Name:

Organisation:

Address:

Email:

Phone Number:

Location:

Days of Hire:

Start Date:

End Date

Start Time:

End Time:

Number of People:

Public or Private:

Room Set Up:

Special Arrangement(s):

By proceeding with your booking you are deemed to have accepted the following terms and conditions of hire:

Agreements with the Cranleigh Rugby Football Club (“CRFC”) for the hire of CRFC or any part thereof (“the Premises”) are subject to these Terms and Conditions of Hire (“the Hire 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 Club House

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 the Premises (including foyer, kitchen, kitchen appliances and toilets as appropriate) are left clean and tidy with excess rubbish removed and placed in the waste bin outside for collection

Ensuring 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 any temporary fittings and fixtures comply with Health and Safety guidance, and in particular ensuring any decorations used are not a fire hazard

Ensuring any equipment or electrical appliances brought onto the Premises and used shall be certified safe and in good working order, and used in a safe manner

Ensuring no animals (including birds), except assist dogs are brought into the building, without written permission of CRFC

Ensuring NO animals whatsoever enter the kitchen at any time

Ensuring no Barbeques, LPG appliances or highly flammable substances are brought onto the Premises without written permission of CRFC

Ensuring they and their attendees recognise the fact that the Premises a Community Rugby Club and conduct themselves accordingly

Conforming with CRFC Bouncy Castle policy and confirming to CRFC that they have appropriate public liability insurance.

Safeguarding

For hire which involves children or vulnerable adults a Safeguarding Policy is required

Termination Notice Period

3 months written notice is required by either party to terminate the hire agreement

Any breach of the Conditions of Hire may result in immediate termination with no refund

Payment terms

Payment is due on the 14 days prior to your event – effective 1st June 2024 and is payable in advance – as such no deposit is required

Default of payment will result in the immediate cessation of hire.

CRFC retain the right to invoice for any damage or additional cleaning caused by the Hirer

Fire Regulations

The Hirer shall:

Ensure that the “Emergency Exit” signs are not covered

Ensure the Fire Brigade is called to any outbreak of fire, however slight, and details given to CRFC in real time

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

Ensure all fire exits in the hall are kept clear at all times, however if any equipment, is positioned close to an exit, the user of the equipment is made responsible for moving it rapidly out of the way of the exits in the event of an emergency

Ensure the relevant hall lobby and foyer entrances are not blocked with items such as buggies, wheelchairs or mobile scooters

The Evacuation Meeting Place is at the corner of the Car Park. No person may re-enter the Hall without the permission of the Fire Brigade.

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, on the patio area closest to the pitch or in the vicinity of the entrances

run a bar or sell alcohol on the Premises

Car Parking

Vehicles are parked at owner’s risk

Premises Licence and other relevant legislation

The Hirer is responsible for:

Ensuring no excessive noise occurs

The Hirer shall ensure that the users:

do not contravene the law relating to gaming, betting, and lotteries

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

Compliance with legislation relating to children or vulnerable adults

For all bookings involving children or vulnerable adults, except private parties where the Hirer is a family member, the Hirer is required to have their own safeguarding policy and must ensure that those who work with young people or vulnerable adults hold a current DBS certificate

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

Indemnity

The Hirer shall indemnify and keep indemnified each of the Trustees of CRFC, their committee members, Directors and sub-contractors

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 Premises 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 CRFC, 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 third party such as a 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

If the Hirer is operating as a business they are responsible for ensuring that they have relevant and appropriate insurance, which shall include public liability insurance and this will be displayed at all times during active hire times

Accidents and Dangerous Occurrences

The Hirer must report all accidents involving injury to the public to an authorised representative of CRFC (Lyndsey Denyer/ Honorary Secretary / clubhouse@cranleighrugbyclub.co.uk as soon as possible, and complete the relevant section in CRFC’s Accident Book – located in the Kitchen. The hirer shall ensure the appropriate medical assistance is sought, or an ambulance is called.

Any failure of equipment, either that belonging to CRFC, or brought in by the Hirer must also be reported as soon as possible.

Stored equipment

CRFC may provide storage space, for regular users, and may charge a deposit for the use of a key to these storage spaces.  These keys remain the property of CRFC, and, on request, must be returned to CRFC.

CRFC accepts no responsibility for any stored equipment or other property brought onto or left at the premises and all liability for loss or damage is hereby excluded. All equipment and other property, other than that stored on the premises by agreement, must be removed at the end of each hiring or storage period. CRFC may dispose of any such items 7 days thereafter at its discretion, by sale or otherwise on such terms and conditions as it thinks fit and charge the Hirer daily storage fees and costs incurred in storing and selling or otherwise disposing of the same.

No alterations

Decorations may be hung 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.  No 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 CRFC.

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

Interruption of Regular Bookings

If a Hirer is a regular weekly user, CRFC reserves the right to cancel all, or part of, certain bookings in favour of one-off bookings. Such cancellations shall not occur more than once a month, and at least six weeks’ notice shall be given of such cancellation.

CRFC reserves the right to nominate a specified weekday evening as not being available for regular weekly bookings, so that priority can be given to monthly, or less frequent, bookings.

Cancellation by CRFC

CRFC reserves the right to cancel a hiring by written notice to the Hirer in the event of a national emergency, or similar force Majeure situation that requires the Premises to be closed, or 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 CRFC 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 any deposit or hire fees already paid, but CRFC shall not be liable for any resulting direct or indirect loss or damages whatsoever.

Public Health

The Hirer is responsible for conforming to all Public Health legislation and guidance that relates to the control of viral pandemics or diseases such as Covid-19 and to take reasonable precautions to stop the spread of the virus

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.