SELSEY TOWN COUNCIL
STANDARD TERMS AND CONDITIONS OF HIRE
These terms and conditions apply to all hiring’s of the premises. The arbitrary decisions of the Selsey Town Council must be accepted by the Hirer. All decisions on the status of any Hirer will be at the sole discretion of the Town Council staff.
IT IS ILLEGAL TO SMOKE IN ANY AREA INSIDE OF THE SELSEY CENTRE
The keyholder should be known by Town Council staff or be on the Electoral Roll for Selsey. The Hirer must be 21 years of age and must remain on the premises at all times during the hire period. 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 arriving, using and exiting the premises in whatever their capacity, including proper supervision of dropping off and loading/unloading so as to avoid obstruction of the front entrance, also they shall ensure that noise levels are kept to an acceptable level and show due consideration to local residents and other hirers. If doors are opened onto Manor Green Park noise levels should be kept under control and doors must be closed and locked by 10.00pm. No external music or broadcasting speakers are to be placed outside the building except for organized and supervised community events. We reserve the right to immediately stop an event or refuse entry if the noise is excessive, behavior is abusive, drunken or violent or if the numbers attending exceed the stated number on the booking form.
2. Use of 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 for any unlawful purpose or in any unlawful way, nor do anything or bring onto the premises anything which may endanger the premises or contravene any insurance policies in respect thereof. No Bouncy Castles or other such equipment is to be erected or used outside of the building except for organised community events.
3. Licences and Public Safety Compliance
The Hirer shall be responsible for obtaining Licences that may be needed in accordance with the hire. The Hirer shall comply with all conditions and regulations in respect of the premises by the Fire Authority, Local Magistrates Court, Local Authorities or otherwise and in particular in connection with any event which includes the sale or supply of alcohol, public dancing, music, or other similar public entertainment or stage performance (e.g. Performing Rights Society).
A Premises Licence is in force and available for inspection. The Hirer will be deemed to have inspected the same and be aware of its conditions.
The Hirer shall indemnify the Selsey Town Council against all claims for damages, compensation and/or costs for which they are legally liable, in respect of bodily injury or illness to third parties, including Town Council staff, and/or damage or loss to third party property caused by, or arising out of, or being incidental to the Hirer’s use of the premises. The Hirer shall be responsible for the loss of, or damage to the premises including the fixtures and fittings and the curtilage thereof or the contents therein, for which they are legally liable during or as a result of the hiring, except where the loss or damage to the premises or the contents are as a result of the negligence of Selsey Town Council. A Commercial hirer shall take out adequate insurance against all claims arising as a result of the hire and shall produce evidence of cover on demand.
5. Health, Safety and Hygiene
The Hirer shall be responsible for the health and safety of their group, taking into account any risk assessment of the premises and activity, fire evacuation procedures and firefighting equipment. The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations.
6. Electrical Appliance Safety
The Hirer shall ensure that any electrical appliances brought by them to the premises and used there shall be safe and in good working order and used in a safe manner. If requested by the Council, the Hirer will supply a certificate to verify the safety of the appliances to be used.
7. Accidents and Dangerous Occurrences
The Hirer must report all accidents involving injury to the public to a member of the Selsey Town Council as soon as possible and complete the relevant section in the Accident Book. Any failure of equipment belonging to the Town Hall must be reported as soon as possible.
The Hirer shall ensure that no animals (including birds), except guide dogs are brought into the premises, other than for an event agreed to by the Selsey Town Council. No animal whatsoever to enter the kitchen at any time.
9. Compliance with the Children’s Acts
The Hirer shall ensure that any activities for children comply with the provisions of the Children’s Acts and that only fit and proper persons have access to the children. Under the terms of the Town Council‘s Child Protection Policy any Hirer working with children or vulnerable adults on the premises must confirm that they are CRB checked.
10. Fly Posting
The Hirer shall not carry out or permit fly posting or any other form of unauthorised advertisement for any event taking place at the premises. Failure to observe this condition may lead to prosecution by the Local Authority.
11. Damage Bonds
For one-off hires a damage waiver bond of £150.00 will be payable as a deposit and held by the Town Council. If no damage is incurred, the cheque will be returned. This must be paid at least 7 working days prior to the day of hire.
12. Setting Up and End of Hire
The Hirer is responsible for the setting up of all the equipment required for the booking. The Hirer shall be responsible for leaving the premises, surrounding area and equipment in a clean and tidy condition, and any contents temporarily removed from their usual position must be properly replaced otherwise the Town Council shall be at liberty to make an additional charge. The Hirer will also be responsible for the collection of and return of the keys to the Selsey Centre Office (within 24 hours).
13. Stored Equipment
Groups or individuals can only store items in the buildings by prior agreement, and in the appropriate cupboard or storage space allocated to them with rental paid in advance. Any items found outside of these agreements will be removed for safety reasons, as at the end of each hire, the hall floor spaces are to be left completely clear. Storage space will be limited and will be allocated on a ‘first come, first served’ basis. Selsey Town Council 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 stored equipment) must be removed at the end of each hiring or fees may be charged for each day or part day at the hire fee rate until same is removed.
14. No Alterations
No alterations or additions may be made to the premises nor may any fixtures be installed nor placards, decorations or other articles be attached in any way without the prior permission of the Town Council. The Hirer must make good any damage to the halls made by the removal of said fixtures or decorations.
15. Kitchen Use
There will be no charge for the use of the kitchen for serving refreshments to the hiring organisations own members provided that they supply their own provisions, serve themselves and leave the kitchen in clean and tidy state. The Town Council reserves the right to make an additional charge if these conditions are not met.
Any organisation using the kitchen or its equipment for fundraising or where they are charging the public for refreshments will pay for the use of the kitchen. A charge will also be made where exclusive use of the kitchen is required for full catering purposes.
Children are strictly forbidden to access within the kitchen area.
The Town Council reserves the right to cancel the hiring in the event of: -
§ The premises being required for use as Polling Station for a Parliamentary or Local Government Election or By-Election
§ The Town Council reasonably consider that such hiring will be in breach of licensing conditions or other legal statutory requirements, or that unlawful or unsuitable activities will take place at the premises as a result of that hiring
§ The Hirer failing to provide suitable evidence of a CRB check in the appropriate cases
§ The premises becoming unfit for the use intended by the Hirer
§ The premises being used for an emergency to accommodate victims or use as a control centre for the emergency services or district council.
In any such case the Hirer shall be entitled to a refund of any monies already paid for that hiring, but the Town Council shall not be liable to the Hirer for any resulting direct or indirect loss or damages.
A cancellation fee will be payable by the Hirer where the booking is cancelled less than one month before the hire date at a rate of 50% of the booking fee. If a hiring is cancelled less than one week before the hire date the charge will be 100% of the total booking fee.
Inclement weather. No cancellations can be accepted because of inclement weather unless the Centre cannot open or it is being used for an emergency to accommodate victims or use as a control centre for the emergency services or district council.
17. Variation to Rates of Hire
The Town Council reserves the right to increase the rates of hire provided that they give the Hirer one month’s notice in writing.
18. Extension of hire period
We are unable to extend the period of hire, for parties, unless the hirer gives a clear 7 days notice and completes a new booking form complete with payment. Party Hire CANNOT be extended on the day of the event.
Alcohol is allowed at the Selsey Centre but it must be for the hirer’s consumption and must not be sold to any other person on site. It also cannot be given to persons under the age of 18. We reserve the right to stop a function or refuse entry if in the opinion of the duty manager or staff, the quantity of alcohol bought to the premises exceeds an appropriate amount for the numbers attending or the type of event taking place. Hirers for community events may apply for a temporary alcohol licence after seeking permission from the Selsey Centre manager.
Appropriate footwear for the activity attended should be worn. Stilettos and studded footwear are strictly forbidden in the Dance Studio, Sports Hall and Arena areas. To avoid slippage and damage to floor surfaces and coverings, all outside footwear should be thoroughly clean and dried before entering the premises.