Hire Terms & Conditions

1 INTERPRETATION

1. ‘Agreement’ shall mean the agreement for hiring, signed by or on behalf of both the Company and the Hirer.
2. ‘Period of Hire’ means the hours, days or weeks reserved by the Hirer.
3. ‘Company’ means RNC Enterprises and any subsidiary or associated companies and any officer authorised to perform any particular duty.
4. ‘Centre’ means any part of the recreation, accommodation or conferencing facilities under the control of the Company, including its ground, car parks and access roads. 
5. ‘Hirer’ shall mean the person or persons signing the agreement or the Company or Organisation on whose behalf the agreement is signed.
6. ‘Hire Period’ means the period during which one or more bookings have been made and confirmed; the time period on each booked occasion includes the removal from stores, setting up, dismantling and returning to stores of any equipment.
7. ‘Manager’ includes the Duty Managers, Supervisors, operations controllers and any other members of staff authorised by them to perform any particular duty.
8. ‘Major Event’ definition. A Major Event is defined as any booking which includes accommodation.
9. ‘Minor Event’ definition. All other bookings shall be considered as Minor Events.
10. ‘Organisation’ shall mean the company or Organisation for whom the Hirer works or is employed.
11. ‘Seasonal Bookings’ shall mean bookings of an annual recurring nature.
12. ‘Series of Lets’ shall mean ten or more sessions for the same sport or activity based at the Centre, with an interval between each session of at least one day and not more than fourteen days. The facilities are let out to schools, club association or an organisation representing affiliated clubs or constituent associations (such as a local league) and the person to whom the facilities are let has exclusive use of them during the sessions.

2 HIRERS RESPONSIBILITY

1. The Conditions of Hire as set out below shall remain in force until such time that the Hire Period has been completed. Should the Hirer cease to work for or be employed by the Organisation before the Hire Period has been completed then the Hirer shall immediately advise the Manager that he/she no longer acts for the Organisation and the Organisation will immediately provide a new Hirer authorised to sign a new Conditions of Hire Agreement. Failure to provide a new Hirer may result in the Hire Period being cancelled by the Manager.
2. It is expected that everyone attending the Centre will have read, understood and accepted the ‘Visitor Safeguarding’ as a visitor. Failure to comply with the safeguarding policies outlined may result in the cancellation of your booking.

3 CORRESPONDANCE

All correspondence shall be addressed to the Centre Manager.

4 HIRING FEE

A deposit may be requested for use of equipment. The Company shall determine the Hiring fee for use of facilities. The Company reserves the right to alter charges without notice up to the time of confirmation of the booking by the Company.

5 ADMISSION

1. The Manager will advise the Hirer of the maximum number of admissions that will be allowed for any event. Under no circumstances will the Hirer or Organisation allow the maximum number of admissions to be exceeded.
2. If such evidence cannot be produced, a separate admission fee will be charged.
3. The Manager may refuse the admission of any person, or may require any person to leave the Centre without giving a reason for doing so, whether or not that person is a valid member of an affiliated organisation hiring the Centre.
4. The Hirer must report to reception upon arrival to notify the reception team that the booking has arrived.
5. If the Booking is for the 4G pitch access is only via reception.

6 PAYMENT and CANCELLATION BY HIRER

1. If the booking is a ‘Major Event’ a 40% non-refundable deposit will be required to confirm the booking. The organisation will be invoiced and the booking confirmed upon payment. The balance will be due 8 weeks before the event. For a cancellation of more than 8 weeks 40% of hire fee will be paid. For a cancellation of 8 weeks or less 100% of the total hiring fee to be paid. Extras on the day will be invoiced after the event.
2. For bookings made on behalf of a ‘Organisation’, either a 40% deposit, or a PO number for the full amount is required to confirm the booking. The balance will be due 4 weeks before the event, or if PO number provided, the total amount of the booking, including any extras on the day will be invoiced after the event. For a cancellation of 4 weeks or less before the Hire Period: 100% of total hiring fee to be paid. For a cancellation of between four and eight weeks before the Hire Period: 50% of total hiring fee to be paid. For a cancellation of 8 weeks or more before the Hire Period: no cancellation charge will be incurred.
3. For ‘Series of Lets’ bookings the Hirer will be required to pay at the beginning of the month for the following month. 14 days notice of cancellation is required, otherwise 100% of the fee will be required.
4. For private events full payment is required upon booking to confirm. For a cancellation of four weeks or less before the Hire Period: 100% of total hiring fee to be paid. For a cancellation of between four and eight weeks before the Hire Period: 50% of total hiring fee to be paid. For a cancellation of eight weeks or more before the Hire Period: no cancellation charge will be incurred. Any monies paid will be refunded within 28 days.

7 CANCELLATION BY THE COMPANY

1. The Company reserves the right to cancel any Booked Period or Hire Period and to end a Hire Period at any time.
2. The Hiring Fee already paid in respect of any period cancelled or terminated under 9a (above) will be refunded.
3. The Company will not be responsible for expenditure undertaken or loss incurred by the Hirer in connection with a cancellation or termination under 9a (above)
4. The use of certain facilities within the Centre during a Hire Period may be prohibited and/or varied by the Company at any time and for whatever reason.

8 EQUIPMENT TO BE BORROWED OR HIRED

The Hirer shall agree with the Manager, not less than fourteen days prior to the Booked Period, the equipment required to be issued during the Booked Period. If available, the Company will provide the equipment at the applicable rate of hire. Should the Company be unable to provide the required equipment, the Hirer may with the Managers agreement be allowed to bring their own equipment to the Centre in which case use of that equipment will be the sole responsibility of the Hirer.

9 DAMAGE TO OR LOSS OF PROPERTY

Unless caused by its own negligence the Company accepts no liability for damage to, or loss of any property, articles or items whatsoever placed or left in the Centre or any part thereof, by an organisation, or member of any organisation, or any individual attending a Major or Minor Event.

10 PORTABLE ELECTRICAL APPLIANCES

No portable electrical appliance is to be brought into the Centre and used in the Centre without prior agreement of the Manager. Any such appliance must have been inspected beforehand in accordance with current Institution of Electrical Engineers Regulations and bear a dated sticker, or other endorsement to that effect.

11 PROPERTY LEFT AT CENTRE

The Company shall remove and store any property left by the Hirer after the termination of the booking. If the Hirer fails to collect the property within 28 days, the Company may dispose of the property without further notice.

12 DAMAGE CAUSED

The Hirer shall on demand pay to the Company, the reasonable amount incurred by the Company in repairing or replacing as appropriate together with the Company administration fee of 10% of the repair or replacement cost, any damage to the fixtures, fittings, apparatus, equipment, furniture, or other contents thereof, by a person participating at the invitation of the Organisation in the use of the facilities or premises (fair wear and tear excluded). The Company whose decision shall be final shall certify the amount of such damage.

13 INDEMNITY

The Hirer shall indemnify and keep indemnified the Company against all claims, demands, action or proceedings in respect of death of, or injury without limit to any person or damage to or direct or indirect loss or damage to property belonging to any person during the course of, or in consequence of the hiring unless caused by the Company’s negligence.

14 INSURANCE

1. It is recommended that the Hirer to take out third party liability insurance with an insurance company of repute, to cover loss of or damage to property (whether the Company’s or belonging to an individual) and injury or death of any person caused by the Hirer’s negligence during the Hire Period or connection with it.
2. The Hirer must satisfy themselves that the level of cover insured will protect them from any potential claim. Such cover would not normally be less than £2 million however it is for the Hirer to fix the amount of cover required.
3. The Hirer is notified that the Company’s insurance does not extend to property brought onto the premises in connection with the Hire, in respect of fire, theft, loss or any other damage.
4. The Hirer should make separate insurance arrangements in respect of such matters. The Company reserves the right to require the Hirer to produce prior to the booking a letter from the insurers stating such insurances are held as shall be deemed necessary by the Manager.

15 FIRST AID INCIDENT OR OTHER EMERGENCY INCIDENT

1. In the event of accident, incident and/or injury, the Hirer will at once alert a member of the staff of the Centre, who will take appropriate action.
2. A Hirer may be requested to provide additional first aid cover for larger events; this must be provided by a recognised organisation, e.g. St John Ambulance, British Red Cross Society.
3. All first aid treatments, incidents and emergencies must be recorded in accordance with the Company’s current procedures.

16 INFRINGEMENT OF COPYRIGHT

The Hirer shall indemnify and keep indemnified the Company against all claims, legal fees, damages, demands, action and proceedings in respect of any infringement of copyrights, trademarks, or registered designs, intellectual property rights by an unauthorised public performance or use of recording apparatus or contrivance at the Centre by the Hirer or his/her agent. The Hirer will not use ‘the Point4’, ‘RNC’ or associated logos on any advertising without the consent of the Manager.

17 BROADCASTING AND FILMING RIGHTS

No Hirer booking the Centre may grant broadcast (sound or television) or filming rights without prior written consent of the Company. As a pre-requisite of consent being given, the Company reserves the right to take part in any negotiations, to be party to the terms and conditions of any agreement reached and to take all or share any income and publicity derived there from.

18 GRAMOPHONE RECORDS AND PERFORMANCE

Any unlicensed or unauthorised performance or broadcast that attracts a penalty will be the sole responsibility of the Hirer who will forthwith indemnify and keep indemnified the Company.

19 PHOTOGRAPHS AND VIDEO RECORDINGS

Photographs and professional use and publication thereof must not be taken without the express prior permission of the Manager. The use of digital recording equipment is not allowed without the express prior written permission of the Manager. The policy is available on request.

20 ADVERTISING

The Hirer shall not advertise or publicly announce any event to take place at the Centre without prior, approval of the Manager. The Hirer shall ensure that any advertisements displayed in connection with the Hiring shall be displayed on duly authorised sites. We would like to bring to your attention that it is an offence to carry out fly posting.

21 CATERING

The Company reserves to itself or its agents the right of sale of all refreshments in the Centre. The Hirer shall make arrangements with the Manager for any special catering requirements not less than fourteen days before the Booked Period. Nothing must be done by the Hirer to break the provisions of the Food Safety Act 1990, as they apply to the Centre. The Manager will provide instructions to the Hirer concerning food and/or drink brought onto the premises and made available for consumption by others.

22 CAR PARKING

The parking of vehicles shall be permitted only on condition that persons do so at their own risk and they accept responsibility for any damage, theft or injury. Hirers, for Major Events, will be required to provide stewards and car parking attendants, and should undertake the appropriate risk assessment.

23 SALE OF GOODS

The Hirer shall not without the prior, written consent of the Manager sell or supply or permit any other person to sell or supply or offer for sale goods of any kind in the Centre during the Hire Period.

24 INTOXICATING DRINKS

The Hirer is not permitted to arrange for or permit the sale or consumption of alcohol on the premises of the Centre without the prior, written consent of the Manager. If such consent is given, the Hirer will be told of any licensing applications or permissions that must be then sought and granted by the authorities, prior to the sale or consumption of alcohol to which it relates.

25 NOTICES

The Hirer shall not display any notices or decorations (internal or external) without the prior, written consent of the Manager.

26 ALTERATIONS

The Hirer shall not alter or interfere with any equipment or fittings of the Centre or structure thereof.

27 GAMBLING

The hirer shall not hold, or permit to be held any sweepstake, raffle or other lottery on the premises during the Hire Period, other than one which is permitted by law (and registered if the law requires) and has the prior, written consent of the Manager.

28 SMOKING

Smoking is not permitted in the Centre. Smoking is only permitted outside the Centre in the designated smoking areas. Those breaching this will be instructed to leave the premises, as stated under 6d.

29 ANIMALS

In the interest of hygiene, no animals other than guide dogs and other such support dogs, are permitted into the Centre except with prior, written consent from the Manager. The provision of live creatures, animals and fish as prizes is specifically prohibited.

30 RULES FOR USERS

The Hirer must not undermine the published rules for users of the Centre, for example regarding vehicle parking, smoking, required activity, dress and access by animals. The Hirer will use his/her best endeavours to inform all those involved in the use of the premises, during the Hire Period, of these rules and to encourage compliance with them. The Hirer accepts that the Manager reserves the right to exclude from the premises, anyone breaking such rules and/or causing nuisance to other users of the Centre or those in nearby premises.

31 VACATION OF PREMISES

The Hirer must ensure that the hired part of the Centre and any equipment used is left clean and tidy and that the equipment is left in the same condition as found at the end of the period of use. The Company reserves the right to levy an additional cleaning charge should the premises be left is such a condition as to necessitate unreasonable extra cleaning. Damage to equipment will be charged to the Hirer at the cost of repair plus a 10% administration fee as set out in paragraph 14 above. If damaged equipment cannot be repaired then the full replacement cost will be charged to the Hirer.

32 HEALTH AND SAFETY

The Hirer agrees to comply with the risk control measures that form part of the risk assessment for the premises, under the Management of Health and Safety at Work Regulations 1992. These measures include minimum qualifications for those leading, teaching, coaching and/or supervising activities and compliance with the rules and advice of relevant governing bodies for particular activities.

33 BREACH OF CONDITIONS

The Hirer shall be responsible for ensuring that all persons using the Centre arising out of or in consequence of hiring comply with the Conditions of Hire. In the event of the Hirer breaching any of the conditions of hire, the Company may at the Manager’s discretion cancel the booking and all future bookings. The Hirer shall remain liable for all charges including cancelled future bookings.