Terms and Conditions of Hire Long Acre Arts, Long Acre, Bingham NG13 8BG
The Jan Parnham Trust is a registered charity providing a creative community arts venue at Long Acre Arts, Long Acre, Bingham, for the people of Bingham and surrounding areas. The premises are to be used for the following purposes -
A creative community arts venue.
The provision of artistic, creative and wellbeing activities that encourage the public to participate in the arts, enhancing their quality of life.
A venue that others can hire at affordable rates for arts and wellbeing activities/events.
A safe space to bring creative people and the wider community together.
Ensuring that we make provision for people who might have barriers to inclusion by reason of youth, age, infirmity or disability, social or economic circumstances, or other reason.
People who hire Long Acre Arts will need to meet at least one of our aims.
Spaces Available
There are 4 areas within the building, for large events the whole building might be used.
The spaces available for hire are:
The Main Hall and stage area - with capacity for an audience of up to 80, and providing a light large
space for performance, movement, or large group activities.
The Hall – a large room available for a range of activities as described above – up to 80 people
The Stage Room – Our stage area can be partitioned and used as a meeting room for up to 15 people, (accessed via 4 steps)
The Back Room - A room ideal for smaller groups of up to 10 people
Whole building – for large events, maximum capacity is 180
A “kitchenette” – available for shared use with water supply, kettle, small fridge (included in hire)
A larger kitchen will be fitted out as the project progresses and available for hire in the future
In addition to these spaces the venue has -
toilets
a supply of chairs and tables used flexibly throughout the venue
2 spaces on site can be made available for blue badge holders on request – bookable in advance
access for vehicle unloading/loading can be arranged on request prior to using the building
step-free access is via the rear of the building
a number of cafes and shops close by
Room Hire Costs
The hourly rates for hire are as follows.
Back Room - £10 per hour
Hall - £25 per hour
Stage - £15 per hour
Hall and Stage - £40 per hour
Whole building - £50 per hour
Opening Hours
These may vary but we expect to be open flexibly to meet demand and need, from morning to evening including weekends – 7 days a week from 9 am to 11pm
Kitchenette Usage
The kitchenette is available for hirers and is shared between users of the building. It must be kept tidy and left in a clean condition, it has a water supply, sink, kettle, small refrigerator, 10 mugs and 10 glasses.
Terms and Conditions of Use
Nomination
Jan Parnham Trust hereby nominates the HIRER as the person responsible for being in charge of, and on the premises, during the term of this letting.
Age
You, not being a person under 18 years of age, hereby accept responsibility for being in charge of and on the premises at all times when the public are present and ensuring that all Standard Conditions under this
Agreement relating to management and supervision of the premises are met.
Bookings
Bookings can only be accepted for arts and wellbeing activities/events that are in line with the aims of the Trust.
Applications for hire should be made on line via our website www.laabingham.org.uk If you need help to do this you can phone 07353 739703 to talk to us.
Hirers must confirm acceptance of these Terms and Conditions of Hire. For one-off bookings all charges for the hire of the hall must be paid in advance. The hire charge does not include any “free time” for setting up/clearing away before/after your event. If additional time for setting up or clearing away is required, this must be included within your booking period.
Use of the Premises
Fire regulations limit the maximum capacity of the Main Hall to 80 people, the back room to 10 people, stage room 15, and the whole building to 180 people
Hiring Fees
An invoice will be sent to the primary contact by email each month in advance. This will be payable within 14 days of the invoice date. All invoices must be paid in advance of the date of hire
Cancellation
If a Regular (multiple hire) User cancels a week’s use without giving 48 hours notice they will be charged for that week’s usage. Should the Regular User cancel due to illness or other unavoidable reason then the cost for the day will be left to the discretion of the Trustees. If a single use Hirer cancels without giving 48 hours notice all fees will be forfeited.
Wi-Fi Services
When using the Wi-Fi service you agree at all times to be bound by the following provisions:
Not to use the Wi-Fi service for any of the following purposes:-
Disseminating any unlawful, harassing, libellous, abusive, threatening, harmful, vulgar, obscene, or otherwise objectionable material or otherwise breaching any law.
Transmitting material that constitutes a criminal offence or encourages conduct that constitutes a criminal offence, results in civil liability or otherwise breaches any applicable laws, regulations or code of practice.
Interfering with any persons use or enjoyment of the Wi-Fi service or
Making, transmitting or storing electronic copies of material protected by copyright without permission of the owner.
To keep any username, password or any information which forms part of the Wi-Fi service security procedure confidential and not to disclose it to any third party.
Provisions of these Standard Conditions including without limitation:
If you use any equipment which is defective or illegal.
If you cause any technical or other problems to our Wi-Fi service
If, in our opinion, you are involved in fraudulent or unauthorised use of our Wi-Fi service
If you resell access to our Wi-Fi service or
If you use our Wi-Fi service in contravention of the terms of the Standard Conditions
Availability of Wi-Fi Services
Although we aim to offer the best Wi-Fi service possible, we make no promise that the Wi-Fi service will meet your requirements. We cannot guarantee that our Wi-Fi service will be fault-free or accessible at all times.
It is your responsibility to ensure that any Wi-Fi enabled device used by you is compatible with our Wi-Fi service and is switched on. The availability and performance of our Wi-Fi service is subject to all memory, storage and any other limitations of your device. Our Wi-Fi service is only available to your device when it is within the operative range of the main hall.
We are not responsible for data, messages or pages that you may lose or that become misdirected because of the interruptions or performance issued with our Wi-Fi service or wireless communications networks generally. We may impose usage or service limits, suspend service or block certain kinds of usage in our sole discretion, to protect other users of our Wi-Fi service. Network speed is no indication of the speed at which your Wi-Fi enabled device or our Wi-Fi service sends or receives data. Actual network speed will vary based on configuration, compression and network congestion.
Privacy and Data Protection
We may collect and store personal data through your use of our Wi-Fi service.
We may process all information about you which is provided in relation to Wi-Fi service in accordance with your legal rights under the Data Protection 1998 and solely for the purposes of offering the Wi-Fi service.
By using our Wi-Fi service you agree to the terms of this clause.
General Waste
Hirers are asked to remove any waste, surplus packaging etc created by themselves from the Hall when leaving. It would be appreciated if Hirers would leave any furniture in the Hall as they found it on arrival.
Fire Safety
The Hirer, during the period of hire, must be familiar with and follow, any fire and health and safety procedures detailed on the notices in the building, be responsible for the supervision of the premises, the fabric and the contents, their care, safety from damage, however slight, and the behaviour of all persons using the premises whatever their capacity, including proper supervision of car parking arrangements, so as to prevent obstruction of the highway and in particular ensure that no nuisance in the way of noise is caused to the occupants of nearby dwellings. You must comply with the prohibition of smoking in public places provisions of the Health Act 2006 and regulations made thereunder.
NO NAKED FLAMES or anything that may be a fire hazard, such as highly flammable substances
are to be brought into, or used in, any part of the premises.
No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) are to be erected without our consent.
Accidents and Dangerous Occurrences
You must report as soon as possible any failure of our equipment or equipment brought in by you. You must report all accidents involving injury to the public to us as soon as possible and complete the relevant section in our Accident Book.
Public Safety Compliance
You must comply with all conditions and regulations made in respect of the premises by the Local Authority and the Licensing Authority.
You must call the Fire Service to any outbreak of fire, however slight, and give details to us. Tel: 07353 739703 as soon as it is safe to do so.
You acknowledge that you have made yourself aware of the actions to be taken in the event of a fire. This includes:
Calling the Fire Service and evacuating the hall.
The location and use of fire equipment.
Method of operation of escape door fastenings.
Appreciation of the importance of any fire doors and closing of all fire doors at the time of a fire.
Location of the First Aid Box and Accident Book (located in the kitchenette)
Heating
You must ensure that no unauthorized appliances are used on the premise when open to the public without our consent. You must not use portable liquefied propane (LPG) heating appliances.
Other Centre Users
The Hirer shall be responsible for ensuring that there is no interference with persons hiring other parts of the premises.
Insurance During the period of the hire, the Hirer shall be responsible for all damages, losses, claims and costs arising out of their use of the Premises and shall indemnify the venue from and against any expense, liability, loss claim or proceedings including claimed for personal injury to or the death of any person whatsoever arising out of the course of or caused as a result of the hire except where due to the negligence of the Venue or their respective servants or agents.
The Hirer shall maintain Public Liability Insurance in the sum of not less than £5,000,000 for the use of the Venue during the period of hire. (A copy of the hirers public liability insurance certificate shall be provided to the Venue not less that 28 days before the first date of the Period of Hire.
Sub Let
The Hirer shall not sub-let, without prior approval of the Jan Parnham Trust or use the premises in any unlawful way or bring onto the premises anything which may endanger the same or invalidate any insurance policies in respect thereof.
Licenses
The Hirer shall be responsible for obtaining all licenses that may be needed, whether for the consumption of intoxicating liquor or otherwise, and for the observance thereof and of all regulations appertaining to the premises. We will need to see copies of all licenses.
Gaming, Betting and Lotteries
You must ensure that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries.
Music Copyright Licensing
You must ensure that relevant licenses are held under the Performing Right Society (PRS) and the Phonographic Performance License (PPL) Where appropriate, you must hold such license(s).
Music
You must have our written permission for performances of live music and the playing of recorded music under Deregulation Act 2015. This Agreement confers that permission.
Film
You must restrict children from viewing age-restricted films classified according to the recommendations of the British Board of Film Classification. You must ensure that you have the appropriate copyright licenses for film. This Agreement confers the required permission on you. (The Deregulation Act 2015 requires you to have our written permission to show a film).
Safeguarding children, young people and vulnerable adults
You must ensure that any activities for children, young people and other vulnerable adults are only provided by fit and proper persons in accordance with the Safeguarding Vulnerable Groups Act 2006 and any subsequent legislation.
Food Safety
The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations.
Electrical Safety
The Hirer shall be responsible for ensuring that any electrical equipment brought onto the premises is safe and has a valid Portable Appliance (PAT) test certificate.
Prohibited Activities
The Hirer must not use any drawing pins, tape or anything else that might mark/damage the appearance of the building to hang notices, balloons or decorations (which must be fire retardant) on any part of the structure of the premises. If notices are to be displayed, the Hirer must use the noticeboards provided.
PARTY POPPERS, metallic confetti/decorations, shall not be used in the building. The dyes indelibly stain the floor when wet. SMOKE MACHINES AND BUBBLE MACHINES must not be used.
NO nailing, screwing or similar fixings to be used on the walls or floor. The building is fitted with underfloor heating pipes and the walls contain electrical and other cables.
Drunk and disorderly behaviour and supply of illegal drugs
You must ensure that in order to avoid disturbing neighbours of the Hall and avoiding violent or criminal behaviour:
No one attending the event consumes or has consumed excessive amounts of alcohol.
No illegal drugs are brought onto the premises.
Drunk and disorderly behaviour is not permitted either on the premises or in its immediate vicinity. We will ask any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way, to leave the premises in accordance with the Licensing Act 2003.
End of Hire
The Hirer at the end of each hire period, shall be responsible for leaving the premises and surroundings in a clean and tidy condition, properly locked (including all windows locked) and secured unless otherwise directed, and any contents temporarily removed from their usual positions must be properly replaced.
Lighting, cooking and electrical equipment must all be turned off and all cutlery and crockery washed and put away and any kettles used are emptied of water. Please leave the floors clean but do not use water, polish or other materials on the wooden floors.
Any equipment or other items brought on to the premises by the Hirer must be removed at the end of the hire period unless express permission to do otherwise has been given by us prior to the event.
Cleanliness
You must ensure that the premises are clean before you leave. If the premises are left in a condition necessitating other than routine cleaning then a charge of £30 will be invoiced to the hirer and no further bookings will be accepted.
Claims
The Hirer shall indemnify the Jan Parnham Trust against all claims or proceedings in respect of damage to the property and/or injury or death of any person which may occur prior to, during or after the period of hire and which are alleged to be a consequence of the activity or purpose of the hire.
This clause shall not apply in the event of negligence by the Jan Parnham Trust or any defect in the premises being the cause of such damage, injury or death.
The Jan Parnham Trust assumes no responsibility or liability for the property of the Hirer including damage, loss, theft, fire, flooding etc.
The Jan Parnham Trust shall not be responsible for any consequential loss or damage to the Hirer in the event of the hall not being available for reasons of incidents or events beyond their control.
Building not Available
In the event of the Hall or any part thereof being rendered unfit for the use for which it has been hired, or for any reasons or incidents beyond the control of the Trustees, then the Jan Parnham Trust shall not be liable to the Hirer for any resulting loss or damage whatsoever except for the refund of any fees paid in advance.
Animals
No animals, other than Guide Dogs or Assistance Dogs, are allowed on the premises without the express permission of the Trustees.
Annoyance, Noise or Nuisance
The Trustees and hirers shall take all reasonable steps to ensure that patrons awaiting entry to the premises, or leaving the premises, do not cause annoyance or nuisance, to any other person in the vicinity of the premises.
Any noise produced, or associated with the regulated entertainment shall not give reasonable cause for annoyance to the occupiers of nearby residential properties. Windows and doors that are not emergency exits must be closed during performances that are noisy and risk disturbing others.
Privacy and Data Protection
The Jan Parnham Trust will use your contact details for the purposes of this booking and not share them unless you have consented to your details being shared to market your business/respond to enquiries about your group/business/activity. Your booking form will be kept for audit purposes in line with Charity Commission guidelines.