible during the whole period of hire for making sure that:
- The Premises are NOT sub-hired or used for any purpose other than that described in the hire agreement
- The Premises are NOT used by the hirer or anyone else for any unlawful purpose or in an unlawful way
- No birds or animals, except guide dogs, are brought into the building, without written permission of the Proprietors
- No animals whatsoever enter the food preparation areas at any time
- Nothing that may endanger the Premises is allowed to be brought onto the premises
- No action is allowed that may render any insurance cover for the premises invalid
- NO DRUGS are allowed on the premises and there is NO SMOKING in the building
- NO L P Gas appliances or highly inflammable substances
are brought onto the premises
5. The Hirer is responsible at the end of the hire for making sure that:
- Everything is left clean and tidy with rubbish removed
- All equipment, chairs and tables have been returned to storage positions tidily
- The premises are cleared of people, all lights switched off.
- The building is closed, with all doors and windows locked securely, unless the Hirer has been advised that a room or public area is in use by another continuing hire.
6. Authority to supply alcohol or to provide public entertainment
NO alcohol may be supplied or consumed on the premises under any circumstances without the specific written authority of Clocktowerevents Ltd under the Premises Licence. Performance of entertainment for the public also requires specific written authority by the DPS.
Clocktowerevents Ltd may choose to require that the Hirer shall obtain a Temporary Event Licence at his own expense, but no Hirer may seek such a licence without the consent of
Clocktowerevents Ltd.
7. Compliance with The Children Act of 1989
The Hirer shall ensure that any activities for children under eight years of age comply with the provisions of The Children Act of 1989 and relevant succeeding legislation. Any activity for all children must be operated in accordance with guidelines available for relevant activities, and only fit and proper persons have access to the children.
8. Compliance with other relevant legislation
The Hirer must in particular make sure that the users:
- Do not contravene the law relating to gaming, betting, and lotteries
- Comply with all conditions and regulations required by the
Premises Licensing Act, particularly in connection with events which include public dancing or music, or stage plays, or films, or similar entertainment
- Observe all relevant food health and hygiene legislation and regulations if preparing, serving or selling food
- Comply with Fair Trading Laws if selling goods on the premises and any code of practice used in connection with such sales.
9. Prevention of Fly Posting
The Hirer shall not carry out, or permit fly posting, or any other illegal form of unauthorised advertisements, for any event taking place at the premises. A breach of this condition may lead to prosecution by the local authority.
10. Indemnity from the Hirer
The Hirer shall indemnify and keep indemnified the directors and agents of
Clocktowerevents Ltd against:
(a) the cost of repair of any damage done to any part of the premises including the curtilage thereof or the contents of the premises, and
(b) all actions, claims, and costs of proceedings arising from any breach of the Clocktower conditions
(c) all claims in respect of damages, including damage for loss of property or injury to persons, arising as a result of the use of the premises (including the storage of equipment) by the Hirer.
As directed by Clocktowerevents Ltd, the Hirer shall make good or pay for all damage (including accident damage) to the premises or to the fixtures, fittings or contents and for loss of contents.
11. Insurance
A Commercial Hirer shall take out adequate insurance to insure the Hirer and members of the Hirer’s Organisation and invitees against all claims arising as a result of the hire, and on demand shall produce the policy and current receipt or other evidence of cover to Clocktowerevents Ltd. Failure to produce such policy and evidence of cover will render the hiring void and enable
Clocktowerevents Ltd to re-hire the premises to another hirer.
The Hall is insured against any claims arising out of its own negligence and its public liability cover extends to cover non profit making, i.e., non-commercial, hirers. (This does not cover bouncy castles or other inflatable devices, fireworks, sponsored walks, rides or similar events). Items stored by
any Hirer in the building are not insured except by prior arrangement with
Clocktowerevents Ltd that is confirmed in writing by Clocktowerevents.
12. The Hirer must report all Accidents and Dangerous Occurrences
The Hirer must report all accidents involving injury to the public to an authorised representative of
Clocktowerevents Ltd as soon as possible, and complete the relevant section in
Clocktowerevents Accident book. Any failure of equipment, either that belonging to
Clocktowerevents, or brought in by the Hirer must be reported as soon as possible.
In accordance with the ‘Reporting of Injuries, Diseases and Dangerous Occurrences Regulator 1995’, certain types of accident or injury must be reported on a special form to the local authority.
Clocktowerevents will give assistance on filling in this form.
13. Stored equipment
Clocktowerevents 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.
Clocktowerevents 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.
14. No alterations
NO alterations or additions may be made to the premises, and NO fixtures are to be installed (or placards, decorations, or other articles be attached) in any way to any part of the premises without the prior written approval of
Clocktowerevents. Any alteration, fixture or fitting, or attachment, so approved shall, at the discretion of
Clocktowerevents, remain in the premises at the end of the hiring and become the property of
Clocktowerevents or, be removed by the Hirer. The Hirer must make good to the satisfaction of
Clocktowerevents any damage caused to the premises by such removal.
15. Continuing hires
Once a regular weekly/termly hirer has signed a hire agreement subsequent use of the same facilities for the same purpose will be deemed to be governed by that hire agreement, notwithstanding that dates or times have not been inserted appropriately in clauses 1 or 5.
Clocktowerevents Ltd reserves the right to give notice that specific hire dates otherwise considered booked will not be available in order to accommodate special requirements of other hirers from time to time.
The Hirer may give notice that no hire is required for specific dates within the continuance. All notices to be in writing at least 3 weeks in advance.
16. Cancellation by the Hirer
If the Hirer cancels the booking before the date of the event and
Clocktowerevents Ltd is unable to conclude a replacement booking,
Clocktowerevents Ltd may, at its discretion, require a further payment of hire fees or withhold part of the special deposits and hire charge already paid.
17. Cancellation by Clocktowerevents Ltd
Clocktowerevents Ltd reserves the right to cancel a hiring by written notice to the Hirer if
Clocktowerevents Ltd reasonably considers that;
(a) such hiring may lead to a breach of the licensing conditions, or other legal or statutory requirements, or
(b) unlawful or unsuitable activities may take place at the premises as a result of the hiring, or
(c) the premises have become unfit for the use intended by the Hirer.
In any case the Hirer shall be entitled to a refund of any deposit or hire fees already paid, but
Clocktowerevents shall not be liable for any resulting direct or indirect loss or damages whatsoever.
18. Restriction of benefit of the hire agreement.
None of the provisions of the hire agreement are intended to or will operate to confer any benefit pursuant to the Contracts (Rights of Third Parties) Act 1999 on a person who is not named as a party to this Hire Agreement. The hire agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on
the Hirer.
© clocktowerevents Standard terms and conditions 23.10.2008
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