Terms & Conditions of Hire

Equal Opportunities

Users of the centre must comply with the Equality Act 2010. You must ensure the Centre and activities are open to all members of the community regardless of sex, sexual orientation, nationality, age, disability, race, or of political, religious or other opinions.  

  1. Full details of the type of function/event and its associated activities must be provided on the booking form. Bulkington Community & Conference Centre (BVC) reserves the right not to accept an application of hire and is not bound to state the reason for doing so.
  2. In specifying the day(s) and times on the booking form, the Hirer must include an adequate allowance for any set up, breakdown and reinstatement activity.
  3. No booking is assured until the booking form is completed and signed by the Hirer and confirmed received by BVC with the relevant deposit paid if required.
  4. The person signing the Booking Form and the person or organisation on whose behalf the booking is made shall together be deemed to be the Hirer. They will jointly be responsible for the payment of charges and for the observance of the booking conditions.
  5. Any room shall be used for no purpose and at no times other than is specified on the booking form. If BVC believes there is a discrepancy between the purpose stated and that, which is going to take place, BVC may cancel the booking and retain the deposit. BVC reserves the right to discontinue any function whose activities are other than those stated on the booking form, in such case the Hirer shall remain liable to make full payment.
  6. In using the room booked the Hirer shall ensure that: a)The function / event shall be organised in a manner which promotes enjoyment by the attendees and the reputation of BVC as a venue.
    1. Smoking is prohibited in every room/area within the building, to include smoking of any E-Cigarette device. Specific cigarette ash cans are provided outside the main entrance for extinguishing all cigarettes before entry.
  7. It is the hirers or group leader’s responsibility to be conversant with the location of first aid equipment. All accidents must be recorded in the accident book, located in the First Aid Cabinet in the main reception and reported to a BVC representative as soon as possible. All user groups would need to make their own decisions regarding the relevance and necessity for making their own arrangements over and above the basic first aid supplies available at the Centre
  8. It is the hirers or group leaders responsibility to ensure an accurate record of attendees to every meeting or event is kept as a Fire Register. The group leader or hirer should respond appropriately in the event of an emergency and in accordance with BVC’s Fire Evacuation Policy & Procedure.
  9. BVC have the right to refuse any booking.

Safeguarding:

  1. Safeguarding children, young people, and adults at risk You must ensure that any activities for children, young people and adults at risk are only provided by fit and proper persons in accordance with the Children Act 1989 and 2004, the Safeguarding Vulnerable Groups Act 2006 and any subsequent legislation. When requested, you must provide us with a copy of your Safeguarding Policy and evidence that you have carried out relevant checks through the Disclosure and Barring Service (DBS). All reasonable steps must be taken to prevent harm, and to respond appropriately when harm does occur. Relevant concerns must be reported.

Car Parking:

  1. Hirers should be aware that the car park is a part of the centre, and that car parking etiquette should be adhered to.
  2. BVC cannot guarantee a parking space; car park usage can be high dependant on centre bookings on any given day.
  3. Owners and drivers of motor vehicles using the BVC car park, do so at their own risk. No liability is accepted by BVC in respect of any loss, theft, accident, damage or injury suffered or inflicted by such persons or vehicles.
  4. Vehicles must be parked in designated parking spaces only. BVC will not tolerate Irresponsible parking causing an obstruction and/or hazard such as parking on yellow lines / paved / hatched or landscaped areas or parking in a Disabled Bay without displaying a valid Disabled Person’s badge
  5. No parking except for patients / doctors or ambulances is permitted within the surgery car park
  6. Overnight parking is not permitted unless first agreed by centre management.
  7. Vehicles must not be abandoned on BVC grounds. BVC may arrange to remove an abandoned vehicle from its property and the registered keeper will be responsible for all costs associated with its removal and retrieval.
  8. No unauthorised activity should take place within BVC car park including ball games, skateboarding or other similar activities. BVC management committee accepts no liability for any injury or damage resulting in any such use.
  9. In the event of adverse weather BVC will make all reasonable attempts to ensure that main pathways to and from entrances and fire exits are cleared, gritted and remain safe and clear for public use but that BVC deems it unreasonable to attempt to clear snow or ice from the car park due to the vast area.
  10. A Car Park Policy is available on request

Cancellation:

  1. BVC may immediately cancel the booking without liability to the Hirer if the Hirer fails to make any payment when due or if the Hirer breaches any other material condition of the booking. On any such cancellation, or if the Hirer cancels the booking, the following cancellation charges apply or at the managers discretion:
    • 2 months before hire date – loss of deposit
    • 2 months to 14 days before hire date – 50% of total cost
    • Less than 14 working days – total (to include room hire and catering if booked)
  2. BVC may cancel hiring in the event that BVC requires the room on the date it has been let to the Hirer in connection of national rejoicing or mourning or for a purpose, which in BVC’s opinion is of civic or national importance by giving the Hirer prior notice of cancellation.

Catering:

  1. Any catering required for Non-Community activities, for example training and conference events, required by the Hirer will be provided by BVC’s preferred catering contractor unless otherwise permitted by the BVC Manager
  2. BVC endeavours to ensure that its preferred catering contractor maintains a high standard. There will also be the option to pick and mix menu’s to suit individual budgets and needs
  3. The Hirer shall confirm the final number of attendees no less than 5 working days before the function is to take place. If a lesser number actually attends the function, no price reduction will be made.

Liquor:

  1. No intoxicating liquors are permitted to be bought, sold or stored on the BVC premises without the express permission of the BVC Manager.

Liability & Insurance:

  1. The Hirer shall indemnify BVC in respect of all damage or injury to property or person and in full against all liabilities, claims, demands, losses, damages, costs & expenses suffered and incurred by BVC as a result of, or arising in connection with:
    a. The room hire and activities associated with the hiring and
    b. The breach of any provision of the booking by the Hirer.
  2. The Hirer should ensure adequate insurance for equipment bought onto site by the Hirer. BVC takes no responsibility whatsoever for equipment brought onto site by the Hirer.
  3.  Any additional equipment used by the Hirer belonging to BVC during their booking, for example, overhead projectors, TV / Video or Multi –media projectors are the responsibility of the Hirer during the times stated on the booking form. Any loss or damage incurred whilst in the Hirers possession renders the Hirer liable.
  4. BVC reserves the right to close the function/event in the event of unreasonable behaviour or wilful damage and to require the Hirer to cease any activities which put attendees, the public or the premises at any risk whatsoever.
  5. BVC will not be liable for any loss or damage suffered in the event of the room not being available by reason of circumstances beyond its reasonable control, including without limitation, fire, accident, adverse weather, insurrection, revocation of a licence or regulation of any competent authority.

Training & Conference Events:

  • The Hirer shall ensure that procedures are followed:
    1. Trainers must ensure they have a completed delegate attendance list prior to the commencement of the training. Trainers are responsible for completing a fire roll call in the case of an emergency and liaising with BVC employees and/or the Fire Service.
  • The Hirer will ensure that any vehicles arriving for the event/function use authorised routes only and park in allocated parking spaces only. Disabled parking is available at the front of the building. Vehicles and equipment must be positioned so as not to block either emergency routes or fire exits.
  • The Hirer shall ensure that any equipment brought onto the site or into the building complies with all relevant laws and regulations. Other than electrical supply from existing 13amp outlets within the building, the Hirer will notify BVC of any requirement for utility services and will not make connections to any such services without prior consent from BVC.
  • If BVC so requests, the Hirer shall provide a method statement and risk assessment for the activities and intended use of equipment by the Hirer.
  • The Hirer shall recognise that during the Hirers presence on site, the activities of BVC and of other parties are likely to be taking place on BVC’s premises. The Hirer will use all reasonable endeavours not to interfere with or cause nuisance to other such activities and will act upon the reasonable request of BVC in that connection.
  • The Hirer shall be responsible for obtaining and abiding by the terms of any license that may be required for the function/event. Prior to the commencement of the hiring, the Hirer shall provide BVC with evidence of such licence(s) and the conditions relating thereto. For example; a liquor licence will need to be obtained for any event where the Hirer wishes to sell alcohol.
  • BVC will undertake normal daily cleaning operations but the Hirer shall be responsible for the removal of all their equipment, boxes and brochures etc. All Community Activities when using rooms shall ensure that all rubbish is removed and basic housekeeping duties are completed; leaving the room as it was found with swept floors, tidy surfaces and all equipment returned to storage.
  • Any complaint arising from the hiring must be made in writing to BVC within 24 hours of the reason for such complaint arising.   

Payment

  • For all bookings, payments should be paid within 30 days of receipt of the invoice unless alternative arrangements have first been made or at the discretion of the BVC Manager

BVC Privacy Statement

BVC takes your privacy seriously & will only use your personal information to administer your membership, booking(s) and/or provide you with the product or service you have requested from us. Any details provided to BVC will be held only by BVC and not shared with any other third party organisation. Under the new General Data Protection Regulation (GDPR) we are permitted to store & utilise personal date if it is deemed for “Legitimate Interests of the Data Controller.” The definition of legitimate interests is deemed an appropriate basis where we as an organisation can rely on legitimate interests for marketing activities if we can show that how we use people’s data is proportionate, has a minimal privacy impact, and people would not be surprised or likely to object the intended use of the information.

GDPR
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