RICHARD HUISH COLLEGE
TERMS OF CONDITIONS OF HIRE
All correspondence should be addressed to: Clare Hayes – Sports Development Officer, Richard Huish College, South Road, Taunton, Somerset. TA1 3DZ
2.1 For the purpose of these terms and conditions the following definitions apply.
SPORTSDOME: the facility and its demesne or any part threat:
EVENT: Shall mean the purpose or purposes for which the facilities are required as stated on the application form.
ASSOCIATED FACILITIES: the parts of Richard Huish College for which the booking is accepted, other than the Sportsdome
3.1 All applications for hire must be made on the official application form.
The application is not confirmed until it is agreed in writing by the Sports Development Officer. Richard Huish College may refuse the application without stating their reason for doing so.
3.2 If the Sports Development Officer accepts the application, the person signing the application form shall be deemed to be “the Hirer” and as such the person responsible to Richard Huish College for payment of the hiring fee and for the observance of these terms and conditions, but this provision is without prejudice to the right of Richard Huish College to hold responsible and to proceed against, if necessary, anybody or persons whether corporate or unincorporated on whose behalf the application to hire was made.
3.3 No person under 18 years old will be accepted as the Hirer.
4.1 All correspondence, posters and publicity advertising events must refer to the venue as RICHARD HUISH COLLEGE SPORTSDOME.
5.1 The scale of charges to be paid for the use of the Sportsdome and associated facilities if required shall be in accordance with the scale laid down by Richard Huish College or as determined by the Sports Development Officer upon receipt of the Hirer’s application and shall be notified to the Hirer when Richard Huish College’s confirmation of the booking is forwarded to the Hirer.
5.2 The use of the Sportsdome and associated facilities (if required) by the Hirer shall not be deemed to be terminated until the Hirer and all their employees, licensees and invitees have vacated the Sportsdome and associated facilities (if required) and have removed all equipment there from and Richard Huish College is in a position to prepare for the next activity or lock the doors as may be appropriate. An additional fee is payable for each hour that the Sportsdome and associated facilities (if required) are retained by the Hirer after the contractual period has expired.
5.3 A supplementary charge may be made for each hour after midnight. Such a charge will be agreed with the Hirer at the time of booking.
6.1 20% of the agreed fee must be paid by the Hirer upon booking as a deposit. The balance must be paid no later than 14 days before the event. Failure to pay the balance will result in the booking being cancelled and the deposit will be forfeited.
6.2 When booking an event less than 30 days before the event is due to take place, the agreed fee must be paid by the Hirer at the time of the booking.
6.3 Cheques shall be crossed and made payable to: Richard Huish College.
7.1 Cancellations must be received in writing. If the hirer cancels the booking, Richard Huish College will retain a percentage of the agreed fee as detailed below:
a) Up to 15 days before the date of the event: 20% of fee
b) 14 days to 8 days before the date of the event: 50% of fee
c) 7 days or less before the date of the event: 100% of fee
The period will be calculated from the date of receipt of written cancellation.
7.2 Richard Huish College reserves the right to cancel any hiring without notice and without paying compensation. Any hire charges will be repaid to the Hirer.
7.3 Richard Huish College reserves the right to terminate any hiring where in the judgement of the Sports Development Officer a breach of conditions has occurred.
8.1 Any Hirer offering coaching to its members shall ensure their coaches are qualified to a suitable level to teach your chosen activity. Copies of relevant coaching certificates should be provided to the Sports Development Officer.
8.2 Richard Huish College requires all clubs and organisations teaching children under the age of 16 years or vulnerable adults to ensure all coaches and volunteers are CRB checked. Copies of the forms should be provided to the Sports Development Officer.
8.3 Any club or organisation coaching its members must hold public liability insurance for up to £2 million. A copy of your insurance policy document should be provided to the Sports Development Officer.
9. CLUBS and HIRERS
9.1 All regular hirers will be issued with a copy of the Sportsdome’s emergency action plans. It is the Hirer’s responsibility to ensure all members are conversant with the Sportsdome’s evacuation procedure, and Richard Huish Colleges evacuation procedure. The club will be subject to a fire evacuation drill once per annum.
9.2 All clubs and hirers are responsible for ensuring Risk Assessments for your chosen activity / event are in place. All identified risks should be made aware to the Sports Development Officer so measures can be put in place to reduce these.
9.3 All clubs and hirers are responsible for having a mobile phone from which emergency calls can be made in the event of an emergency. All hirers should make themselves familiar with emergency vehicle access to the Sportsdome so they can instruct the emergency services appropriately.
9.4 All clubs and hirers are responsible for supplying their own first aid provision.
10.1 The Hirer shall not use or cause or permit any person to use the Sportsdome or any part thereof or associated facilities for any purpose other than the purpose for which the Sportsdome or associated facilities were hired.
10.2 Persons are admitted to the Sportsdome or associated facilities at their own risk. Richard Huish College accept no responsibility for accidents within the Sportsdome, associated facilities, car parking areas or other areas controlled by Richard Huish College and will not accept liability for loss, injury or damage to persons howsoever caused.
10.3 The Hirer shall not be entitled to any rights of car parking in connection with the event although the use of the Colleges car park is permitted.
11. NO ASSIGNMENT OR SUBLETTING
11.1 The Hirer shall not assign or sublet the right to use the Sportsdome or any part thereof or associated facilities except with the written approval of the Sports Development Officer
12.1 The maximum numbers of persons admitted to any event in the Sportsdome or associated facilities will be at the absolute discretion of the Sports Development Officer.
13.1 The Hirer is responsible for the administration and organisation of the event and the supervision and control of spectators, performers, competitors and officials in accordance with the conditions agreed prior to the event.
14. CONDUCT AND MAINTENANCE OF GOOD ORDER
14.1 The Hirer must provide and pay for such number of stewards and police as the Sports Development Officer considers necessary for the proper conduct of the event for which the Sportsdome and associated facilities are hired, regulation of traffic in connection therewith or the protection of Richard Huish College property. If the hirer fails to comply with this condition, Richard Huish College may without prejudice to their remedies at law, engage such stewards and/or police as they think fit and charge such costs to the Hirer.
14.2 The Hirer shall ensure that no undesirable person is permitted to enter, remain or otherwise make use of the Sportsdome and associated facilities and that no person shall trespass on parts of the College not hired by the Hirer. The hirer shall at all times be responsible for the maintenance of good order and discipline within the facility hired.
15. PYROTECHNICS, SMOKE MACHINES, LASERS
15.1 No smoke producing agent, pyrotechnics device or laser beam devise shall be permitted to be used by the Hirer or any other person in or on the premises without the prior written approval of the Sports Development Officer after consultation with the Chief Fire Officer.
16. SERVICES AND ALTERATIONS
16.1 No additional water, gas, telephone or electrical equipment shall be installed and no structural or other alterations shall be made to the fabric of the buildings nor any of Richard Huish Colleges installations without prior arrangements and upon such terms as may be stipulated by the Sports Development Officer and to their entire satisfaction and under their supervision.
17. EXITS AND ENTRANCES
17.1 The Hirer shall not close, block or obstruct any corridor, internal or external entrances or exits to the Sportsdome or any part thereof or associated facilities nor remove or tamper with any item of fire fighting equipment.
18.1 The Hirer agrees to pay Richard Huish College on demand the cost of repairing or reinstating any damage caused to the Sportsdome or College, its fixtures, fittings, equipment, apparatus, and contents thereof by them or any person under their control. The Sports Development Officer may require a deposit to be lodged with Richard Huish College.
19.1 The Hirer shall ensure that any advertisements displayed in connection with the event shall only be displayed on duly authorised sites. In the event of fly posting or unauthorised display, Richard Huish College shall have the right to recover and cancel from the Hirer the cost of display or removal of unauthorised advertisements.
20. COMPLAINT BY THE HIRER
20.1 Complaints or grievances by the Hirer in respect of the use of the Sportsdome or associated facilities or the arrangements therewith should be made known to the Sports Development Officer at the time. Should a satisfactory solution not be found immediately the matter should be made in writing to the Sports Development Officer giving the grounds of such complaint within 24 hours of the cessation of the hiring after which no complaint will be accepted.
21.1 The Hirer is required to provide proof of such insurances as are deemed necessary by the Sports development Officer in connection with the event or hiring at least 48 hours before the commencement of the event or booking commencement. Where such insurances are necessary the Sports Development Officer reserves the right to cancel the event if evidence of the insurances is not produced.
21.2 The Hirer will indemnify Richard Huish College and their officers and servants from and against all actions, claims and demands which may at any time be made against them in respect of:
a) Damage or loss of any property, activities or things whatsoever brought, placed or left in the Sportsdome or associated facilities during the event.
b) Injury to any person during the event caused other than by the act or neglect of Richard Huish College, their officers or servants.
22.1 The Hirer shall divulge any sponsorship agreements directly concerned with the event at the time of booking or at least 30 days before the date of the event.
23. BROADCASTING AND RECORDING RIGHTS
23.1 Richard Huish College reserves the right to refuse the broadcasting and or recording of events or performances taking place in the reserved area.
23.2 No cameras, video, camcorders or other photographic apparatus may be brought into the Sportsdome or reserved area for commercial purposes without the written permission of the Sports Development Officer.
23.3 Richard Huish College has a strict policy prohibiting photography of children without parental consent. The Hirer is responsible for enforcing this policy at events where photography may be used. Richard Huish College reserve the right to request documentation showing parental consent.
24. UNDER 8’S POLICY
24.1 Richard Huish College ensure that staff / adult to child ratios are sufficient for the specific activity and environment they are exposed to. Where children under 8 are attending an activity or event Richard Huish College requests their parent or guardian remain on the premises unless specific staff supervision levels are met. We strongly advise the Hirer to consider its policy on under 8’s.
Richard Huish College will not be responsible for the supervision of children attending an activity or event.
25. BREACH OF CONDITIONS
25.1 In the event of a breach of these conditions by the Hirer, Richard Huish College reserves the right to cancel the hiring forthwith by notice in writing given to the Hirer or his representative and may in appropriate cases institute legal proceedings against the Hirer.
Richard Huish College shall not be liable to refund any proportion of the hiring fee to the Hirer or to any third party for compensation in respect of cancellation of the hiring.