Room Booking Terms and Conditions

INTRODUCTION

The letting is permitted by Sheffield City Council on the understanding that the following rules, procedures and any specific Council policies provided to you are adhered to at all times. The Council reserve the right to refuse any application to hire facilities without reason to the hirer if they feel such a letting is not in the interest of the Council. The person(s) signing the lettings agreement on behalf of the hirer (‘hirer’) are personally responsible for ensuring these terms and conditions and any other appropriate Council policies and procedures are fully complied with.

DEFINITIONS

In the terms and conditions the following words shall have these meanings.

"The Hirer" shall mean the person/persons or body of persons making application for the use of a facility within the control of the Sheffield City Council "the Facilities" or any part of its facilities under the direct control of Sheffield City Council.
"Facility/ies" shall mean any building or land under the ownership of the Sheffield City Council and its staff or any part of the facility or number of staff.
"Period of Hire" shall mean the period during which the Hirer is entitled to use any part of the facility or any dedicated member of staff with the confirmed permission of Sheffield City Council.
"Date of Hiring" shall confirm the date on which the Hirer is entitled to use any of the facility.
"The Council" shall mean Sheffield City Council.
"Headings" are inserted for convenience only and shall not affect the construction of this agreement.
"Centre Manager" shall mean the Head of Service or nominated representative.
"Any powers, discretions, rights or obligations of the Council within this Agreement may be exercised or discharged by the Council or any duly authorised Officer of the Council".

FEES AND PAYMENT

Sheffield City Council reserves the right to recoup reasonable costs for any damage to the building and its surrounds, damage or loss of equipment supplied for the building by the Council including keys, padlocks and extra cleaning.
Any payments for hire and due to the Council shall be paid immediately upon payment notification.
Hire charges will be agreed by Sheffield City Council at the time of enquiry.
If you wish to cancel the booking for any reason please give the Council at least 2 working days’ notice. If you do not give the team 2 working days’ notice any fees due will not be refunded.
Where it is considered the booking is cancelled at short notice through no fault of the hirer then full refunds will be given.

TERM OF BOOKING AND REFUSAL/CANCELLATION

The Council reserve the right to:

Refuse any application as it may deem fit without stating any reason.
Serve hirers notice to permanently vacate the premises. The notice period may be variable.
Cancel any single booking on giving 7 days' notice to the Hirer.
Cease the hiring and retain all hire fees if in the opinion of the Council the Hirer has failed to keep proper order within the facility or anyone invited to the facility has damaged the facility, or the Hirer or anyone invited has made any threat to any member or officer of the Council, or has exceeded the stated capacity for the building, or has failed to pay to the Council the hire fee in the time required by the Council.
Cease the hiring immediately if the premises are being used for any political purpose or political rally; or has failed to comply with any instructions of the Council; or has not provided insurance cover [if so required by the Council]; or for any other reason the Council in its sole discretion considers reasonable excuse to terminate the hiring with immediate notice.
Close the building with immediate effect in cases of emergency.
Request to see evidence of any legally required current documentation if necessary (eg licences, DBS checks, food hygiene certificates) and may carry out periodic random checks on this information.

In the event that the Council decides to cease the hiring in accordance with the above the Council will not be responsible to the Hirer for any costs incurred by the Hirer with regard to the hiring.
All information given on this form, including information regarding convictions given on the Rehabilitation of Offenders Declaration, will be used to decide whether you are eligible for Community Building hire.
The information provided to us is required to complete the agreement in accordance with the terms and conditions of hiring out this Sheffield City Council community building.
Under the General Data Protection Regulations 2018, our information will only be used by the Council and we will not share it with any third party. We may share information on volumes and usage of our community buildings with other Council departments and Elected Members, however, personal data will not be disclosed.
This information will be kept securely for the duration of the hire plus ten years for auditing and financial monitoring.
You have rights under Data Protection Law. For further details about your rights, the contact details of our Data Protection Officer and your right to make a complaint please see our Data Protection web page: http://www.sheffield.gov.uk/privacy

RESPONSIBILITIES OF THE HIRER

a. The Hirer must:

Adhere at all times to the Terms and Conditions of Hire.
Be contactable at all times during the period of hire.
Be on hand to deal with any personal or medical emergency involving one of their group.
In case of an emergency, ensure that someone in your group has access to a mobile telephone whilst in the building.
Ensure all vulnerable adults and persons under the age of 18 using the building are protected and any necessary checks have been undertaken where appropriate (eg Disclosure and Barring Service checks). It is necessary for you to disclose all criminal cautions and convictions for any person acting in a supervisory capacity.
Ensure all necessary licences, permissions and registrations are obtained (eg Public Entertainments Licence, Public Performance Licence, Performing Rights Society Licence, gambling or gaming permissions etc). Guidance is available from the Council Licensing Section tel: 0114 273407, email – [email protected]. Permission to undertake activities must be granted in writing by Sheffield City Council before any applications are made.
Only use the building for the activities that have been stated on the booking form.
Ensure adequate supervision of all persons using the building and be responsible for the behaviour and supervision of them at all times.
Ensure safe and proper use of the building.
Leave the building in a clean, tidy and secure state.
Be responsible for making arrangements to insure against any third party claims which may lay against him/her or his/her organisation whilst using the community building.
Not sublet the premises to any other person/organisation.
Abide by all relevant Health and Safety legislation and risk assess activities as necessary.
Be responsible in ensuring the group have access to adequate first aid equipment as first aid kits are not always available in buildings.
Not carry out any alterations or repairs to the facilities without prior permission from the Council.
Return any equipment owned by the Council and allowed to be used during the period of hire to the place it was found at the end of the period of hire.
Not bring their own equipment on to site without the written permission of the Council and any electrical appliances must be PAT tested. Any equipment brought onto the facility shall be removed at the end of the period of hire or, if the facilities are used regularly by the Hirer, placed in Council agreed secured storage. A charge may be applicable for storage.
Take a register of attendees and if an evacuation is necessary, take a roll call to ensure that everyone is out of the building. If anyone is missing, advise the Fire Brigade immediately upon their arrival.
Take time to familiarise themselves with the location of emergency exits and ensure that members of their group are informed prior to an activity starting.
Be responsible for ensuring all fire escape routes are unlocked and kept clear.
Read and adhere to the attached Fire Safety Instructions.

USE OF BUILDING

The buildings may only be hired for parties for children aged 12 and under. No adult parties are allowed..
The building is available to hire to all members of the community in line with Sheffield City Council’s Equal Opportunities Policy.
Sheffield City Council owned venues must not be used to promote hate or intolerance, provide a platform for extremists or to disseminate extremist views, or for activities that are likely to undermine community cohesion.
Illicit drugs must not be brought on to the premises.
Flammable substances must not be brought onto the premises, including fats/cooking oils.
The sale or consumption of alcohol is prohibited in all buildings.
Smoking and e-cigarettes are prohibited in all buildings and the immediate surroundings.
Where public car parking is available cars are left at user’s own risk.
The preparation and serving of food in the facility is not permissible unless prior written consent has been given by the Council. If consent is granted, any person wishing to prepare food must hold a Basic Level 1 food Hygiene Certificate (or higher qualification).
Within reason pre-prepared food may be brought into the building.
Seek prior permission from the Council to display adverts in the building.
Please consider other people living near to the community building and leave quietly so as to minimise disturbance.
Bookings at community buildings will finish by 9 pm. Later finishing times will only be allowed after receiving approval in writing from the Council. Do not play loud music.
The hiring of the building does not give authority to the Hirer for any events within the surrounding green space.  All intended green space events need permissions and checks from Sheffield City Council Events Team whom require a minimum notice period prior to the event of 8 weeks.  Failure to obtain the relevant permission may invalidate your insurance.  All events may be subject to a booking fee. Sheffield City Council Events telephone: 0114 273 6433.

ADEQUATE INSURANCE

In most circumstances the Council does not insure Hirers against personal injury, accident or loss or damage to personal or third party property and the Hirer shall be responsible for the obtaining and paying for Public Liability Insurance.
The Hirer shall:

Repay to the Council on demand the cost of reinstating or replacing any part of the facility or any property in or upon the facility which shall be damaged, destroyed, stolen or removed during the period of hire; and
Indemnify the Council against all claims, demands, actions or proceedings in respect of the death or injury howsoever or by whosoever caused of or to any person while carrying out his duties which shall occur while such person is in or upon any part of the facility. The Hirer shall further indemnify the Council in respect of any loss or damage suffered or sustained by any person in consequence of such death or injury.

FIRE SAFETY

Please read the ‘Fire Safety Instructions’ on the next page.

FIRE SAFETY INSTRUCTIONS

Ensure that external shutters are raised from all fire exit doors when the building is occupied and that all fire exits are unlocked and clear. Shutters must be closed again at the end of the session.
Do not obstruct fire exits.
To raise the alarm in the event of fire – refer to the fire map located within the building, which indicates the location of break-glass call points, the fire exits and fire assembly point.
On the sound of the fire alarm, or the alarm being raised, please evacuate from the nearest Fire exit.
Procedure for calling the Fire Brigade: Once you have safely evacuated the building please call 999 and clearly state the address to the operator.
The location and procedures for use of firefighting equipment: Such equipment should only be used to assist the evacuation of people whose only escape route is impeded by a fire. Leave firefighting to the Fire Brigade.
To avoid and mitigate the spread of fire, keep combustible items to a minimum eg out-of-date paperwork/flyers etc. disposed of, minimal use of extension leads, don’t store combustibles near sources of ignition.