6. Access
Opening up timing at the Centre: hirers
need to state on the booking form when they need access to
the Centre to enable the Caretaker to plan his time. The
Centre facility they have hired will normally be opened 15
minutes before the time specified for commencement of the
hire on the booking form and will be locked up after the
specified end time.
If the hirer requires more set up time
than the usual fifteen minutes please advise accordingly,
but note that the hirer will be charged for the extra time.
THE STITHIANS CENTRE HIRING AGREEMENT:
SPECIAL CONDITIONS OF HIRE
These Special Conditions of Hire include
provisions required to comply with the Premises License issued
under the Licensing Act 2003. These conditions apply to all
events at which regulated entertainment or the sale of alcohol
takes place.
1. Hours of Opening & Specific Exclusions
The premises shall not be used for
licensable activities except between the hours of 0900 and
2330 unless special permission has been issued by Cornwall
Council and SVHMC.
The premises will not be hired out for
birthday parties or similar events to persons between the
ages of 18 -24 unless they have special permission from
SVHMC
.
2. Capacity and Supervision. The number of
people that may be on the premises is regulated by the Health
and Safety laws:-
HENDRA ROOM – (meeting room IT suite) - 20
seated, 40 standing or seated as for concert
TREGONNING HALL – 104 seated round tables
or 200 standing or seated as for concert.
IF MORE THAN 100 PEOPLE IN THE TREGONNING
HALL ALL FIRE EXITS MUST BE KEPT OPEN FOR THE DURATION
OF THE EVENT. See diagram for location of exits
FOUNDRY ROOM, - (small reception room), -
32 seated round tables or 50 standing or seated as for concert
3. Age. The Hirer must be over 18 years of
age and hereby accepts responsibility for being in charge of
and present at the premises throughout the duration of their
hire when the public are present and for ensuring that all
conditions of the Premises Licence and/or the Operating
Schedule relating to management and supervision of the
premises are complied with.
4. Dangerous and unsuitable Performances.
Performances involving danger to the public, or of a sexually
explicit nature, shall not be given.
5. Film Shows. The conditions for viewing
age-restricted films classified according to the
recommendations of the British Board of Film Classification
shall be adhered to at the Stithians Centre. Films with 18
classifications are NOT allowed to be screened in the
Stithians Centre.
THE STITHIANS CENTRE HIRING AGREEMENT:
STANDARD CONDITIONS OF HIRE
The following standard conditions apply to
all hirings of The Stithians Centre. If the Hirer is in any
doubt as to the meaning of the following, the Centre’s
Bookings Officer should immediately be consulted.
1. Supervision
The Hirer shall, during the entire 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 so as
to avoid obstruction of the highway & emergency exits. As
directed by the Stithians Centre Management Committee, the
Hirer shall make good or pay for all damage (including
accidental damage) to the premises or to the fixtures,
fittings or contents and for any loss of contents.
Private parties: the hirer must ensure
adequate supervision by mature adults, at parties of persons
aged 21 or under. Children should also be well supervised,
especially with regard to the kitchen area.
No hard ball games are permitted.
Bouncy castles: please contact the
Committee first if you are considering using bouncy castles.
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 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 premises or render invalid any
insurance policies in respect thereof nor allow the
consumption of alcohol thereon without written permission.
3. 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.
4. Licences
If licences are required in respect of any
activity in The Stithians Centre the Hirer should ensure that
they hold the relevant licence or that The Stithians Centre
holds it.
No intoxicating liquor is permitted to be
sold, bought, or consumed on the premises without the prior
permission of the Committee, and the hirer obtaining a
temporary licence for the sale of alcohol, if required. If
permission for an application for a temporary, (magistrate’s),
licence is given, a copy of the licence granted must be sent
to the Committee’s Booking Officer before the date of the
function. The licence must be in the name of the promoter of
the event; the Committee cannot apply for licences on behalf
of hirers.
5. Public Safety Compliance
The Hirer shall comply with all conditions
and regulations made in respect of the premises by the Fire
Authority, Local Authority, and the Licensing Authority or
otherwise, particularly in connection with any event which
constitutes regulated entertainment, at which alcohol is sold
or provided or which is attended by children.
(a) The Hirer acknowledges that they have
which provide information
about the following matters:
The action to be taken in event of
fire. This includes calling the Fire Brigade and
evacuating the premises.
The location and use of fire equipment.
Escape routes and the need to keep them
clear.
Fire assembly points: outside the
building on the pavement on Church Rd and outside on the
paved area in front of Stithians Pre School entrance
Method of operation of escape door
fastenings.
Appreciation of the importance of all
fire doors and of closing all fire doors at the time of a
fire.
(b) In advance of an entertainment or play
the Hirer shall check the following items:
That all fire exits are unlocked and
panic bolts in good working order.
That all escape routes are free of
obstruction and can be safely used.
That no fire doors are wedged open.
That there are no obvious fire-hazards
on the premises.
(c) At the commencement of any function,
the hirer MUST:
Take an accurate register or headcount
which should be available to emergency services and the
Committee or their representatives and be recorded in one
of the books provided at the entrances to the building;
Inform all persons attending of the
procedure to be followed in the event of a fire or other
emergency, and in particular the location of the fire
exits, assembly points and fire extinguishers.
(d) It is the hirer’s responsibility to do
a risk assessment of their event or activity but the hirer is
only required to provide the SVHMC with a written copy if
requested. Risk assessment advice can be obtained from the
Bookings Officer or be found on our website.
6. Means of Escape
All means of exit from the premises must be
kept free from obstruction and be immediately available for
instant free public exit.
7. Outbreaks of Fire
The Fire Brigade shall be called to any
outbreak of fire, however slight, and details thereof shall be
given to the Caretaker.
8. Health and Hygiene
The Hirer shall, if preparing, serving or
selling food, observe all relevant food health and hygiene
legislation and regulations. In particular dairy products,
vegetables and meat in The Stithians Centre must be
refrigerated and stored in compliance with the relevant Food
Temperature Regulations.
9. Electrical Appliance Safety
The Hirer shall ensure that any electrical
appliances brought by them onto the premises and used there
shall be safe, in good working order, and used in a safe
manner in accordance with the Electricity at Work Regulations
1989.
10. Accidents and Dangerous Occurrences
The Hirer must report all accidents
involving injury to the public to a member of Stithians Centre
management committee, or their representative Caretaker, as
soon as possible and complete the relevant section in
Stithians Centre’s accident book. Any damage to The Centre
property or failure of equipment belonging to Stithians Centre
or brought in by the Hirer must be reported to the Caretaker
as soon as possible. Certain types of accident or injury must
be reported on a special form to the local authority. (see
RIDDOR pamphlet with the Accident book), The Committee will
assist in completing this form. This is in accordance with the
Reporting of Injuries, Diseases and Dangerous Occurrences
Regulations 1995 (RIDDOR).
11. Indemnity clause (only applicable at
discretion of the Committee)
12. Explosives and Flammable Substances
The hirer shall ensure that:
(a) Highly flammable substances are not
brought into, or used in any part of the premises and that
(b) No internal decorations of a
combustible nature (e.g. polystyrene, cotton wool) shall be
erected without the consent of the management committee. No
decorations are to be put up near light fittings or heaters.
13. Heating
The Hirer shall ensure that no unauthorised
heating appliances shall be used on the premises without the
consent of the management committee. Liquefied Propane Gas
(LPG) heating appliances shall not be used.
14. Drunk and Disorderly Behaviour and
Supply of Illegal Drugs
The Hirer shall ensure that in order to
avoid disturbing neighbours to the Centre and avoid violent or
criminal behaviour; care shall be taken to avoid excessive
consumption of alcohol. Drunk and disorderly behaviour shall
not be permitted either on the premises or in its immediate
vicinity. Alcohol shall not be served or sold to any person
suspected of being drunk or to any person suspected of being
under the age of 18. Any person suspected of being drunk,
under the influence of drugs or who is behaving in a violent
or disorderly way shall be asked to leave the premises. No
illegal drugs may be brought onto the premises.
15. Animals
The Hirer shall ensure that no animals
(including birds) except guide dogs are brought into the
premises, other than for a special event agreed to by The
Stithians Centre Management Committee No animals whatsoever
are to enter the kitchen at any time.
16. Compliance with The Children Act 1989
Activities for unaccompanied children and
vulnerable adults:
It is the responsibility of the Hirer to
comply with obligations and responsibilities pertinent to
their activity, e.g. an activity or club which involves
unaccompanied children or vulnerable adults.
The Hirer shall ensure that any activities
for children under eight years of age comply with the
provisions of The Children Act of1989 and that only fit and
proper persons who have passed the appropriate Criminal
Records Bureau checks have access to the children (CRB checks
may also apply where children over eight and vulnerable adults
are taking part in activities). The Hirer shall provide the
Stithians Centre Committee with a copy of their Child
Protection Policy on request.
17. Fly Posting
The Hirer shall not carry out or permit fly
posting or any other form of unauthorised advertisements for
any event taking place at the premises, and shall indemnify
and keep indemnified each member of the Stithians Centre
management committee accordingly against all actions, claims
and proceedings arising from any breach of this condition.
Failure to observe this condition may lead to prosecution by
the local authority. (Hirers may wish to contact The Stithians
Centre management committee who will be happy to help promote
their event or activity.)
18. 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
organizer's name and address and that any discounts offered
are based only on Manufacturers’ Recommended Prices.
19. Smoking
Smoking is not permitted anywhere on the
premises.
20. Parking
Limited kerbside parking is available.
Please ensure that vehicles are parked so as to not cause
obstruction or annoyance to other road users.
Note there is also a nearby car park in the
New Playing Field behind the tennis court.
Parking space for those with disability
badge:
Please use in the disabled parking space
correctly and try to leave the space clear by the disabled
access gate, which is further up nearer the Church.
22. Noise
The Hirer shall ensure that the minimum of
noise is made on arrival and departure, particularly late at
night and early in the morning. The Hirer shall, if using
sound amplification equipment, make use of any noise
limitation device provided at the premises and comply with any
other licensing condition for the premises.
23. Stored Equipment
The Stithians Centre accepts no
responsibility for any stored equipment or other property
brought on to or left at the premises, and all liability for
loss or damage to such property is hereby excluded.
24. No Alterations
No alterations or additions may be made to
the premises nor may any fixtures 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 the
Caretaker or the Stithians Centre Management Committee. Any
alteration, fixture or fitting or attachment so approved shall
at the discretion of The Stithians
Centre remain in the premises at the end of the hiring. It
will become the property of The Stithians Centre unless
removed by the hirer who must make good damage caused to the
premises by such removal, if any, to the satisfaction of the
Committee.
No drawing pins, ‘blue-tac’, adhesive tape
or similar fixings are to be used on doors, walls, dado cable
trunking or painted surfaces. Notice Boards are provided both
inside and outside the premises to advertise events.
25. No Rights
The Hiring Agreement constitutes permission
only to use the premises and confers no tenancy or other right
of occupation on the Hirer.
26. End of Hire
The Hirer shall be responsible for leaving
the premises and surrounding area in a clean and tidy
condition, properly locked and secured unless directed
otherwise. Any contents temporarily removed from their usual
positions shall be properly replaced; otherwise The Stithians
Centre shall be at liberty to make an additional charge,
(minimum £15).
If the VHMC crockery etc. is used, this
must be washed, dried and put away. The dishwasher should be
used unless the amount of crockery is minimal. Instructions
for its use are in the kitchen and must be followed. (For
washing up in the kitchen sinks you will need to provide
your own washing up liquid, tea towels etc.).
Empty bottles, boxes, rubbish etc. and
any unused or unsold items from the function must be removed
immediately after use.
All water taps, electrical appliances
etc. are turned off – especially in the toilet areas; all
windows are locked; the blinds drawn; all doors, including
fire doors, are closed, and all interior lights are switched
off, (the outside lights are activated by time and movement
switches).
27. Permitted Entry
The Committee reserve the right of the Caretaker or the
Committee’s authorised representative to enter the premises
during any function. Any breach of the Conditions of Hire may
result in the immediate closure of the building.
Reference to the Committee or VHMC in the
above refers to the "Stithians Village Hall and Community
Centre Management Committee".
