The following Terms and Conditions will apply to all bookings: -
DEFINITIONS
HBHS: Henley Bank Highschool
The Premises: Brockworth Sports Centre
The Hirer: The person, persons or organisation referred to on the hire form in whose name the booking is made.
Club: A voluntary organisation approved by the management of the centre, with a constitution and officers.
Block Booking: A series of lets on pre booked dates by an individual or group not constituted into an approved club.
One-off Booking: A single booking not forming part of a series hired for the purposes of sport, recreation or an event.
Facilities: The specific facilities and equipment booked by the hirer, as referred to above.
PERIOD OF HIRE
1. The ‘Period of Hire’ shall be deemed to include the period from the agreed start time up to the agreed finish time, including court/facility preparation time. The charge will be for this entire period. In the event of the Hirer or any person involved in the Hire occupying the premises before or after the agreed period of Hire, a charge for each additional hour or part hour will be made at a rate equal to the hourly rate for the original Period of Hire. Preparation of the court/facility for the purpose of this booking will be carried out during the period of hire.
CONDUCT
2. The Hirer shall ensure that all persons using the premises during the Period of Hire abide by the regulations or byelaws in force at the facility; that all persons involved in the hire behave in such a manner as to cause no offence to any other user of the premises or member of staff, and that at all times during the Period of Hire free entry is given to any authorised official of Henley Bank Highschool, the Police or the Fire Service to inspect the premises or the activities therein.
3. The Hirer shall ensure that.
a. No inflammable or explosive articles are brought into or used on the premises and that nothing is done within the premises that might involve any additional risk to the building, property or employees of HBHS
b. All doorways, passages, gangways, staircases and emergency exits are kept free from obstruction
c. No catering arrangements are undertaken without prior written consent of HBHS which reserves the right to vet potential providers
d. No articles shall be sold on the premises except by HBHS or by prior permission from the Duty Manager of the premises to do so
e. That any sporting event, where there is a governing body, be conducted within and in conformity with the Law and/or Regulations of such body
f. No activity takes place on the premises during the Period of Hire other than that for which this application has been accepted
g. They do not use any facility other than referred to in this agreement without entering into a separate agreement of hire.
h. The premises are not sub-let or transferred to any other user
i. The premises are not used for any commercial ventures that may provide profit to The Hirer unless specifically authorised by the Centre Manager
j. All property belonging to the Hirer or other persons involved in the hire be removed from the premises unless specifically authorised by the Centre Manager, and that the premises and all fixtures and fittings therein be left in clean and good condition at the end of any period of hire
k. All persons are properly attired and wearing suitable footwear if participating in sport
l. No photographic or video equipment is used whether for private or commercial purposes without written permission from HBHS
DAMAGE AND LOSS
4. The Hirer shall be liable for and shall compensate HBHS for any loss or damage caused to the facility as a result of misuse by the Hirer during their occupation of the premises or incidental thereto.
5. The Hirer shall further compensate HBHS for any loss sustained, by reason of HBHS inability to let any part of the facility during the time necessary to repair or make good such damage.
6. HBHS shall not be liable for any loss or damage suffered by the Hirer where the use of the accommodation is rendered impossible by reason of accidental, strike, lock out or other like causes, or by failure of the heating, lighting, mechanical or electrical facilities or because of events which are beyond the control of HBHS.
7. The Hirer shall indemnify HBHS against all claims and demands for compensation for loss or damage to property arising from any claims resulting from or incidental to the hiring by the club of the facilities referred to in this agreement.
EVENT MANAGEMENT
8. In the case of organised spectator events, displays and competitions, the Hirer shall supply a detailed programme of events, complete with Risk Assessments to HBHS at least 14 days in advance. HBHS reserves the right to require amendments to the programme and for more information on the organiser’s Health and Safety arrangements, provision of First Aid cover as well as a risk assessment.
9. The Hirer shall be responsible for the administration, organisation and the running of events and shall be liable for any claims resulting from any failure thereof.
10. Spectators are not permitted to hinder the activities of participating persons not connected to the Hirer’s booking. When the Hirer has exclusive use, they must accept full responsibility for control of their own spectators and for preventing unauthorised viewing access.
11. The name of the sports centre on the hire form shall be used in all correspondence, publicity and literature relating to the booking
12. Event organisers must obtain and provide a copy of their Public Liability insurance cover with a minimum limit of indemnity of £2 million. In addition the Hirer shall obtain any other insurance protection as deemed necessary by HBHS.
PAYMENT AND CANCELLATION
13. Payment for the hire of premises and/or facilities shall normally be made at the start of each period of hire. For certain agreed Block Bookings an invoice will be issued monthly which the Hirer must settle within 30 days of receipt. Where payment is not received by the appointed time subsequent Periods of Hire may be cancelled.
14. A nominated member of clubs and/or other long term hiring groups shall sign a hire form once per year, usually on the anniversary of first hiring the premises or co-terminus with the renewal of their indemnity insurance (see 19).
15. The Hirer shall provide 28 days written notice in the event of the Hirer wishing to cancel any booking in whole or part.
16. HBHS reserves the right to cancel any booking or part thereof before or during the period of Hire without giving any reason and in such cases will refund any fees paid, but will not be liable for any claims for compensation.
17. HBHS reserves the right to terminate or adjust the hiring summarily or otherwise if, in its opinion, inadequate or improper use is being made of the facilities hired and in the case of inadequate use, HBHS may at its discretion, adjust the hire charge accordingly.
18. HBHS reserves the right to re-arrange bookings cancelled due to inclement weather in order to stage tournaments, competitions or special events of which prior notice shall be given to the Hirer.
SUPERVISION
19. HBHS will normally provide appropriately qualified staff cover for all bookings. Hirers wishing to provide their own staff must satisfy the Duty Manager that they are qualified, in sufficient numbers and conversant with the Centres Staff Handbook, The Emergency Action Plan and procedures for the premises.
20. The Hirer shall co-operate with the management during the Period of hire in such a way as to allow all necessary cleaning to be carried out during the said periods.
INDEMITY
21. Formally constituted Clubs and Organisations must obtain and provide a copy of their Public Liability insurance cover with a minimum limit of indemnity of £2 million. In addition the hirer shall obtain any other insurance protection as deemed necessary by HBHS.
22. HBHS will not be held responsible for any damage or loss to any property brought into or left on the premises by the Hirer or any other person involved in the hire, and the Hirer shall and hereby agrees to indemnify HBHS against any claims which may be made in this respect.
23. The Hirer shall pay for any damage occasioned to the facility or the fixture or fittings therein, as a result of misuse by the Hirer, during the Period of Hire, the value of such damage being assessed by HBHS.
DISCLAIMER
24. The Hirer’s property including valuables is brought into the premises entirely at the owner’s risk. Injury to any participants during the Period of Hire is at the owner’s risk. HBHS will not accept responsibility or liability in respect of any loss or damage to any property or articles of the Hirer, however caused, and reserves the right to dispose of any property left on the premises if such property is not claimed within six weeks of discovery.
25. The Hirer shall use the premises entirely at his/her own risk and the Hirer shall be liable for and indemnify HBHS against all claims, actions, demands proceedings and costs whatsoever arising out of, or by reason of, or in connection with the hire of the premises.
