Lettings
Policy
Conditions
Governing the Letting of
Conditions
1,4,7,8,9 apply to all lettings of
A
Signed contract must be completed for each booking agreeing to all of
these terms and conditions for the letting to be authorised
1
GENERAL
CONDITIONS
1.1
Applications for the use of Sports College Premises
must be made to the Sports Colleges Operations Director and responsibility
for their approval rests with the Head and the Sports College Governors.
The person signing the application will be deemed to be the hirer who must
be at least 18 years of age and must accept responsibility for ensuring
compliance with these conditions.
THE HIRER MUST COMPLY
WITH THE LAW OF THE LAND
1.2
Hirers will be informed, at the time when the
application is approved of the charge for use of the facilities required.
Payment will be made in advance, at the time the letting is confirmed, or
by agreement on invoice within 30 days of invoice date after the letting.
If there is any damage or the need for caretakers \ cleaners to work
longer than expected after the letting, the hirer will pay any subsequent
account sent to him \ her.
1.3
The
1.4
Any intention on the part of the hirer to cancel a
letting must be notified to the Operations Director, via the Lettings
Assistant at least 24 hours before the letting is due to commence. In the
event the hirer failing to give at least 24 hours notice, no reimbursement
of the hiring fee will be made and if preparatory works have already been
undertaken the hirer will bear the actual costs involved. Cancellation
fees will be charged for the cancellation of any letting up to 50% of the
original hire fee.
1.5
The Sports College Care Team or Events Team will
prepare for lettings, do any necessary cleaning afterwards and where the
1.6
No structural alterations to
1.7
A) The hirer is responsible for providing
supervision throughout the letting and must satisfy the Head, through the
Events Manager that the arrangements made are adequate
B) The hirer or his accredited representative
must be in attendance at all times and must accept responsibility for any
damage caused to the Sports College grounds, playing fields, buildings,
fixtures, fittings, furniture and equipment resulting from this letting.
1.8
Hirers are responsible for arranging their own
insurance for:-
a)
Personal accidents
b)
Third party claims
c)
Any loss or damage to the
If hirers arrange their own insurance. This should be at least £5,000,000
public liability cover.
The Governor’s Finance Committee have decided that the
The premium for this cover is 15% of the letting fee: a 6% Insurance
Premium Tax (IPT) will be added to this charge. This amount will
automatically be added to all invoices unless we have already been
provided with a written copy of documentary evidence of your own public
liability insurance e.g. copy policy certificate, that these risks are
already covered by you separately.
1.9
If
it is intended to organise a public performance or entertainment, or
performance of music,
singing or dancing to which members
of the public are admitted. Hirers are advised to
consult with the Events Manager who will advise to which parts of
the premises are
adequately licensed for these purposes, before admitting a
permanent application.
1.10Footwear which is likely to cause damage to
the
French Chalk or its equivalent must not be
put down on the floors when the hall is used for dancing.
1.11Members of the Public must not be admitted to
the
1.12Alcoholic Liquor must not be sold or consumed
on
approval has been given by the Headteacher or designated Premises
Supervisor
1.13
1.14Child Protection –
Seriously.
a)
Sports Clubs - if
you are a sports club or sporting user working with children (18 and
under) you will need to provide evidence your coaches having attended
child protection workshops and have valid and current enhanced CRB checks.
A child protection policy for your organisation will also be required to
be copied to WPS at the start of your hiring period. This will be a
requirement of the letting with your organisation
b)
Arts Organisations – Chaperone licensed personnel
will be required to ensure the protection of child performers (Please see
Phoenix Arts Centre section 5 for further details)
1.15Cancellation Fees:-
50% of the fee is payable for any cancellation of letting up to 3
months in advance, The full fee is due from 6 weeks prior to the event.
Cancellations three months prior to the event will not incur any
cancellation fees, but may incur administration fees to cover any work
already done for the event.
1.16It is against the law to smoke in an enclosed
public place and hirers must ensure their visitors comply with this
legislation
2.
ADDITIONAL
CONDITIONS GOVERNING THE LETTING OF SPORTS COLLEGE MEALS, KITCHENS OR
SCULLERIES.
2.1
When the kitchen or
scullery is used, the cook \ supervisor or another member of the Sports
College meals staff must be in attendance throughout the letting, for
which there will be an additional charge.
When Tea and Coffee only is made and no cooking is
involved, at the discretion of
the Events Manager at the time the application is made, permission may be
granted to use the surfaces only.
2.2
If boilers, cooking
ranges or hot cupboards are used the member of the
2.3
Hirers will be
expected to provide their own cutlery, condiments and crockery.
2.4
All equipment and
sinks must be left clean and tidy after use
2.5
No Smoking is
allowed in the kitchen or scullery.
2.6
No animals are
allowed in the kitchen or scullery.
3.
ADDITIONAL
CONDITIONS GOVERNING THE LETTING OF
3.1
If there is any
doubt to the fitness of the ground the hirer must consult the grounds
staff manager, who will make the final decision as to whether the ground
may be used, before the letting takes place. In the event of the ground
being deemed unfit for use immediately before a letting takes place, any
letting charge already paid will be refunded.
3.2
Hirers must be
responsible for ensuring that everyone taking part in lettings involving
the
3.3
Casual spectators
not connected with the letting must not be admitted.
3.4
Stakes or the like
must not be driven into the ground unless permission has been specifically
given.
3.5
Vehicles must not
be driven over or parked upon the playing fields or grassed areas at
anytime. Vehicles must not be parked upon playgrounds (flats) unless
permission has been specifically given.
3.6
Bonfires must not
be lit.
3.7
Animals must not be
allowed on the playing fields.
3.8
No marking out of
pitches may be done except by authorised ground staff unless permission
has been specifically granted.
3.9
Playgrounds (flats)
and fields must be left in a clean and tidy condition after use.
3.10Any loudspeakers must be moderated so as not to cause a nuisance.
3.11Spiked boots \ shoes must not be worn on any synthetic playing surface.
3.12The Events Manager must be consulted in advance if there is any doubt
about the interpretation of the above conditions.
4.
FIRE
PRECAUTIONS FOR ALL VENUES
4.1
The hirer or a responsible person nominated by him \
her in writing shall be in charge of the nominated part of the premises
for the whole time that the premises are open to the public and there
shall be during that time sufficient staff or competent attendants on duty
on the premises. The person in charge shall not be engaged in any duties
which will prevent him \ her from exercising general supervision of the
premises.
THE
HIRER SHALL ASCERTAIN AND COMPLY WITH ANY SPECIAL FIRE PRECAUTIONS
REQUIREMENTS CONTAINED IN MUSIC, SINGING, DANCING THEATRES OR ANY OTHER
LICENCES APPROPRIATE TO HIS\HER USE OF THE PREMISES.
4.2
The seating accommodation, gangways, passages and
stairways in the hired section of the premises shall be provided as
approved by the Chief Fire Officer of the East Sussex Fire Brigade, acting
on behalf of the hiring authority.
4.3
All Gangways, Corridors, Staircases in the hired
section of the premises must be kept entirely free of obstruction and
shall not be used as cloakrooms.
4.4
All exit doors shall be available for exit during the
whole time that the public are on the premises, and shall be opened at the
end of the function for the
use of the persons present at the function.
4.5
Doors and Openings accessible to the public shall have
notices places over them indicating the uses of such portions. Doors and
Openings, other than exits in sight of the audience leading to portions of
the building that are not accessible to the public shall be clearly marked
“No Thoroughfare” and “Private”.
4.6
Mats or other floor coverings shall be secured to
prevent rucking and any drapes hung over exit doors shall be hung to
prevent them trailing on the floor.
4.7
Flammable materials shall not be used for the
decoration of the premises unless such materials have been rendered flame
retardant.
4.8
All electric fires, gas fires, stoves and open
fireplaces in the premises shall be provided with adequate protective
guards.
4.9
Temporary electrical installations which are necessary
for any particular function must comply with the following conditions:-
a)
All temporary installations shall comply fully with
the applicable recommendations and requirements of the current edition
(with amendments) of the following:-
1)
The Institution of Electrical Engineers Regulations
for the equipment of the buildings.
2)
The British Standard Specification and Codes of
Practice.
3)
The Electricity Supply Regulations.
b)
And shall only be
installed by a qualified electrician.
c)
No temporary wiring shall be connected to circuits or fuseboards
feeding the main
auditorium lighting.
d)
Temporary wiring shall be carried out using PVC insulated and
sheathed cable to CMA
manufacture,
and switchgear and apparatus
of a voltage rating of not less than the minimum RMS voltage difference,
which can normally develop under fault conditions.
e)
All additional stage lighting equipment that may be
required shall be kept entirely separate from the existing installation,
portable dimmer units being provided when required, no extensions shall be
permitted from the existing dimmer equipment without the approval of the
f)
All temporary
equipment shall be bonded to the main system of earthing in accordance
with part 4 of the IEE Regulations.
g)
All temporary installations which have been installed
shall be disconnected from the permanent installation immediately after
the occasion for which they have been used.
h)
Any special requirements for installations that are to
be approved, or any item that requires clarification shall be brought to
the attention of the Director of Owen Williams seven days prior to the
proposed date of the required installation.
4.10
The
hirer shall ascertain the position of telephones, escape routes, fire
alarm systems and
fire
fighting equipment which shall be in charge of a suitable person
specifically nominated for the purpose, who shall insure that the
appliances and equipment are always available for use. In the case of
stage performances and exhibitions the local Fire Officer shall be
consulted as to whether any special fire fighting equipment should be
provided.
4.11
Thorough
Checks should be made by the hirer at the end of the letting to ensure no
smouldering
fires or cigarettes are left burning and that all doors and windows are
properly secured.
4.12
If
there is any doubt about the application of any of the above conditions
the advice of the
Events Manager or Headteacher should be sought.
5.
This condition relates specifically for use of the
Phoenix Arts Centre theatre complex which is covered by its own terms and
conditions
LICENSING
5.1
PRS and PPL Licenses and Performing Rights, and
Recorded Music on any function, show or
performance are the responsibility of the hirer, Details on these
licenses are available from
the Theatre Management.
5.2
Permitted Hours for Public Entertainment’s are from
8.30am to 12.00 MIDNIGHT with the last admission being at 10.00pm Monday
to Saturday – On Sundays performances must commence after 2.00pm. Hirers
are reminded that the Arts Centre is situated in a residential area and
therefore should ensure their patrons leave quietly.
5.3
A Fully Equipped team of Technicians service the Arts
Centre please discuss any technical requirements with
the Arts Centre Technical Manager.
5.4
Hirers are responsible for ensuring they have an
adequate list of their guests \ performers that are in the building and
are responsible for doing a roll call and accounting for all of them in
the event of an emergency
evacuation.
5.5
It is the Hirers responsibility to comply with the
Licensing noise restrictions which covers acoustic and electronically
amplified sound these conditions are currently:-
a)
Up to 23.00 Hours an overall sound pressure level of
70 DeciBels (linear weighting)
b)
After 23.00 Hours an overall sound pressure level of
60 DeciBels (linear weighting)
i)
These
limits shall be determined as continuous sound pressure levels for any 1
minute
period(s) in which entertainment sound is audible outside the
premises.
d)
The monitoring position shall be ten metres from the
façade of the premises.
e)
The sound level meter microphone position shall be
between 1.2 and 1.6 metres above ground level.
f)
All sound
measurements should be made using a sound level meter conforming to Type 2
BS EN 60804 or better by methods agreed in consultation with the licensing
authority.
5.6
Permitted Numbers – Permitted audience numbers may
also include performers if seated in the auditorium – these will not
exceed
500
closely seated theatre style
330
seated cabaret style
Where
not closely seated 420
280 lower area 140
upper area
600
standing
200
when used for dancing
160
when closely seated
80
seated theatre style
5.7
All
seating plans to be agreed prior to the event with an events manager –
care should be
taken to ensure gangways and exits are left clear.
5.8
Designated
seating plans for theatre style layouts are held by events management
staff.
5.9
Box
Office ticket stubs or Clickers will be used to ensure license numbers are
maintained
within the venue.
5.10The management reserve the right to refuse admission.
5.11All four licensing objectives must be maintained by
the hirer at all times, namely:
a)
The prevention of Crime and Disorder
i)
All persons
connected with the event to be adequately supervised at all times
ii)
All valuables to be
secured or better still not brought to the venue
b)
Public Safety
i)
No actions by the
hirer or his \ her guests should endanger the public or guests in any
event, it is the hirers responsibility to ensure that their guests or
performers comply with their requests
c)
The prevention of public nuisance
i)
The hirer is asked
to remind all patrons, guests and performers that the Arts Centre is
situated in a residential retirement area. All guests, visitors,
performers and patrons should be asked to leave the site in a quiet an
orderly manner and not to cause nuisance to local residents by their
behaviour. The hirer is responsible for their performers or guests and for
ensuring they comply with this legislation
d)
The protection of Children from Harm
i)
The obeying of the
child protection requirements below
ii)
No children under
the age of 18 should attempt to buy, consume or be provided with
intoxicating liquor whilst on the premises including grounds. Should this
occur the relevant authorities will be involved
CHILD
AND VULNERABLE ADULT PROTECTION
5.12The Phoenix Arts Centre takes its role in child
protection very seriously. All
arts
organisations working with children (Under 16 years) must comply
fully with these
guidelines and any subsequent or additional guidelines from ESCC
child employment
service.
5.13Provision of Chaperones – One registered
Chaperone to be provided by the company for
every 12 children or vulnerable adults
of the same sex that
are on the premises at any one
time. Chaperones must act according to chaperone guidelines and the
training they have
received, they should never leave the child(ren) they are
chaperoning at any times except
while they are performing on stage.
5.14For “Babies” or vulnerable children or adults this
ration may be increased based upon the
risk assessment carried out for the event.
5.15Unauthorised Absence from Education – Performers
must make the correct arrangements
with
College hours in connection with their performance or rehearsal for
the event.
5.16Signing in \ Out – a written sheet to be provided by
the hirer stating names of all cast,
company, chaperones and backstage helpers that are to be on site
for each rehearsal and
performance. Each Chaperones should be identified to a child or
group of children.
5.17All Children will be signed in \ out at the stage door
and released to Parents \ Guardians or
Chaperones as appropriate only.
5.18It is the hirers responsibility to ensure they have
next of kin forms and emergency contact
details
for each child in their care – it is recommended that this also include
a photograph so an individual child be identified in the case of
going missing. This information should also include allergies or
any other relevant information about the child in chase first aid
treatment is required.
5.19No unauthorised persons (i.e. those not on the list
supplied by the hirer) will be permitted
backstage at any time.
5.20Dressing rooms will be allocated with the hirer, four
dressing room spaces are available,
Children
and Adults as well as
Male \ Female should not change together.
5.21Parents are not permitted backstage at any time,
unless with the Events Manager’s
permission.
It may be appropriate if the children are babies, but this is to
supplement not replace the chaperones, and can only happen with the
consent of the hirer and Event Manager. Where parents and children are in
the same performance if they wish to change together they should be in a
separate segregated changing room away from other cast members.
5.22Any Child Protection concerns, injuries or breach of
the above guidelines must be reported
to
and documented by the Duty Manager.
5.23Photographs or Video Recording – no recording either
in still or video format will be
permitted
by the venue unless agreed in advance. If permission is given – the
requirement of all parents of all children in the performance to have
given their written permission for their child to be photographed. If
there are any gaps in this permission no recording of the performance will
be permitted. Any recording is at the discretion of the hirer. The hirer
will be permitted to record the performance for their technical use only.
5.24Child Protection Co-ordinator is the Operations
Director.
5.25Child in Performance Regulations - there are other
regulations governing paid children
working
in performance – namely The children (performances) regulations 1968
these state
that
any child working in entertainment (stage, film, television, radio,
modelling, paid sport) must be cared for by a registered chaperon who is
responsible for the proper care and control of the child, including his\
her comfort, treatment and moral welfare. These and any other relevant
regulations must be adhered to in allowing children to perform in
performance.
5.26CSA Sports Colleges are exempt from the child in
performance and chaperone regulations
when
performing under their
5.26.1
First Aid – First aid provision will be provided by
the venue duty manager or duty first aider should any accidents \
incidents occur in line with ESCC policy.
5.27Medication – no medication (including pain killers)
can be provided to any injured person \
persons on site. Parents may do this at their discretion.
5.28Illegal Drugs – Illegal drugs will be confiscated
and dealt with under the venues drug policy
– as laid down by the SIA and Police.
DISABILITY
DISCRIMINATION ACT
5.29All Hirers are reminded under their obligations under
the DDA and will ensure that no one is
discriminated against anyone due to their disability, race or
religion.
5.30The Phoenix Arts Centre, Management or Staff do not
discriminate against anyone due to
their disability, race or religion.
5.31The Venue has put in place a number of measures to
ensure that the DDA is fully complied
with within its venues namely:-
a)
Provision of an accessible WC front of House.
b)
Provision of an accessible WC backstage.
c)
Provision of an accessible lift to the lower area.
d)
Provision of an Infra red induction loop system
transmitting two channels of audio to receivers. These may be borrowed fro
a deposit from the box office for each performance.
e)
The provision of yellow and white edgings and
handrails on all staircases.
f)
The provision of
dedicated disabled car parking bays.
g)
Fully trained staff that will assist any visitor to
the best of their ability.
h)
Lowered box office section catering for
wheelchair users.
Should
you have any comments on the venues disability policy please speak
directly to the Operations Director
6.
ADDITIONAL
CONDITIONS GOVERNING THE USE OF THE WILLIAM PARKER COMMUNITY ATHLETICS
ARENA (CAA)
The
William Parker Community Athletics Arena
is managed by The Arena Management Committee (hereinafter referred to as
the A.M.C) on behalf of East
Sussex County Council, Hastings Borough Council, the Governors of William
Parker Sports College and Hastings Athletic Club, and the Arena is
referred to throughout as the “Arena”.
The Secretary means the Secretary of the A.M.C. of the Arena or a
representative of the Secretary appointed to act on behalf of the
Secretary. The “Hirer” is
defined in condition 2(a) below. The “Arena” shall generally mean the
track enclosure, the changing rooms, toilets and designated parking areas.
All other parts of the
6.1
VENUE
In
all printed material such as correspondence, leaflets, posters, the venue
must be referred to as The William Parker Community Athletics Arena. The
address for all correspondence should be as the heading at the top of this
page. All posters, leaflets,
advertising copy etc., to be used in the promotion of events to be held at
the Arena MUST receive the
prior approval of the Secretary and the right is reserved to refuse to
exhibit any such posters at the Arena.
6.2
APPLICATIONS
(A) All applications
for hire must be made in writing on the official application form.
The person making the application will be deemed to be the
responsible Hirer save that, where an organisation is named, that
organisation shall be considered the Hirer and shall be jointly and
severally liable with the person who signs the form.
The application only becomes a booking when it is confirmed in
writing by the Secretary and the A.M.C reserves the right to refuse any
booking at its discretion.
(B) Any application
for hire which involves advertising outside the Arena will require a
refundable deposit of £50 to
be held by the A.M.C (See Condition 19)
6.3
CANCELLATIONS
(a) By the
Hirer - In the case of a cancellation of a booking, the Hirer shall
pay the A.M.C the full charges unless the M.C has been able to secure an
alternative booking. Cancellation
must be made in writing.
(b)
By
the M.C - The A.M.C reserves the right at any time
to close or prohibit the use of any of the facilities at its discretion.
The A.M.C will not be liable for any loss or expenditure incurred
by or on behalf of the Hirer or by or on behalf of any person arising from
the exercise of this discretion or from the cancellation of any booking by
the A.M.C. The A.M.C will refund such fees paid as it considers reasonable
in the circumstances.
6.4
CHARGES
If
the booking is accepted, confirmation and an invoice will be sent.
The booking may be cancelled by the A.M.C if the invoice is not
paid in full within 7 days of the date of the invoice..
a) The
A.M.C reserves the right to require a deposit in respect of any proposed
hiring or event.
b) Published
charges do not include “setting up” and “breaking down” times
which must also be paid where any part of the Arena has to be specially
prepared for the function booked.
c)
A
minimum further charge of £40.00 per hour will be incurred if a Hirer
fails to ensure that any equipment not provided by the A.M.C is removed
within one hour of the end of the event.
6.5
INDEMNITY AGAINST CLAIMS AND INSURANCE
a) The
use of the Arena is entirely at the risk of the Hirer who shall be liable
for any claim in respect of:-
(1) Personal
injury or death arising out of the booking except to the extent that the
same is due to any act of negligence of any person for whom the A.M.C is
responsible.
(2) Loss of or
damage to property whether real or personal and whether belonging to the
A.M.C or otherwise.
b) The
Hirer shall indemnify the A.M.C against and from all costs, claims, loss,
expenses, demands, charges or liability howsoever arising from the
liability of the Hirer in 5 (a) above
c)
The
Hirer shall if required by the A.M.C adequately insure with an Insurance
Company approved by the A.M.C against any or all of the foregoing risks
and shall produce
evidence of such insurance upon
demand. The Hirer is hereby required to insure under this Clause in the
case of all hirings of the facilities throwing events and such other
activities as the Secretary may deem to be potentially dangerous. The
minimum level of cover required is £5 million.
6.6
MAXIMUM NUMBERS TO BE ADMITTED
The
maximum number of persons to be admitted to the Arena during the period of
the hiring is not to exceed the number notified to the Hirer in the
confirmation of booking.
6.7
DAMAGE
Nothing
shall be driven into or fixed or fastened to any part of the Arena or its
furniture or fittings or equipment and the Hirer shall take every
precaution to avoid damage to the same.
The Hirer shall pay to the A.M.C on demand the cost of repairing or
making good any damage to the Arena or any part thereof (fair wear and
tear excepted) arising out of or incidental to the hiring or for the loss
of any equipment included in the hiring.
Any HEAVY EQUIPMENT to be used within the Arena must be identified on
the Application. No other
heavy equipment may be used. The
Hirer will be charged for the cost of reinstatement repair or replacements
considered appropriate by the Secretary.
Hirers are advised to consider obtaining insurance cover against
the cost of ground reinstatement that may be required due to using
facilities during adverse weather conditions or in other cases where the
nature of the equipment used could render the Hirer liable for the repair
or replacement of expensive equipment.
6.8
GENERAL RESTRICTIONS
1
The Facility shall not be used when it
or any part of it is in the reasonable opinion of the A.M.C. is in such
condition as to be dangerous to users or when used may lead to physical
damage to any part of the Facility.
2
The Facility shall not be used
otherwise than in accordance with any reasonable directions given by the
A.M.C. from time to time.
3
No ball games shall be played on any
part of the Facility without the prior written consent of the A.M.C.
4
Hammer throwing will only take place
between 1 September and the following 1 April (both dates inclusive) by
written permission of the A.M.C. Permission shall not be unreasonably
withheld.
5
No dogs shall be admitted to the
Facility ( or brought to the
6
No boot fairs, markets or sales of
goods shall be held on the Facility.
7
No amplified music shall be played or
broadcast on the Facility.
8
There shall be no interference with any
services laid under the Facility.
9
Floodlights shall only be illuminated
between 1200 hours and 2100 hours on any one day, and shall not be used on
more than three days in any one calendar week, and not at all on Saturdays
or Sundays.
10
A
starting gun may not be used without the written permission of the A,M.C.
11
When
such permission is given, the starting pistol used shall be of no more
than 0.22 calibre, unless it can be demonstrated that sound pressure
levels from any other calibre would not exceed 100dB (determined by Peak
Linear measurement using a BS6898 Type 1 meter – properly calibrated)
when fired from the inside of the track at the customary 200 m race
starting point and measured at 3m distance from the rear wall of the
nearest dwelling at 1.2 to 1.6m above ground level. (Firearms Act)
6.9
USER NOT TRANSFERABLE
The
right to use the facilities or equipment hired is not transferable and the
facilities hired shall not be used for any purpose other than that
specified on the application
6.10
SUPERVISION
No
event may start until the Hirer or a responsible person within the
organization is in attendance.
The
Hirer is responsible for: -
a) The
administration, organisation, control and running of the particular event.
The Secretary will always advise and assist if requested but it is
not the Secretary’s responsibility to run events for the Hirer
b) Leaving
all premises including outside facilities changing rooms’ toilets etc.
in a clean, tidy and secure
condition to the satisfaction of the Secretary.
d)
Having
appropriate and sufficient officials to fulfil these conditions and
control those persons attending.
6.11
ACCESS BY THE SECRETARY
During
the hiring the Secretary, other authorised staff, police and fire brigade
officers shall at all times
have free ingress to and egress from all parts of the Arena and
instructions must be given by the Hirer for their admission. The Hirer,
his servants and agents shall during the hiring and during other times as
they or any of them shall be in the Arena comply with all reasonable
requirements of the Secretary.
6.12
ADMISSION
The
A.M.C reserves the right at its absolute discretion to refuse admission to
or to evict any person from the Arena.
6.13
COLLECTIONS AND LOTTERIES
No
collection, game of chance, sweepstakes, sale of programmes, raffle or
lottery may be conducted without the prior consent of the Secretary.
6.14
FIRST AID AND OTHER EMERGENCIES
The
Hirer must ensure that a qualified attendant is in charge and is
responsible for having sufficient first aid equipment.
The Hirer should make the necessary contact with the British Red
Cross or
6.15
EQUIPMENT
Charges for the letting of the Arena are inclusive of equipment detailed
in the application for hire. The
charge for any additional equipment which is required will be by
negotiation between the Secretary and the Hirer.
6.16
DISPLAY OF POSTERS AND ADVERTISING
No
flags, emblems, decorations, posters or advertisements shall be displayed
inside or outside the Arena without the previous consent of the Secretary.
6.17 FLYPOSTING (the display of advertisements in contravention of the advertisement
control regulations)
Flyposting
is an offence incurring liability to a fine.
Any Hirer wishing to display posters must first consult the Borough
Planning Officer to find out whether consent is required.
The Hirer is solely responsible for obtaining any necessary
consent. Where the Hirer
wishes to display or attach notices on any Highway fixtures (signposts,
lamp standards, etc.) he must first obtain the consent of the Borough
Planning and Technical Officers of Hastings Borough Council.
Any event advertised by flyposting whether within the Borough of Hastings
or otherwise is liable to immediate cancellation and loss of the deposit
referred to in Condition 2(b)
6.18
LITTER
Sufficient
litter bins are provided within the Arena and patrons are expected to
deposit litter in these bins. Any person found depositing litter anywhere
other than in the bins will be asked to leave the Arena if they refuse to
pick it up
6.19
OBLIGATION.
The Hirer will abide by the Conditions set out above and will be
responsible to the Secretary for the behaviour and control of any users or
spectators. Specific
conditions in addition to those above may be introduced depending upon the
type of event proposed to be held.
Any damage to property belonging to the A.M.C during or in connection with
the hiring including buildings, fixtures and fittings equipment and the
ground during the period of hire as specified in the booking application
form (or any extension thereof) will be attributed to the Hirer however
such damage may be caused or arise, fair wear and tear excepted.
Draft 2 2/00 CAA Management Committee. (AMC)
7
ADDITIONAL CONDITIONS COVERING CAR PARKING AND SITE MANAGEMENT
7.1 Up
to 280 Spaces are available on site, please ensure all visitors park in
designated spaces
and are not obstructing emergency access to any part
of the site, and that there is no parking on grass verges.
7.2
For larger events Stewards may be provided to assist the Site
Management aspects of the event.
7.3
50 Spaces are in the Parkstone Road Carpark and rear of the
building, 90 available on Flat D.
7.4
Hirers are requested to ask their guests to park onsite in the
spaces provided and not obstruct
7.5
Hirers are requested to indicate on the lettings form the
approximate number of cars required so that we can allocate parking spaces
per user, this will be shown on your letter of confirmation, please ensure
your users park within the designate parking area allocated. Thank you.
8.
GUIDELINES
COVERING THE SAFE LETTING OF WILLIAM PARKER SITE
8.1
FIRE
AND EMERGENCY EVACUATION ARRANGEMENTS – It is the responsibility
of the
hirer to visit the premises before the period of hire
to meet the Events Manager to become fully
conversant with the procedure for summoning assistance.
8.2
FIRST
AID ARRANGEMENTS – Hirers must in general make their own First Aid
arrangements though in certain areas First Aid boxers
are permanently available such as laboratories and Workshops. It is
possible to arrange to hire the Sports Colleges Medical Rooms and a box of
first aid supplies \ Grab Bag The Phoenix Arts Centre Duty Manager with be
a trained First Aider. Many Site staff hold First Aid qualifications and
can complement your First Aid provision when on site by prior agreement.
TELEPHONE – The nearest public payphone is situated at
Alexander Parade Shops,
8.3
REPORTING
OF ACCIDENTS \ DAMAGE \ PREMISES DEFECTS – this form –
enclosed
in this pack should be completed and returned
following and incident \ occurrence as soon as possible to the Events
Manager who will take the necessary actions.
8.4
POWER
FAILUIRE OR OTHER MAJOR BREAKDOWN OR OCCURRENCE – this should
be
notified to the staff on duty
8.5
HIRING
OF HAZARDOUS FACILITIES – the hirer is responsible for
requesting and
complying with any County Council Safety Policy and
Code of Practice, which may be applicable. The Events Manager at the time
of hiring will draw the hirer’s attention to such.
8.6
PORTABLE
APPLIANCE TESTING – It is the hirers responsibility to ensure that all
electrical equipment brought into the building by the
hirer, or any bands \ groups or organisations used by the hirer that it
has a valid (within the last 12 months) Portable Appliance Test
Certificate. PAT can be arranged for a nominal charge for equipment if
notified at the time of the Hiring.
a)
looks unsafe
b)
Has tripped out
circuit \ blown a fuse
c)
Has no current PAT
Certificate
d)
Looks Unsafe
9
SPECIAL
NOTES FOR OCCUPANTS OF PREMISES AFTER
9.1.1
Be sure that you
know where the emergency telephone is and how to dial and outside call
9.1.2
Agree a means of
contact with the Site manager before he leaves site – if appropriate
e.g. a Mobile Phone
9.1.3
In the event of a
“999” or “112” Emergency Services call contact the caretaker as
quickly as possible after making the emergency call
9.1.4
If
calling Emergency Services please ensure you know the your location and
state “
9.1.5
In the event of
Fire, Get Out, and call the Fire Brigade.
PLEASE NOTE
·
Any Queries on
these conditions please seek clarification before your letting
·
The Hirer is
required to have read, and confirmed you have read and understood these
conditions prior to your letting.
·
The Hirer should
abide by all the general conditions set out in this conditions document
– any the special conditions (if any) for the part of the site or
building \ venue that you are using.
·
The Hirer will need
to verify that you have read , understood and actioned all of the relevant
conditions for your letting in this conditions pack before your hiring can
take place.
Thank you, for
using William Parker Sports College Community facilities.
If you have any
queries please contact Tracy Blake in theLettings Office (01424) 448328
Email
TBLAKE@WILLIAMPARKER.E-SUSSEX.SCH.UK
Website WWW.PHOENIXARTSCENTRE.CO.UK
College Website WWW.WILLIAM-PARKER.ORG