Booking Form
/Licence for the Use of the Glens Youth Club Premises
*Prices for hire can be found at the end of this document.
Name of the Applicant/Organisation:(“The Hirer”)
Name of Responsible Person for Safeguarding:
Mobile Phone Number:
Mobile contactable during use period essential
Email Address:
Address:
(Including Postcode)
Purpose of Hire:
Date(s) required:
Time Required: / to
Estimated number of people attending event:
Other Requirements:
(Art Room, outdoor space)
Charge per hour: £20
(this includes use of the hall and activities room)
1-2 hrs = £20 per hour
3 consecutive hours = £50 total
4 consecutive hours = £60 total
5 consecutive hours = £70 total
8 consecutive hours = £85 total
Deposit: £10 paid in advance
(Deposit can be claimed back 3+ days after the event) / Date paid: / Date returned:
Total excluding Deposit amount:
(Please provide the total cost you are paying for your booking)
Please ensure that full payment of the above amount is made no less than 7 days prior to your booking.
Please read the following Terms and Conditions and complete all appropriate forms to complete your booking. All sections must be signed and dated
SECTION A General Terms of Use
1. Primary Intent
1.1 The premises are primarily to be used for the hosting and promoting of youth focused activities bythe Glens Youth Club.
1.2 A secondary function of the premises is to act as a venue for activities which benefit people from the Cushendun, Cushendall and Glenariffcommunity as a priority and additionally to the wider community
1.3 A further function is that this venue can be hired for private functions at the discretionof our management committee including birthday parties which can satisfy the conditions of booking.
2. Letting Restrictions
2.1 Our attitude towards an application for the use of our premises will be a positive one.
The Glens Youth Club Committee may request references from a new user before agreeing a booking.
2.2 The Glens Youth Club Committee reserves the right to refuse requests to hire for a use that, the Committee considers may cause offence. No alcohol is permitted on Youth club premises as this is written into the terms of the lease by the Diocese.
2.3 Lettings will not interfere with the Glens Youth Club opening hours. They will not normally be accepted if the premises are already booked for a Youth event unless by prior approval by our management committee under exceptional circumstances.
2.4 Out of respect to other users and our neighbours surrounding the premises, we expect all users to conduct themselves in a reasonable and courteous manner whilst on the premises, and when leaving the premises. Lettings will not normally be taken for events likely to create noise or other nuisance to neighbours. Any activities likely to create noise or disturbance will need to have committee approval.
2.5 All events are to finish by the stated finish time or will incur further charges. The premises will be available to the Hirer 30 minutes before the beginning of the booking time to complete set up, and must be vacated half an hour after the end of the booking when the premises must be left in the state they were presented on arrival.
2.6 All rubbish created at your event must be removed by you when you leave. Should rubbish be left behind the deposit (see notes under Charges section) may not be returned as we have no spare capacity in our council rubbish collection terms.
3. Administration
3.1 Bookings of the premises will be administered by the Glens Youth Club Secretary. This includes the acceptance and declining of bookings in consultation with at least 2 members of the Glens Youth Club Committee andif necessary after being discussed at a committee meeting. The Chairman, will act as final arbiter if required.
4. Charges
4.1 We will normally charge for the use of the premises by external organisations; however, charges may be waived or reduced in exceptional circumstances and at the discretion of the Glens Youth Club Committee.
4.2 Charges are not set at a commercial rate. They are a reasonable rate and consistent with covering costs and providing a modest contribution to maintenance costs. The schedule of Charges may be reviewed from time to time.
4.3 A refundable security deposit must be paid, the amount of which is set out in the form above.
Date and time of booking can only be secured when this deposit is received. This deposit must be paid in addition to the total amount due and can be claimed back 3+ days after the date of hire, subject to meeting the terms and conditions mentioned in this agreement.
4.4 If the Hirer wishes to cancel the booking, the deposit will not be returned as this will cover the loss to the youth club of potential hire of an alternative booking. TheChairman may, at their absolute discretion, refund any fees paid, but shall be under no obligation to do so, and will only consider doing this should the cancellation be more than 48 hours in advance. The Glens Youth Club Committee reserves the right to cancel the booking, if exceptional unforeseen circumstances arise. In the event of cancelling the booking, all fees/deposits paid by the Hirer shall be refunded.
If under any circumstances the building and its contents are damaged or not left cleaned to a satisfactory standard (including removal of own rubbish), the security deposit cannot be returned and an additional charge may incur.
5. Access and Security
5.1 The Hirer is responsible for all setting up and putting away of any equipment used, use of youth club equipment is at prior agreement with our Secretary and will require the items to be returned in the state provided.
5.2 Any letting of the premises will require a responsible person to be present at the beginning and end of the letting period on each occasion that a letting is to take place to check that the facilities are in order. The premises must not be left unattended during the period of the booking.
5.3 It is the Hirer’s responsibility to ensure that all fire doors and windows are closed, all doors locked and all lights switched off (including the toilets) at the end of the letting period.
5.4 The right is reserved for a representative of the Glens Youth Club Committee or a Youth Club employee/volunteer to enter any part of the building at any time during your hire.
6. Health and Safety
6.1 Whilst the Committee will take steps to ensure the premises are safe to use, it is the responsibility of the Hirer to ensure the safe conduct of their activity during the period of hire, including the presence of a suitably qualified First Aider if necessary.
6.2 If any accident occurs to any person at or as a result of your event, you are required to complete an Accident Report Form which can be found in the Accident Book that is provided as part of the First Aid equipment at reception. You must complete all sections of the Form and add the names and addresses of witnesses if there were any. You must then notify a responsible person immediately.
6.3.You must also report to the Bookings Secretary as soon as possible any incident, however slight.
6.4.If any damage to the Hall or its equipment, however slight, occurs during your period of hire, it is your responsibility to advise the Bookings Secretary immediately. It is a condition of hire that you agree to make good such damage to the satisfaction of the trustees or to reimburse them for so doing. Any failure of equipment belonging to the Youth Club or brought in by the Hirer must also be reported as soon as possible to the Secretary.
6.5.The building is insured against any claims arising out of its own negligence.You are advised to make your own insurance arrangements for your personal and/or your organisation’s property and to cover any activities and undertakings during your hire. The Glens Youth Club accepts no responsibility for accidents or damage which occur as a result of your hire it, nor is it covered by our insurance.
6.6 All entrances and exits must be kept clear and the number of people attending must be the same as declared at the time of booking to ensure that this does not exceed the maximum number allowed for the Premises. The Hirer will be responsible for ensuring that Security, Fire and Health and Safety requirements are met.
6.3 Any portable electrical appliance or device brought in from elsewhere and used on the premises must have an up-to-date test certificate which must be made available for inspection upon request.
6.4 The Hirer is not permitted to bring in supplementary heating appliances.
7. General
7.1 A strict No Smoking Policy applies to all rooms (including toilets) in the premises. The premises are fitted with smoke alarms, which will be activated by cigarette smoke.
7.2 Alcohol cannot be consumed or sold in the building. The Hirer is not permitted to apply for Occasional Licences for the sale of intoxicating liquor in the building. This is a strict condition of our lease.
7.3 Any advertising material must be submitted to the Secretaryfor approval and, if needed, referred to the Glens youth Club Committee before commencing advertising. All such material must clearly display the name of the person or organisation responsible for the event.
7.4 No animals are permitted in the building except guide dogs.
7.5 No adhesive or fixing material may be used which may damage the fabric, glass or walls of the premises.
7.6 Chewing gum is not allowed on the premises.
7.7 All rubbish must be taken from the premises by the Hirer and must not be deposited in the inside or outside bins. No food or drink must be deposited on the grounds.
8. Car Parking if Applicable
8.1 If applicable the use of the Youth Club Car Park is available to Hirers, but is not part of the Licence and Hirers must be ready to vacate in case of emergency.
The Car Park can and will not be neglected by vehicle users and those attending an event within the Youth Club building.
CCTV is in operated 24 hours a day, 7 days a week.
9. Responsibilities
9.1 The Glens Youth Club Committee gives no warranty as to the fitness of any of the premises used for the detailed activities and the Hirer enters and uses the premises for the activities detailed above entirely at their own risk and that the Committee shall have no liability to the Hirer what so ever for any loss or damage which may be sustained by you or any other person as a result of the activities undertaken.
9.2 The Hirer agrees to indemnify the Committee against any personal injury loss or damage sustained by any member of the Glens Youth Club staff, by you, or by any other person through use of the premises for the activities whether such personal injury loss or damage is caused by you or any other person as result of the activities.
9.3 The Hirer will be responsible for ensuring that all users are aware of the procedures for safe and correct use of equipment and facilities, and shall report any deficiencies on the occasion of each use.
9.4 The Hirer shall ensure that there is a responsible adult or adults present and able to supervise at all times during the letting. During the period of hire, the Hirer is responsible for the orderly behaviour of guests/members on the premises.
9.5 The Hirer must leave the premises in a clean and tidy condition. Losses, breakages and damage must be reported, and paid for in full. Hirers may re-arrange tables and chairs in the premises, but must restore them to their original places immediately at the end of the letting. The Glens Youth Club Committee reserves the right to make an additional charge for cleaning if it is considered that an excessive amount of mess has resulted from the hiring of the Premises.
10. Kitchen Use/ Refreshments (if applicable 2017)
Catering arrangements –Youth Club take no responsibility for food prepared and served at your event.
(Once kitchen is installed) Applications for the use of the Kitchens in the premises must be indicated in the Particulars section and will be subject to separately approval. Kitchens may be used for the preparation of Tea/Coffee and refreshments by approved personnel and with the prior agreement of the Responsible Person. It will be the responsibility of the Hirer to provide the refreshment materials unless agreed otherwise in this Licence. It is the responsibility of an external Hirer to ensure that any persons using the kitchens are aware of the requirements of the relevant Food Hygiene Regulations and Food Safety Act Codes of Practice. Particular attention should be paid to the cleanliness of the kitchen, kitchen utensils and crockery at the end of the letting. Any breakages must be reported immediately in writing and will be subject to an additional charge.
11. User regulations
11.1 The Hirer is responsible for ensuring that all persons and parties admitted by them conform in all respects to these conditions governing the use of The Hall and a copy of the conditions is available at the facility for inspection.
12. INDEMNITY
12.1 During the period of hiring, the Hirer shall be responsible for all damages, losses, claims and costs arising out of their use of the Premises and shall indemnify the Glens Youth Club from and against any expense, liability, loss, claim or proceedings including claims for personal injury to or the death of any person whatsoever arising out of the course of or caused as a result of the hiring except where due to the negligence of the Glens Youth Club or their respective servants or agents.
13.PUBLIC LIABILITY
13.1 The Hirer is required to have adequate Public Liability Insurance in place for the use of the Premises. The level of indemnity of the Public Liability Insurance must be no less than £2,000,000 for each and every claim. Evidence that cover is in place must be provided upon request.
In the case of private parties you must refer to your house insurance, personal liability and or consider a one off event insurance
It is the responsibility of the Hirer to effect whatever insurance is required in accordance with Section C of this licence agreement. The Chairman/The Glens Youth Club Committee/The Glens Youth Club Employees, Workers & Volunteers accept no liability for any accidents, injuries, damage and/or loss of personal property as a consequence of using the premises.
12. Legal Requirements
12.1 The Hirer must comply with any legal requirement concerning music, singing and dancing licences, theatre licences and copyright. The Hirer shall be fully responsible for obtaining any such licences or any other permission required, always providing that no such application shall be made without the approval of the Glens Youth Club Committee.
12.2 Hirers will comply with all statutory requirements and Youth Club policies for the Safeguarding of Children, Young People and Vulnerable Adults in accordance with Section B of this licence agreement.
12.3 The Hirer shall not use the premises for any other purpose than that specified in the Licence Agreement, and is specifically forbidden to use, or allow the use of the premises or its surrounding grounds for any illegal or immoral purpose.
13. Compliance
13.1 Failure by the Hirer to comply with any or all of the terms of this Licence Agreement where applicable, whether intentionally or not, may be deemed by the Glens Youth Club Committee to be just cause for immediate cancellation of any letting or series of lettings and may result in forfeiture of the security deposit and any future use.
Bookings by Individuals (Safeguarding and Insurance)
Where the Hirer is a private individual for ‘one-off’ bookings (for example a children’s birthday party), safeguarding arrangements are the sole responsibility of the parents/carers of those children or young people attending. An ‘individual’ Hirer would be a single booking, where there is no on-going and repeated contact with children or young people, and is regarded as a private arrangement between the organiser and the parents/carers of the child or young adult such as would exist if the event was to take place in the Hirer’s own house
An “individual” Hirer will be liable for any claims for injury or damage arising out of their negligence e.g. accidents caused by lack of supervision. Most householders’ policies cover Personal Liability wherever that might occur. The provision of the details of the Householder Policy and confirmation that Personal Liability is included will, in these limited circumstances, satisfy Section C – Insurance below.
I, (PRINT NAME) agree to the General Terms of Use
Signed:Date:
SECTION B Safeguarding
As a Youth Club that provides the use of facilities and services to individuals and groups who work with children, young people and vulnerable adults (service users), it is our responsibility to ensure that all reasonable steps are taken to safeguard children, young people1 and vulnerable adults2 using our facilities and services.