Updated 8th February 2022

Hall Hire Terms & Conditions

Undertaking of the Hirer 

The Hirer undertakes to ensure that they have an understanding of the Hire Conditions for the  time being in force. 

Supervision by the Hirer 

The Hirer undertakes to be present, or arrange for sufficient adult representatives to be  present, throughout the hiring to ensure compliance with the provisions and stipulations  contained or referred to in these Hire Conditions and any relevant licenses. 

Responsibility of the Hirer 

The Hirer shall be responsible during the period of hire for:- 

∙ Being familiar with, and complying with, the guides provided for the use of the  BLODS Hall. 

∙ Ensuring that the Premises are kept secure for the duration of the hire ∙ Supervision of the use of the Premises and the care of its fabric and contents ∙ Ensuring that the purpose and conduct of the hire does not disrupt the use of any other  room hired by other persons 

∙ Ensuring that the Premises (including foyer, kitchen, kitchen appliances and  toilets as appropriate) are left clean and tidy with rubbish removed from the site at  the end of the hire. We reserve the right to charge the hirer a cleaning fee should any part of the premises require cleaning after a hire.

∙ Ensuring that all equipment, chairs and tables have been returned to their storage  positions safely, the Premises are cleared of people, all lights switched off, and the  building secured, except for any facilities or room or public area in use by another  continuing hire 

∙ Ensuring that any temporary fittings and fixtures comply with Health and Safety  guidance, and in particular ensuring that any decorations used are not a fire hazard ∙ Ensuring that any equipment or electrical appliances brought onto the Premises and  used there shall be PAT tested and certified safe and in good working order, and used in a  safe manner. 

∙ Ensuring that no animals (including birds), except assist dogs are brought into the  building, without written permission of the BLODS on the occasion of a special event or  hire agreed to by the BLODS 

∙ Ensuring that NO animals whatsoever enter the kitchen at any time ∙ Ensuring that no Barbeques, LPG appliances or highly flammable substances are  brought onto the Premises or used outside in the grounds of Manor Gardens ∙ Ensuring that they and their attendees recognise the fact that the Premises are situated  in a residential neighbourhood and conduct themselves accordingly.

Fire Regulations 

The Hirer shall: 

Ensure that the “Emergency Exit” signs are kept illuminated 

Ensure that the Fire Brigade is called to any outbreak of fire, however slight, and  details given to the BLODS Hall 

Prior to the start of an event indicate the fire exits and Evacuation Meeting Place to  the persons attending the event 

Ensure that the Fire Exits (In main hall and front of building) are not blocked or locked giving easy escape in an emergency.

The Evacuation Meeting Place is in the corner of the Car Park by the public toilets and  opposite to the Entrance. No person may re-enter the Hall without the permission of the Fire  Brigade. 

Keys and Access Codes

The named hirer is responsible for the Keys and access code.

The Access codes are given in confidence and must not be shared with anyone.

The keys (Accessed via the lockbox directly outside the Main Entrance) MUST be placed back into the lockbox IMMEDIATELY after gaining access to the hall.

Use of Premises  

The Hirer shall not:- 

∙ Sub-let or use the Premises for any purpose other than that described in their Booking  Application 

∙ Use the premises or allow the Premises to be used for any unlawful purpose or in any  unlawful way 

∙ Do anything or bring onto the Premises anything which may endanger the Premises or  render invalid any insurance policies in respect thereof 

∙ Allow the use of drugs on the Premises 

∙ Allow smoking in the Premises or in the vicinity of the entrances. 

Car Parking 

Vehicles are parked at owner’s risk. The space at the end of the hall is reserved for  emergency vehicle use, but may be used temporarily for unloading. The car park is shared  with Manor Barn and its patrons. 

Premises Licence and other relevant legislation

The Hirer is responsible for: Conforming to the terms of the Premises Licence granted to the  BLODS Hall, including, but not limited to, permitted hours for licensable activities (serving  alcohol). The Hirer shall also pay to the BLODS such fees as are required for a licence to sell  alcohol at an event. Alcohol may not be served to any person under the age of 18 years. 

∙ All loud music stop at 11PM 

∙ Ensuring no excessive noise occurs, particularly late at night or early morning, with a  minimum of noise being made by any person on arrival or departure.

The Hirer shall ensure that the users: 

∙ do not contravene the law relating to gaming, betting, and lotteries ∙ comply with all conditions and regulations required by the Licensing Act, particularly  in connection with events which include public dancing or music, or stage plays, or films,  or similar entertainment taking place at the premises. 

A breach of this condition may lead to prosecution by the local authority. 

Compliance with legislation relating to children or  vulnerable adults 

The Hirer shall ensure that any activities at the Premises for children or vulnerable adults  comply with current legislation in that regard and that only fit and proper persons have access  to children or vulnerable adults. Child Protection Policies are the responsibility of the Hirer. The hirer may be asked to produce accompanying documents 

Indemnity 

The Hirer shall indemnify and keep indemnified each of the Trustees of the BLODS Hall and  their employees, volunteers, agents and invitees against: 

∙ the cost of repair of any damage done to any part of the Premises including the  curtilage thereof or the contents of the Premises 

∙ against all actions, claims, and costs of proceedings arising from any breach of the  Hall Conditions 

∙ all claims in respect of damages, including damage for 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 

As directed by the BLODS committee, 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.

Insurance 

The Hirer is responsible for ensuring that any catering company or operator hired to bring  equipment such as bouncy castles onto the Premises has relevant and appropriate insurance,  which shall include public liability insurance. 

Commercial hirers must provide Public Liability insurance (£5,000,000 minimum  indemnity).  

Booking Conditions (From August 2021)

BLODS will reserve (‘blocked out’) future regular time periods required by regular hirers, unless the premises are needed for BLODS productions or activities. It is the hirers responsibility to request release of the ‘blocked out’ times no later than 48 hours before booking. Failure to do so may result in the loss of the requested day/time slot.

A minimum of 4 weeks of regular bookings must be booked (consecutively or non-consecutively) each time a regular hirer wishes to make a booking.

Responsibility:  The hirer must be over the age of 18 and accepts the responsibility for all the conditions required for hiring the hall.  This requires the hirer to be on the premises at all times when the public is present and ensuring that all the conditions are met relating to the management and supervision of the premises. The Hirer, during the period of the hiring, will be responsible for the good care of the premises, the fabric and the contents, health and safety of themselves and all members of their group, including proper supervision of car parking arrangements so as to avoid obstruction. The hirer should make good, or pay for any damage to the hall and/or contents (including accidental damage).  All events must finish by 11pm, including clearing away.

Use of premises:  The hirer must not use the premises for any other purpose than that described in the hiring agreement on the booking form.  Please inform the booking secretary before bringing any extra equipment to the hall.  Nothing should be affixed to the walls, doors, floors or ceiling of the building, without permission at point of hire. 

Hirers are reminded that they are responsible for any accident or personal injury arising out of the activity for which they have booked the premises, or improper use of the facilities. 

It is the responsibility of the hirer to ensure that the premises are safe for the purpose for which they intend to use them. None of the hall keys can be kept, copied or loaned to anyone.  

No access is permitted outside the specific times booked by the Hirer.

Insurance and indemnity:  The BLODS has insurance to cover its own equipment and contents. 

 This insurance does not cover any of the hirer’s own equipment whether brought into the hall or stored on the premises.  All regular users therefore, are recommended to arrange their own insurance cover for their own equipment for use by their group and arrange cover for any personal injury sustained whilst involved in the activity provided by the hirer. 

If the group using the hall has its own insurance cover, this will take precedence over the cover provided by BLODS own PLI policy.  BLODS is insured against any claims arising from its own negligence.

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, 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 must ensure that all means of exit from the premises are kept free of obstruction and immediately available for instant public evacuation.

Gaming, betting and lotteries:  The hirer shall ensure that nothing is done in contravention of the law relating to gaming, betting and lotteries.

Music, copyright licensing:  BLODS holds relevant licences under the Performing Rights Society (PRS).  Where appropriate, the hirer is responsible for arranging their own licences.

Children Act 1989:  The hirer shall ensure that any activities for children comply with the Children Act 2004 and only fit and proper persons who have passed the appropriate Criminal Records Bureau checks should have access to the children.

Food safety: The Hirer shall, if preparing, serving or selling food observe all relevant food health and hygiene legislation and regulations.

Smoking: Smoking is not permitted anywhere on the premises or surrounding areas, this includes e-cigarettes.

Electrical safety: The Hirer shall ensure that any electrical appliances brought by him/ her to the premises and used there shall be safe and in good working order, and should be used in a safe manner. If equipment brought into the building is faulty this could result in the electric trip switches being activated and the resultant loss of power will be the responsibility of the hirer. We recommend all electrical equipment be PAT tested that isn’t BLODS property.

Noise:  The Hirer is responsible that good order is maintained during the period of hire where sound amplification is used ensuring that no disturbance or nuisance is caused to persons in the locality giving rise to a formal complaint. The Hirer shall ensure that the minimum of noise is made on arrival and departure.

BLODS CCTV Policy

Introduction

BLODS is a registered charity.  Closed circuit television (“CCTV”) is installed at BLODS hall.  Cameras are located at various places on the premises and images from the cameras are recorded digitally and then automatically recorded over between one day to one month.  This document details the policy and procedures used to control the management, operation, use and confidentiality of the CCTV system.

Purpose & Objectives

The purposes and objectives of the CCTV system are:

To maintain the security of the premises.

To deter, detect and prevent crime, vandalism and anti-social behaviour.

To provide a safe and secure environment for volunteers, staff, hirers, visitors and contractors.

To assist Law Enforcement Agencies to carry out their lawful duties.

To prevent misuse of BLODS property to promote cleanliness.

This use of CCTV falls within the scope of The Data Protection Act 2018 and The General Data Protection Regulation 2018.  BLODS complies with the Information Commissioner’s Office (“ICO”) CCTV Code of Practice (https://ico.org.uk/media/1542/cctv-code-of-practice.pdf) to ensure that it is used responsibly.

Warning Signs

CCTV warning signs are clearly and prominently displayed at BLODS main Entrance Door & at the front of the Main Hall.

Siting the Cameras and Coverage

The planning and design has endeavoured to ensure that the CCTV system gives maximum effectiveness and efficiency but it is not possible to guarantee that the system will cover or detect every single incident taking place in the areas of coverage.

Cameras have been sited carefully so that they only capture images relevant to the purposes for which they are installed (described in “Purpose” above) and care has been taken to ensure that reasonable privacy expectations are not violated.  Every effort has been made by BLODS to position cameras so that their coverage is restricted to the BLODS premises which may include public areas.

Storage and Retention of CCTV images

Recorded data is stored automatically for up to 24 hrs on a recorder which is secured within BLODS and to which only the BLODS hall manager or members of the BLODS Management Committee have access. Recorded data will be stored in a way that ensures the security and integrity of the image and allows specific times and dates to be identified.

Normally, recorded data will not be retained for longer than 24hrs. On occasion, images may need to be retained longer where, for example, an incident has been identified or a Subject Access Request has been made or time is required to enable the Law Enforcement Agencies to collect relevant images or the Law Enforcement Agencies are investigating a crime and ask for images to be preserved to afford them the opportunity to view the information as part of an active crime investigation.  All retained images will be stored securely.

Access to CCTV Images and Disclosure

Access to recorded images is restricted to members of the BLODS management Committee. 

Disclosure of information will be controlled and consistent with the purpose(s) for which the CCTV system has been established.  Once information is disclosed to a Law Enforcement Agency, they will become the data controller for the copy which they hold.

The following guidelines will be adhered to in relation to the disclosure of images:

a)  The disclosure of images will be in line with the above Objectives and will be controlled under the supervision of the Data Controller or his/her deputy;

b)  A log will be maintained itemising the date, time(s), camera, person copying, person receiving and reason for the disclosure;

c)  The appropriate disclosure documentation from the Law Enforcement Agencies will be filed for future reference;

d)  Images must not be forwarded to the media for entertainment purposes or be placed on the internet;

e)  Images must not be copied in any way, eg photographed, downloaded or printed for use other than described in the objectives;

f)  Images will only be released to the media for identification purposes in liaison with the Law Enforcement Agencies;

g) The method of disclosing images should be secure to ensure that they are only seen by the intended recipient; and

h) Images of third parties not relevant to the investigation should be obscured where possible to prevent unnecessary identification.

Subject Access Requests

Individuals have the right to request access to CCTV footage relating to themselves under The General Data Protection Regulation.

All requests for access should be made by e-mail or in writing to the BLODS manager, providing sufficient information to enable the footage relating to them to be identified, i.e. date, time and location. BLODS will respond to requests within 4 weeks of receiving the written request to admin@blods.co.uk

All requests for access are recorded.  If disclosure is denied, the reason is documented and the individual will be informed within at least 4 weeks of the reason and their right to complain to a statutory authority. BLODS reserves the right to refuse access to CCTV footage where this would prejudice the legal rights of other individuals or jeopardise an ongoing investigation. 

A fee of £10 may be charged for a Subject Access Request, depending on circumstances.

Complaints

Enquiries or complaints about the operation of CCTV System Manager in the first instance at admin@blods.co.uk 

Review

This policy will be reviewed at least annually by the Blods Management Committee or when new legislation requires this policy to be updated.  The CCTV Notice appended to this policy forms a checklist for the BLODS Management Committee to use and is displayed on the noticeboard in the Blods lobby to provide assurances on the proper use of CCTV to volunteers, staff, hirers, visitors and contractors.

Accidents and Dangerous Occurrences 

The Hirer must report all accidents involving injury to the public to an authorised  representative of the BLODS Hall as soon as possible, and complete the relevant section in  the BLODS Accident Book. Any failure of equipment, either that belonging to the BLODS,  or brought in by the Hirer must also be reported as soon as possible. 

Storage

No equipment, provisions or stock may be kept at the hall after hire unless expressly agreed by the Chairman, or their representative, prior to booking. The continuation of this agreement shall be at our discretion and may be withdrawn at any time.

BLODS accepts no responsibility for any equipment or property brought onto or left at the premises. All liability for loss or damage to equipment or property lies with the hirer. 

No alterations  

Decorations may be hung from the ornamental bosses/hooks provided on the side walls of the  Halls but not elsewhere. On request, Hirers must produce a certificate that the decorations are  not a fire hazard. Blu-tack, drawing pins, adhesive tape or similar may be used.  No other alterations or additions may be made to the Premises, and no fixtures may be installed, or placards, or other articles be attached in any way to any part of the Premises without the prior written approval of the BLODS. 

Any alteration, fixture or fitting, or attachment, so approved, shall, at the discretion of the  BLODS, remain in the Premises at the end of the hiring and become the property of the  BLODS or be removed by the Hirer. The Hirer must make good to the satisfaction of the  BLODS any damage caused to the Premises by such removal.

Interruption of Regular Bookings 

The BLODS reserve the right to nominate a specified weekday evening as not being available  for regular weekly bookings, so that priority can be given to BLODS. This will be pre-arranged with the hirer unless in an emergency situation.

Cancellation by the Hirer 

Bookings may be cancelled, and a refund given, up to 3 days prior to booked appointments. Failure to do so will result in retention of payment for that appointment. Emergency cancellations will be reviewed and decided upon at the chairman's discretion.

Cancellation by the BLODS 

The BLODS reserves the right to cancel a hiring by email, digital message or any other means to the Hirer in the event of  the Premises being required for use as a Polling Station for a Parliamentary or Local  Government election or bye-election or referendum or if the BLODS Hall reasonably  consider that: 

∙ such hiring may lead to a breach of the licensing conditions, or other legal or statutory  requirements, or 

∙ unlawful or unsuitable activities may take place at the Premises as a result of the  hiring, or 

∙ the Premises have become unfit for the use intended by the Hirer In any such case the Hirer shall be entitled to a refund of hire fees already paid, but the BLODS shall not be liable for any resulting direct or indirect loss or damages whatsoever. 

Acceptance 

These Terms and Conditions will have been made available to the Hirer at the time of making  the booking. By proceeding with the booking the Hirer is deemed to have accepted these  terms and conditions. BLODS reserves the right to update these terms and conditions at any time without any notice.