Common use of TERMS & CONDITIONS OF HIRE Clause in Contracts

TERMS & CONDITIONS OF HIRE. Agreements with the Trustees of Weobley Village Hall (“the Village Hall”) for the hire of Weobley Village Hall or any part thereof (“the Premises”) are subject to these Terms and Conditions of Hire (“the Hire Conditions”). The Hirer undertakes to ensure that they have an understanding of the Hire Conditions for the time being in force. The Hirer undertakes to be present, or arrange for sufficient adult representatives (stewards) to be present, throughout the hiring to ensure compliance with the provisions and stipulations contained or referred to in these Hire Conditions and any relevant licenses. The Hirer shall be responsible during the period of hire for:- Being familiar with, and complying with, the guides provided for the use of the Village Hall Ensuring that the Premises are kept secure for the duration of the hire Supervision of the use of the Premises and the care of its fabric and contents Ensuring that the purpose and conduct of the hire does not disrupt the use of any other room hired by other persons Ensuring that the Premises (including foyer, kitchen, kitchen appliances and toilets as appropriate) are left clean and tidy with rubbish removed from the site at the end of the hire Ensuring that all equipment, chairs and tables have been returned to their storage positions safely, the Premises are cleared of people, all lights switched off, and the building secured, except for any facilities or room or public area in use by another continuing hire Ensuring that any temporary fittings and fixtures comply with Health and Safety guidance, and in particular ensuring that any decorations used are not a fire hazard Ensuring that any equipment or electrical appliances brought onto the Premises and used there shall be certified safe and in good working order, and used in a safe manner Ensuring that no animals (including birds), except assist dogs are brought into the building, without written permission of the Village Hall on the occasion of a special event or hire agreed to by the Village Hall Ensuring that NO animals whatsoever enter the kitchen at any time Ensuring that no Barbeques, LPG appliances or highly flammable substances are brought onto the Premises Ensuring that they and their attendees recognise the fact that the Premises are situated in a residential neighbourhood and conduct themselves accordingly by, for example, taking care not to slam car doors, especially late at night, and not playing music or making other sounds at inappropriate levels Conforming with the Village Hall Bouncy Castle insurance policy which does not allow the use of bouncy castles The Village Hall booking administrator, on behalf of the trustees, has the right to refuse any booking for whatever reason, including concern over potential noise levels and other nuisances especially to neighbours. With this in mind, the hall is unlikely to accept bookings for teenage and young adult parties. Experience has shown that there can be problems with holding a “big event” in each hall at the same time, and so, if one hall is booked for a “big event”, booking administration may refuse a second booking, especially if it also could be classed as a “big event”. A “big event” is one which requires dedicated use of the kitchen (including running a bar), plays loud music (recorded/disco/film or live, amplified or not), and when it is likely that vehicles will fill the car park.

TERMS & CONDITIONS OF HIRE. Agreements with The hire of the Trustees of Weobley Village Hall (“the Village Hall”) Premises is for is for the main hall only No bouncing castles or hard toys of any kind may be taken into or used in the Hall. The hire of Weobley Village Hall or any part thereof (“the Premises”) are premises is subject to these Terms and Conditions of Hire (“the Hire Conditions”). The Hirer undertakes to ensure that they have an understanding of the Hire Conditions for the time being in force. The Hirer undertakes to be present, or arrange for sufficient adult representatives (stewards) to be present, throughout the hiring to ensure compliance with the provisions House Rules of the CHHOA, and stipulations contained or referred the Hirer’s attention is specifically drawn to in these Hire Conditions and any relevant licensesthose terms noted upon the Disclaimer Notices which are affixed to the Premises. The Premises are handed over in a clean and presentable condition and the onus is upon the Hirer shall be responsible during the period of hire for:- Being familiar with, and complying with, the guides provided for the use of the Village Hall Ensuring to ensure that the Premises are kept secure for returned in exactly the duration of same condition. Kindly note that cleaning products and cloths are to be supplied by the hire Supervision of Hirer. Under no circumstances are any items belonging to the use CHHOA to be used without written permission. Cleaning up of the Premises and after the care of its fabric and contents Ensuring that function is the purpose and conduct exclusive responsibility of the Hirer and must be completed by 10:00 hours the following day. Failure to do so may result in an additional day’s hire does not disrupt charge being levied, or forfeiture of the use of refundable deposit paid. Toilet paper will be supplied in the toilets, but any other room hired toiletry requirements must be supplied by other persons Ensuring that the Hirer. Where applicable, a list of names of all non-resident guests is to be supplied to the Admin Office 24 hours prior to the date of the event, or by noon on the preceding Friday if the event is held on a Saturday or Sunday in order to comply with the access control rules relating to Visitors. Drivers of vehicles will be required to produce their Driver’s Licence before access to the Estate will be permitted, in terms of the Estate’s Rules. If more than 20 vehicles will be entering the estate to attend any function for which the facility has been hired, an additional charge of R500.00 will be levied for a security guard to be on duty for the period of the function. This is strictly a non-smoking venue. The keys are to be returned to the Security Office by 10:00 hrs on the first working day after the day of the hire, and an inspection of the Premises (will then take place. There is neither a lock up, nor unlocking service provided by either the CHHOA or its representative, including foyersecurity, kitchen, kitchen appliances and toilets as appropriate) are left clean and tidy with rubbish removed from it is the site at the end responsibility of the hire Ensuring that all equipment, chairs and tables have been returned Hirer to their storage positions safely, the Premises are cleared of people, all lights switched off, and the building secured, except for any facilities or room or public area in use by another continuing hire Ensuring that any temporary fittings and fixtures comply with Health and Safety guidance, and in particular ensuring that any decorations used are not a fire hazard Ensuring that any equipment or electrical appliances brought onto the Premises and used there shall be certified safe and in good working order, and used in a safe manner Ensuring that no animals (including birds), except assist dogs are brought into the building, without written permission of the Village Hall on the occasion of a special event or hire agreed to by the Village Hall Ensuring that NO animals whatsoever enter the kitchen at any time Ensuring that no Barbeques, LPG appliances or highly flammable substances are brought onto the Premises Ensuring that they and their attendees recognise the fact ensure that the Premises are situated in a residential neighbourhood both locked and conduct themselves accordingly byunlocked. Neither the CHHOA, nor its staff, will accept any responsibility whatsoever for exampleany loss or damage/injuries to persons or property, taking care not to slam car doorsno matter how caused, especially late at night, and not playing music or making other sounds at inappropriate levels Conforming with arising from the Village Hall Bouncy Castle insurance policy which does not allow the use of bouncy castles The Village Hall booking administrator, on behalf hire of the trustees, has the right to refuse any booking for whatever reason, including concern over potential noise levels and other nuisances especially to neighbours. With this in mind, the hall is unlikely to accept bookings for teenage and young adult parties. Experience has shown that there can be problems with holding a “big event” in each hall at the same time, and so, if one hall is booked for a “big event”, booking administration may refuse a second booking, especially if it also could be classed as a “big event”. A “big event” is one which requires dedicated use of the kitchen (including running a bar), plays loud music (recorded/disco/film or live, amplified or not), and when it is likely that vehicles will fill the car parkPremises .

TERMS & CONDITIONS OF HIRE. Agreements with the Trustees of Weobley Village Hall Manton Reading Rooms (“the Village Hall”) for the hire of Weobley Manton Village Hall or any part thereof (“the Premises”) are subject to these Terms and Conditions of Hire (“the Hire Conditions”). The Hirer undertakes to ensure that they have an understanding of the Hire Conditions for the time being in force. The Hirer undertakes to be present, or arrange for sufficient adult representatives (stewards) to be present, throughout the hiring to ensure compliance with the provisions and stipulations contained or referred to in these Hire Conditions and any relevant licenses. The Hirer shall be responsible during the period of hire for:- • Being familiar with, and complying with, the guides provided for the use of the Village Hall • Ensuring that the Premises are kept secure for the duration of the hire • Supervision of the use of the Premises and the care of its fabric and contents Ensuring that the purpose and conduct of the hire does not disrupt the use of any other room hired by other persons • Ensuring that the Premises (including foyer, kitchen, kitchen appliances and toilets as appropriate) are left clean and tidy with rubbish removed from the site at the end of the hire • Ensuring that all equipment, chairs and tables have been returned to their storage positions safely, the Premises are cleared of people, all internal lights switched off, and the building secured, except for any facilities or room or public area in use by another continuing hire secured • Ensuring that any temporary fittings and fixtures comply with Health and Safety guidance, and in particular ensuring that any decorations used are not a fire hazard • Ensuring that any equipment or electrical appliances brought onto the Premises and used there shall be certified safe and in good working order, and used in a safe manner • Ensuring that no animals (including birds), except assist dogs are brought into the building, without written permission of the Village Hall on the occasion of a special event or hire agreed to by the Village Hall • Ensuring that NO animals whatsoever enter the kitchen at any time • Ensuring that no Barbeques, LPG appliances or highly flammable substances are brought onto the Premises • Ensuring that they and their attendees recognise the fact that the Premises are situated in a residential neighbourhood and conduct themselves accordingly by, for example, taking care not to slam car doors, especially late at night, and not playing music or making other sounds at inappropriate levels Conforming with the Village Hall Bouncy Castle insurance policy which does not allow the use of bouncy castles The Village Hall booking administrator, on behalf of the trustees, has the right to refuse any booking for whatever reason, including concern over potential noise levels and other nuisances especially to neighbours. With this in mind• No charge if cancelled 4 weeks or more before a booking • 50% of booking charge is due if cancellation is between 4 and 1 weeks before a booking • 100% of booking charge is due if cancellation is 1 week or less before a booking For a single booking, payment is due before the event A deposit is required for all adult parties. If the hall is unlikely not left in an acceptable state deductions will be made before the deposit is returned. Fire Regulations The Hirer shall: • Ensure that the “Emergency Exit” signs are kept illuminated • Ensure that the Fire Brigade is called to accept bookings for teenage and young adult parties. Experience has shown that there can be problems with holding a “big event” in each hall at the same timeany outbreak of fire, however slight, and so, if one details given to the Village Hall • Prior to the start of an event indicate the fire exit to the persons attending the event • Ensure that the fire exit in the hall is booked for a “big event”kept clear at all times. • Ensure that the hall lobby entrance is not blocked with items such as buggies, booking administration wheelchairs or mobile scooters No person may refuse a second booking, especially if it also could be classed as a “big event”. A “big event” is one which requires dedicated use re-enter the Hall without the permission of the kitchen (including running a bar), plays loud music (recorded/disco/film or live, amplified or not), and when it is likely that vehicles will fill the car parkFire Brigade.

TERMS & CONDITIONS OF HIRE. Agreements with It is a general condition that the Trustees rooms and equipment being hired should be seen before any hire agreement is signed. YMCA Essex retains the right for its ‘Senior Managers’ to enter and /or inspect any ‘hired’ premises at any time. The HIRER shall, during the period of Weobley Village Hall (“the Village Hall”) hiring be responsible for the hire supervision of Weobley Village Hall or any part thereof (“the Premises”) are subject to these Terms , protection of the fabric and Conditions contents, behavior of Hire (“all persons using the Hire Conditions”)premises in whatsoever capacity during the hire period. The Hirer undertakes to ensure HIRER shall be responsible for ensuring all Health & Safety provisions are covered for the period of hire, that they have an understanding prepared and actioned appropriate risk assessments and restrict sound levels to comply with current legislation. The HIRER shall be responsible for obtaining any licenses necessary in connection with the Hiring e.g. Copyright, Performing Rights, Public Entertainment, proof of current XXX Testing of own equipment, public liability insurance etc. and be willing to provide copies of certificates. The HIRER shall not sub-let or use the premises for any unlawful purpose or in any unlawful way nor bring on to the premises anything which may endanger the premises or their users. The HIRER shall be responsible for ensuring they have adequate Public Liability insurance cover for their activity. The HIRER will indemnify the YMCA Essex in respect of any loss, liability claim or proceedings whatsoever arising under statute or common law for death or personal injury to any persons whomsoever or damage to property arising out of or in the course of the hiring except where such liability, loss or damage results from the negligence of the YMCA or its employees. Premises are expected to be vacated by the agreed time of the Hire Conditions agreement and left in a clean and satisfactory condition. The HIRER shall indemnify the YMCA Essex for the time being in forcecost of repair of any damage done to any part of the premises including the curtilage thereof or the contents of the building during or as a result of the Hiring. We reserve the right to charge for damages. The Hirer undertakes to HIRER or person in charge of the activity shall not be presentunder the age of 18 and shall be on the premises for the entire period of hire, or arrange for sufficient adult representatives (stewards) to be present, throughout duration of the hiring to ensure compliance with the provisions and stipulations contained or referred to in these Hire Conditions and any relevant licensesactivity. The Hirer person in charge shall not be engaged in other duties which may prevent them from exercising general supervision. If the HIRER is unable to attend a named nominated person should be responsible, the nominated person should also sign the Booking agreement. The nominated person may be the second key holder. YMCA Essex has a No Smoking policy on its premises and no drugs substances are allowed. Alcohol may be brought onto the premises under the control of the hirer and subject to the agreement of the Chief Executive, but it may not be sold at any time. No betting or gambling shall be responsible done on these premises without the prior agreement of the Chief Executive prior to the event. The display of advertising materials both externally and internally at the premises is at the discretion of the Deputy Housing Manager or Housing Manager and must be agreed prior to the event. No alterations to the fabric, fittings or furnishings of the premises are permitted. No responsibility will be accepted, or compensation paid in the event of loss or damage being suffered by the HIRER on account of a failure of the lighting, heating or any other equipment of the premises. All damage must be reported in writing to YMCA Essex within 48 hours. YMCA Essex does not accept any responsibility for any articles of property left by the HIRER or members of the public on any hired YMCA premises. The HIRER shall be liable for any loss or damage which may occur to any hired premises or equipment during the period of hire for:- Being familiar with, and complying with, the guides provided for the use or arising out of the Village Hall Ensuring hiring. The HIRER undertakes to pay the YMCA on demand any costs of making good any aforementioned loss or damage. This includes breakages or loss of equipment. The HIRER shall ensure that all people attending the Premises event are made aware of Fire Exits and procedures for evacuation. Nothing should be used or brought in to the building that might cause a risk of fire. Fire Exits must be kept secure for the duration clear at all times. The HIRER shall ensure that they are aware of the hire Supervision location of the use fire extinguishers and evacuation procedures. The Fire Brigade MUST be called to any outbreak of fire however slight and details provided to YMCA Essex within 8 hours. The HIRER is expected to provide their own First Aid Boxes and person responsible for first aid and should call the emergency services to an incident at their discretion. If there is an incident that requires hospitalization the HIRER must make a report to RIDDOR (please see the RIDDOR website for further explanation xxx.xxxxxx.xxx.xx ). YMCA Essex should also be advised within 24 hours of the Premises incident. All electrical equipment brought into the premises other than the property of YMCA Essex shall comply with the current Electricity at Work Regulations legislation. The HIRER is responsible for returning equipment and the care of its fabric and contents Ensuring that the purpose and conduct of the hire does not disrupt the use of any other room hired by other persons Ensuring that the Premises (including foyer, kitchen, kitchen appliances and toilets as appropriate) are left clean and tidy with rubbish removed from the site furniture to their original positions at the end of each hiring session. The premises must be left clean, tidy and clear of litter. All doors and windows must be secured, all heaters, lights, fans and other electrical equipment must be turned off and where appropriate the building alarm must be set. Failure to comply with this may result in a surcharge equivalent to one hour of hire Ensuring in addition to the Hirers agreed booking fee. The number of persons using any hired YMCA premises shall not exceed the following parameters: - Colchester Community Hall 110 people (Theatre Style) or 55 people (Boardroom Style) Whether you are a Creditor, Debtor, Donor, Fundraiser or Room Hirer we will gather personal information (data) about you. In gathering and using this data YMCA Essex is committed to protecting all individual’s rights of freedom and privacy and meeting the requirements of the General Data Protection Regulation 2018 (GDPR) What personal data will we collect about you? Upon contractual agreement for services will collect, but is not limited to, the following personal data on you/your company: Personal details – Name & Address of you or your company, signatures Contact details – Address, email address, phone number Financial details – Name and address of bank, sort code, account number, purchase order numbers, signatures, NI Number, Tax Payer status (for claiming Gift Aid) It is your (the Data Subjects) responsibility to let us know of any personal data that has changed or is not correct. We will send out a copy of the information we hold on you annually and we ask you to ensure the data is accurate and make any changes required. How will we process your personal data? We will hold and process your personal data for the following reasons: To be able to contact you or the company To take payment for services provided To pay for services you have provided To register you as a new service user Performance of a contract with you Necessary to comply with a legal obligation To register us as a new service user with you Performance of a contract with you Necessary to comply with a legal obligation To manage our ongoing relationship with you which may include: - Notifying you about any changes - Providing support services in relation to our core service - Asking for feedback Performance of a contract with you Necessary to comply with a legal obligation Necessary for our legitimate interests (to keep our records updated and to analyse how customers use our products) Manage third party involvement Performance of a contract with you Necessary to comply with a legal obligation Most of the personal information we gather, process and hold about you is mandatory and is required by us to provide you with the contractual services you require. By signing our forms, you are adhering to this process. If we wish to hold or process data for a specific task that is not required for legal reasons we will ask you for your consent. As this would be optional data you can consent or not. Without allowing YMCA Essex to collect and process your personal data required under the contractual lawful process, we may not be able to fulfil your contract. Who collects your data? YMCA Essex collects the data directly from you. This is obtained upon the start of a contract or service. Sharing your personal data Your personal data will be treated as strictly confidential and may be shared only with the following third parties: Barclays Bank External Auditors HMRC YMCA Essex has an information sharing consent form. If we felt the information we held about you would enable you to have support of a varying nature we would ask you to sign this form. Data Storage The personal data you have provided us with is stored at the location of its intention. We store data on our computer systems and in paper form. Paper form data is stored behind locked doors (offices, cupboards and filing units). Computer systems are set up with passwords and have limited access permitted to them. YMCA Essex complies with its lawful obligations under the GDPR by: Keeping personal data we hold up to date Storing your data safely and securely Destroying out of date or unrequired data appropriately Allow trusted data processers only to deal with your data We will not retain unnecessary amounts of data We will protect your personal data from loss and misuse We will ensure that IT protocols are in place to protect personal data we hold about you on computers Data retention We will only hold information that is required under contract and we will hold it for the following periods. Business/Service contracts and arrangements - Xxx Xxxxxxxxxx Xxx 0000 (Section 5) states that all equipmentbusiness contracts, chairs agreements and tables have been returned other arrangements need to their storage positions safely, be safely stored for the Premises are cleared of people, all lights switched off, and the building secured, except for any facilities or room or public area in use by another continuing hire Ensuring that any temporary fittings and fixtures comply with Health and Safety guidance, and in particular ensuring that any decorations used are not a fire hazard Ensuring that any equipment or electrical appliances brought onto the Premises and used there shall be certified safe and in good working order, and used in a safe manner Ensuring that no animals (including birds), except assist dogs are brought into the building, without written permission length of the Village Hall contract and for six years afterwards. VAT - The VAT Xxx 0000 (Schedule 11, paragraph 6) and HMRC Notice 700/21 October 2013 require us to keep these records for a minimum of six years from the date they were made. Room Hire Rates & Discounts Room Charges Rooms will be charged at £15 per Hour Tea, Coffee + biscuits - £1.50 per person per session (pre- booked only) Flip Chart - £5 per session Any other equipment - £5 per item Charity Rate A deduction will be made to Churches or Charities of 10% per booking. You must provide your Charity Number for this to apply. Multi – Booking Discount A discount of 15% will be applied to your account if you are a regular xxxxxx. To qualify as a regular xxxxxx, you will need to Hire the room one day per week or more for at least 20 consecutive weeks. (this can be booked in advance to receive this discount) Bookings paid for on the occasion same day as they are made will be offered a discretionary 10% discount. Bookings paid for in cash will also be offered a discretionary 10% discount. Bookings cancelled with one calendar months or more notice will be refunded in full. Any bookings cancelled with less than one calendar months’ notice will be subject to a cancellation fee of 50%. Bookings cancelled with less than 2 weeks’ notice will be subject to a special event or hire agreed to by the Village Hall Ensuring that NO animals whatsoever enter the kitchen at any time Ensuring that no Barbeques, LPG appliances or highly flammable substances are brought onto the Premises Ensuring that they and their attendees recognise the fact that the Premises are situated in a residential neighbourhood and conduct themselves accordingly by, for example, taking care not to slam car doors, especially late at night, and not playing music or making other sounds at inappropriate levels Conforming with the Village Hall Bouncy Castle insurance policy which does not allow the use of bouncy castles The Village Hall booking administrator, on behalf of the trustees, has the right to refuse any booking for whatever reason, including concern over potential noise levels and other nuisances especially to neighbours. With this in mind, the hall is unlikely to accept bookings for teenage and young adult parties. Experience has shown that there can be problems with holding a “big event” in each hall at the same time, and so, if one hall is booked for a “big event”, booking administration may refuse a second booking, especially if it also could be classed as a “big event”. A “big event” is one which requires dedicated use of the kitchen (including running a bar), plays loud music (recorded/disco/film or live, amplified or not), and when it is likely that vehicles will fill the car park100% cancellation fee.