Belton Park Pavilion reserves the right to amend these rules and conditions, and, also to make any additional rules and conditions as necessary taking into account the requirements of the hall. For the purposes of these conditions the ‘Hirer’ will mean an individual hirer or, where the hirer is an organisation, and/or the authorised representative.

1. General Conditions

   1. Confirmation: A booking is not confirmed until: • ‘One off ‘– booking form has been completed, submitted and payment has been taken. • Block / regular – booking form has been completed, submitted and confirmation received.

1.2 Scale of Charges:

• Individual Booking - £20 per hour

• Regular Booking - £22 per hour (discounted to £15 to support new business venue for 1st 6 months)

• Charity Booking - £15 per hour

• Outdoor Pitch – Ref to BPP for rates dependant on requirements

Belton Park Pavilion will decide which category applies to each booking.

The charge covers the provision of heating, normal lighting and use of the kitchen if required.

1.3 Cancellations:

• Full refunds will be given for functions cancelled with a minimum of 14 days' notice.

• Cancellations under 14 days and no less than 48 hours' notice will receive a 50% part refund of the hall charge.

• Full hire charge will be payable if organisers give less than 48 hours' notice to cancel the event or do not turn up for the intended let on the day.

• Belton Park Pavilion reserves the right to cancel any booking at its absolute discretion. In the event of a cancellation, no liability will be accepted for any loss incurred and no compensation will be payable to the hirer or any other person in respect of such cancellation.

 

1.4 The Hirer will be held responsible for payment of all charges in respect of the booking. Belton Park Pavilion take no responsibility for any loss, act or omission by the booker.

1.5 Hirers Liability Insurance:

1.5i The Hirer must ensure that when professional or specialist coaching is provided for the activities relating to the hire, those individuals are suitably trained and qualified.

1.5ii Belton Park Pavilion will not be liable for the death of or injury to any person attending the activity which is the subject of the hire or any losses, claims, demands, actions, proceedings, damages, expenses or other liability incurred by the hirer except where any of the above is due solely to the negligence of Belton Park Pavilion, their servants or agents.

1.5iii Belton Park Pavilion will not under any circumstances accept responsibility or liability in respect of any damage to or loss of any goods, articles or property of any kind brought into or left at the premises either by the hirer or by any other person.

1.5iv When required and where indicated on a Booking Confirmation, the Hirer will indemnify Belton Park Pavilion against all such liabilities as mentioned in 1.5ii. and 1.5iii. above and undertake to maintain a policy of public liability insurance to cover such indemnity.

1.5v No oil, chemical or other flammable substance will be allowed in any part of the building.

1.6 Smoking is not permitted in any part of any hall. During an event, it is the organiser who is responsible for ensuring those attending do not smoke. Enforcement officers can issue a £200 fine to the organiser and a £50 fine to each individual committing the offence.

1.7 Sub Letting: the hall should not be sub-let without prior permission of Belton Park Pavilion.

1.8 Equipment: No furnishings or equipment will be hired out or loaned out from the building without prior agreement or arrangement with the Hall Keeper. Any electrical equipment brought into the hall must be appropriately PATs tested. Appropriate risk assessments and supervision must be considered and applied.

1.9 Safeguarding: Any individual working regularly with children or vulnerable adults must possess a current Disclosure and Barring Service (DBS) certificate at the appropriate level. All clubs and organizations utilizing this facility are required to implement and maintain robust safeguarding protocols, including:

• Vetting: Ensuring all adults working, assisting, or supervising activities involving individuals under the age of 18 have undergone appropriate DBS checks.

• Qualifications: Verifying coaches and volunteers hold qualifications relevant to their role and level of responsibility.

Belton Park Pavilion reserves the right to conduct spot checks on any individual or organization to confirm compliance with these safeguarding requirement

1.10 Booking Times: You will be able to access the hall from your hire time and the hall must be vacated and returned to its original condition 30 minutes after the end of the hire period. If additional time is required, this must be included within your hire time. It is essential that these conditions are followed to ensure other bookings are not impacted upon.

1.11 Access: Belton Park Pavilion reserve the right to access any part of the hall at any time.

1.12 Candles/Smoke Machines: Please note we do not allow the use of candles or smoke machines. Our fire alarm systems are very sensitive and naked flames are strictly prohibited.

1.13 Use of Bouncy Castles are permitted – Max height for inflatables is 8ft.

2 Hirer Responsibility

2.1 Our Community Hall operates on a self-management model * The hirer is responsible for all aspects of the booking, including:

Health and Safety: Organisers of the booking should acquaint themselves with the position of fire points, emergency exit doors, light switches and access to a mobile phone.

•To arrange for suitable first aid facilities/personnel throughout the duration of the event, where appropriate.

• With any booking involving the sale of goods, the applicant is responsible for ensuring the correct license, if any, is obtained. Contact should be made with the Licensing Board at North Lincolnshire where license requirements and procedures will be explained.

• Cleaning: The hirer is responsible for leaving the hall in its original condition. Cleaning materials will be available. The hirer is also responsible for removing all rubbish generated by their event. A charge may be levied if the facilities are not left clean and in good order.

• Security: Keys can be issued for long term hire subject to an asset deposit of £50. Should keys be lost, a charge of £200 will be applied. The hirer is also responsible for the security of the facilities during the hire.

 • Noise: Music should not be made audible by local residents after 10.30pm. The hirer is responsible for monitoring and controlling noise levels during and after the booking. Please be respectful to local residents when leaving the hall late at night. An extension to this time is available on Saturday evening by prior arrangement.

• Equipment/Furniture: To return all equipment and furniture to its original location at the end of the booking, including chairs, tables etc.

• Storage: Should storage be required and approved, the hirer is responsible for insurance of items stored and for the safe keeping of items being stored. Belton Park Pavilion and its volunteers are not responsible or liable for any third party storage.

2.2 The Hirer must ensure that appropriate levels of supervision are provided for the activities relating to the hire, including control of vehicles, equipment spectators, competitors and officials. The Hirer shall provide on request, details of any individual providing supervision and where a hire involves children or vulnerable individuals, Belton Park Pavilion may require the hirer to provide satisfactory evidence of “Disclosure” checks having taken place.

2.3 The Hirer must ensure that when professional or specialist coaching is provided for the activities relating to the hire, those individuals are suitably trained and qualified. The Hirer shall provide on request, details of any individual providing coaching including copies of certificates of qualification.

Private Functions (Additional Information)

3.1 Event Management Form: This form must be completed for all private evening functions and returned no less than 14 days prior to the event along with the recoverable cash deposit.

3.2 Security: The applicant should arrange for a minimum of 2 responsible persons (need not be industry approved stewards), additional 1, for every 50 guests over 100 attending to preserve order and ensure compliance with safety and fire regulations to the satisfaction of the Hall Keeper. All stewards must; (i) be 21 years of age or above, (ii) be clearly identifiable throughout the duration of the event, (iii) not consume any alcohol, (iv) be familiar with fire evacuation procedures for the building (this will be arranged prior to the event commencing), (v) responsible for access control and behaviour of all guests inside and immediately outside the hall before, during and after the event.

3.3 Alcohol Consumption: A bar is available by prior arrangement run by the facility

3.4 Where permission has been granted for the sale of alcohol, an additional charge of £75.00 will be levied. This fee is additional to the cost of hire and the license fee to take into account the increased associated risk with such events.

3.5 “Bring Your own” will only be accepted for Charity Functions and at the discretion of the Committee only.

3.6 Start/Finish Time: Please give consideration to the expected start/finish time of your event. Any set up or breakdown of equipment must be allowed for within the duration of the booking.

3.7 Birthday Parties/Weddings:

• 18th Birthday Parties will not be accepted.

• 21st Birthday Parties will be accepted on the condition that our licensed bar is in place.

• Please give extra consideration to the time required to set up and break down the hall. For example: A wedding may require various companies to deliver equipment on the day (flowers, linen, table & chairs, band, bar, catering etc).

3.8 Discretionary Recoverable Cash Deposit:

• Due to damage caused to the Pavilion and grounds in past, the Committee MAY request a refundable cash deposit on events. Events will require a cash deposit of £350 payable 14 days prior to the date of the event the applicant will be held responsible for any damage to the hall, furniture or fittings and any property lost as a direct result of the event taking place and will be required to meet the cost of reparation in full. Any damage which is not disclosed could result in the retention of some, or all, of the recoverable deposit.

• After 3 working days your deposit will be available for collection, provided no additional costs have been incurred. Please note: We operate with a hall keeper service. Hirers will be met at the stated start time of the event and again at the end of the event to ensure the hall has been left in a satisfactory condition. The hall keeper will open and secure the hall.