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Terms & Conditions


Booking Secretary
Mrs Liz Saggers   
6 Leanach Court
Inverness
IV2 5DE

Hall Booking Number :-       01463 798700
Mobile Number           :-        07415 913106
e-mail                            :-  LizSaggers@aol.com


Green Drive Hall
36 Green Drive
Inverness
IV2 4EU

1. BOOKING PROCEDURE

All applications for hire of Hall must be made on the appropriate booking form available from the Booking Secretary. The form should be completed in full with the name, address and telephone numbers (home and work) of the person responsible for the let, clearly marked.  All bookings will be paid for at the time of booking and a receipt will be issued.

Block bookings will be paid for Monthly in advance and is the responsibility of the club/organisation to ensure this is done.

Cancellation Policy – 30 days notice in writing is required, failure to take up let without prior notice will be subject to the full charge

2. PERFORMING RIGHTS SOCIETY AND PHONOGRAPHIC PERFORMANCES FEES

The Green Drive Hall Management Committee requires to pay fees to the above 2 organisations for live or pre-recorded music played within our facilities during bookings.

3.        HALL CLOSING TIMES

Monday to Sunday - 12 Midnight

It is the responsibility of the lessee to ensure the premises are secure upon departure.
For ‘one off’ bookings arrangements for opening/closing of hall to be made at time of booking.

4.        CHILD PROTECTION POLICY

It is a requirement of your booking that if you have children or vulnerable adults within your group who attend during your booking then your group, must have a Child Protection/Vulnerable Adults policy in place based on the guidelines issued by The Highland Council. No user group with children under 16 or vulnerable adults will be permitted to book Green Drive Hall unless they have adopted a policy and appointed a designated Child Protection Officer from within their group

In terms of child protection parents or guardians must ensure that children of both sexes are not present in changing rooms when adults are present.  Adherence to this is a requirement and parents and guardians must make alternative arrangements.

If you are managing a group which falls under the Child Protection Policy you should ensure that if photographs or video is be taken of a child or children at your event/booking then the permission of the parent(s) or guardian(s) must be obtained prior to this being done.

5.         HALL CLEANING – LESSEES RESPONSIBILITY

The hall should be left in the condition you received it in and you should remove all rubbish from the hall, placing in green bin provided and sweep the floor.

If tables and chairs are used during a let then these must be replaced.  Chairs should be stacked safely no higher than 12 chairs. Use the Chair trolley to move stacks of chairs at all times

6.        INSURANCE

The Green Drive Hall Management Committee strongly recommends that for the protection of your group/organisation members hiring its facilities, the group/organisation has Public Liability Insurance to cover injury and property damage to third parties as a result of their negligence.  The recommended cover is £5,000,000.  If this is a problem for smaller clubs a recommended minimum cover is £2,000,000.  If a booking is made and insurance cover not held then this is at the lessee’s own risk.

Groups storing items in Green Drive Hall must ensure that they have the property insured for loss or damage as the Hall Management Committee is unable to insure third party property.

7. BOUNCY CASTLES

The use of small indoor bouncy castles are permitted for children's birthday parties on the basis that the lessee takes full responsibility for any damage done to the hall and recommend personal liability insurance cover is obtained prior to the booking.
Bouncy castles which require to be fixed to the floor are not permitted.
A mat should be provided underneath the equipment to protect the floor and to stop slipping.
A mat should be placed in front of the equipment to prevent injury if a child bounces out of the equipment.
2 adults should be present at all times to monitor the use by children to avoid overcrowding.  The hirer of the equipment would be able to advise on safe levels of usage and any conditions regarding the use e.g. no shoes, jewellery or items which could catch and cause injury.

8 FIRE PRECAUTIONS

Lessees should familiarise themselves with Green Drive Hall Fire Regulations on display, identify fire exits and advise their group of steps to be taken in the event of a fire.

Lessees should practice a fire drill for evacuation of the building in the event of fire.

Lessees should ensure that a list of those attending the booking is kept in the event of a fire and evacuation from the building so that this is available for the Fire Officers.

Lessees should ensure that no fire exits or corridors are blocked during their let and that any structure erected/in place at or near a fire exit should leave members of the public with a clear straight access from the hall or room.  All doors leading to these escapes must be kept unlocked during the let.

If you require to use chairs for a concert style layout, you should note that it is a requirement of the Fire, Planning and Building Control Authorities under the Public Entertainment Licence/Theatre licence, that chairs must be linked together for the quick evacuation of the premises in the event of fire and to avoid obstruction.  The majority of chairs in halls do link together and these should be used in the first instance.  If you require to use the chairs that do not link together, the advice given by Planning and Building Control officials is that these chairs may be lashed  together to ensure that they are firmly held together.  Chairs should be linked together in lengths of not fewer than 4 and not more than 12.

9.        ACCIDENTS DURING BOOKINGS

If a member of your group suffers an injury irrespective of how slight during your booking, then the appropriate documentation must be completed,      the Accident Book is located in the Kitchen  

Please note that if the injured person requires to go to hospital or has more than 3 days off work then a form requires to be completed and sent to the Health and Safety Executive.

10.      RISK ASSESSMENTS

Your group should ensure that you have a risk assessment in place for the activities you are undertaking during your booking and a copy of this should        be forwarded to the Booking Secretary
If electrical sockets are to be used during your booking then you must use portable RCD (Residual Current Device) connections for safety.

11.      USE OF FIREWORKS IS NOT PERMITTED AT GREEN DRIVE HALL

12.      FOOD HYGIENE AND CONTROL OF INFECTION E.COLI O157

You are reminded of your responsibilities regarding food safety if you are preparing and consuming food before or during your booking.  Serious    outbreaks of E.Coli  0157 have, in the past, caused deaths.  You are reminded that 0157 is a serious illness caused by bacteria

Food Safety legislation places responsibilities on you to ensure all food prepared by you or obtained by you is safe to eat.  You must follow The   System of Food Safety Assurance and ensure that all practises and procedures laid out are followed.  If you have any doubts or queries you should contact your local Environmental Health Office (telephone number 01463 703968) and from the website www.food.gov.uk.

13.       LESSEES RESPONSIBILITIES

            The lessee will be responsible for the proper conduct of the let.

The lessee will be responsible for any damage caused to the premises or to   the furnishings, fittings, equipment and anything else contained in the hall.

Any damage to the premises, fittings or equipment within the hall, found prior to the commencement of the let must be reported to the caretaker before the commencement of the let. Previous problems such as kicking holes in walls, punching and making holes in doors, damaging fittings and fixtures, breaking windows are all the problems you should be aware of and ensure stewards and/or responsible person(s) pay attention to any possible problems.

An account will be sent to the lessee for the cost of repairing damage identified as having been caused during the let.

The lessee will be responsible for any injury caused to any person arising from their let or during the course of their let

The Management Committee will not be liable for any damage to, or for the loss of property brought to, or left in, the premises.

The lessee will name one of their number who will be the “responsible person” in respect of the let.

When a let of the premises is authorised which includes the use of specialist sports equipment, the lessee will be responsible for any activities carried out in the premises.  They will ensure that there is in attendance throughout the duration of the let, a person with appropriate experience and qualifications as set out in the guidelines for the use of the sports and recreational complexes

If permission is given by the Management Committee for there to be a licensed bar at a social function, the lessees will ensure that:-

(a) they have obtained and have in force the necessary permissions by the licensing authority,
(b) no breach of the conditions of such permissions, or the addition of conditions specified by Inverness Area Community Learning and Leisure is allowed to occur and;
(c) Sufficient stewards are appointed to ensure proper control of the event.

If required, the lessees shall wear footwear which is considered by the Management    Committee to be appropriate.

   The lessee shall ensure that all statutory requirements are met.

For your group’s safety you should ensure that the main door of the facility is closed once your group has arrived

14.      USE OF PREMISES AND MANAGEMENT COMMITTEE RIGHTS

The lessee will use the premises solely for the purpose(s) stated in the let and will ensure that the premises are left in a clean, neat and tidy condition.   If, as a consequence of the use of the premises, cleaning is required, the Management Committee will employ Contractors to carry this out and the lessee will be invoiced for the additional cost.

The lessees are responsible for ensuring compliance with any emergency regulation, special or any other regulations in force for the time being. 

Authorised officials of the Management Committee shall be entitled, in the course of their duty, to have free access at all times, to the hall to ensure that it is being conducted properly.

    There is reserved to the Management Committee the right to cancel any let, at any time, without reason given, in respect of any occasion or to terminate the let.  The Management Committee shall refund any charges paid and not due by reason of such cancellation or termination.

The Management Committee does not stipulate that the hall is suitable for any particular use.  The lessee shall provide the necessary stewards and attendants where necessary during the let to ensure that effective control is provided in all areas during the let and that proper control of the event is maintained.

15. NO SMOKING

No smoking is allowed in the Green Drive Hall at any time, and outside not within 3 metres of any door or window

16.     BOOKINGS AND STEWARDING OF EVENTS

For all events e.g. dances, discos and parties, irrespective of whether alcohol is present responsible, sufficient stewards aged over 21 should be present at suitable locations within and out with the area of the event and at the main door to avoid any person under the influence of alcohol being admitted to the hall.  This will hopefully avoid any trouble and vandalism at the event and within the hall.  The Pop Code ratio of 1 steward to 50 members of the public should be adhered to as a minimum and it is advisable to ensure that enough stewards are in place for all eventualities.

NOTE  - A list of stewards, together with addresses and telephone numbers should be submitted to the Booking Secretary at least 7 days prior to the booking for approval. Copies of this are sent to the local Community Police Officers for their information.

NON-LICENSED BOOKINGS

1. Any member of the public trying to gain entry under the influence of drink should not be allowed in.

2. Unless permission for alcohol to be present is given NO ALCOHOL should be allowed in the hall and stewards must ensure that this condition is followed.  To avoid those present hiding alcohol, the toilets should be checked on a regular basis to stop illegal, underage drinking.

3. In the event of members of the public loitering and/or displaying anti-social behaviour outside the hall having either been evicted or not permitted entry you should contact the Police regarding their removal.

4. As lessee, you are responsible for the proper conduct of your event and for leaving the hall in a clean and tidy condition.  Please note liquid spillages MUST be cleaned up immediately to ensure no damage to flooring is sustained.

5. You should advise the local Police of your event and ask for assistance to ensure that members of the public leave the vicinity of the hall as quickly as possible after the close of your event.

6. If the facility is close to residential housing it is advisable to letter drop the adjacent residents to advise them what you intend to do and to assuring them that the nuisance will be kept to a minimum if music is involved.

7. At the end of your booking you should ensure that an announcement is made asking those attending your event to disperse as quickly and quietly as possible from both the hall and the environs of the hall to ensure that the noise nuisance is kept to an absolute minimum for neighbouring residents.

8. You should ensure that the noise level from any music is kept to a reasonable level advising the group or DJ/group accordingly.  As a guide the music should not be audible to any degree out with the boundary of the hall.

LICENSED BOOKINGS

1. It should be noted that alcohol is only permitted in subject to permission from the Licensing Board and bookings are also subject to the above conditions as well as the following.

2. No under 18’s should be served alcohol.  You should ensure that the licensee is dealing with this adequately.

3. You should ask your stewards to ensure that no alcohol is taken outside the hall in bottles, cans or glasses to avoid glass breakages outside and litter being left for the caretaker to clean up.

You should ensure that your stewards are aware of the various conditions and comply with these.

BRING YOUR OWN BOTTLE (“BYOB”)
1. A lessee may wish to provide their own alcohol for presentation purposes or a group attending an event may wish to bring their own alcohol to be consumed during the booking and this is permissible.

2. No alcohol licence is required for this but it is a requirement that this is not advertised openly and the alcohol must not be sold on the premises.

3. With BYOB events alcohol is normally more freely available and does tend to be drunk in larger measures with consequential problems of spillage and inebriation.  Lessees are asked to ensure that the floor, which in most cases, is constructed of sports flooring, does not get too wet without being mopped up as damage to the flooring can result.  Stewards should ensure that this is dealt with.
PLEASE NOTE THAT THE LOCAL BEAT POLICE OFFICER MAY VISIT THE HALL DURING THE LET TO ENSURE THAT THE EVENT IS BEING RUN PROPERLY AND THAT NO UNDERAGE DRINKING OR SMOKING IS TAKING PLACE.
FAILURE TO ABIDE BY THESE CONDITIONS MAY WELL AFFECT ANY FUTURE BOOKINGS YOU MAY WISH TO MAKE WITH THIS SERVICE.

 




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