Hire of buildings and booking conditions

General Conditions

1.     Access to the buildings will be given to the Hirer for the purpose of the Hirers booking only.

2.     If access is required to the buildings by the Hirer prior to date of the booking, then the Hirer must agree this by way of notice to the Centre Manager at least one week prior to the date of the Hirers booking.

3.     Ladybridge Connect will not accept liability for claims made against the Hirer for non observance or non performance by the Hirer of these booking conditions.

4.     One month’s written notice of termination of use is to be given by either side. In exceptional circumstances Ladybridge Connect may cancel any hiring at any time if the rooms are required for essential Ladybridge Connect business. Whenever possible adequate notice will be given, however Ladybridge Connect shall not incur any liability to the Hirer other than for the return of any charge paid in respect of such cancelled hiring.

5.     In the event of the building or any part thereof being rendered unfit for use for which it has been hired, Ladybridge Connect shall not be liable to the Hirer for any resulting loss of income.

6.     Ladybridge Connect cannot be held responsible for any loss, damage, injury or penalty incurred to any property or persons during the period of hire. Cars and their contents are left on the car park at the owners’ risk.

7.     The costs of all damage to any furniture / fittings / property caused by the Hirer or any persons attending the Hirer’s events will be charged to the Hirer. This includes any damage to the flooring, or external fitting such as CCTV cameras.

8.     The Hirer shall be responsible for making arrangements to insure against any third party claims which may arise whilst using the building. Private event organisers are advised to check their household insurance to ensure that third party liability extends to cover their event.

Responsibilities of “the Hirer”

9.     For one-off events, the Hirer shall, where the premises are to be used by children or adults at risk, comply with Ladybridge Connect’s Safeguarding Statement (copy available on request). The Hirer shall be responsible for the safety of children in either building and ensure that they are kept safe from harm at all times during the hire period.

10.  If you are a regular user of the building, the Hirer shall, where the premises are to be used by children or adults at risk, have their own safeguarding policy and processes. (A copy of which should be given to the Centre Manager). The Hirer shall be responsible for the safety of children in either building and ensure that they are kept safe from harm at all times during the hire period.

11.  The Hirer shall have responsibility for first aid provision of their attendees whilst using the premises. Ladybridge Connect has well stocked first aid kits which can be used in case of emergency. (Located in the Pavilion Kitchen, or Brockbank Centre Servery). Please notify the Centre Manager of any supplies used.

12.  The Hirer shall abide by capacity guidelines and all necessary health and safety requirements. Including, but not limited to the following:

a.     The Hirer shall be responsible that good order is kept in the building during the hire period.

b.     The Hirer shall ensure careful use of the Bifold doors in the Pavilion and the Patio Doors in the Brockbank Centre. Ensuring locking mechanisms are not forced and doors are closed and locked at the end of the hire.

c.      The Hirer shall ensure that any electrical appliances brought by him/her onto the premises and used there shall be safe and in good working order and used in a safe manner.

d.     All buildings, car parks and grounds are “No Smoking Areas”.

e.     No work at height should be undertaken without the permission of the Centre Manager who will assess the competency of the applicant.

f.      Capacity & layout guidelines for all spaces used must be adhered to and should not exceed the following limits:

Pavilion Meeting Space – 80 standing / 60 seated.

Brockbank Café Space  (including the Oak Room)– 100 standing / 80 seated.

Each event must be individually assessed. Any changes to the standard layout, or variation in nature of the event would lead to a change in this figure.

g.     Candles and tealights should not be used without the permission of the Centre Manager. If use is approved, they should be placed in holders where the flame is covered, and on a heatproof surface.

13.  Hirers must familiarize themselves with the Emergency Plan which is located around building and note the location of all exits, emergency exits and fire extinguishers. No exits may be blocked, chairs or obstructions placed in corridors, or fire appliances removed or tampered with.

In the event of fire:
1) Raise the alarm using the nearest break glass point.

2) Ensure that the Fire Brigade have been called.

3) Leave the building via the nearest fire exit and assemble in the rear car park by the Groundmens Hut.

4) Do not re-enter the building.

14.  Details of any accident or incident occurring which did or could give rise to injury or illness must be reported to the Centre Manager. This must be done as soon as possible and in all cases within 24 hours. An Accident Book is maintained on site for recording such details and also details of any witnesses, apparatus etc. involved. Any apparatus or equipment involved, by law, must be retained for inspection.

15.  Storage pre or post event must be negotiated with the Centre Manager.

16.  No advertisements, bills, flags, emblems or other decorations shall be displayed outside the buildings without prior written consent of the Centre Manager who shall have absolute discretion to withhold such consent. No bolts, nails, tacks or screws or other like object shall be driven into any part of the building. No decorations shall be hung from any walls using blu-tac or equivalent fixing.

17.  All rubbish and food etc. must be taken away from the premises by the Hirer and placed in the large bin provided in the bin store to the front of the Brockbank Centre. Glass should be placed in the separate Glass bin.

18.  Unless otherwise agreed with the Centre Manager, the Hirer will be responsible for cleaning all areas of the building (including sweeping floors or vacuuming carpets) used by the Hirer at the end of the booking and leave those areas of the building in a clean and tidy condition.

19.  In using the buildings for a period of their booking, the Hirer must have regard to the Centre’s neighbours, with particular reference to car parking, use of the shared driveway entrance and noise. Amplified sound / music must stop at 10:00pm at the latest and all guests and organisers must vacate the premises by 11.00pm. No sound amplification outside the buildings is permitted.

20.  Should use of inbuilt technical equipment be required, notice should be given to the Centre Manager at the time of booking. Please note that an additional charge may be applied dependent on requirements.

21.  The sale of alcohol on the premises is prohibited. Donation bars are also not allowed either. You may purchase alcohol and provide it for your event, but you cannot collect money for it in any form.

22.  If you are preparing food or using shop bought food, you must have proof of a food hygiene certificate.

23.  Use of the Kitchen Equipment -

a.     The commercial kitchen in the Brockbank Centre cannot be used unless agreed in advance, as this is for the Ivy Café only, however the servery equipment can be used by adults only.

b.     The Hirer must have a designated member of the party who has food safety training to ensure safe oversight of food preparation.

c.      The Hirer must ensure that they complete the kitchen use log sheet once they have used kitchen equipment.

d.     The Pavilion kitchen is for the use of adults only, please do not allow children to enter the kitchen for their own safety. You can use the oven, cooker and hob and microwave to cook and heat food. When you use the equipment, first make sure it is clean. You must clean it after use so it is ready for the next group. Check at the end of your session that no food is left in the microwave, oven or fridge.  At all times, take care when using hot equipment or serving hot food/drink to avoid scalds and burns.

e.     You can use the fridge in the Brockbank Centre Servery and Pavilion Kitchen to store food or drink. Food must be kept in a suitable container to avoid spills. You must take unused food with you at the end of your session. Any food/drink that is left will be disposed of.

f.      Ladybridge Connect cannot be held responsible for any problems arising from the consumption of food prepared or consumed by those attending the Hirer’s events.

Responsibilities of Ladybridge Connect

24.  Ladybridge Connect agrees to inform the Hirer of any alterations to the Hirers booking in writing, no later than three weeks before the booking date.

25.  Ladybridge Connect agrees to provide the following:

a)     To provide the Hirer with access to the building which the Hirer has booked during the booking period. Including where necessary a set of keys to access the buildings.

b)     To ensure that the parts of the building used by the Hirer are in a clean and tidy condition and are maintained to a standard to fall within the current health and safety regulations at the start of the booking period.

c)     The Hirer full use of that part of the building assigned to the Hirer for the period of hire.