Terms & Conditions

TERMS AND CONDITIONS OF HIRE AND FACILITIES
1. The Hirer named on the letting agreement shall be responsible for the payment of the Hire Charge(s) and any other charges agreed from time to time in respect of the hiring of the College premises and for the observance and performance in all respects of the terms and conditions on the part of the Hirer hereby set out.
2. The Hirer will provide concise documentation relating to their safeguarding and child protection policies and arrangements. Provision of documentation will be a condition of use and occupation of the premises and failure to comply will lead to termination of any letting agreement.
3. Children’s birthday parties will be directly supervised by the parents making the booking, who will remain on site for the duration of the party.
4. Provisional bookings will be held for two weeks from the date of initial enquiry without a deposit
5. Single bookings require a 10% non-refundable deposit payable at the time of confirmation of the booking in addition to a refundable deposit of £200 payable in advance of the event and held against over-running and / or inadequate clearing / tidying and cleaning up and / or damage to or loss of college facilities or property at the discretion of the Lettings or Estates Manager
6. Failure to vacate the premises on or before the agreed time will result in the retention of the non-refundable deposit.
7. The total time the premises hire period covers includes setting up for the event and clearing up afterwards. This is the responsibility of the Hirer and must be completed within the time booked. Limited cleaning material can be made available by the College as a required. Failure to complete the cleaning within the agreed time of the letting will result in the loss of the refundable deposit.
8. For single bookings payment of the balance is due no later than 14 calendar days before the date of the letting. If the balance is not paid the booking will be cancelled and the holding deposit will not be refunded.
9. Payment arrangements for repeat (long term) bookings that apply across an academic year will normally be by termly invoice. A 10% deposit will be payable at the beginning of each academic term.
10. £10 insurance fee will be added to the total unless the Hirer attaches a Certificate of Public Liability to the booking form.
11. The Hirer is liable for all damage to any equipment, furniture, fittings and interior / exterior décor of College property incurred by any persons associated with, or participating in, the activities of the letting, during the time of and in the location of the letting. Charges will be at a value determined by the College.
12. The Hirer shall not sub-let the premises or charge any form of payment for entry to the premises.
13. The consumption of alcohol is not permitted on College premises except under the strict personal supervision of the named Hirer, usually in the context of a meal, with prior written agreement from the Lettings Manager. Where alcohol is to be served, or sold under licence, the Hirer shall be entirely responsible for licensing the event in accordance with council regulations and the licensing laws in force at the time of the event.
14. The Hirer shall use the premises solely for the purposes specified on the booking agreement form, subject to these terms and conditions and shall not use the premises for any unlawful or immoral purpose or for gaming / gambling.
15. The premises shall not be used for any activity licensable under Licensing Act 2003 unless the Hirer has obtained any necessary licence from the relevant licensing authority for such use.
16. Parking is available to the front and rear of the Sports Hall, however, the College will not be held responsible for the loss, damage or theft of any cars, or contents thereof, or other vehicles parked on its premises.
17. Personal property and other articles including equipment remain the responsibility of the Hirer at all times
18. The Hirer shall ensure that attendees restrict themselves to the area being hired.
19. CANCELLATION: a charge of 50% may be incurred if less than one week (7days) notice is given of cancellation. Full charges will remain payable (and no refunds given) for cancellation within 24 hours of the event.
20. Repeat / long term letting agreements can be terminated by either party with 14 days notice. Refunds for cancelled dates within an agreement period will be entirely at the discretion of the College / Lettings management team regardless of notice.
21. The College reserves the right to review these terms and conditions and hire charges at any time.
TERMS and CONDITIONS OF USE OF HIRED FACILITIES – HEALTH & SAFETY
1. The Hirer shall, at all times, abide by all Health and Safety and security instructions given by the Estates Officer on duty during the hire period.
2. It shall be the Hirers responsibility to ensure, so far as is reasonably practicable, that s/he and his / her party are aware of what to do in the event of fire, and what to do upon discovering a fire in accordance with the College Fire Policy (appended below) and should ensure that every person can be accounted for in the event of an evacuation.
3. The College reserves the right to terminate this agreement if, in the view of the Estates Officer present, College Health and Safety procedures and precautions are being compromised by the Hirer. Where this action is deemed necessary, the Estates Officer’s decision is final and no refund will be given.
4. The College operates a no smoking policy inside the buildings and within the grounds. A smoking area may be provided with prior written agreement and in such cases appropriate ash cans will be provided and must be used.
5. The Hirer shall limit the maximum number of attendees to the number agreed in the booking.
6. The Hirer shall ensure that the event does not involve any naked flame including the lighting of candles except with written consent in advance. (The College has a sensitive Fire Alarm System that may be triggered by candle smoke).
7. The Hirer shall refrain from bringing any animals or livestock onto the premises
8. The Hirer is responsible for ensuring that all activities are conducted in accordance with Safeguarding Children and Vulnerable Adults guidance and good practice and that all children (ie persons under the age of 18) are properly supervised at all times by two adults.

CUSTOMERS HIRING THE MUGA OUTDOOR PITCH ARE ADDITIONALLY BOUND BY THE CONDITIONS OF USE SET OUT IN APPENDIX B TO THESE TERMS AND CONDITIONS.

APPENDIX A: FIRE & SAFETY

1. INTRODUCTION:
This guidance is for the person responsible for hiring space at SFX and is intended to be implemented at times out of normal working hours or when full time college personnel are not normally present.
Every person has an obligation to ensure that he/she understands his/her role and what to do in case of an emergency. It is essential therefore that all parties are familiar with these evacuation procedures.
2.  DUTIES AND RESPONSIBILITIES:
The person responsible for hiring space at SFX must take all reasonable steps to ensure that fire precautions and safety in their area are maintained.
The hirer shall inform their group of the SFX No Smoking Policy which is that smoking is prohibited anywhere inside or outside of the college or standing in Malwood Road (except by specific prior agreement when a designated outside area is being provided).
The hirer shall ensure safe and swift evacuation from their area of all persons under their supervision and care in the event of fire.
3.  WHAT TO DO IN THE EVENT OF FIRE:
On discovering a fire:
a) Sound the alarm by breaking the glass in the nearest fire alarm call point
b) Attack the fire only if trained and safe to do so
c) Evacuate the building as instructed below
On hearing the fire alarm:
a) Leave the building by nearest fire exit. Exit through the main gates. Turn right along Malwood Road, then right again along Alderbrooke Road and muster on Clapham Common.
b) Carers will help disabled persons to evacuate.
c) You must evacuate the room swiftly leaving personal possessions behind.
d) You should close windows but only if safe to do so. Do not put yourself at risk and do not climb on furniture to close a window.
e) Report to assembly point on Clapham Common.
f) Nominate a lead member of your party to return to or stay at the college main gates to liaise with the Estates Officer who will act as Chief Fire Warden. The Chief Fire Warden will liaise with the Fire Authorities to determine if/when it is safe to re-occupy.
NOTE: – The Estates Officer will assume the role of Chief Fire Warden and he or she will remain at the main gates until the fire authority states that it is safe to re-enter the building.

APPENDIX B: MUGA PITCH CONDITIONS OF USE

NOISE MANAGEMENT:
We have a primary responsibility to ensure that our premises do not generate noise disturbance to our local neighbours. Consequently, we have set out our continuing approach to appropriate noise management:
Use of the MUGA pitch will only be permitted during the following regulated times:
1. Hours of Operation:
Monday to Friday: 8.30am to 10pm (availability to hire will be from 4.15pm during term times)
Saturday: 9am to 8pm
Sunday: 10.30am to 4pm
Floodlighting is only permitted during these hours and will be extinguished no later than the finish time, without exception.

Other conditions:
Sports activities must be supervised at all times by an appropriate, responsible, named person or appointed leader. A member of SFX staff must be in attendance on the college site at all times whilst the MUGA pitch is in use.
Users of the MUGA pitch should be discouraged from shouting as far as is reasonably practical whilst on or near the pitch. If a hirer continues to cause noise disturbance they will be removed from the MUGA pitch and barred from future use. The authority and discretion of SFX duty staff is final.
Foul language or anti-social behaviour will be met with the sanctions outlined above.

WEATHER CONDITIONS AND AVAILABILITY OF MUGA:
In the event of adverse weather affecting the condition and use of the MUGA,  a weather report will be posted on the college and hire websites advising customers of the outcome of assessment of availability  / non-availability of the pitch. Fees will be refunded if the pitch is closed due to weather.