Jack Hobbs Club Hire Terms and Conditions

Jack Hobbs Club Hire Terms and Conditions

A Booking Form needs to be completed for each hire of the hall.

Bookings are only confirmed when a Booking Form signed by both customer and a designated Jack Hobbs Community Hub representative has been completed.

Please read the Terms and Conditions prior to signing the form.

Any queries should be sent in the first place by using the Contact Form

You will be required to agree that the booking form is an accurate record of your request to hire space within the Jack Hobbs Community Hub.

By signing, you will also agree to adhere to the Terms and Conditions below and give my permission for you to hold the personal details presented to you on this form.

A copy of our privacy policy can be supplied on request.

Once the form is returned a cost for hire will be sent to the Hirer for approval, no agreement is made until this form is countersigned by a Jack Hobbs Community Hob representative and returned to the Hirer.

Additional Information

Those wishing to hire space at the Jack Hobbs Community Hub for commercial purposes may be required to provide some or all of the following documentation as part of the Jack Hobbs community Hub hiring agreement:
– Public liability insurance certificate
– Policies relating to working with Children (if applicable) including Safeguarding children policy/procedure, DBS clearance, and code of conduct. (if applicable)
– Policies relating to working with vulnerable adults including Safeguarding vulnerable adults policy/procedure (if applicable)
– Activity risk assessment – for activities being run.
– Qualifications for activities (if applicable – i.e., sport/fitness activities)
– Organisation Equal Opportunities Policy
– Organisation Safer Working Practices Policy
Note: This list is not exhaustive and may be subject to change dependent on activities be run at the Jack Hobbs Community Hub
The Jack Hobbs Community Hub management would be happy to offer advice and support in regard to the above to those wishing to hire the space from the Brandon community
Pre-Activity Safety Inspection and Risk Assessment template
Those hiring space at Jack Hobbs Community Hub may also be required to complete daily risk assessments. We can provide a Pre-Activity Safety Inspection and Risk Assessment template.

Terms and Conditions of Room Hire

These standard conditions apply to all hiring space within the Jack Hobbs Community Hub. If the Hirer is in any doubt as to the meaning of the following, the Jack Hobbs Community Hub representative or other relevant people should immediately be consulted.
Age
The Hirer or any other person in charge of an activity shall not be under 18 years of age and shall be on the Premises while any other persons are on-site during the period of use. He/she shall not be engaged in activities or duties which prevent him/her from exercising general supervision. He/she accepts responsibility for overseeing the premises throughout the entirety of the period of use when the public is present and for ensuring that all conditions, under this Agreement, relating to management and supervision of the premises are met.

Supervision
The Hirer shall, during the period of the hiring, be responsible for:
– Supervision of the premises, the fabric, and the contents
– their care and safety from damage, however slight
– the behaviour of all persons using the premises whatever their capacity, including proper supervision of car parking arrangements to avoid obstruction of the highway
The Hirer must promptly report any damage to the Jack Hobbs Community Hub manager. As directed by the Jack Hobbs Community Hub manager, the Hirer shall make good or pay for all damage (including accidental damage) to the premises or to the fixtures, fittings, or contents and for loss of contents during or as a result of the hire.

Use of premises
The Hirer shall not use the Jack Hobbs Community Hub for any purpose other than that described in the Hiring Agreement and shall not sub-let or use the premises or allow the premises to be used for any unlawful purpose or in any unlawful way nor do anything or bring onto the premises anything which may endanger the same or render invalid any insurance policies in respect thereof nor allow the consumption of alcohol thereon without written permission.
Use of the facilities is limited to the booking you have made however all bookings of the facilities have shared use of toilet facilities.

Equal Opportunities
The Jack Hobbs Community Hub shall be open to all members of the community regardless of race, nationality, gender, sexual orientation, age, disability, religious or political beliefs or marital status, and hirers/users shall not discriminate against any individual or group in any activity taking place there.

Hours of opening
a) Facilities at the Jack Hobbs Community Hub are available for use between the hours of 9 am – 9 pm seven days a week. In exceptional cases, these hours may be extended on application and would be subject to a formally extended license being agreed.
b) The Key Holder will unlock the building at the commencement of hire and all fire exits remain unlocked until the end of the hire period.
c) The person signing the booking form must be present (or the Hirer’s authorised representative, if appropriate) within the building throughout this period. This person is responsible for all persons present and their actions.
d) The premises must be vacated within 15 minutes of the finish time stated on the booking form. Should this time be exceeded a pro-rata charge will be made for additional hall hire and to cover staff costs.

Payment for hire
The Hirer will be required to pay in full before the commencement of the Period of the Hiring and the Hirer must ensure that full payment is made prior to the Period of the Hiring.
Start and expiration of the period of hire.
At the start of the Period of the Hiring, the Hirer is responsible for setting out tables and chairs to meet the requirements of the Purpose of the Hiring unless an alternative arrangement has previously been made and agreed with the Jack Hobbs Community Hub management.
Prior to the expiration of the Period of the Hiring, the Hirer is responsible for cleaning, folding, and putting away tables and hanging chairs on the wheeled bars provided and pushing them against the wall, unless an alternative arrangement has previously been made and agreed with the Jack Hobbs Community Hub management.
On the expiration of each Period of the Hiring, the Hirer is to remove all equipment previously brought in by or on behalf of the Hirer.
At the expiration of each Period of the Hiring the Hirer is to leave the Jack Hobbs Community Hub/space being used in a clean and orderly state free from litter and (but without prejudice to the generality of the above) all food should be removed, and the kitchen and other areas left in a clean condition.
All waste that exceeds more than the average daily waste produced in the Jack Hobbs Community Hub (two bin bags) including all bottles and cans must be removed from the Centre and off-site and disposed of by the Hirer (legally).
Long-term Hirers may use space allocated to the Hirer by the Jack Hobbs Community Hub management for the purpose of storage after obtaining the consent of the management. Any further storage space must be agreed in advance with the management and the management reserves the right to remove any goods or property of any description in breach of this requirement. Goods stored by the Hirer must be stored safely and securely and at the Hirer’s risk without causing obstruction or inconvenience to the Management or other users of the Jack Hobbs Community Hub.

Cleaning and Security
a) All use of the Centre premises and facilities is subject to the users or hirers accepting responsibility for any damage to the building or fixtures and for reimbursing Jack Hobbs Community Hub management for any such damage or breakage. The whole of your deposit will be retained.
b) All users shall leave the premises and surroundings in a clean and tidy condition and all furniture put away. Jack Hobbs Community Hub management reserves the right to retain the whole of your deposit if there is any excessive cleaning required after a function. The

The cleaning Operative is authorised to take photographs as evidence if excessive cleaning is required following a booking.

No Alterations
No alterations or additions may be made to the premises, nor may any fixtures be installed or placards, decorations, or other articles be attached in any way to any part of the premises without the prior written approval of jack Hobbs Community Hub management. The Hirer must remove all such articles at the end of the hiring unless otherwise agreed with Jack Hobbs Community Hub Management Any unauthorised articles left on the premises will be disposed of by Jack Hobbs Community Hub management as it thinks fit. The Hirer will make good to the satisfaction of Jack Hobbs Community Hub management any damage caused by such installation and removal.

No Rights
The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.

Cancellation
No refunds will be offered to the Hirer at any time. If the Hirer wishes to cancel the booking more than 4 weeks before the date of the event and the Jack Hobbs Community Hub is unable to conclude a replacement booking, the deposit paid is non-refundable. If the hirer wishes to cancel the booking between 2–4 weeks before the date of the event, 50% of the full payment will be due; and within 2 weeks of the event, full payment will be due.
Jack Hobbs Community Hub management reserves the right to cancel this hiring by written notice to the Hirer in the event of:
(a) the premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election.
(b) Jack Hobbs Community Hub management reasonably considers that
– such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements, or
– unlawful or unsuitable activities will take place on the premises as a result of this hiring.
(c) the premises becoming unfit for the use intended by the Hirer.
(d) an emergency requiring use of the premises as a shelter for the victims of flooding, snowstorm, fire, explosion, or those at risk of these or similar disasters.
In any such case, the Hirer shall be entitled to a refund of any deposit already paid, but Jack Hobbs Community Hub management shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.

Noise
The Hirer shall ensure that the minimum of noise is made on arrival and departure, particularly late at night and early in the morning. The Hirer shall, if using sound amplification equipment, make use of any noise limitation devise provided at the premises and comply with any other licensing condition for the premises. Jack Hobbs Community Hub management reserves the right to end a hire if noise concerns are too problematic.

Children and Young People
It is the policy of Jack Hobbs Community Hub that every precaution must be taken to safeguard the well-being of children and young people, and it is the responsibility of all users of the premises to use their best endeavors to ensure that children and young people receive all necessary care and attention and are protected from coming to any harm.
The hirer is fully responsible for the safeguarding of children (under the age of 18) and vulnerable adults where the parent or guardian of the child is not present during the hire.
The hirer must have safeguarding policies that govern their organisation and ensure they always adhere to those policies and deal with any safeguarding issues that may arise according to the relevant central and/or local government guidelines.
All work with children and young people under the age of 16 at the Premises must comply fully with the requirements of the Childcare Act 2006 and the Children Act 2004 (or such further legislation as may be enacted from time to time) or, where applicable with the Home Office Code of Practice Safe from Harm.
It is the responsibility of the organisers of the activities concerned to ensure that only fit and proper persons have access to young children and that such persons are at all times in attendance when young children are on the premises.

Animals
The Hirer shall ensure that no animals (including birds) except guide dogs are brought into the premises, other than for a special event agreed to by Jack Hobbs Community Hub management. No animals whatsoever are to enter the kitchen at any time.
Licensable activities
The Jack Hobbs Community Hub holds a PRS for Music Licence which permits the use of copyright music in any form, e.g., record, compact disc, tapes, radio television, or by performers in person. If other licenses are required in respect of any activity on the premises, the Hirer should ensure that they hold the relevant license. Further guidance can be sought from the management of the Jack Hobbs Community Hub.

Public Safety Compliance
The Hirer shall comply with all conditions and regulations made in respect of the premises by the Local Authority, the Licensing Authority, and the Jack Hobbs Community Hub Fire Risk Assessment or otherwise, particularly in connection with any event which constitutes regulated entertainment, at which alcohol is sold or provided, or which is attended by children. The hirer will also comply with Jack Hobbs Community Hub’s health and safety policy.
The Hirer will be required to acknowledge that they have received instruction in the following matters:
– The action to be taken in event of a fire.
– This includes calling the Fire Service and evacuating the hall
– The location and use of fire equipment
– Escape routes and the need to keep them clear • Method of operation escape door fastenings
– Appreciation of the importance of any fire doors and of closing all fire doors at the time of a fire.

Safety Inspections
Immediately prior to commencing each activity at the property to complete a pre-activity safety inspection checklist in the form set out in schedule 1 (which shall be retained for at least three years following the end of the activity) and to ensure that all the risks identified on that checklist have been removed prior to commencing the activity.

Outbreaks of Fire
The Fire Service shall be called to any outbreak of fire, however slight, and details thereof shall be given to the Jack Hobbs Community hub manager.
Health and hygiene
The Hirer shall, if preparing, serving, or selling food, observe all relevant food health and hygiene legislation and regulations. Dairy products, vegetables and meat on the premises must be refrigerated and stored in compliance with the Food Safety (Temperature Control) Regulations 1995. The premises are provided with a refrigerator and thermometer.

Kitchen Regulations
The following Kitchen rules must be always observed
1. No children are permitted in the kitchen unless supervised by an appropriate adult.
2. The kitchen must not be left unattended whilst the water boiler, kettle, or oven is in use.
3. No metallic objects, plates, dishes, etc. are to be used in the microwave oven.
4. You are reminded that you should wash your hands before and after the preparation of any food.
5. All work surfaces should be washed before and after the preparation of food.
6. If there is any spillage on the kitchen floor, it should be mopped up immediately, to prevent anyone slipping and having an accident.
7. No items should be placed on the kitchen floor, which could be a trip hazard for persons using the kitchen.
8. Hirers are reminded that there are health risks associated with the reheating of food.
9. All refuse is to be secured in dustbin liners and placed by the hirer in the large bins at the front of the community hub. Recyclable materials are to be recycled and placed in the relevant recycling bin. Community Hub staff on-site can assist with this.

Electrical Appliance Safety
The Hirer shall ensure that any electrical appliances brought by them to the premises and used there shall be safe, in good working order and used in a safe manner in accordance with the Electricity at Work Regulations 1989 and any subsequent legislation. Where a residual circuit breaker is provided the hirer must make use of it in the interests of public safety.

Insurance and Indemnity
(a) During, or because of the hire, the Hirer shall be liable for:
– the cost of repair of any damage (including accidental and malicious damage) done to any part of the premises including the curtilage thereof or the contents of the premises.
– all claims, losses, damages, and costs made against or incurred by Jack Hobbs Community Hub, its employees, volunteers, agents, or invitees in respect of damage or loss of property or injury to persons arising because of the use of the premises (including the storage of equipment) by the Hirer, and
– all claims, losses, damages, and costs made against or incurred by Jack Hobbs Community Hub, their employees, volunteers, agents, or invitees because of any nuisance caused to a third party as a result of the use of the premises by the Hirer and, subject to sub-clause (b), the Hirer shall indemnify and keep indemnified accordingly each member of Jack Hobbs Community Hub management, employees, volunteers, agents and invitees against such liabilities.
(b) Where Jack Hobbs Community Hub does not insure the liabilities described in sub-clauses (a) (ii) and (iii) above, the Hirer shall take adequate insurance to insure such liability and on demand shall produce the policy and current receipt or other evidence of cover to Jack Hobbs Community Hub management / authorised representative. Failure to produce such policy and evidence of cover will render the hiring void and enable Jack Hobbs Community Hub management to rehire the premised to another hirer.
Jack Hobbs Community Hub is insured against any claims arising out of its own negligence.
The Management will not be liable for the death or injury to any person attending the Jack Hobbs Community Hub for the purpose of the hiring or for any losses claims demands actions proceedings damages costs or expenses or other liability incurred by the Hirer in the exercise of the rights granted by the Agreement except where such death injury or loss is due to the negligence of the staff/management.

Accidents and Dangerous Occurrences
The Hirer must report all accidents involving injury to the public to Jack Hobbs Community Hub staff / Authorised Representative (named in the Hiring Agreement) or, failing that, to the manager as soon as possible and complete the relevant section in Jack Hobbs Community Hub accident book. Any failure of equipment belonging to Jack Hobbs Community Hub or brought in by the Hirer must also be reported as soon as possible. Certain types of accidents or injuries must be reported. The management / Authorised Representative will give assistance in making this report. This is in accordance with the Reporting of Injuries, Diseases, and Dangerous occurrences Regulations 1995 (RIDDOR).

Explosives and Flammable Substances
The Hirer shall ensure that:
(a) Highly flammable substances are not brought into, or used in any part of, the premises and that,
(b) No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall be erected without the consent of Jack Hobbs Community Hub management. No decorations are to be put up near light fittings or heaters.

Indoor pyrotechnics
No bubble machines, fog machines, indoor fireworks, candles, or similar are to be used within the Jack Hobbs Community Hub. All helium-filled balloons that are used within the Jack Hobbs Community Hub must be removed at the end of the hiring period or the hirer will be charged for their removal. If left, they set off the alarm.

Alcohol and Drugs
No excisable alcohol is to be sold unless a Premises Licence issued under the Licensing Act 2003 or Temporary Event Notice (“TEN”) for the Centre is in force at such time and the Hirer must produce such TEN to the Jack Hobbs Community Hub management no less than 24 hours before the Period of the Hiring.
Alcohol may only be permitted with the written permission of Jack Hobbs Community Hub management and in full compliance with the premises license conditions. Permission will be granted on a case-by-case basis. Any hire which includes the serving of alcohol will only be allowed after a meeting with the hirer and an appointed representative of Jack Hobbs Community Hub management/chair of the steering group has taken place to explain the license arrangements, the Hirers responsibilities, and the hubs “Think21” policy.

Drunk and Disorderly Behaviour
The hirer shall ensure that to avoid disturbing neighbors and to avoid violent or criminal behavior, care shall be taken to avoid excessive consumption of alcohol. Drunk and disorderly behavior shall not be permitted either on the premises or in its immediate vicinity. No alcohol is to be consumed in the Jack Hobbs Community Hub or on the property in the vicinity of the hub by an individual under the age of 18. Alcohol shall not be served to any person suspected of being drunk or to any person suspected of being under the age of 18.
Any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way shall be asked to leave the premises. No illegal drugs may be brought onto the premises.

Smoking and Vaping
The Hirer shall ensure that the Hirer’s invitees, comply with the prohibition of smoking in public places provisions of the Health Act 2006 and regulations made thereunder. Any person who breaches this provision shall be asked to leave the premises.
Vaping is not permitted on the premises.

Heating
The Hirer shall ensure that no unauthorised heating appliances shall be used on the premises when open to the public without the consent of Jack Hobbs Community Hub management. Portable Liquefied Propane Gas (LPG) heating appliances shall not be used.

Storage
The permission of Jack Hobbs Community Hub management must be obtained before goods or equipment are left or stored at the hub, except when the management has authorised to allow overnight storage of goods and equipment brought to the hub before a particular event. Items left or stored at the Jack Hobbs Community Hub are done so at the hirers own risk and Jack Hobbs Community Hub management takes no responsibility for any loss or damage. All equipment and other property (other than stored equipment) must be removed at the end of each hiring, or fees will be charged for each day or part of a day at the hire fee per hiring until the same is removed.
Jack Hobbs Community Hub management may use its discretion in any of the following circumstances:

(a) Failure by the Hirer either to pay any charges in respect of stored equipment due and payable or to remove the same within 7 days after the agreed storage period has ended.
(b) Failure by the Hirer to dispose of any property brought on to the premises for the purposes of the hiring. This may result in Jack Hobbs Community Hub management disposing of any such items by sale or otherwise on such terms and conditions as it thinks fit and charge the Hirer any cost incurred in storing and selling or otherwise disposing of the same.

Fly Posting
The Hirer shall not carry out or permit fly posting or any other form of unauthorised advertisement for any event/activity taking place at the premises and shall indemnify against all actions, claims, and proceedings arising from any breach of this condition. Failure to observe this condition may lead to prosecution by the local authority.

Sale of Goods
The Hirer shall, if selling goods on the premises, comply with Fair Trading Laws and any code of practices used in connection with such sales. In particular, the Hirer shall ensure that the total prices of all goods and services are prominently displayed as shall be the organiser’s name and address and that any discounts offered are based only on manufacturers’ Recommended Retail Prices.

Film Shows
Children shall be restricted from viewing age-restricted films classified according to the recommendations of the British Board of Film Classification. Hirers should ensure that they have the appropriate copyright licenses for a film.

Broadcasting or Filming
The Hirer must not grant broadcasting or filming rights without the prior consent of the Jack Hobbs Community Hub management.
Cameras may be brought into and used inside the jack Hobbs Community hub for private (not commercial) purposes, provided that no nuisance or annoyance is caused. No photographs of children will be taken without official/documented consent from a parent/guardian.

Dangerous and Unsuitable Performances
Performances involving danger to the public or of a sexually-explicit nature shall not be given.

Gaming, Betting, and Lotteries
The Hirer shall ensure that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting, and lotteries.
Sports and games
The premises may be hired for sport and games by responsible organisations or individuals who arrange their own insurance and qualifications. A responsible person shall attend all times. The premises shall be checked for potential hazards that could lead to accidents. All equipment shall be stored away safely when not in use.

Internet Service
Use of the internet service is at your own risk. The internet service is provided on an “AS IS” and “AS AVAILABLE” basis without any representation or endorsement made and without warranty of any kind whether express or implied, including but not limited to the implied warranties of satisfactory quality, fitness for a particular purpose, non-infringement, compatibility, security, and accuracy. The hirer will be responsible for acceptable use of the internet (Wi-Fi or cabled) at the Jack Hobbs Community Hub.

Information Policy
We will comply with all applicable legislation concerning the holding of personal data on IT or in paper form. We will need to hold the data gathering during a hire to act as contact details up to during and concluding a hire which includes payment and actions following the hire (e.g. checking the condition of the hall and other deposit actions). We also need to hold data to act as an audit trail for the assessment of our accounts. We will ask your agreement to hold information to assist with subsequent actions such as a repeat hire.

Complaints
We aim to ensure that the hirer has a positive experience. Jack Hobbs Community Hub management tries to maintain a safe, friendly service and believes in trying to resolve any problems reasonably and as quickly as possible. If Jack Hobbs Community Hub management is concerned about any issues, they will approach the hirer directly to resolve them. Should the hirer have any concerns, Jack Hobbs Community Hub staff will encourage them to discuss the issue with the hub manager or the bookings administrator in the first instance. They will attempt to resolve any issues in line with Jack Hobbs Community Hub policies. If this does not resolve the issue, please write to the Jack Hobbs Community Hub Steering Group chair.
All parties should bear in mind that Jack Hobbs Community Hub staff and management must ensure that resolutions comply with applicable legislation or Jack Hobbs Community Hub policies. If the concern is an existing Jack Hobbs Community Hub policy the issue should be referred, in writing, to the Chairperson of Jack Hobbs Community Hub Steering Group for discussion at the next steering group meeting. The full complaints procedure is available on request.

COVID-19 Special Conditions
The Jack Hobbs Community Hub management has the right to close the building if there are safety concerns relating to COVID-19, for example, if someone who has attended the hub develops symptoms and thorough cleansing is required or if public buildings are asked/required to close again. If this is necessary, we will do our very best to inform you promptly and you will receive a full refund of any hire charge paid.

Data Protection
The Hirer’s contact details will be held for a maximum period of 18 months for accounting/auditing purposes only. Those details will only be used for Jack Hobbs Community Hub management and accounting purposes and will not be used for any other purpose or shared with any third party.

As the Hirer I will be required to sign a Booking Form that states that I have read and understood all the Terms and Conditions of Hire Contract and agree to comply with them.