Definitions
“Hirer” shall mean an individual hirer or, where the “Hirer” is an organisation that organisation.
“Premises” means those parts of the SRA stated on the Booking form being those subject to this
hire agreement.
“Booking” means the contract between the Hirer and SRA as detailed and on the terms of this
agreement (“the Booking Form” of which these conditions form part).
“Period” means the time or times reserved under these conditions
“the Function” means that described and authorised by the Booking.
“SRA” means the Silverstone Recreational Association.
Hiring agreement
In consideration of the Hire Fee detailed on the Booking Form, the SRA agrees to permit the
Hirer to use the Premises for the Function and for the Period(s) described in the booking form.
All details inserted in the booking form are part of this Agreement. This Hiring Agreement
includes these Standard Conditions and Special Conditions set out below.
Standard conditions of hire
- Age
The Hirer, not being a person under 18 years of age, hereby accepts responsibility for being in
charge of and on the premises at all times when the public are present and for ensuring that all
conditions, under this Agreement, relating to management and supervision of the premises are
met. - Supervision
The Hirer shall, during the period of the hiring, be responsible for: supervision of the premises,
the fabric and the contents; their care, safety from damage however slight or change of any sort;
and the behaviour of all persons using the premises whatever their capacity, including proper
supervision of car parking arrangements so as to avoid obstruction of the highway. The Hirer
shall make good or pay for all damage (including accidental damage) to the premises or to the
fixtures, fittings or contents and for loss of contents. - Use of premises
The Hirer shall not use the premises for any purpose other than that described in the Hiring
Agreement and shall not sub-hire or use the premises or allow the premises to be used for any
unlawful or unsuitable purpose or in any unlawful way nor do anything or bring onto the
premises anything which may endanger the same or render invalid any insurance policies in
respect thereof nor allow the consumption of alcohol thereon without written permission. - Insurance and indemnity
(a) The Hirer shall be liable for:
(i) the cost of repair of any damage (including accidental and malicious damage) done to
any part of the premises including the curtilage thereof or the contents of the premises
(ii) all claims, losses, damages and costs made against or incurred by the SRA SRA, their
employees, volunteers, agents or invitees in respect of damage or loss of property or
injury to persons arising as a result of the use of the premises (including the storage of
equipment) by the Hirer, and
(iii) all claims, losses, damages and costs made against or incurred by the SRA SRA,
their employees, volunteers, agents or invitees as a result of any nuisance caused to a
third party as a result of the use of the premises by the Hirer, and subject to sub-clause
(b), the Hirer shall indemnify and keep indemnified accordingly each member of the SRA
SRA and the SRA’s employees, volunteers, agents and invitees against such liabilities.
(b) The SRA shall take out adequate insurance to insure the liabilities described in sub-clauses .
(a)(i) above and may, in its discretion and in the case of non commercial hirers, insure . .
the liabilities described in sub-clauses (a) (ii) and (iii) above. The SRA shall claim on its .
insurance for any liability of the Hirer hereunder but the Hirer shall indemnify and keep .
indemnified each member of the SRA SRA and the SRA’s .employees, volunteers, agents
. and invitees against (a) any insurance excess incurred and (b) the difference between .
the amount of the liability and the monies received under the insurance policy.
(c) Where the SRA does not insure the liabilities described in sub-clauses (a)(ii) and (iii) above, .
the Hirer shall take out adequate insurance to insure such liability and on demand shall .
produce the policy and current receipt or other evidence of cover to the SRA secretary. .
Failure to produce such policy and evidence of cover will render the hiring void and .
enable the hall secretary to rehire the premises to another Hirer.
. The SRA is insured against any claims arising out of its own negligence. - Gaming, betting and lotteries
The Hirer shall 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
The hirer shall ensure that the SRA holds relevant licences under Performing Right Society (PRS)
and the Phonographic Performance Licence (PPL) or, where appropriate, the hirer holds a
licence. - Film
Children shall be restricted from viewing age-restricted films classified according to the
recommendations of the British Board of Film Classification. Hirers should ensure that they
have the appropriate copyright licences for film. - Childcare Act 2006
The Hirer shall ensure that any activities for children under eight years of age comply with the
provisions of the Childcare Act 2006 and the Safeguarding Vulnerable groups Act 2006 and only
fit and proper persons who have passed the appropriate Criminal Records Bureau checks
should have access to the children. Checks may also apply where children over eight and
vulnerable adults are taking part in activities. The Hirer shall provide the SRA SRA with a copy of
their CRB check and Child Protection Policy on request. - Public safety compliance
The Hirer shall comply with all conditions and regulations made in respect of the premises by
the Local Authority, the Licensing Authority, and the hall’s Fire Risk Assessment or otherwise,
particularly in connection with any event which constitutes regulated entertainment, at which
alcohol is sold or provided or which is attended by children. The Hirer shall also comply with the
hall’s health and safety policy.
The Fire Service shall be called to any outbreak of fire, however slight, and details shall be given
to the secretary of the SRA.
The Hirer acknowledges that they have received instruction in the following matters:
▪ The action to be taken in event of fire. This includes calling the Fire Brigade and evacuating the
hall.
▪ The location and use of fire equipment.
▪ Escape routes and the need to keep them clear.
▪ Method of operation of escape door fastenings.
▪ Appreciation of the importance of any fire doors and of closing all fire doors at the time of a fire.
▪ Location of the first aid box.
In advance of any activity whether regulated entertainment or not the Hirer shall check the
following items:
▪ That all fire exits are unlocked and panic bolts in good working order.
▪ That all escape routes are free of obstruction and can be safely used for instant free public exit.
▪ That any fire doors are not wedged open.
▪ That exit signs are illuminated.
▪ That there are no obvious fire hazards on the premises. - Noise
The Hirer shall ensure that the minimum of noise is made on arrival and departure, particularly
late at night and early in the morning. The Hirer shall, if using sound amplification equipment
comply with any other licensing condition for the premises. - Drunk and disorderly behaviour and supply of illegal drugs
The Hirer shall ensure that in order to avoid disturbing neighbours to the hall and avoid violent or
criminal behaviour; care shall be taken to avoid excessive consumption of alcohol. No illegal
drugs may be brought onto the premises. Drunk and disorderly behaviour shall not be permitted
either on the premises or in its immediate vicinity. Any person suspected of being drunk, under
the influence of drugs or who is behaving in a violent or disorderly way shall be asked to leave
the premises in accordance with the Licensing Act 2003. - Health and hygiene
The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene
legislation and regulations. In particular dairy products, vegetables and meat on the premises
must be refrigerated and stored in compliance with the Food Temperature Regulations. The
premises are provided with a refrigerator but not a thermometer. - Electrical appliance safety
The Hirer shall ensure that any electrical appliances brought by them to the premises and used
there shall be safe, in good working order, and used in a safe manner in accordance with the
Electricity at Work Regulations 1989. Where a residual circuit breaker is provided the hirer must
make use of it in the interests of public safety. - Stored equipment
The SRA accepts no responsibility for any stored equipment or other property brought on to or
left at the premises, and all liability for loss or damage is hereby excluded. All equipment and
other property (other than stored equipment) must be removed at the end of each hiring or fees
may be charged for each day or part of a day at the hire fee per hiring until the same is removed.
The SRA may, use its discretion in any of the following circumstances:
(a) Failure by the Hirer either to pay any charges in respect of stored equipment due and
payable or to remove the same within 7 days after the agreed storage period has ended.
(b) Failure by the Hirer to dispose of any property brought on to the premises for the
purposes of the hiring. This may result in the SRA SRA disposing of any such items by
sale or otherwise on such terms and conditions as it thinks fit, and charge the Hirer any
costs incurred in storing and selling or otherwise disposing of the same. - Smoking
The Hirer shall, and shall ensure that the Hirer’s invitees, comply with the prohibition of smoking
in public places provisions of the Health Act 2006 and regulations made thereunder. Any person
who breaches this provision shall be asked to leave the premises. The Hirer shall ensure that
anyone wishing to smoke does so outside and disposes of cigarette ends, matches etc. in a tidy
and responsible manner, so as not to cause a fire. - Accidents and dangerous occurrences
Any failure of equipment belonging to the SRA or brought in by the Hirer must also be reported
as soon as possible. The Hirer must report all accidents involving injury to the public to the
Secretary of the SRA as soon as possible. - Explosives and flammable substances
The hirer shall ensure that:
(a) Highly flammable substances are not brought into, or used in any part of the
premises and that
(b) No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall
be erected without the consent of the SRA. No decorations are to be put up near light
fittings or heaters. - Heating
The Hirer shall ensure that no unauthorised heating appliances shall be used on the premises
when open to the public without the consent of the SRA. Portable Liquefied Propane Gas (LPG)
heating appliances shall not be used. - Animals
The Hirer shall ensure that no animals (including birds) except guide dogs are brought into the
premises, other than for a special event agreed to by the SRA. No animals whatsoever are to
enter the kitchen at any time. - Fly posting
The Hirer shall not carry out or permit fly posting or any other form of unauthorised
advertisements for any event taking place at the premises, and shall indemnify and keep
indemnified each member of the SRA accordingly against all actions, claims and proceedings
arising from any breach of this condition. Failure to observe this condition may lead to
prosecution by the local authority. - Sale of goods
The Hirer shall, if selling goods on the premises, comply with Fair Trading Laws and any code of
practice used in connection with such sales. In particular, the Hirer shall ensure that the total
prices of all goods and services are prominently displayed, as shall be the organiser’s name and
address and that any discounts offered are based only on Manufacturers’ Recommended Retail
Prices. - Cancellation
If the Hirer cancels the booking at least four weeks before the date of the event, the SRA will
return in full the deposit and any fees already paid. If the Hirer cancels the booking between two
and four weeks before the date of the event, the SRA will return the deposit and 50% of any hire
fees already paid. If the Hirer cancels the booking less than two weeks before the date of the
event or fails to proceed with the booking thereafter, the SRA will return the deposit but retain
any hire fees already paid. The SRA reserves the right to cancel this hiring by written notice to
the Hirer in the event of:
(a) the premises being required for use as a Polling Station for a Parliamentary or Local
Government election or by-election.
(b) the SRA SRA reasonably considering that
(i) such hiring will lead to a breach of licensing conditions, if applicable, or other
legal or statutory requirements, or (ii) unlawful or unsuitable activities will take
place at the premises as a result of this hiring.
(c) the premises becoming unfit for the use intended by the Hirer.
(d) an emergency requiring use of the premises as a shelter for the victims of flooding,
snowstorm, fire, explosion or those at risk of these or similar disasters.
In any such case the Hirer shall be entitled to a refund of any deposit already paid, but the SRA
shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever. - End of hire
The Hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy
condition, properly locked and secured unless directed otherwise and any contents temporarily
removed from their usual positions properly replaced, otherwise the SRA shall be at liberty to
make an additional charge which may be deducted from the deposit. - No alterations
No alterations or additions may be made to the premises nor may any fixtures be installed or
placards, decorations or other articles be attached in any way to any part of the premises
without the prior written approval of the SRA Secretary. Any alteration, fixture or fitting or
attachment so approved shall at the discretion of the SRA remain in the premises at the end of
the hiring. It will become the property of the SRA unless removed by the Hirer who must make
good to the satisfaction of the SRA any damage caused to the premises by such removal. - No rights
The Hiring Agreement constitutes permission only to use the premises and confers no tenancy
or other right of occupation on the Hirer.
Special Conditions of Hire
All functions must end promptly by midnight to comply with the Public Entertainment Licence.
Fire
Hirers must ensure that all precautions are taken against risk of FIRE and damage to the
property. Instructions for smoke/heat alarms/exits/equipment, and what to do in the event of a
fire, can be found on the blue notice board inside the hall entrance.
The Hall has no telephone. Please ensure you have a mobile in good working order with you.
All means of EXITS from the premises must be kept free from obstruction and immediately
available for instant public exit. The emergency exit illuminated signs remain on permanently.
Opening and closing the SRA
Arrangements for access to the hall will be made shortly before your hire – please
contact bookings@the-sra.org a few days before the event.
Please ensure that any outside caterers, contractors and bar staff are aware of the hire period
and that they will not be able to enter before or leave after the hire period.
Guests are expected to vacate the premises within fifteen minutes of the end of a licensed
period. After midnight (unless the event is New Year’s Eve) only those helping to clear up the
SRA should be on the premises. Failure to comply with this will result in forfeiture of your
deposit.
Furniture
Please use the trolleys provided for moving chairs and tables in order to avoid injury. Please
stack chairs and tables neatly in the storeroom. A first aid box is located in the kitchen. All
accidents must be reported to the SRAS Secretary as soon as possible. It is the duty of the SRA
to inform the authorities.
Heating
The heating operates automatically and requires no intervention by the Hirer.
Health and Hygiene
The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene
legislation and regulations, in particular dairy products. Vegetables and meat must be
refrigerated. Please request that the hall’s refrigerator be switched on prior to your event if
required.
Consideration for others
Please ask your guests to leave quietly at the close of your event. Car doors banging and loud
talk in the car park are a disturbance for local residents.
You must not use drawing pins or tape on the walls or other surfaces, use Blu-Tack or 3M
Command hooks if you need to put up notices or decorations. Do not fix decorations near light
fittings or heaters.
Please leave the SRA clean and tidy. In particular we ask you to ensure table tops are wiped
clean before being stacked in the storeroom. Please remove all rubbish and take it with you
when you leave – the bins cannot cope with two weeks of hall hire. Only recyclable items must
be placed in the green bins, and black bags must not be put in the green bin under any
circumstances.
Use of the recreation facilities
The recreation area is a facility managed by the SRA and is accessible by the public. The Hirer
should be aware that in the event of any accident occurring to themselves or their guests during
the period of hire, no claims can be made against SRA.
Use of the Recreation Ground in conjunction with the hall is at the discretion of the SRA, and if
agreed, all outside activity must cease by 24.00hrs
The SRA has Public Liability Insurance for recreational area. This Insurance does not specifically
cover Public Liability for Hire of, or part of, the recreation Ground for events associated with hire
of the SRA, including the use of equipment e.g. Bouncy Castles and sporting equipment used
for private events. The Hirer should ensure they have adequate Public Liability Insurance in
place for the use of such equipment.
Hirers should be aware that only specific areas may be reserved exclusively for private use.
Faults/ damage/ comments
Please report any faults or damage to the booking secretary as soon as possible so that they can
be rectified quickly. The SRA welcome comments or observations that you may have about your
hire of the SRA.
Payment
Payment is due within the terms specified within the Terms of Payment. Please note that we do
not accept cash, and cheques are only accepted by prior agreement at the time of booking. The
Hirer is responsible for any costs incurred by SRA in the event that any cheque so accepted
results in bank charges being levied.