Solihull Lodge Community Association
Grafton Road
Solihull Lodge
B90 1NJ
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Hire Agreement

Terms & Conditions for the hire of Solihull Lodge Community Association

  1. Definitions:
  • The Venue – The building (and immediate surrounding area) with the address of Solihull Lodge Community Association, Grafton Road, Solihull, West Midlands, B90 1NJ
  • The Association – The trustees and direct agents of Solihull Lodge Community Association, registered charity number 523009, registered at The Venue
  • The Hirer – The person(s) making a Booking to hire The Venue, whose details are recorded when making the Booking – or another person nominated by this person as agreed with The Association.
  • Booking – A period of time on a given date where The Hirer can make use of specified, pre-agreed rooms and facilities of The Venue for an activity or event as described when specifying their Booking to The Association
  1. Charges and confirmation
  • Charges for the hire of the whole or part of The Venue and associated services are available upon request (estimated charges are available when making a Booking)
  • Additional charges may be applicable for certain uses of The Venue, when this is the case The Association will make contact with The Hirer to confirm these additional charges will apply
  • Once a Booking request has been made by The Hirer The Association will issue an invoice for payment by email
  • The Booking will be confirmed on payment of the invoice.
  • At The Association’s discretion, Bookings of The Venue may require the payment of an insurance/behavioural deposit ahead of the Booking and will be included either on the initial invoice or as a separate invoice. The insurance/behavioural deposit is refundable to The Hirer within 7 days of the Booking end time unless forfeit by failing to follow this agreement or as a result of damages caused to The Venue – this deposit must be paid for in full before the Booking commences
  • Unless otherwise agreed with The Association in writing, invoices for the Booking must be paid before the Booking start date and time, failure to pay in advance will be considered as being a cancellation of the Booking by The Hirer at short notice, thereby resulting in no refund to The Hirer and the invoice remaining payable by The Hirer to The Association
  • For agreed regular hirers (as notified by The Association), Bookings are invoiced monthly in advance to The Hirer. Bookings will be confirmed before payment is made by The Hirer where this condition applies.
  1. Booking Start and End
  • In accordance with their Booking The Hirer will be granted access to the rooms and facilities of The Venue at the start time of the Booking.
  • The Hirer‘s right to access to The Venue will cease at the end time of the Booking.
  • Unless otherwise agreed with The Association, no extra time will be provided to The Hirer to carry out setting up and packing down of their activity/event.
  • Any additional time used by The Hirer for use of/access to The Venue beyond the Booking start or end times will be billed at a rate determined by The Association (usually at double the hourly hire rate, billed in whole hours even when hours are only partly used by The Hirer)
  1. Keys and Access Cards
  • By discretion of The Association, The Hirer may be provided with keys/keycards for direct access to The Venue for the purpose of carrying out their Booking
  • Where keys/keycards are provided to The Hirer for access to The Venue, The Hirer will be provided with training on policies and procedures for usage/preparation/closure of The Venue, including handling of fire exits, lighting and other items as required by The Association – it is the responsibility of The Hirer when they have been provided with keys/keycards to adhere to these policies and procedures.
  • Changes to policies and procedures will be notified to The Hirer when they occur where they result in changes to the handling of preparing/closing The Venue.
  • Where keys/keycards have been provided to The Hirer for access to The Venue, these keys/keycards are required to be returned to The Association without undue delay at The Association’s request.
  • In the case that The Hirer has been provided with keys/keycards by The Association, it is the responsibility of The Hirer to ensure that doors, windows and shutters of The Venue are closed and locked at the end of their Booking and that The Venue is secure in accordance with the training provided
  • Loss of keys/keycards should be notified to The Association immediately and may, at the discretion of The Association, incur additional charges for replacement of keys/keycards & associated locks.
  1. General Responsibilities.
  • The Hirer (or a designated other person identified by The Hirer to The Association) must physically be present at The Venue during the times booked and shall not use (or allow others to use) The Venue for any purpose other than that described in the original Booking details submitted to The Association (or any changes to those details as agreed between The Hirer and The Association). 
  • The Hirer is required to ensure that no smoking or vaping occurs except in designated areas where present at The Venue
  • It is required that The Hirer report any maintenance issues or damages to The Association as soon any issues or damage becomes apparent.
  • No glassware, glass bottles or alcoholic beverages are to be taken outside of The Venue by The Hirer or any persons attending The Hirers activity.
  • The Hirer is responsible for ensuring that noise outside The Venue is to be kept to a minimum as appropriate for the residential situation in which The Venue is located – The Association reserves the right to adjust volume levels of audiovisual equipment, including to terminate the usage of such equipment if this responsibility is not met.
  • The Hirer must not allow any persons attending their activity/event to do anything within, or in the immediate surrounding area of, The Venue which is, or may become, a nuisance to The Venue, other hirers, or the local residents (including but not limited to excessive noise, arguments, fighting or illegal activities). The Hirer shall be responsible for requiring any person causing such nuisance to leave The Venue and to inform The Association of any such occurrence.
  • The Hirer shall ensure that their event/activity complies with all relevant legislation and regulations.
  1. Safeguarding
  • For activities/events where children or vulnerable adults are in attendance without a parent/guardian/carer present The Hirer is responsible for providing The Association appropriate policies & procedures upon request. This includes, but is not limited to, safeguarding policies, parental contact procedures & emergency procedures for handling injuries requiring immediate relocation of a person from The Venue to a medical facility. 
  • The Hirer is required to adhere to the policies provided to The Association
  • The Hirer can provide updated copies of policies and procedures to The Association as required
  • The Hirer is required to be able to produce to The Association valid DBS checks (or other appropriate documentation) for all persons interacting with children or vulnerable adults during events/activities where children or vulnerable adults are in attendance without a parent/guardian/carer present.
  1. Fire
  • The Hirer is to ensure that no naked flames are present within The Venue.
  • The Hirer shall ensure they are familiar with the fire alarm points, fire evacuation procedures & routes and the usage thereof
  • The Hirer is to ensure that all fire exits are unlocked and kept clear at all times during their Booking.
  • The Hirer is to ensure that fire doors in The Venue are not to be propped or left open at any time.
  • The Hirer is to ensure that lights in the exit foyers remain on at all times during their Booking, any failure of lighting in these areas is to be notified to The Association without delay.
  1. Hygiene
  • Where The Hirer carries out activities which involve preparing, serving or selling of food or drinks they shall observe all relevant food and hygiene legislation and regulations.
  • Where The Hirer utilises external catering companies it is the responsibility of The Hirer to ensure that such caterers are compliant with relevant health and hygiene legislation and regulations.
  • It is the responsibility of The Hirer to remove all food and drink they have brought to The Venue. All excess food and drink must be removed from the venue by The Hirer at the end of their Booking
  • The Hirer shall clean areas of The Venue they have utilised. The Association reserves the right to pass any excess costs for cleaning required by The Association as a result of The Hirer failing to clean The Venue to a reasonable standard to The Hirer
  • Where the Booking includes use of the kitchen/bar areas The Hirer shall ensure all crockery, utensils and glassware are cleaned and returned to their respective covers
  • The Hirer shall ensure the cooker and fridge are left in a clean and empty condition.
  • The Hirer shall ensure The Venue and surrounding area is left in a clean and tidy condition including all equipment, goods and other materials. Ensuring all rubbish is removed from The Venue at the end of the Period of their Booking. 
  1. Electrical Appliance Safety
  • The Hirer shall ensure that any electrical appliances intended to be used by The Hirer at The Venue are in safe working order.
  • The Hirer shall ensure general safety of persons by routing cables such that they do not present trip hazards. Responsible routing of cables including utilisation of cable covers and appropriate tape is suitable for this. The Hirer is responsible for ensuring tape is removed after use.
  1. Alterations & Damages
  • The Hirer must not make any alterations to The Venue without the prior written consent of The Association.
  • The Hirer will be responsible for any costs associated with both temporary and permanent fixes required to The Venue as a result of any damage incurred to The Venue during the Booking (irrespective of if this damage was caused by members of the public attending The Hirers event/activity)
  • Costs for damage incurred to The Venue as a result of The Hirer failing to adhere to this agreement will be the responsibility of The Hirer 
  1. Health and Safety Compliance
  • The Hirer shall be responsible for the health and safety aspects of the use of The Venue during their Booking.
  • The Hirer shall ensure they are familiar with the location of first aid kit, location of the accident reporting book and the usage thereof
  • The Hirer shall ensure that any injury to persons within The Venue are recorded in the accident log book and notified to The Association.
  1. Insurance & Licensing
  • The Hirer shall maintain Public Liability Insurance for any activity for which The Association’s insurance does not provide cover (an exemptions list is available on The Association’s website at https://slca.org.uk/excluded-activities/). A copy of The Hirer’s insurance certificates shall be provided to The Association not less than 28 days before their Booking unless otherwise agreed with The Association.
  • The Hirer shall not apply for a Temporary Event Notice (TEN) without the express written permission of The Association. (The Association will usually apply for a Temporary Event Notice on The Hirers behalf unless otherwise agreed with The Hirer)
  1. Storage of Equipment
  • At The Association’s discretion, permission may be granted to The Hirer for storage of equipment within The Venue in a designated location – an additional charge may apply for this permission and will be included on invoices to The Hirer
  • The Association accepts no responsibility for theft, damage or loss of any equipment left at The Venue by The Hirer
  • The Association has the right to move equipment owned by The Hirer to other locations within The Venue without notifying The Hirer in advance (for example to facilitate maintenance, in the event of an escape of water or any other reason) – The Hirer will be informed after-the-fact if this occurs
  • The Association can revoke this permission at any time by providing The Hirer with 14 days notice to remove their belongings from The Venue, any belongings of The Hirer remaining at The Venue after this period will be deemed as abandoned by The Hirer and become the property of The Association. 
  • The Hirer shall not store any dangerous or illegal materials, substances or objects which may present a liability, health or fire hazard within The Venue
  • The Association reserves the right to inspect what is being stored at The Venue by The Hirer to ensure no hazardous or illegal materials, substances or objects are being stored within The Venue, The Hirer will be responsible for the immediate removal of any substances, materials or objects which are deemed to be hazardous or dangerous. Any illegal substances, materials or objects identified by The Association will be reported to the relevant authorities without notification to The Hirer.
  • Failure by The Hirer to immediately remove identified hazardous or dangerous substances, materials or objects will result in ownership transferring to The Association for disposal, the cost of which will be the responsibility of The Hirer
  1. Cancellation
  • Cancellation of a Booking by The Hirer with less than two weeks (14 days) notice will result in no refund of payment made by The Hirer unless otherwise agreed with The Association and any invoices issued to The Hirer are still payable.
  • The Association reserves the right to cancel a booking at any time and for any reason. This will result in the refund of The Hirer’s booking fee, unless the cancellation is as a result of The Hirers breach of this hire agreement. Refunds are usually handled within 7 days where applicable.
  • The Association is not liable for any costs incurred by The Hirer in excess of the original charge for the Booking.
  1. Late Payment/Failure To Pay
  • Failure to make payment of issued invoices within the terms stated on the invoice will result in a late payment fee of £20 payable by The Hirer unless otherwise agreed with The Association in writing
  • Continued non-payment of invoices will accrue additional charges of £20 per calendar month after the initial late fee unless otherwise agreed with The Association in writing
  • The Association reserves the right to suspend/cancel all future Bookings of The Hirer if they are in payment arrears without prior agreement.
  • The Association reserves the right to pass the details of unpaid invoices and personal details of The Hirer to debt collection agencies in order to recover unpaid invoices. The Hirer is liable for all costs as a result of debt collection activities carried out to recover unpaid invoices.
  1. Data Protection
  • Personal data supplied to The Association in order to make a Booking will be held and used in accordance with the Data Protection Act 2018 and UK GDPR for management, planning and in the provision of services by The Venue to The Hirer.
  • Aggregated, anonymised data may be used by The Association for statistical analysis and other purposes.
  • Photographs and video recordings may be taken by The Association for the purposes of advertisement and fundraising – please discuss with The Association if you wish for us to avoid taking photographs/video recordings of your event.
  • CCTV is in operation at all times within The Venue and is accessible to The Association for the purposes of crime prevention and general monitoring of The Venue
  • The Association reserves the right to pass personal data/photographs/video and CCTV footage to law enforcement should this be required as part of an investigation
  • Personal data, photographs, video and CCTV footage may be stored by The Association on third party data storage compliant with GDPR and the Data Protection Act 2018
  1. General Terms
  • The Association shall not be liable for any death, injury, loss or damage however so caused to The Hirer, persons using The Venue and/or to their property except for death or personal injury or damage to property caused by negligence on the part of The Association; or any matter in respect of which it would be unlawful for The Association to exclude or restrict liability.
  • The Association may from time to time amend, update, add to or delete terms from this agreement – Hirers who regularly make Bookings with The Association will be informed by email whenever this occurs.
  • If any term of this agreement is held invalid or unenforceable by a court of competent jurisdiction, the remaining terms of this agreement shall remain in force and effect, and such invalid or unenforceable terms or portion thereof shall be deemed omitted.
  • No term of this agreement shall be enforceable under the Contracts (Rights of Third Parties) Act 1999 by a person who is not a party to this agreement, but this does not affect any right or remedy of a third party which exists or is available apart from under that Act.
  • This Agreement will be governed by and to be interpreted in accordance with the laws of England and the English courts shall have exclusive jurisdiction with respect to any dispute arising under this Agreement.