New College Swindon

Hire Terms and Conditions

Definitions 

  1. “College Premises” means any part of the land, buildings or facilities at the College; 

  2. “Hirer” means the Hirer and each member of the group or organisation using the College Premises. 

  3. “Hire Period” means the time allocated for the activity, this includes set up, set down of equipment and vacating the college premises on time.

  4. "Block Booking" means a booking of 10 or more sessions.

Use of College Premises

 

The Hirer will:

  1. Comply with the Conditions of Use, as specified, together with any other documents and conditions the College may require from time to time, including Keyholder Agreements and any notices displayed in relation to the hire of College Premises. 

  2. Take all reasonable steps to safeguard and protect College Premises and facilities (other than consumables) from loss and damage and use them with consideration and with due regard to other Hirers and nearby residents.

  3. Accept the responsibility to replace any lost or damaged property on a ‘new for old’ basis.


No other person(s) may be admitted to the College Premises without the prior written consent of the College.

Only approved equipment may be used on College Premises and the College retains the right to prohibit the use of any equipment it deems to be unsuitable at its sole discretion. Any equipment belonging to the College may not be used without prior training. 

Noise levels must be appropriate to and not exceed the level that is reasonable for the use of the particular facilities at that time of day.

Restrictions 

  1. The College has the right to exclude any person considered by the College to be unsuitable. 

  2. Dogs and other animals are not permitted on College Premises unless by prior written consent. 

  3. The premises, facilities or equipment may not be used for any illegal or immoral purpose. 

  4. Alcoholic beverages may not be brought onto College Premises. 

  5. Any person found under the influence of alcohol or drugs will be asked to leave the premises immediately. 

  6. Smoking is not permitted on College premises including the use of e-cigarettes or vapes. 

  7. The use of the premises is restricted to the specific facilities, dates and times hired. The premises shall only be accessed via authorised means.

  8. Users of the 3G football pitch must wear appropriate footwear on the surface and agree to the published pitch-side rules. Studs must be plastic, but not in a blade format. Astro and flat-soled trainers are strictly prohibited. No chewing gum permitted.

 

Safety 

  1. The Hirer shall comply with all rules and guidance displayed/issued and shall take all reasonable steps to ensure the Health & Safety of the individuals using College Premises. Any accidents occurring during the hiring must be reported to the College in writing within 48 hours of the event.

  2. The Hirer must carry out appropriate risk assessments for their event(s) and a copy must be provided to the College on request. 

  3. Hirers must familiarise themselves with the location of escape routes, fire extinguishers, fire alarms, exit doors and emergency procedures. 

  4. Hirers must ensure that all minors are supervised and that staff have undergone all appropriate checks and clearance for working with minors e.g. DBS checks.

Vacating 

  1. The College Premises must be vacated promptly at the end of the hire period (this includes set up and set down of equipment) and left in a tidy state, all rubbish being removed. 

  2. Any instructions given by individuals authorised by the College must be complied with.

  3. The Hirer must keep to the allocated space.  Any additional space(s) used will be charged accordingly.

  4. Under no circumstances can equipment be left or stored on the college premises.


Insurance 

  1. The College does not undertake to maintain any insurances save those required by law. The Hirer is responsible for arranging appropriate insurance cover for their booking, a minimum of £2m for standard lettings and £5m for lettings including the Theatre. 

  2. The Hirer must provide the College with evidence of insurance cover.  Failure to do so will mean that the booking will not run, and the Hirer may still be charged,  

  3. The Hirer must inform the College of all material matters of which the College’s Insurers should be informed in relation to the intended use of College Premises.

Payment 

  1. Payment terms are 14 days from invoice date.

  2. Available payment methods are:

  • By Cash/cheque/card. Cheques should be made payable to New College, Swindon

  • By Electronic Payment using Sort Code: 20-91-34  | Account Number: 03477169 | Account Name: New College, Swindon (Please quote invoice/account number)

  • By Go Cardless – please follow instructions that can be found via your online account 

For any account queries please call Sales Ledger on 01793 732853 or e-mail: [email protected]


Cancellation 

  1. The College retains the right to cancel any bookings without notice and in such circumstances the liability of the College will be limited to a full refund of the hiring charge to the Hirer. 

  2. The Hirer has the right to cancel a booking up to seven days beforehand and in such circumstances shall not be responsible for the hiring changes. Notice to cancel received less than seven days prior to a booking will result in only 50% of the hiring charge being refunded by the College. 

  3. In the event of an unscheduled College closure (e.g. due to adverse weather conditions, illness, fire, flood or any other emergency resulting in the cancellation of a booking), College liability will be limited to the refund of the hiring charge to the Hirer.  

  4. With regard to block bookings, the Hirer has the right to cancel a booking within forty-eight hours of the booking commencement without incurring a charge.  Failure to provide this notice will result in an administrative charge of £35.00

 

Complaints, Loss and Damage 

  1. The College must be informed immediately of any complaint regarding College Premises or any loss or damage.

  2. The Hirer uses College Premises entirely at their own risk and save as regards negligence by the College causing death or personal injury, the Hirer shall not bring any claims against the College.

  3. The College gives no warranty that the College Premises are suitable for the purposes of the Hirer. Inspection is invited by prior arrangement.

  4. In the case of any damage or loss of equipment, costs will be charged back to the Hirer.

 

First Aid 

  1. Hirers are responsible for arranging first aid cover for their event, Cover for large events can be arranged through St John Ambulance or the Red Cross, They will make a charge for their services.  

  2. Hirers are responsible to bring their own first aid kits and should be the first point of first aid where qualified.


Security 

  1. Should the need arise, College CCTV equipment may be reviewed, this may be at an additional cost to the Hirer.


Lost Property

  1. Enquiries for Lost Property can be made by phoning 01793 611470.

 

General Provisions

  1. The Hirer acknowledges that this agreement may be brought to an end immediately and without refund if, in the opinion of the College, there is an abuse of College Premises.

  2. The College retains possession of the premises and retains the ownership of any keys for the purpose of gaining access at any time

  3. The agreement is personal to the Hirer and confers no tenancy or other legal rights.

 

Last updated November 2018