Hall Place Sports Pavilion Education & Function Room

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1 Hall Place Sports Pavilion Education & Function Room Bourne Road, Bexley, Kent, DA5 1PQ. Hire Information and Application Form Updated March 2016

2 INTRODUCTION The Hall Place Education & Function Room forms part of London Borough of Bexley s new Hall Place Sports Pavilion, which is part of one of the largest sites for outdoor sport in the south east. The Education & Function Room is ideally suited for conferences, meetings, public displays or courses and is also wheelchair accessible. The Pavilion itself is located beside the A2 exit at Bexley, minutes from the M25, Bexleyheath Town Centre and Bexley Rail Station. Public car parking and coach parking is available on site with more that 100 spaces directly in front of the Pavilion and an additional adjoining car park where needed. OPENING HOURS The Education & Function Room is available to hire: Monday-Friday Saturday and Sunday 9am 10pm 9am 5pm HIRE CHARGES Monday Friday 9am 5pm - 22 per hour Evenings & Weekends per hour There is an additional charge of 7% of the total hire fee for insurance should the hirer not hold their own Public Liability Insurance. CAPACITY The Function Room can accommodate a maximum of 40 people. FACILITIES PROVIDED Within the room the hirer can use tables and chairs as provided on site. The Hirer will have access to the kitchen area adjacent to the function room and permission is granted for the use of the kettle, microwave and fridge only in the kitchen area.

3 BOOKING CONFIRMATION A provisional room booking can be placed over the phone and held for 2 working days. To secure a provisional booking an Application for Hire form must be completed and returned within 10 days of the original booking date. Please be aware should the completed form not be returned within 10 days of booking, then the Council reserve the right to cancel your booking. Forms should be sent to: Outdoor Recreation, Civic Offices, 2 Watling Street, Bexleyheath, Kent. DA6 7AT or ed to PAYMENT No deposit is required, however full payment must be made at least 5 days before the booking by calling Payment can be made by either debit/credit card or by cheque. Cheques should be payable to `London Borough of Bexley` ROOM ACCESS Access to the room will only be for the time you have booked the room. Please ensure the duration of your booking provides adequate room set up time and time for cleaning. TOILETS Male, female and disabled toilets are accessible on site. Please note that these toilets may also be used by other site users and members of the public. ENTERTAINERS / EQUIPMENT IN ROOM All hirers must supply for approval a copy of the programme of any entertainment or equipment to be used in the room no later than two weeks before the date of hire. The Hirer must discuss any entertainment before the booking is accepted. The use of Bouncy Castles within the Function Room is Not Permitted. ALCHOL The consumption or selling of any Alcohol or Alcohol products is not permitted any where on this site. CONTACT INFORMATION For further information please contact: Outdoor Recreation, Civic Offices, 2 Watling Street, Bexleyheath, Kent, DA6 7AT. Tel: Fax: Hall Place Sports Pavilion Tel: Supervisors mobile Tel: contact for Out of Office hours

4 APPLICATION FOR HIRE FORM Please complete using BLOCK CAPITALS and refer to attached notes as necessary. CONTACT DETAILS Name of Hirer Address Telephone Daytime Evening address Date of Event Duration of hire Note: Time must include set up, disamantle and cleaning time. Room access will only be possible during the booked time. Start Time Finish Time Room Layout Room Activity INSURANCE Private hirers will be automatically included on the Council s Third Party Hirers Policy by payment of a premium of 7% of the overall hire fee. See Terms and Conditions for full details of insurance. I have read the Conditions of Hire and hereby apply for the hire of Hall Place Education & Function Room. I hereby agree that if the Council agrees to my request to hire Hall Place Education and Function Room, this Application for Hire together with Terms and Conditions and venue Hire Rates shall form the contract between the Council and myself. I confirm that I am not under the age of 18 years SIGNATURE OF HIRER DATE When complete please return to: Outdoor Recreation, Civic Offices, 2 Watling Street, Bexleyheath, Kent, DA6 7AT Fax:

5 TERMS AND CONDITIONS The following conditions of accommodation set out the legal requirements under the terms of our Premises Licence and London Borough of Bexley s conditions of public use. They are intended to ensure the safety of persons using the premises, staff, the building and any fixtures and fittings. Please read these conditions and ensure those persons organizing your event are aware of the requirements. 1. BOOKING CONFIRMATION All bookings for the hire of the Hall Place Education and Function Room must be made in the name of the person or organisation intending to use the venue. The venue may not be booked for political meetings or for use by a political party or affiliated group, save for authorized council business purposes. 2. LAYOUT AND EQUIPMENT Please refer to section on capacity and room layout. You should provide your requirements on the Application for Hire form, including any equipment and the number of people attending your meeting. All meetings must end at the agreed times and any late changes must be advised within 24hrs of the hire period. 3. FEES & CHARGES The Council reserves the right to increase fees at any time. Fees are normally reviewed annually and apply from 1 April to 31 March each financial year. The room and any equipment used must be paid for at the latest 5 days in advance of the booking. Any additional hours used which had not previously been agreed will be included on the invoice. 4. INSURANCE COVER Private hirers will be automatically included on the Council s Third Party Hirers policy by payment of a premium of 7% of the overall hire fee. The Council s Third Party Policy is not applicable to commercial businesses, in this respect the 7% premium will not be applied to the hire cost. The hirer is required to pay an excess of 100 for each claim made. 5. LOSS OR DAMAGE TO COUNCIL AND PRIVATE PROPERTY The hirer shall be responsible for, and shall forthwith on demand, pay to the Council any expenses incurred by the Council in making good any damage to the venue or any loss or damage to any fixtures, fittings or equipment, occurring during the period of, or arising out of the hire. The Council shall not be responsible for any loss, or damage to, property of the hirer, or other persons present during the hire arising from any cause whatsoever or for any loss due to any breakdown of machinery or equipment, failure of electricity supply or matter which may cause the venue to be temporarily closed or the hiring to be interrupted or cancelled. The Hirer shall indemnify the Council against any claim which may arise out of the hire or which may be made by any person present during the hiring in respect of any such loss or damage. 6. CANCELLATION Contracts for the hire of premises may be cancelled at any time but must be made in writing by the Hirer. In the event of the Hirer cancelling a confirmed booking within 7 working days prior to the event, the full fee will be due for payment. The Council may cancel a contract if the hirer breaches the conditions whether statutory otherwise. This includes disorderly or unseemly conduct on the part of any person present at the event. Should the hirer fail to comply with the conditions the Duty Building Officer has the authority to stop the Hirer s event. If the Council considers that the event is likely to be objectionable or undesirable, before the date of hire, it may cancel the contract. The Council may cancel a contract at any time should they require Hall Place Function and Education Room in an emergency or for any purpose in connection with the Council s business including European, Parliamentary, or Municipal Elections. In this eventuality, any charge paid will be refunded to the hirer, but the Council shall not be liable to pay any compensation or provide any alternative accommodation. If the conditions are not complied with the Council may terminate any contracts made between the Council and the Hirer and the Hirer shall forfeit the sums paid under those contracts. 7. SUB-LETTING A hiring, or the rights under any hiring granted, may not be assigned or sub-let. 8. LOADING AND UNLOADING The Hirer must notify the Outdoor Recreation Office, at least two weeks in advance of the hire, of any requirements for loading and/or unloading goods or equipment at the venue either before, during, or after the period of hire. Restrictions may apply to the times that are available to undertake loading and/or unloading. 9. RESTRICTIONS ON USE OF THE PREMISE The following general terms apply to every contract for hire: (a) All scenery, decorations and other material erected by the Hirer, or brought into the Hall Place Function and Education Room must be adequately flame proofed to the equivalent of BS standard. The Council s representative on site will prohibit the use of any item that does not comply with this standard. (b) No nails, screws, or bolts, shall be driven into any of the walls, floors, doors, ceilings, window frames, or fittings of the premises or any other parts. No adhesive material is to be used for the display of posters or other materials. No placard, decoration, flat, emblem, poster or advertising matter in connection with any hiring and use of the premises shall be exhibited on or outside the premises, except with the express prior consent in writing of the Authorised Officer. (c) No gas or oil stoves, lamps, candles or compressed gas cylinders shall be brought into the premises.

6 (d) The Hirer shall not, for any purposes, treat, or apply any substance whatsoever to any part of the floor of any hall or room on the premises. (e) No electrical fittings/fixtures or appliances in the halls must be interfered with, altered or removed. Details of any additional appliances or equipment to be used must be provided to the Authorised Officer a minimum of two weeks before the event. This additional equipment must not be used unless the Hirer has received approval, in writing, from the Council. Please refer to Clause 17 Health and Safety. (f) The Hirer shall not use the Hall Place Education and Function Room for the purposes of a stag/hen night, fair or jumble sale. Goods must not be sold in the premises without the Council s written consent. (g) Hirers must leave rooms used in a fit state for use at the end of the hiring. 11. SMOKING POLICY In accordance with Council policy, smoking is prohibited on Council premises for private or public events. This is for the protection of employees and contractors who may be working during the event and for the protection of guests. 12. FIRE EXITS AND EQUIPMENT The Hirer shall ensure that all the fire exit doors shall be kept unfastened and unobstructed and immediately available for exit during the period of hire. No obstruction shall be placed or allowed to remain in any corridor giving access to the Hall Place Education and Function Room. The Hirer must not conceal to view or obstruct access to any fire fighting equipment. Building Evacuation information is posted in the Hall Place Function and Education Room. It is the responsibility of the meeting organizer to advise about the evacuation procedure prior to the commencement of any meeting. 13. RIGHTS OF ENTRY During the period of hiring the Council s Authorised Officers or Officers of the London Fire and Civil Defence Authority may enter any part of the premises to observe whether conditions are being observed or for any other purposes of their duties. The instructions given by the Council s Authorised Officers on duty at the time of the function shall be complied with, as these persons are responsible to the Council for the control and management of the premises. 14. NUISANCE BEHAVIOUR In the event of any person acting in such a manner so as to cause annoyance or inconvenience to other persons, the Hirer shall take all necessary steps with the offender to maintain good order. 15. HEALTH AND SAFETY The Hirer must not: (a) (b) (c) (d) (e) Store or allow to accumulate rubbish or unused materials in any part of the premises; Give performances involving danger to the public; Bring any explosive, toxic, hazardous or highly flammable substances into the premises. Use stroboscopic lighting, smoke, real flame, lasers, vapour or water vapours; Use cylinders for the storage of air or other gases or liquids under pressure. 16. ANIMALS The Hirer shall not permit any animals other than guide dogs to be admitted for any purpose except with the specific consent in writing of the Authorised Officer and subject to such conditions as may be required. 17. ENTERTAINMENT The Hirer shall, if required by the Council, supply for approval a copy of the programme of any entertainment to be given no later than two weeks before the date of hire. The Hirer must discuss any entertainment before the booking is accepted as the meeting rooms are located within working offices and the noise level must be kept to a reasonable level. The Hirer shall be liable and must make arrangements for the payment of Entertainment or other Tax or any Royalties chargeable in respect of the purpose for which they use the premises. 18. GAMING No unlawful games or gaming shall take place on the premises. Hirers wishing to use the premises for the playing of Bingo shall sign an undertaking that this will be conducted strictly in accordance with the provisions of the Betting Gaming and Lotteries Act 1963 and the Gaming Act 1968, and will not come within the scope of licensing under the Finance Act A form of undertaking is obtainable from the Authorised Officer. 19. HYPNOTISM No one may give any exhibition, demonstration, or performance of hypnotism, mesmerism or any similar act or process which is intended to produce in anyone a form of induced sleep or trance in which the susceptibility of the person s mind to suggestion or direction is increased or intended to be increased. Section 5 of the Hypnotism Act, 1952, provides the only exceptions to this Condition. 20. ALCHOL The consumption or selling of any Alcohol or Alcohol products is not permitted any where on this site. 21. COPYRIGHT The Hirer shall indemnify the Council against any infringement of copyright, which may occur during the period of hire. 22. CINEMATOGRAPHY No cinematography or projecting apparatus shall be used without the previous approval of the Council. A temporary event notice application must be made a minimum of 10 working days (not including bank holidays) before the date of the event stating the type of equipment and film to be used. Only films, which have a British Board of Film Classification Certificate, may be shown to an appropriate audience. To obtain the application form please contact the Council s Licensing Department on / STATUTORY AND OTHER REGULATIONS Hirers shall also observe all relevant provisions of the Public Health Acts, Children and Young Persons Act, the Council s Rules for places of public entertainment and any other Acts or regulations with regard to exhibitions and entertainments. 24. HIRERS BREACH OF CONDITION If the Hirer fails to observe and perform any of the conditions contained in the Contract of Hire the Council may recover from the Hirer any expenses incurred by the Council securing such observance and performance.

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