CONDITIONS OF HIRE

  1. PAYMENTS/SECURITY DEPOSIT/HIRE RATES - All cheques or payments should be made payable to the Hawkinge Community Centre. A minimum £100 Security Deposit is required for all Teenage Party bookings and others as determined from time to time and detailed on the booking form. We reserve the right to amend Hire Rates at any time. Not with standing this condition, all hire rates will be reviewed at the end of each year, with the new rates taking effect from 1st January. The rate prevailing on the date of the event will be charged. No charges of any sort may be made by the hirer for admission to the rooms without the express permission of Hawkinge Community Centre, and is subject to such conditions or additional charges as may be imposed..

  2. CANCELLATIONS - Cancellation of the function by the hirer within 28 days prior to the date, on which it has been booked, will render the hirer liable to the full charge. Cancellation before this time will result in the loss of any deposit. The Trust reserves the rights to cancel this booking at any time giving 28 days notice.

  3. INDEMNITY AGAINST CLAIMS & INSURANCE - Except where liability arises out of the willful or negligent act or omission of the Hawkinge Community Centre, servants or agents, the use of the Centre is entirely at the risk of the hirer (which shall include any motor vehicle, money or papers) howsoever caused, suffered or sustained at the Centre.

  4. LIABILITY - The Hirer will have consideration for other occupiers of the Hawkinge Community Centre, and the residents of the surrounding areas, and all activities must be conducted in such a way as to not constitute a public nuisance. If the premises are used for any other purpose than those stated in the confirmation of booking, or if any function becomes disorderly, or any disturbance, nuisance, or undesirable activity is allowed to occur, The Trust, by its duly authorised Officer, will at its absolute discretion, immediately terminate the hiring. All persons attending the function will immediately leave the Centre. In the event of such termination, all fees and charges will be forfeited to the Trust.

  5. DAMAGE - Nothing shall be driven into, fixed or fastened to any part of the Centre or its furniture or fittings and the hirer shall take every precaution to avoid damage. The hirer shall pay on demand, or have deducted from the deposit, the cost of repairing or making good any damage to the Centre out of or incidental to the hiring or for the loss of any equipment included in the hiring or used without authorization.

  6. SUPERVISION - No event may start until the hirer or responsible person within the organization is in attendance together with the supervisory stewards. The hirer is responsible for:

    1. The administration, organization, entry control and running of the particular event. Centre representatives will always advise and assist if required but it is not the manager or his designated officer's responsibility to arrange events for the hirer.
    2. Leaving all premises in a clean and tidy condition to the satisfaction of the manager or his designated officer charges may be levied at the Managers discretion and deducted from any deposit held.
    3. In the event of a function being held where in excess of 100 participants are expected the hirer or responsible person must ensure that the over spill parking arrangements are in place with the designated parking marshals.
    4. Having sufficient stewards and officials to fulfill these conditions and control those persons attending that particular function, keeping those persons in the designated room and under control at all times.



  7. RIGHTS OF ACCESS - The manager / other authorized staff, police and fire brigade shall at all times during the hiring have full ingress and egress to and from all parts of the Centre. The times stated on the confirmation form are those during which the room(s) will be available to the hirer, and must be adhered to. The hirer undertakes to cease all activities, and ensure that the building is cleared by 11.45pm where applicable.

  8. ADMISSION/HIRE PERIOD - The manager or his designated officer reserves the right at his/her absolute discretion to refuse admission or to evict any person from the Centre. Or bring the event to a halt. Setup and Clear Down is included in your hire period. TIME IN EXCESS OF YOUR HIRE PERIOD WILL BE CHARGED TO THE NEAREST HALF HOUR.. In addition, The Manager or his designated Officer reserves the right to stop your Function/Event should you run over time. VACATION OF PREMISES The individual responsible for hiring the premises must report to the Trust representative at the Centre, upon arrival and upon vacation of the hired premises. The hirer to ensure that the room is vacated in a clean and tidy condition.

  9. THE BAR - If a bar is requested and a license obtained the bar MUST display a price list where applicable. All bars MUST close at 11.00pm - no extension to permitted hours is allowed. The law additionally allows for 20 minutes "drinking up" time, therefore, all consumption MUST cease by 11.20pm.The Hirer will ensure that persons attending the function do not bring alcohol on to the Hawkinge Community Centre premises. Any bar, other than that provided by The Hawkinge Community Centre, MUST present the relevant Justices Licence to Centre 7 working days before the function is due to take place. The bar may be closed at any time if any person using it shall behave in an unruly, disorderly or unseemly manner or allow alcoholic beverages to be served to or consumed by those under 18 years of age.

  10. IN THE EVENT OF A FIRE OR ALARM - Please leave the building by your nearest fire exit and assemble in the car park at the rear of the building ensuring you are aware of any missing persons, do not return until you are told it is safe to do so by the Manager or designated officer.

    IT IS YOUR RESPONSIBILITY TO ENSURE THE SAFETY OF YOUR GUESTS THEREFORE YOU SHOULD CHECK THAT ALL EXITS ARE FREE FROM OBSTRUCTION.

  11. PHOTOGRAPHIC FILMING You are responsible for ensuring that your event is not used as an opportunity for some people to take inappropriate photographs or film footage of young and disabled persons in vulnerable positions. You should prepare for this with the provision of a photo consent form and adopt a child protection policy Visit www.sportprotect.org.uk, go to Organizations or contact us for advice.

  12. DISCOS/MUSICAL ENTERTAINMENT ETC. - Discos and similar entertainment MUST cease at 11.00 pm. The hirer will comply with any request by the Trust Representative to reduce the volume of the music / entertainment.

  13. COMPLIANCE - In the event of a failure to comply with the above Standard Conditions and Function Conditions, the Trust, by its duly authorised officer, will (at its absolute discretion) immediately terminate the function hire and will require all attending persons to leave The Centre and site. All monies relating to the hire will be forfeited to Hawkinge Community Centre. In addition, failure to comply could result in no further bookings being taken from the Hirer and / or associates.

  14. HEALTH AND SAFETY AT WORK ACT 1974 - The maximum number of people to be accommodated in each room is laid down by Fire Certificate, and must not be exceeded.The hirer shall forthwith notify the management of Hawkinge Community Centre of:-

    1. any accident occurring whereby any person suffers any injury whatsoever.
    2. any notifiable dangerous occurrence.
    3. the hirer will prevent nuisance, disturbances, and/orundesirable activities.
    4. the hirer will not install any electrical equipment without the express permission of the Trust .
    5. the hirer will not bring or allow any noxious, dangerous or illegal substances onto the premises.
    6. the hirer will take all reasonable precautions for the safety of their guests and/or invitees.
    7. The hirer will not erect any notices, signs, banners or flags etc, without the express permission of the Centre Manager.