Booking Terms & Conditions

This Booking Form, when completed by the Hirer (being the club, school, company or individual booking the facility & being over 18), together with these conditions and any special conditions, shall constitute the Agreements for Hire of the Council (London Borough Of Havering) premises at myplace (the Council).

Payments

1. The Hirer shall be responsible for payments and any other charges to do with the hire.

2. The Hirer is personally responsible for ensuring all the Terms and Conditions of the Council’s hiring policy are adhered to.

3. One off bookings must be paid in full, 28 days prior to the event; if made outside of the 28 days, a deposit of 50% of the estimated fee will be due; for bookings made within the 28 days, payment must be made in full at the time of booking.

4. Regular/block bookings e.g. weekly bookings, must be paid a minimum of 7 days in advance, (a payment schedule can be agreed with the Hirer, however all payments must be in advance). This will not be refundable if the hirer cancels for any reason within this time. Failing to arrive for two consecutive bookings without giving prior notice will be deemed as cancellation by default. Management will have discretion to accept payment in arrears if the hirer is being funded by a third party and they will not pay upfront i.e. only on outcomes (subject to proof).

5. In the event that payment is not made by the appropriate time, as detailed above, the Council will assume the booking is cancelled.

6. All areas shall be left clean, tidy and free from damage. Any additional cleaning, repair or necessary replacement undertaken by the Council as a result of the function shall be charged and payable within 15 days of providing an invoice.

7. The Hirer shall be liable for any additional expenses incurred by the centre, including an hourly charge, if the event overruns.

8. The Hirer will ensure that a responsible adult, over the age of 18, will be present on the premises at all times during the period of the hiring.

9. The Hirer should use the booking pack to familiarise themselves and their guests with the position of fire alarm points, firefighting equipment, telephones, escape routes and the location of the external evacuation assembly point for the Centre.

Cancellation by the centre

i. The Council reserve the right to cancel any booking up to and including the date of hire (notice will be given as far in advance as possible) & to refuse admission to the centre. In these instances the Hirer will be limited to a full refund only.

ii. The Council reserve the right to close the centre or make changes to its opening hours for health and safety reasons/maintenance/special events. Including: parliamentary/local/European elections/a civil emergency/any other event of local/national importance. In the event of such cancellation the Hirer will be limited to a full refund only.

iii. The Council will not be liable for any other expenditure incurred or loss sustained by the Hirer arising from the cancellation.

Cancellation by the hirer

i. For one off bookings: 28 days prior to the beginning of the booking a full refund will be given, after this no refund will be given.
ii. For regular/block bookings: 7 days prior to the beginning of the booking a full refund will be given, after this no refund will be given.
iii. All cancellations must be given in writing.

Rules and Regulations of Use

1. We require all NEW BOOKINGS to produce their risk assessment and other relevant paperwork a minimum of 14 days prior to their proposed start date. Failure to do so could result in a delay or cancellation of your booking.

2. The Hirer shall ensure the Council has a copy of an up to date Public Liability Insurance form. Failure to do so could result in a delay or cancellation of your booking.

3. The Hirer shall not assign or sub-let the right to use the facilities and must only use the facility for the agreed purpose.

4. Set up and down of equipment will be undertaken during the Hirers booked time.

5. The following items MUST NOT be brought onto the premises without the written permission of the Council.

i. Crockery and glass

ii. Animals (except guide dogs)

iii. Electrical equipment (including kettles, urns & stoves)

iv. Hazardous substances

v. HELIUM BALLOONS

6. No person under the age of 16 years is to be permitted on the premises without suitable and adequate supervision

7. The Hirer shall keep all noise at a level which is acceptable and will reduce noise levels immediately if instructed by a member of staff.

8. On arrival at, and departure of the centre, the Hirer must show consideration towards local residents living near the centre, particularly during the evening.

9. The Hirer shall not grant sound or television broadcasting/filming rights without prior conditional consent of the Council. The consent may impose conditions with which you must comply.

10. Only cars displaying disabled badges may park in the disabled parking bays.

11. No equipment can be stored onsite without the written permission of the Management.

12. Parties are not permitted, unless for children under the ages of 12. Parties for all other ages will be by the Councils discretion only.

13. Your booking is only confirmed once written confirmation from the centre has been sent.

14. No equipment or harmful/flammable substances shall be brought onto site without prior permission of the Council (all electrical certification and COSHH sheets will need to be supplied prior to permission being given).

15. The hirer should ensure that suitably qualified persons appropriate to the activity shall be in attendance at all times.

Copies of these qualifications should be passed to the Council at the point of booking.

16. No structural or other alterations shall be made to the fabric of the building. Any alterations to the furniture, fixture or fittings requires prior written consent of the Council.

17. No advertising may be placed in any area of the myplace building and grounds without the permission of the Council.

18. The Council reserve the right to enter any part of the facility at any time with or without a third party, without stating reason.

19. No hirer is permitted to:

i. use our premises for gaming or wagering other than lawful gaming carried out in line with the Gaming Act 1968.

ii. have a fire or any naked flame in or on any property subject to the booking form without prior consent of the Council. The Hirer will comply with all conditions attached to such consent.

20. Provision of alcohol at any event is at the Councils discretion only & will comply with any licensing laws.

21. In signing the booking form, the Hirer agrees to strictly abide by the myplace Safeguarding Children & Young People policy, procedures and Code of Conduct in line with the Children Act 2004.

22. The Hirer will take an active role in observing & implementing the London Borough Of Havering’s policy regarding Equality Act 2010. Failure to act in an inclusive and non-discriminatory manner and comply with the policy could result in the Council refusing to hire the venue or the booking being cancelled by the Council.

23. All documents held by the Council will be kept in line with the Data Protection Act 2018 (UK GDPR).

24. The Council will not accept bookings for meetings or events by organisations deemed by the Council to be political in nature which are open to members of the public, on the basis that the organisation would be deemed by the Council to be involved in electioneering or canvassing (either knowingly or inadvertently). Bookings for meetings or events that can only be attended by members of the organisation are acceptable.

Liability

1. The Council accepts no responsibility for the loss of, or damage to, property or injury, illness or death, on these premises unless caused by its own negligence. The Councils insurance policies do not cover property not belonging to the Council.

2. The Hirer must make sure that all users are aware that they are solely responsible for the security of their personal belongings and the Hirer should put up a sign to this effect.

3. Any lost items are kept for one month before disposal.

4. The Hirer is responsible for informing the Council of any persons who sustain injury or loss in myplace during the period of the hiring. This information must be presented in writing to the Council within 24 hours of the event. Any further information required by the Council must be made available on request.

Emergency Procedures

1. All fire escapes and fire routes must be kept clear at all times.

2. If the fire alarm sounds at the centre you must immediately leave the centre by the nearest available exit and meet at the designated meeting point and comply with any directions from our colleagues.

3. You must report any accident, injury or damage immediately to the staff at the centre.

Comments

If you wish to speak to someone regarding the level of customer service, please talk to the staff immediately. All user/hirers must comply with these conditions of use, have regard for the safety of, and behave considerately towards other users, colleagues, the building and equipment. Any user/hirer not doing so may be asked to leave the centre and must do so immediately. You are responsible for the behaviour of any children you bring to the centre and must explain any relevant rules and conditions to them. You must comply with notices and signs on display in the centre.