Atherington Pavilion

TERMS AND CONDITIONS OF HIRE THE NAMED PERSON ON THE BOOKING FORM SHALL BE HIRER AND SHALL BE PERSONALLY RESPONSIBLE FOR ENSURING THAT THESE CONDITIONS ARE COMPLIED WITH IN ALL RESPECTS. THE ATHERINGTON CHILDREN'S PLAYING FIELD COMMITTEE SHALL BE LIABLE, WITH THE HIRER FOR COMPLYING WITH THIS AGREEMENT

1) SUPERVISION OF PREMISES - The Hirer agrees:

• To accept full responsibility for the supervision of the premises and contents. To keep contents safe from damage, however slight.
• To compensate for any damage or theft of items during the period of hire or as a result of a breach of this agreement; including damage to Atherington Pavilion or to any apparatus, fittings or appliances.
• To report all damage/ loss to Atherington Pavilion and amenities to a member of the Atherington Children's Playing Field Committee as soon as possible.
• To accept all responsibility for and reimburse the Atherington Playing Field Committee against any costs, charges and claims in respect of injury of any person using the premises, except such as may be caused by negligence of the Atherington Playing Field Committee.
• NO SMOKING
• Dogs are not allowed in the Pavilion except for guide dogs.


2) HEALTH AND SAFETY (including Fire Safety)- The Hirer will:

• Familiarise themselves with the fire procedure displayed in Atherington Pavilion and note that the fire assembly point is situated on the Playing Field at the football posts.
• Ensure that the fire apparatus and other equipment required for Health and Safety in Atherington Pavilion and Playing field is not interfered with.
• Ensure that at no time during the period of hire any emergency exit from the premises is locked or obstructed.
• No fireworks are permitted unless prior agreement has been made with the Booking Secretary. Fireworks will be supervised (rigged and fired) by person accredited by the British Pyrotechnists Association or equivalent. Ensuring the highest standards of firework safety.
• If you wish to use Candles and other flammable decorations (table decorations etc) PLEASE ensure you notify the Booking Secretary. If candles are used please ensure their safe disposable at the end of the hire period.
• Take all proper precautions for the prevention of accidents to any persons on the premises.
• Report any failure of equipment belonging to Atherington Pavilion or Playing Field and any incidents or accidents resulting in injury to the public.
• Ensure that any electrical appliances brought by them to Atherington Pavilion and used there shall be safe and in good working order and used in a safe manner. If appropriate the equipment should have a current PAT label (Portable Appliance Test - The Health and Safety at Work Act 1974)
• If preparing serving or selling food observe all relevant food, health and hygiene legislation and regulations.
• If using the Kitchen facilities please note and abide signed rules in the kitchen - e.g. no children permitted in the kitchen, unless supervised by responsible person/ parent.
• Atherington Pavilion will provide cleaning materials (cloths/bin liners/detergent). All cleaning materials to be stored in cupboard below sink in kitchen. NO disposable products or waste to be flushed down the toilets. Please note that Bleach cannot be used in Atherington Pavilion due to the chemicals that may damage the septic tank and drainage system. Please liaise with booking secretary for further details.


3) USE OF ATHERINGTON PAVILION -

The Atherington Playing Field Committee Members reserve the right of entry to Atherington Pavilion at all times during the period of hire. The Atherington Playing Field Committee will not be responsible or liable for any damage to or loss of property, articles or objects placed in Atherington Pavilion or Playing Field by the hirer or any other person. The hirer will:
• Ensure that the HIRER (named responsible person on booking form) is present throughout the hire period.
• Ensure that no more than 100 persons can attend/enter Atherington Pavilion at any one time
• Not use the premises for any other purpose than that stated on the booking form.
• Liaise with the Booking secretary should they wish to access the premises outside the event times stated on the Booking Form e.g. look at equipment or arrange catering. An additional charge may apply
• Ensure that the loud music/entertainment 11:00pm deadline is respected, Unless you have an alternative license in place.
• Not sub-hire the premises or use the premises for any unlawful purpose or in any unlawful way.
• Not do anything or bring in anything that may endanger the public or premises.
• Not render invalid insurance policies in respect thereof, nor allow the consumption of alcohol without written permission.


4) LICENCES - The hirer will:

• Ensure that the premises are not used for any activities that require a licence unless the appropriate licence has been obtained and a copy provided to Atherington Pavilion Booking Secretary.
• Ensure that the law is NOT breached in relating to gaming, betting and lotteries.


5) SAFEGUARDING CHILDREN - The hirer will:

• Abide by the Atherington Parish Councils Child and Vulnerable Adult Protection Policy. The Policy states: "ATHERINGTON PARISH COUNCIL IS COMMITTED TO THE HEALTH AND WELL-BEING AND SAFETY OF ALL CHILDREN AND YOUNG PEOPLE UNDER THE AGE OF 18, AS WELL AS VULNERABLE ADULTS WHO ARE EITHER RESIDENT IN OR VISITING THE VILLAGE". "All children, young people under 18 and vulnerable adults using the Playing Field remain the responsibility of their parents, carers, group leaders or guardians whilst using the facilities. The playing field includes the Play area for young children, sports facilities and equipment, Atherington Pavilion including games equipment and exercise equipment"
• Ensure that any volunteer coaches, trainers or play group leaders who involve themselves with such groups or organisations in the name of Atherington Children's Playing Field Committee can provides the committee with A FULL CRB CHECK and A QUALIFICATION APPROPRIATE TO THE LEVEL OF TEACHING AGE AND DEVELOPMENTAL STAGE OF CHILDREN PEOPLE INVOLVED THAT THE ACTIVITY INVOLVES.
• In the event that any volunteer or coach or trainer witnesses or have disclosed to them abuse of children or adults s/he will be obliged to share the information immediately with the Child Protection Officer of the Club or organisation concerned and the Parish Council Protection Officer. Contact details displayed on the board in Atherington Pavilion. For further details please request a copy of the Safeguarding Policy from the Booking Secretary.


6) END OF HIRE - The Hirer will

• Ensure Atherington Pavilion is left in a clean and tidy manner. Please tidy equipment, contents and ensure they are replaced appropriately and safely - e.g. chairs stacked and tables put away. Please use the table storage trolley etc to assist movement.
• Please note any breakages and damage that has been caused during the event and let a member of the committee know.
• Comply with the Atherington Children's Playing Field Committee should a request of a 'donation' towards the total damage cost be considered appropriate.
• Dispose of waste (including recycling and rubbish) please take your rubbish bags with you or make an arrangement with your caterer. Please note Atherington Pavilion does not have a wheelie bin or skip.
• Secure the premises ensuring that no persons are left in Atherington Pavilion.
• Ensure the premises are locked and secured. Returning keys as directed or as appropriate.


IN THE EVENT OF ANY BREACH OF THE ABOVE CONDITIONS OR IN THE EVENT OF ANY MISSTATEMENT IN THE BOOKING FORM OR ANY MATERIAL OMISSION FROM THE FORM WHENEVER DISCOVERED, THE HIRING MAY BE CANCELLED WITHOUT PRIOR NOTICE IN THE ABSOLUTE DISCRETION OF THE ATHERINGTON CHILDREN'S PLAYING FIELD COMMITTEE, AND ANY CHARGES PAID INCLUDING THE HIRING CHARGE, MAY BE FORFEITED. ATHERINGTON CHILDREN'S PLAYING FIELD COMMITTEE RESERVES THE RIGHT TO CANCEL THIS AGREEMENT FOR ANY GOOD REASON BEYOND ITS CONTROL AND IN THAT EVENT TO RETURN ALL FEES AND DEPOSITS PAID TO THE HIRER. NO VARIATION OR AMMENDMENT TO THE CONDITIONS SHALL BE VALID UNLESS THEY ARE IN WRITING AND SIGNED BY A MEMBER OF THE ATHERINGTON CHILDREN'S PLAYING FIELD COMMITTEE. ATHERINGTON CHILDREN'S PLAYING FIELD TERMS AND CONDITION OF HIRE REPRESENT THE COMPLETE CONTRACT BETWEEN THE HIRER AND THE ATHERINGTON PAVILION, REFERRED TO ON THE BOOKING FORM. A SIGNATURE ON THE BOOKING FORM IS NEEDED TO ENSURE THE HIRER HAS READ AND UNDERSTOOD THE ABOVE TERMS AND CONDITIONS OF HIRE.