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

  1. 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.
  2. 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.
  3. 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.
  4. 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.
  5. 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.
  6. 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.
  7. 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.
  8. 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.
  9. 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.
  10. 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.
  11. 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.
  12. 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.
  13. 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.
  14. 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.
  15. 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.
  16. 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.
  17. 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.
  18. 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.
  19. 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.
  20. 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.
  21. 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.
  22. 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.
  23. 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.
  24. 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.
  25. 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.

Comments are closed.

Close Search Window