Terms and conditions of let

Booking applications 

• 1.1  All lets are authorised by the manager on behalf of High Life Highland (HLH).
• 1.2  All lets are subject to charges approved by HLH.
• 1.3  All applications must be made on an official application form and applicants must be over 18.
• 1.4  HLH has the right to refuse or withdraw any let application in whole or in part without giving any reason.
• 1.5  HLH has the right to cancel a let in the event of facilities being required for HLH activities.
• 1.6  HLH has the right to amend or add to these conditions of let at any time.
• 1.7  HLH has the right to suspend or take action at their discretion on any matter which in their opinion does not comply with the terms of these conditions, or which they consider necessary in the interests of safety and good order, or to deal with any contingency not covered by these conditions of let.
• 1.8  Only those areas booked in the let may be used and the building or pitch may only be accessed at the times booked.

Permission To photograph or film

• 2.1  For the safety and privacy of users, you must register your wish to use a camera, video camera or mobile phone with camera/videoing facilities within these premises, with centre staff, using the appropriate registration form.
• 2.2  The above may only be used in the room you have hired.
• 2.3  Permission from all participants in the group must be sought.
• 2.4  If there are children under 18 in the group, written permission to be photographed or recorded must be sought from parents and proof shown to centre staff on day of booking.

Payment

• 3.1  Let charges will be paid at time of booking, unless alternative arrangements have been agreed by the manager.
• 3.2  Time is allocated within the let period to allow for set up/take down. If not vacated on time, the next hourly rate will automatically be charged. Please leave the hired space at the allotted time.

Cancellation and non-attendance

• 4.1  Unless the appropriate notice is given, cancellation fees for bookings are as noted below:-
  • within 2 days of booking                    full charge
  • over 2 days of booking                        no charge
• 4.2  If you fail to turn up for your booking, full charges will take effect.

Health And safety

• 5.1  In the event of any emergency evacuation, it is your responsibility to ensure that all members of your group have been evacuated and are accounted for.  You must ensure that everyone attending your activity is familiar with the community centre evacuation procedures, emergency exits and meeting point.
• 5.2  You are responsible for ensuring all doors, corridors, stairs, exits, and walkways are always free from obstruction.
• 5.3  If you are delivering a sport, dance or other physical activity, your booking will not be accepted until evidence of your qualifications to deliver this activity has been provided.
• 5.3  In the event of an accident within the premises, you must report it immediately to a staff member; you must complete an accident form and return it as per the form’s instructions.
• 5.4  The maximum capacities of each room and age eligibilities for time of day or night, must be strictly adhered to.
• 5.5  If you are operating any portable electrical appliance not provided by the centre, this equipment must have a valid portable appliance test label, or the equipment will not be able to be used.
• 5.6  It is your responsibility to complete risk assessments for your own club or activity.

Child protection

• 6.1  All lets working with children under 18 years or vulnerable adults must have an adult in charge.
  • The organisation must have a nominated protection lead selected by the group, who must have been vetted accordingly.
  • All staff/volunteers must have had appropriate PVG/disclosure checks which are recorded and stored appropriately by the group.
  • An up-to-date protection and safeguarding policy, along with notice of who the protection lead is, must be provided as part of the booking process and in advance of any let. This must also be available to members/volunteers whilst the session is taking place. Where appropriate, bookings will not be accepted until evidence is provided.
  • For further guidance please contact the manager.

Inflatable play equipment

• 7.1  The manager must be consulted in the first instance if the let is to include inflatable play equipment (eg bouncy castles) brought in by the hirer.
• 7.2  To ensure the safe delivery and operation of inflatable play within HLH facilities, supply companies and/or event organisers must complete the declaration form HS04-FO3 (issued by the manager) and supply the requested information/documentation to ensure compliance with legislation. This is to minimise the level of risk and the possibility of serious injury while allowing children to enjoy themselves when playing in or on inflatable equipment.
• 7.3 HLH staff reserve the right to cease any activity where the agreed measures in 7.2 are no followed.

Loss or damage

• 8.1  The premises must be left clean, tidy and in good order and condition, including foyer, and all rubbish must be removed. If any damage occurs during your booking, the group or person hiring the facility will be held responsible.
• 8.2  Any damages must be pointed out to a member of staff as soon as they occur.
• 8.3  HLH or centre staff are not responsible for valuables or equipment left on the premises.
• 8.4  HLH has public liability insurance and copies of the certificates are displayed at reception. HLH strongly recommend that all groups hiring the community centre have public liability insurance to cover any damage or injury to third parties whilst attending your activity.  If a booking is made and insurance cover is not held, this is at the lessee’s own risk.

Maximum room capacities

• 9.1  The maximum numbers of people who are permitted to use each room must strictly be adhered to.     

General

• 10.1  The group or person making the booking is responsible for all people attending their activity and as such is expected to supervise and maintain order within the group. They must ensure all those attending the activity understands and adheres to these conditions of let. Any breach of conditions of let by any member of your group will not be tolerated and will lead to the termination of your booking.
• 10.2  Centre staff shall have access to all parts of the centre at all times during periods of let.
• 10.3  The group or person making the booking will provide staff with the required statistical information at the end of every let.
• 10.4  Centre staff have the authority to evict and exclude unruly people.
• 10.5  No one under the influence of drink or drugs will be admitted.
• 10.6  Smoking is not permitted on the site (including the all weather pitch/astro).
• 10.7  Astroturf goals MUST be replaced to where they had been found with the weights attached. Goals must be picked up and not dragged. Weights must be used on goals at all times.
• 10.8  Appropriate footwear must be worn within the hall.
• 10.9  Alcohol is not permitted to be consumed or sold in the building or within the grounds of the complex or on/near the astroturf.
• 10.10  Groups using the premises must familiarise themselves with the fire regulations and precautions in the centre. They must keep a register of all attendees and are responsible for their groups.
• 10.11  Only indoor, soft, non-marking soled shoes may be worn in the games hall in order to preserve the floor surface – those not in the possession of appropriate footwear may not be allowed to use the facility. No food or drink is allowed in the games hall and only water allowed on the astroturf.
• 10.12  Dogs are not allowed anywhere near the school grounds, including the astroturf or tied up beside the school grounds.  The only exception to this is assistance and guidance dogs.