Sutton Vineyard Room Hire Terms and Conditions

This agreement is made between the ‘Hirer’ and Sutton Vineyard (‘SVC’).

For the purposes of this agreement, the ‘hirer’ refers to the person agreeing to these terms and conditions (Minimum 18 years). Where an organisation is named in the agreement, that organisation shall also be considered the hirer and shall be jointly liable with the person who signed the agreement.

For the purpose of this Agreement, ‘premises’ refers to any part of the The Dolphin or Stayton House, inside as well as outside areas, including the car park. The ‘Hire Period’ is the time the Hirer and their representatives and /or guests are in the premises. The ‘event’ is the purpose the Hirer has booked the rooms at SVC.

The room(s) may only be used by the Hirer for the purpose and duration agreed to in this Hire Agreement. SVC reserves the right to cancel this Hire Agreement if the statements made in this Agreement are deemed by SVC to be inaccurate. In this instance, SVC will refund the Hirer as per the Cancellation Policy set out below. However SVC shall not pay any compensation to the Hirer, or any other organisation or person.

The Hirer accepts full responsibility for the premises, fittings and equipment for the duration of the Hire Period. If any damage occurs to these during the Hire Period, or if anything belonging to SVC disappears during the Hire Period, the Hirer will be responsible for making good the damage or loss to SVC.

If the Hirer intends to use any part of the premises for public entertainment, the Hirer must inform SVC before the booking is confirmed. The Hirer will be responsible for complying with the requirements of the London Borough of Sutton.

The Hirer agrees to control, and be responsible for the behaviour of their representatives and/or guests whilst on the premises, and to ensure that noise is kept to within reasonable and permissible levels.

The Hirer is responsible for ensuring prior consent is granted from SVC for the consumption of alcohol during the Hire Period and with consent ensure alcohol is drunk responsibly. At no time should alcohol be sold on the Premises during the Hire Period.

SVC has the right to cancel any booking, with immediate effect, if it deems the behaviour and/or noise levels by the Hirer their representatives and/or guests is unacceptable.

The Hirer (unless expressly informed otherwise), is required to arrange Public Liability insurance with a reputable company for their event as outlined in this Agreement. This insurance should guard against injury, loss or damage caused to or by the Hirer or their representatives, guests, agents, pupils, members or friends and members of the public whilst attending the Hirer’s event.

The Hirer, by agreeing to these terms and conditions, indemnifies SVC against any claims in this respect. The Hirer is required to provide SVC with a copy of their Public Liability Insurance Certificate before the start date of the Hire Period.

SVC accepts no liability for any loss or damage to any vehicle, or it’s contents, whilst parked in the premises.

SVC accepts no liability for any damage to, or loss of, any property belonging to the Hirer during the Hire Period, or whilst any property belonging to the Hirer is left and/or stored on the premises. Items of lost property will be disposed of after a period of one month if they are not reclaimed.

SVC accepts no liability for any injury or sickness to persons arising during the Hire Period.

The Hirer agrees to use only the room(s) and resources they have booked as part of this Agreement. The Hirer shall not sublet any part of the premises.

The Hirer agrees to act with consideration towards others who may be using other parts of the premises during their Hire Period.

Setup & Set Down Arrangements

SVC will ensure that the room(s) being hired in the Hire Agreement, including toilet facilities, are in a clean and tidy condition and if the Hirer has any concerns to contact SVC immediately.
Depending on the hire agreement, SVC will provide the hirer with a key or a host to arrange access to the premises. If a key is given this will come with key holder training and the hirer will sign a key holders document.

Unless specifically agreed as part of the Hire Agreement, the Hirer shall be responsible for setting up the room(s), furniture, resources and equipment that they have booked for their event and return everything to the position they were in at the start of the Hire Period. If the Hirer has any concerns to contact SVC immediately.

Unless specifically agreed to in the Hire Agreement, the Hirer shall be responsible in ensuring that the premises is left in a clean and tidy condition, including all floors and sides.

If any damage occurs to these during the Hire Period, or if anything belonging to SVC disappears during the Hire Period, the Hirer will be responsible for making good the damage or loss to SVC.

Unless specifically agreed as part of the Hire Agreement, the Hirer is welcome to use the kitchenette areas for the provision of refreshments and/or food. The Hirer is responsible to ensure all environmental health regulations are observed.

Unless specifically agreed to in the Hire Agreement, the Hirer may use any supplies, cutlery, crockery, glasses, platters or any other kitchen utensils belonging to SVC. The Hirer will be responsible for the replacement of any damaged items.

Unless specifically agreed to in the Hire Agreement, the kitchenette area must be left clean and tidy after use. This includes all equipment being put away and all surfaces to be wiped down.

Unless otherwise specifically agreed as part of the Hire Agreement, the Hirer shall remove all excess rubbish from the room(s) they have used.

The Hirer is requested not to adjust any heating controls during their Hire Period. However, if they have adjusted any heating and/or air conditioning settings, these are to be returned to the settings they were on at the start of the Hire Period.

The Hirer is requested not to use any sellotape, blu tac, drawing pins, tape, etc. on any surfaces in the premises. If specifically agreed in the Hire Agreement, the Hirer may use white tac or masking tape during their event, in agreed surfaces, which must be removed by the Hirer at the end of the Hire Period.

The Hirer agrees to vacate the premises at the end of the Hire Period. Additional charges may be made by SVC if the Hirer fails to vacate the premises as per the Hire Agreement.

If the Hirer does not leave the premises as found or leaves it in an unreasonable condition after your hire period you may be charged any costs incurred by SVC to make good the facility.
If the Hirer has been key trained by SVC, unless specifically otherwise agreed with SVC, at the end of the Hire Period the Hirer must ensure that:
- all doors and windows are locked;
- all lights are switched off;
- the building is left clean and tidy and no food is left out
- the premises are checked to ensure no-one remains in the building;
- the alarm is set and doors securely locked.

Health & Safety

The Hirer agrees to carry out a Risk Assessment, in advance of the Hire Period, regarding the suitability of the room(s) being hired for their event. The Hirer is required, if requested, to provide SVC with a copy of their Risk Assessment.

SVC will ensure that our electrical cables, sockets and equipment are safe for use, but we ask the Hirer to visually check equipment before use and any default should be reported and removed from use. Any electrical equipment brought onto the premises by the Hirer must be checked by the hirer that it is safe to use.

For security reasons, the Hirer must ensure that they, or their representative, remain in attendance throughout the hire period and take the necessary steps to maintain security during the hire period. The hirer is aware that CCTV is in operation for personal security and the prevention of crime.

For health and safety reasons, the Hirer is responsible for keeping a record of numbers attending their event, ensuring that the maximum accommodation for any room(s) they are using as part of the Hire Agreement is observed. On no account should these numbers be exceeded.

It is the responsibility of the Hirer to ensure that their group is aware of the fire exits and assembly point on the premises. throughout the Hire Period, the Hirer will ensure that sufficient space is kept clear in gangways and in front of a fire and other exits.

In the event of a fire or other emergency, the Hirer is responsible for ensuring the immediate evacuation of the building, subject to the instructions of any representative of SVC on the premises at the time, and in accordance with the fire action procedure.

Anyone leaving the building in an emergency should collect at the assembly point so that the Hirer can check everyone in their group is accounted for. If the hirer has been key trained additional actions are required and this will be set out bt SVC in the training.

The Hirer is responsible for ensuring that no weapons are brought onto the premises, and that no illegal or immoral act takes place on the premises.

Candles may be used on the premises, however extra precautions should be taken by the Hirer to ensure that all candles and matches are extinguished properly and disposed of in a safe and appropriate manner, and that matches are kept out of reach of children and young people.

The Hirer acknowledges that smoking is not permitted on the premises and is responsible for ensuring that their representative(s) and/or guests do not smoke anywhere else on the premises during the Hire Period.

The Hirer is responsible for any accidents and/or injuries that arise as a result of their event, and is responsible for the provision of first aid. There are first aid boxes at various locations around the premises which the Hirer may utilise. If in doubt, the Hirer or their representative should call the emergency services.

Any accidents and/or injuries must be reported by completing an Accident Report form located in the first aid boxes and the hirer should inform SVC.

Child Protection and Safeguarding

Unless specifically agreed otherwise, if the event involves children, young people and/or vulnerable adults, the Hirer must ensure that leaders working with children, young people and/or vulnerable adults hold a current DBS certificate and that these leaders are on the premises throughout the Hire Period whilst children, young people and/or vulnerable adults are also on the premises. The Hirer, if requested, is required to provide SVC with a copy of the DBS check and safeguarding policy.

Unless specifically otherwise agreed, the Hirer confirms that if their event involves children, young people and/or vulnerable adults, that they have a Safeguarding Policy in place. SVC reserves the right to cancel the Hire Agreement immediately if it is concerned that appropriate Child Protection measures are not being observed. In this instance, SVC will refund the Hirer as per the Cancellation Policy set out above. However SVC shall not pay any compensation to the Hirer, or any other organisation or person.

Cancellation Policy

If the Hirer cancels this Hire Agreement

If a booking is cancelled 8 weeks or more from the start date of your hire period no cancellation fee will incur.
If the booking is cancelled at 4-8 weeks before the start date of the hire period a 15% cost of the total fee will be charged.
If the booking is cancelled with 2-4 weeks till the start date of the hire period a fee of 50% of the total course booking will be charged.
Less than 2 weeks the full booking will need to be paid.

SVC reserves the right to cancel any Hire Agreement under ‘exceptional circumstances’. If an exceptional circumstance occurs, SVC will endeavour to give 7 days’ notice of cancellation to the Hirer where at all possible. All monies paid by the Hirer will be refunded to them; however SVC will not pay any compensation to the Hirer, or any other organisation or person.
If the Hire Agreement is for a regular room booking, and the Hirer wishes to cancel the Hire Agreement, the Hirer is required to give SVC at least one month’s notice of cancellation. If SVC wishes to cancel the Hire Agreement for a regular room booking, SVC is required to give the Hirer at least one-month’s notice.

If the Hire Agreement is for a regular room booking, SVC reserves the right to offer alternative room(s) and/or Hire Period(s) for any regular room booking in the event that a conflict comes up between a regular room booking and a booking that SVC wishes to run as part of its charitable aims and objectives. In the event that a conflict cannot be avoided, and no acceptable alternative room(s) and/or times are available to the Hirer, SVC reserves the right to cancel the regular room booking for those Hire Periods affected. SVC will inform the Hirer as soon as possible after SVC becomes aware of any conflict, and no later than one month in advance.

Payment

You will be sent an invoice for the period of the hire agreement.
For a one off booking, an invoice will be issued and payment will need to be made ahead of the booking.
For a regular booking, the hire agreement will be split up and monthly invoices will be issued. Unless otherwise agreed, payments will need to be made no later than the 15th of the month the invoice is issued for.

Contact Us

Jon Dowdeswell - Operations and Business Manager - jon.dowdeswell@suttonvineyard.org 07885752901