General Conditions of Hire for Southwark’s Youth and Play Service premises

Definitions

In these conditions of hire:

“The Hirer” means the person signing the contract for hire. Where an organisation is named in the contract that organisation shall also be considered the hirer and shall be jointly liable with the person who signed the booking agreement.

“The Premises” means the building or part of the building booked and referred to in the booking agreement

“The council’ means the London Borough of Southwark.

“The period of hire” means the date(s) and time(s) for hire referred to in the booking form, agreement and other correspondence.

“The Authorised Officer” means the council approved officer or any person or persons nominated by him/her.

General Conditions

1. All room bookings are at the discretion of Southwark Youth and Play Service.
2. The hirer shall not use the premises, or permit the premises to be used for any purpose other than those specified in the booking agreement.
3. The council accepts no responsibility for publicity produced by the hirer before a booking is confirmed.
4. The hirer will be responsible for the conduct and behaviour of all people attending their event.
5. Smoking is not permitted on the premises.
6. The consumption of alcohol is not permitted on the premises
7. The sale or distribution of alcohol is not permitted on the premises. 
8. Animals are not permitted on the premises, with the exception of guide and assistance dogs.
9. The hirer is responsible for ensuring that persons attending the premises in connection with the event shall leave the premises by the expiry of the hire period.
10. Failure to vacate the premises at the end of the hire period will result in the council applying a surcharge.
11. The hirer is responsible for ensuring that noise levels during their use of the premise does not cause disturbance to residents in the vicinity.
12. The hirer is responsible for ensuring that persons attending the premises in connection with the event do not cause disturbance to residents in the vicinity as they arrive and leave the premises.
13. Failure to comply with clause 12 promptly, will result in the termination of the booking without right to a refund.
14. No alterations or additions to the premises, the fixtures, fittings, scenery and/or equipment or the decorations at the premises shall be permitted.
15. No nails, or fixing or any kind shall be driven or put into any wall, floor, partition, pillar, ceiling, fitting or furniture of any kind.
16. No bills, placards, posters or notices of any description shall be posted on or against any part of the exterior of the premises or inside the premises.
17. No furniture or fittings or equipment shall be moved or removed by the hirer.
18. The use of any equipment provided by the council is at the risk of the hirer.
19. The hirer shall take good care of, and shall not cause or permit any damage to be done any fixtures, fittings or equipment within the building.
20. The hirer shall be wholly liable for any loss or damage to the premises or any fixtures, fittings or council supplied equipment used by him/her or by persons permitted on the premises in connection with his/ her event.
21. Any damage caused by the hirer, or any other person attending the premises in connection to this his/her hire shall be made good by the council at the cost to the hirer.
22. The hirer shall inform the Authorised Officer of any such damage as soon as practical and the hirer shall confirm this in writing within 24 hours of its discovery.
23. The cost of such damage shall be certified by the Authorised Officer whose decision shall be final.
24. The hirer shall be liable for and shall indemnify the council against all claims brought against the council in respect of any damage, theft or loss of property by the hirer or other person attending the premises in connection to this his/her hire unless due to the negligence of the council or its agents.
25. The hirer shall be liable for, and shall indemnify the council against all claims brought against the council in respect of any personal injury to or the death of any person arising from hire of the premises by the hirer, unless due to negligence of the council or its agents.
26. The Authorised Officer can refuse the right of entry at any time during the hire period.
27. The hirer shall comply with all requirements of the Authorised Officer during the period of hire and during such other times as they are in the premises.
28. The hirer shall, during the period of hire be responsible for:
    • The efficient supervision of the premises, including the orderly and safe admission and departure of persons to and from the premises and to assist the Authorised Officer in the orderly and safe clearance of the premises in case of emergency.
    • Keeping the premises safe and ensuring good order and decency is maintained
    • Adhering to the fire safety procedure, ensuring that all doors giving exit from the premises shall be kept unlocked and unobstructed, and immediately available for exit during the whole time the premises are in use and no obstruction shall be placed or allowed to remain in any corridor giving access to the premises
29. Where there is a failure to comply with clause 28 the Authorised Officer shall be permitted to suspend or terminate hire period and order immediate clearance of the premises. The council will not be liable for any damages arising from early termination of the hire period under these circumstances.
30. The hirer shall not bring or permit to be brought onto the premises any electrical appliance or additional lighting without the prior written consent of the Authorised Officer, who may as a condition of consent require that before any such electrical appliance and/or additional lighting effect is used it shall be inspected and approved by an approved electrician
31. The hirer shall not permit the use of any naked flames
32. The hirer shall not bring or permit to be brought onto the premises any weapons, explosives, inflammable material, fireworks or other pyrotechnics not sue or permit the use of any naked lights in any part of the premises
33. The hirer shall not be entitled to grant sound, television broadcasting or filming rights without the prior written consent of the Authorised Officer.
34. The hirer shall be responsible for ensuring the PRS licence is in place where recorded music is played at events open to the general public.
35. The council will, at their own expense, provide for the normal heating and normal lighting of the premises (but not further or otherwise), but shall not be responsible for any failure thereof or defect to the heating and/or lighting or loss or damage resulting therefrom unless due solely to their negligence.
36. All furniture, apparatus, appliances, equipment and other supplies brought or sent to the premises by or on behalf of the hirer shall be unloaded, placed in position and removed by the hirer at such time or times as the Authorised Officer may direct.
37. The hirer is responsible for ensuring that no activity takes place that might endanger the general health and safety of any person present in the building.
38. If use of the premises involves activities where injury or damage may be possible, the hirer must provide the council with a risk assessment and proof of public liability insurance in advance.
39. The council reserves the right to refuse applications for room bookings where it can be shown that hirer has failed to adhere to the terms and conditions of previous room hire bookings.

Equality

1. In line with Southwark Council's approach to equality: delivering a fairer future for all, The hirer is responsible for ensuring that persons attending the premises in connection with his / her event do not use language or behaviour that is deemed unlawful under the Equality Act 2010.

Safeguarding children, young people and vulnerable adults

1. If the use of the premises involves children or vulnerable adults, the hirer must ensure that they are supervised at all times. The hirer is wholly responsible for safeguarding children and vulnerable persons attending the premises in connection with his/ her event.
2. When booking an Adventure Playground use of the external play equipment and structures is only permitted for children aged 8 and above and where this is part of a pre-paid supervised package.  If the supervised package has not been purchased access to the external space and structures is not permitted.

Booking Procedure

1. Bookings are made on a first come first served basis.
2. There must be a named individual on the booking form who will take responsibility for the observance of terms and conditions.
3. Registered charities must provide charity registration number at time of booking.
4. Rooms booked at the community rate cannot be used for events where the public is charged for entry, goods or services.
5. The council reserves the right to cancel or amend any booking where a community rate is been applied to commercial activities.
6. If the event is open to the general public, the hirer must indicate this on the booking form.
7. The hirer will not be given access to the premise prior to the booking period and will be expected to leave the premises at the agreed time.
8. A surcharge of 200% of the hourly charge will be applied for any hour or part of an hour beyond the agreed period of hire.
9. Bookings will usually be made within the opening hours of the premises. Bookings that extend beyond this period will be by prior agreement and may incur additional charges to cover staff costs.
10. The booking is not confirmed until payment in full has been made and a booking confirmation receipt is issued.

Cancellation Policy

1. Bookings cancelled by the hirer will be charged the full room hire cost.
2. The council may cancel the booking at any time and shall provide a full refund to the hirer of all monies paid.

Payment

1. When booking months in advance, if payment is not made at least two weeks before the proposed hire date the booking will be cancelled.

Fees subject to change

1. Southwark Council fees and charges are subject to change at the beginning of each financial year.
2. Advanced payments will be accepted up to the 31 March each year. Any bookings from 1 April will be charged at the current rate.