Room Hire - Terms and Conditions

These terms and conditions are binding upon any person, club, society or organisation hiring the classroom at Brocks Hill Visitor Centre.

All references to 'the Council' refer to Oadby and Wigston Borough Council and authorised officers of the Council.

1. Applications

Bookings will only be accepted following receipt of a signed hiring application form. The person signing the application form shall, for the purposes of these terms and conditions be deemed to be the hirer. No transfer of bookings or sub-bookings will be allowed. The classroom may, at the Council's discretion be booked for a single event more than one year in advance subject to the strict understanding that the scale of charges at the date of the function will apply unless payment is made in full at the time of the booking. Bookings for a series of meetings or events would not normally be accepted for a period exceeding 12 months. The facilities may only be used for the purposes and period stated on the application form, unless the hirer has obtained the prior written consent of the Council.

2. Payment of charges

The classroom is let in accordance with the scale of charges drawn up by the Council. The Council reserves the right to vary these as they see fit. Details of the fees are available on request. The hirer shall be liable for any additional expense incurred by the Council if the event or function overruns the pre-arranged period of hire.
a) Single events – on receipt of a signed hiring application an invoice will be issued which should be paid in full at least 14 days before the date of the function or event.
b) Period bookings – in the case of block bookings, the full amount for a minimum of four weeks must be paid in advance.

3. Cancellations

The Council reserves the right to refuse any bookings without explanation and to cancel any booking upon reasonable grounds. In the event that the Council cancels a booking, it will do so in writing and either refund all fees already paid or offer alternative dates. The Council shall not be liable for any loss sustained by the hirer as a result of any such cancellation. Cancellations by the hirer should be notified to the Council in writing. If the hirer cancels a booking within one month of the hire date, the full fee must be paid.

4. Limits of accommodation

The number admitted to the classroom must not exceed 110. The precise number of persons attending an event will be at the Council's discretion after discussion with the hirer. The hirer shall be responsible for ensuring that the limitations agreed with the Council are observed.

5. Entry of officials

The hirer shall allow any authorised officer of the Council access to the premises at all reasonable times.

6. Catering

The provision of all food and refreshments will be by the Council's nominated caterer. The hirer will be responsible for ensuring that his or her guests comply with this. Special menus to meet dietary, religious or ethnic requirements can be provided on prior request.

7. Children's entertainment

'Children's entertainment' is entertainment specifically organised for persons under the age of eighteen. Children's entertainment may only be held with the written consent of the Council. At least one adult must be in attendance at a children's entertainment function for every 10 children attending.

8. Damage to premises or equipment

The hirer shall be liable on demand for any damage to the premises of the fixtures, fittings, furniture and any equipment or articles provided within the centre and caused by his or her use of the premises. The cost of restoring the premises, the fixtures, fittings, furniture and any equipment or articles provided within the centre to their original condition shall be assessed by the Council whose decision is final. No screws or nails shall be driven into walls, floors or ceilings of the premises, fixtures and fittings. The hirer shall leave the premises in a clean and tidy manner. In the event of damage payment for costs of repair or replacement will be incurred by the hirer.

9. Injury to persons and damage to property

The Council and its servants or agents will not be held responsible for any damage or loss of goods, property or equipment or for personal injury (except in the case of negligence by the Council) on the Council's premises or land, howsoever caused. The hirer shall indemnify the Council, its servants or agents against any claims, which may be made in respect thereof. Any accident must be reported to the Council as soon as possible after its occurrence, but in any event, prior to departing from the centre.

10. Decorations and fixings

No decorations, flags, emblems, posters or any other loose articles may be fixed to walls, floors, ceilings, fixtures or fittings without the written consent of the Council.

11. Removal of equipment

The hirer and/or contractors or others engaged by the hirer to supply decorations, fittings or other facilities will be required to remove and clear away all articles belonging to them by the end of the hire period. All reasonable instructions given on behalf of the Council by its authorised officers shall be observed.

12. Lighting and other electrical equipment

No additions or alterations to the lighting, loud speakers, microphones or other electrical arrangements may be made without the written consent of the Council. Pyrotechnics of any sort must not be used without the written consent of the Council. No electrical apparatus may be brought on to the premises without the written consent of the Council who must be satisfied that the equipment has been checked for safety.

13. Fire safety

No smoking is allowed in any part of the building. The hirer shall ensure that there is no interference whatsoever during the period of hire with fire extinguishers or any other fire fighting equipment except in the case of an emergency. The hirer must not interfere with fire doors and doors fitted with automatic closures. The hirer shall keep every corridor, passage and exit of the premises clear of obstruction and ready for use in an emergency. Materials used in the construction of items or costumes or other apparatus brought on to the premises by the hirer, should be treated and maintained in a fire retardant condition in accordance with current regulations.

14. Insurance

The hirer may be required to provide evidence of appropriate public liability insurance. The hirer shall not do, or permit to be done, anything which, in the opinion of the Council, is not covered by its policy or policies of insurance in relation to the use of the premises or which will cause any increased or extra premium to be payable, without the written consent of the Council. Fees may be increased and additional conditions imposed if required by the Council's insurers in respect of additional risks.

15. Advertising

No advertising material shall be exhibited within the curtilage of the premises, car park or country park without first being submitted to and approved by the Council. All correspondence, posters and other publicity should refer to the venue as follows: Brocks Hill visitor centre, Washbrook Lane, Oadby, Leicester LE2 5JJ.

16. Flyposting

Flyposting is illegal. Anyone found distributing advertising posters and leaflets illegally will have their booking terminated immediately and all fees paid shall be retained.

17. Animals

With the exception of guide dogs, no animals shall be allowed to enter the premises without the Council's permission.

18. Disorderly or dangerous conduct

Any booking which, in the opinion of the Council, may be contrary to decency or good manners or likely to lead to disorder may be cancelled forthwith on written notice to the hirer. The hirer shall not allow any disorderly, dangerous or improper conduct, or conduct which may endanger equipment, fixtures or fittings provided within the centre, during the course of the hiring. The Council may order the immediate, total or partial, clearance of the premises, if it considers such action to be necessary. The hirer shall be liable for any extra expense that the Council may incur by engaging police officers to preserve law and order.

19. Car park

All vehicles and property are left in the car park entirely at the owner's risk and the Council will not accept responsibility for any loss or damage however caused except where arising from the Council's negligence. The hirer shall ensure that all vehicles are parked so that no exit or carriageway is obstructed.

20. Licensing

The hirer shall strictly observe and comply with all conditions of music, singing and dancing and/or stage play licences issued by the local licensing authority in respect of the premises. A copy of such conditions can be inspected during normal office hours on request. No sweepstake, gambling, raffle or other form of lottery shall be promoted, conducted or held on the premises, except such lottery as is deemed lawful by virtue of any enactment relating to gambling, betting and lotteries, or any raffle for which the Council has given prior written approval and the relevant licence or permit has been obtained.

21. Infringement of copyright

The hirer shall not use the premises for the performance in public of any dramatic musical work or for the delivery in public of any lecture in which copyright subsists without the consent of the owner of the said copyright, or in any other manner infringe any subsisting copyright. The hirer shall indemnify the Council against infringement of copyright occurring during the period of hire.

22. Broadcasting

The hirer shall not grant sound or television broadcasting or filming rights without the prior written consent of the Council. If such consent is given, the Council reserves the right to be party to any negotiations as to the terms and conditions of any agreement to share any income and publicity derived there from.

23. Photographs

No camera or other photographic equipment may be brought on to the premises for commercial purposes without the Council's prior written consent.

24. Compliance with conditions

In the event of the refusal to comply with these conditions or any reasonable instructions given by the Council and its authorised officers, the hirer and any persons attending the functions may be excluded from the premises. The hirer will remain liable in respect of the hire charges as herein contained.

25. Complaints

Any complaint connected with the hire of the premises should be made to the Council within seven days of the function. The Council reserves the right to amend or vary these conditions or impose additional conditions without notice.