PORTISHEAD TOWN COUNCIL

The Folk Hall, 95 High Street, Portishead, BS20 6PR

2017

HIRING AGREEMENT

This agreement is made between Portishead Town Council and the Hirer named below.

Name of applicant/organisation ------

Address ------

------

------

Telephone number ------

Period of Hiring: Day Date Time .

Function: No. people______(approx.)

Premises required (please delete Main Hall (max 100)

as appropriate) Eve Wigan Room (max 35)

Reynolds Room (max 20)

Fedden Room (max 12)

Members Room

Catering – Use of Kitchen Light Use (tea/coffee only)

(please delete as appropriate) Full use

If full use please specify caterer ______

Drinks Licence – Will you be applying for a drinks licence? Yes/No

If yes please specify licensee ______

Music Licence (PRS) - Do you play any type of music Yes/No

- This applies to all bookings that play any type of music other than private parties, if you are unsure please phone the office who will assist you.

£ 1.84 flat fee for music licence per class

£ 9.32 flat fee for music licence per concert

*Both PRS & PPL licences are legally required for the playing of copyright music. PRS do not issue licences to external instructors or third parties and therefore both licences are issued independently. PRS pay royalties to their members who are song writers, composers and publishers, whilst PPL pay royalties directly to their members who are performers and record companies.

I hereby apply for use of the premises as specified above. I accept responsibility for all the conditions set out in the Town Council’s Conditions of Hire, a copy of which has been supplied to me, and the Public Entertainment Licence of the premises. I undertake to pay on demand the charges assessed by the Council in accordance with the approved scale of charges for the hire of the said premises.

I enclose my cash/cheque £20 non-refundable deposit (* delete as appropriate)

Signature: x ______on behalf of ______

Name in block letters ______Date ______

The Council reserve the right to refuse any booking and to request such information from prospective hirers as is reasonable and to enable them to reach a decision on any application.

______

FOR OFFICIAL USE ONLY

I hereby nominate the Hirer named above to act on my behalf for the purpose of this booking in accordance with Section 14 of the Public Entertainment Licence relating to the premises known as the Folk Hall.

signed ______Clerk of the Council Date ______

***Please complete and hand written signature page 1 only***

PORTISHEAD TOWN COUNCIL

TERMS & CONDITIONS OF HIRE

These conditions of hire apply to all hiring’s of the Folk Hall and Committee Rooms. They ensure the safety of the Hirer, those attending the function and the building. In signing the hiring agreement the Hirer confirms that they have read the terms and conditions, agree to abide by them, and accept responsibility for the use of the premises and the conduct of those attending.

If the Hirer is in any doubt as to the meaning of the following, the Town Clerk should immediately be consulted.

1. APPLICATIONS

All applications for the hire of the Folk Hall and Committee Rooms must be made to the Town Clerk. Applications will not be considered if made otherwise than on an official booking form.

The Council reserve the right to refuse any application, or terminate at any time, any agreement for hire made in consequence of any application, and the Council is not obliged to give a reason for such refusal or termination.

Provisional bookings will be held for seven days and will be confirmed on receipt of a signed official booking form and a non-refundable deposit, when demanded, of £20. Upon written confirmation being given by the Council to the Hirer a contract will exist between the Council and the Hirer.

If not confirmed, the Council reserve the right to let the accommodation to other applicants without notice.

2. AGE

Applications will not be considered from person’s age 21 years of age or below. The Hirer will accept responsibility for being in charge of and on the accommodation at all times when the public are present and for ensuring that all conditions, under this Agreement, relating to management and supervision of the accommodation are met.

3. CHARGES

The hire charge shall be in accordance with the scale of charges set by the Council, details of which are attached.

All payments must be made to the Town Clerk upon receipt of an official invoice. Cheques should be made payable to Portishead Town Council and not to any individual member or officer of the Council.

The Council reserves the right to review the scale of charges from time to time.

4. SUPERVISION

The Hirer shall at all times during the function be responsible for the maintenance of good order and shall ensure that no undesirable person is permitted to enter, remain or otherwise make use of the accommodation and that no person shall trespass on parts of the accommodation not hired. The Hirer shall be responsible for any charge levied on the Council due to activation of the security system in the event of such trespass.

The Hirer shall also ensure that no car or other vehicle is parked in any unauthorised position and that instructions given by the Town Clerk or the Caretaker, as to the parking of vehicles, are observed.

The Hirer shall make good or pay for all damage (including accidental damage) to the accommodation or to the fixtures, fittings or contents and for loss of contents.

When hiring the hall for dances or similar occasions, admission to such dances should be by ticket only and there must be no sale of tickets at the door. The Hirer shall ensure that a written record is kept of the number of persons admitted to the accommodation and the number of persons leaving the accommodation so as to enable the number of persons present in the building to be ascertained at any time. The record shall be made available for inspection by a Police Constable or any authorised officer of the Fire Brigade or Licensing Authority. In the case of private parties admission should be by invitation only. In both cases the Hirer must provide adequate adult supervision in order to maintain good order both inside and outside the building. No person will be admitted or re-admitted to the premises after 10pm. Tickets of admission or invitations should state this.

The Hirer must provide suitable doormen to ensure control of entry and the good conduct of the event.

The person or persons providing the music must be aware that the volume should be kept to a reasonable level and must not cause interference with other activities within the building or inconvenience for occupiers of nearby premises.

5. USE OF ACCOMMODATION

The Hirer shall not use the accommodation for any purpose other than that described in the Hiring Agreement and shall not sub-hire or use the accommodation or allow the accommodation to be used for any unlawful purpose or in any unlawful way nor do anything or bring onto the accommodation anything which may endanger the same or render invalid any insurance policies in respect thereof.

6. ACCESS

The Town Clerk and any person authorised by him/her shall have the right of free and unimpeded entry at all times and for all purposes to and from the accommodation.

The hire of the accommodation does not entitle the Hirer to use or enter the accommodation at any time other than the specific hours for which the accommodation is hired unless prior arrangements have been made with the Town Clerk.

If the Hirer requires access to the accommodation prior to the event for any preliminary preparation s/he must include that time in the application as the accommodation will only be made available for the times stated on the application form. The Hirer is normally expected to assist in the setting out and clearing away of tables and chairs under the direction of the caretaker. Any overstay will be charged at double the rate applicable at the time.

7. GAMING, BETTING AND LOTTERIES

The Hirer shall ensure that nothing is done on or in relation to the accommodation in contravention of the law relating to gaming, betting and lotteries. The Hirer is responsible for ensuring that the requirements of the relevant legislation are strictly observed.

8. LICENSABLE ACTIVITIES

The Hirer shall observe all the conditions attached to the premises licence for the accommodation.

Should a licensed bar be operated the Hirer must ensure the correct licence is obtained. The licence must be approved by the Town Clerk acting on behalf of the Town Council.

The Hirer shall ensure that they hold a Performing Right Society Licence which permits the use of copyright music in any form e.g. record, compact disc, tapes, radio, and television or by performers in person.

If other licences are required in respect of any activity in the accommodation the Hirer should ensure that they hold the relevant licence.

9. PUBLIC SAFETY COMPLIANCE

The Hirer shall comply with all conditions and regulations made in respect of the accommodation by the Local Authority, the Licensing Authority, the accommodation Fire Risk Assessment or otherwise. The hirer shall also comply with the accommodation Health and Safety policy.

The Hirer must make him/herself/their nominated person at the premises aware of the position of the accommodations fire extinguishers and emergency exits. All means of exit from the accommodation must be kept free from obstruction. Fire safety appliances must not be removed or in any way tampered with.

The emergency lighting supply and illuminated exit signs must not be tampered with.

The Hirer must check the following items prior to the commencement of a hiring:

·  All fire exits are unlocked and escape routes are free of obstruction

·  Fire doors not wedged open

·  Exit signs illuminated

·  No obvious fire hazards present

The Hirer must make him/herself/their nominated person at the premises aware of all less able persons on the premises for the duration of the hire, and make arrangements for a Personal Evacuation Plan (P.E.P.) for that person / those persons to be evacuated in case of emergency.

10. OUTBREAK OF FIRE

The Fire Brigade shall be called to any outbreak of fire, however slight, and details thereof given to the Town Clerk as soon as possible.

Hirers should note that there is no telephone available at the premises outside of normal office hours. Hirers are strongly recommended to have access to a mobile telephone.

Hirers acknowledge their responsibility for the safety of those persons attending the function and will ensure that in the event of a fire or emergency the following procedure is applied –

Fire and Emergency Procedure

Any person discovering a fire should raise the alarm by using the nearest call point.

If the alarm is raised when the building is in use the following procedure will apply –

·  All staff and visitors must leave the building immediately using the nearest fire exit door. Last person out to close doors behind them if possible.

·  Do not stop to collect personal belongings.

·  Do not use the lift

·  Follow the green and white exit signs and make your way to the designated assembly point (see Fire Action notice).

·  A member of staff or, if not present, the hirer of the premises, to telephone 999 and notify the emergency services.

·  Nobody to re-enter the building until authorised to do so by the fire authority.

If there is no risk to personal injury attempts to tackle a fire may be made using a fire extinguisher appropriate to the cause of the fire.

Fire Action notices detailing the above procedure are located throughout the Town Council premises.

11. CATERING

Hirers may undertake their own catering for light refreshments, buffets etc.

Hirers may engage a professional caterer to undertake the preparation and service of buffets, dinners, etc. subject to being approved by the Town Clerk acting on behalf of the Town Council.

A charge will be levied for the use of the kitchen as specified on the list of charges attached. Crockery and cutlery (not glasses) are provided at no extra charge but any breakages or losses will be charged. No tea towels are provided. At the end of the hiring the kitchen must be left clean and tidy, crockery and cutlery washed and put away, work surfaces cleaned and teapots emptied.

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 must be refrigerated and stored in compliance with the Food Temperature Regulations. The accommodation is provided with a refrigerator and thermometer.

12. ELECTRICAL APPLIANCE SAFETY

The Hirer shall ensure that any electrical appliances brought by them to the accommodation shall be safe, in good working order, hold a current PAT certificate and be used in a safe manner in accordance with the Electricity at Work Regulations 1989. No additional electrical appliances shall be used without the previous consent of the Town Clerk.

The Council is responsible for the regular testing of portable electrical appliances belonging to the premises.

13. INSURANCE AND INDEMNITY