Hire terms and conditions



Hire Agreements of 1st Kingston Hill Scout ("the Hall") are subject to these Standard Terms and Conditions of Hire and any Special Conditions of Hire arising from the purpose of hire (hereafter jointly referred to as "Hall Conditions").
No exclusion of any term or condition can apply unless specifically granted in writing.

1 Understanding the Hall Conditions The Hirer will
ensure he and his assistants (see clause 2) have an understanding of the Hall Conditions in force.

2. Statement of purpose and supervision of hire The Hirer has
entered a clear and unambiguous statement of the purpose of hire on the booking form before signing.
The Hirer undertakes to appoint a sufficient number of competent persons, aged 18 or over, to provide adequate supervision throughout the hiring by to ensure the provisions and stipulations referred to in the Hall Conditions and any applicable licences are complied with.

3. The Hirer is responsible during the whole period of hire for making sure that :
  1. Number of people using the hall is not more than that permitted.
  2. Use of premises namely the building, its fabric and contents, its access, car park and surrounding land, is fully supervised to keep those premises safe from damage or change of any sort.
  3. A fully charged mobile phone is available for use in an emergency, and that number has been made available to the hall.
  4. The purpose and conduct of the hire does not disrupt the use of any room hired by others.
  5. Behaviour of all persons, whatever their capacity, using the premises, remains under control.
  6. Car parking arrangements are controlled to avoid obstruction of the highway.
  7. No excessive noise occurs during the hire.
  8. A minimum of noise is made by any person on arrival or departure particularly late at night or early morning in respect of our neighbours.
  9. Any electrical appliances brought onto the premises for use shall be certified safe and in good working order, and used in a safe manner, using residual current circuit breakers where appropriate.

4. The Hirer is responsible during the whole period of hire for making sure that :
  1. The premises are NOT sub- hired or use for any purpose other than that described in the hire agreement.
  2. The premises are NOT used by the hirer or anyone else for any unlawful purpose or in any unlawful way.
  3. NO birds or animals, except guide dogs, are brought in the building, without written permission of the Hall.
  4. NO animals whatsoever enter the kitchen or kitchenette at any time.
  5. Nothing that may endanger the premises is allowed to be brought onto the premises.
  6. NO action is allowed that may render any insurance cover for the premises invalid.
  7. NO DRUGS are allowed on the premises and smoking is only permitted in the designated smoking areas.
  8. NO LPG appliances or highly flammable substances are brought onto the premises, without permission of the hall.

5. The Hirer is responsible at the end of the hire for making sure that :
  1. Everything is left clean and tidy with rubbish removed.
  2. All equipment, chairs and tables have been returned to storage positions tidily,
  3. The premises are cleared of people, all lights switched off.
  4. All doors and windows locked securely, unless the Hirer has been advised that a room or public area is in use by another continuing hire.
  5. All rubbish has been remove from the site.

6. Authority to supply alcohol or to provide public entertainment NO alcohol may be supplied or consumed on the premises under any circumstances without the specific written authority of the Hall. Performance of entertainment for the public also requires specific written authority of the hall. The Hall may choose to require that the Hirer shall obtain a Temporary Event Licence at his own expense, but no Hirer may seek such a licence without the consent of the Hall.

7. Compliance with The Children Act of I989 The Hirer shall
ensure that any activities for children under eight years of age comply with the provisions of The Children Act of I989 and relevant succeeding legislation. Any activity for all children must be operated in accordance with guidelines available for relevant activities, and only fit and proper persons have access to the children.

8. Compliance with other relevant legislation The Hirer must in particular make sure
that the users:
  1. Do not contravene the law relating to gaming, betting, and lotteries.
  2. Comply with all conditions and regulations required by the Premises Licensing Act, particularly in connection with events which include public dancing or music, or stage plays, or films, or similar entertainment.
  3. Observe all relevant food health and hygiene legislation and regulations if preparing, serving or selling food.
  4. Do not contravene the Copyright Act

9. Prevention of Fly Posting
The Hirer shall not
carry out, or permit fly posting, or any other illegal form of unauthorised advertisements, for any event taking place at the premises without prior written permission of the Hall. Any breach of this condition may lead to prosecution by the local authority.

10. Indemnity from the Hirer The Hirer shall
indemnify and keep indemnified each member of the Hall’s Council and Management Committee and the Hall's employees, volunteers, agents and invitees against: - (a) The cost of repair of any damage done to any part of the premises or the contents of the premises. (b) All actions, claims, and costs of proceedings arising from any breach of the Hall Conditions. (c) All claims in respect of damages, including damage for loss of property or injury to persons, arising as a result of the use of the premises (including the storage of equipment) by the Hirer.
As directed by the Hall, 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.

11. Insurance A Commercial Hirer shall
take out adequate insurance to insure the Hirer and members of the Hirer's organisation and invitees against all claims arising as a result of' the hire, and on demand shall produce the policy and current receipt or other evidence of cover to the Bookings Clerk. Failure to produce such policy and evidence of cover will render the hiring void and enable the hall to re-hire the premises to another hirer. The Hall is insured against any claims arising out of its own negligence and its public liability cover extends to cover non profit making, i.e. non-commercial, hirers. (This does not cover bouncy castles or other inflatable devices, fireworks, sponsored walks, rides or similar events) Items stored by any Hirer in the building are not insured except by prior arrangement with the Hall that is confirmed in writing by the Hall.

12. The Hirer must report all Accidents and Dangerous Occurrences The Hirer must
report all accidents involving injury to the public to an authorised representative of the Hall as soon as possible, and complete the relevant section in the Hall’s Accident Book. Any failure of equipment, either that belonging to the Hall, or brought in by the Hirer must also be reported as soon as possible. In accordance with the 'Reporting of Injuries, Diseases and Dangerous Occurrences Regulation' 1995, certain types of accident or injury must be reported on a special form to the local authority, (forms are kept in the kitchenette) and The Hall Manager will give assistance in completing this form on request.

13. Stored equipment The Hall
accepts no responsibility for any stored equipment or other property brought onto or left at the premises and all liability for loss or damage is hereby excluded. All equipment and other property, other than that stored on the premises by agreement, must be removed at the end of each hiring or storage period. The Hall may dispose of any such items 7 days thereafter at its discretion, by sale or otherwise on such terms and conditions as it thinks fit, and charge the Hirer daily storage fees and costs incurred in storing and selling or otherwise disposing of the same.

14. No alterations NO alterations or additions
may be made to the premises, and NO fixtures are to 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 the Hall. Any alteration, fixture or fitting, or attachment, so approved shall, at the discretion of the Hall, remain in the premises at the end of the hiring and become the property of the Hall or, be removed by the Hirer. The Hirer must make good to the satisfaction of the Hall any damage caused to the premises by such removal.

15. Continuing hires
Once a regular weekly hirer has signed a hire agreement subsequent use of the same facilities for the same purpose will be deemed to be governed by that hire agreement, notwithstanding that dates or times of use have not been inserted appropriately in clauses 1 or 5.The The Hall reserves the right to give notice that specific hire dates otherwise considered booked will not be available in order to accommodate special requirements of other hirers from time to time. The Hirer may give notice that no hire is required for specific dates within the continuance. All notices to be in writing at least 10days in advance.

16. Cancellation by the Hirer
If the Hirer cancels the booking before the date of the event and the Hall is unable to conclude a replacement booking, the Hall may, at its discretion, require a further payment of hire fees or withhold part of the special deposits and hire charge already paid.

17. Cancellation by the Hall The Hall
reserves the right to cancel a hiring by written notice to the Hirer in the event of the premises being required for use as a Polling Station for a Parliamentary or Local Government election or bye-election or referendum or, the Hall reasonably considers that: a) Such hiring may lead to a breach of the licensing conditions, or other legal or statutory requirements, or b) Unlawful or unsuitable activities may take place at the premises as a result of the hiring, or c) The premises have become unfit for the use intended by the Hirer In any such case the Hirer shall be entitled to a refund of any deposit or hire fees already paid, but the Hall shall not be liable for any resulting direct or indirect loss or damages whatsoever.

17. Restriction of benefit of the hire agreement
None of the provisions of the hire agreement are intended to or will operate to confer any benefit pursuant to the Contracts (Rights of Third Parties) Act 1999 on a person who is not named as a party to this Hire Agreement. The hire agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.

18. Hire Deposit Arrangements
A deposit of £250.00 will re required from the Hirer for each individual event, which will be kept and not deposited by the Hall. At the conclusion of the Hire Agreement, the Hall shall visually check that premises and ensure all the above relevant clauses have been carried out and completed, and that no damage has been caused during the agreement period. If the Hall decides that any of the above clauses have not been completed to a satisfactory standard or any damage has been caused, the cost of which shall be taken from the deposit.

Stewart Nash (
Group Scout Leader) 22 Hatherleigh Close, Morden, Surrey, SM4 5AD enquiries@1stkingstonhillscouts.co.uk Registered Charity No. 303755 Scout Registration No. 5967