Booking Conditions

1. Conditions of let

  • All bookings for the Tullibody Civic Centre should be made through TCDT website (http://tullibodycdt.org.uk), by phone or in person at the Civic Centre. Bookings should be made by TCDT at least 2 days prior to commencement of the let. More urgent requests will be considered by exception and every effort will be made to meet the request, although this cannot be guaranteed.
  • The receipt of an booking of the civic centre does not guarantee that the request can be met. The let will take effect when the applicant has received confirmation in writing/by email from TCDT that the let has been granted.
  • All applicants must be over the age of 18 and proof of identity/age may be required.
  • Bookings must specify which areas within the facility are required for the let and activity must be restricted to those identified areas.
  • Bookings should ensure that they allow sufficient time within the total hours they have booked to include any requirements to set up (e.g. set out tables and chairs) and clear away (e.g. putting away equipment or furniture) before and after their event. Entry to the facility will be from the start time specified. An additional charge may be levied if the time stated on the booking form has been exceeded.
  • Applications must state the purpose for which the let of the civic centre is required. The approved purpose cannot be changed without the prior written consent of TCDT. If the facility is used for purposes different to the approved purpose, TCDT may terminate the let at any time. Any fees already paid to TCDT will not be refunded.
  • Any furniture or equipment required should be specified on the application form. TCDT will let you know if any such requests cannot be met before confirming the booking.
  • Community facilities may not be used for any purpose which TCDT considers could lead to the promotion of prejudice or discrimination on the grounds of age, disability, gender reassignment, race, marriage and civil partnership, religion or belief (including sectarianism), sex or sexual orientation.
  • TCDT reserves the right to grant or refuse any application for let in whole or in part and shall not be obliged to give any reason for its decision.

2. Advance bookings

  • Bookings can be made up to three months in advance.
  • Block bookings will also be accepted in advance for a term at a time, or longer with agreement of TCDT. From time to time there may be occasions when the facility is not available. TCDT will give at least 7 days’ notice and any fees paid for that day will be refunded.

3. Payment

  • Payment must be made in advance within 7 days of confirmation of the booking. Payment can be by cash, cheque or bank transfer. Contact TCDT for bank details. Block bookings should be paid for a whole term in advance (shorter invoice periods can be agreed by exception, contact TCDT to discuss).
  • Any costs for additional cleaning or caretaking generated by the let will be invoiced to the Hirer.
  • Failure to pay any accounts within the time required will disqualify the hirer from obtaining further lets until all outstanding accounts have been paid in full. TCDT will seek recovery of any unpaid accounts.

4. Cancellation

  • In the event of facilities being required for any other purposes deemed necessary by TCDT, the Trust may cancel any let. Any charge already paid will be refunded to the Hirer but TCDT will not be liable for compensation for loss of use or other loss.
  • If the Trust has to cancel a let due to maintenance, breakdown of services or other circumstances beyond its control, a full refund of the cancelled sessions will be given.
  • Notice of cancellation of a let should be made to TCDT. If notice is given more than 1 week in advance a refund will be given. If notice of cancellation is given less than 1 week before the scheduled event, no refund will be given.

 

 

5. Loss, injury or damage

  • The Hirer is responsible for any loss or damage to the building fixtures, fittings, contents or decoration during the let. TCDT will invoice the Hirer for any costs incurred.
  • TCDT accepts no responsibility in respect of loss or theft of articles from the facility during the let or of any articles left within the facility after expiry of the let premises at any time.
  • TCDT accepts no responsibility for any loss or damage should the facility prove to be unsuitable for the Hirer’s intended use. The Hirer will be deemed to have been satisfied in this respect prior to the let commencing.

6. Layout and capacity

  • Any equipment such as tables and chairs which TCDT have agreed to provide as part of the let should normally be set up and cleared away by the Hirer from their storage place. If this would cause difficulty for potential Hirers TCDT will attempt to arrange for assistance to be provided. This will be on a voluntary basis and cannot be guaranteed.
  • The Hirer must adhere strictly to the maximum capacity specified for the community facility and the accommodation within that facility. Failure to comply with the maximum capacity may result in the immediate termination of the let without any liability by TCDT to the Hirer, or any other party, for any loss arising from such termination. All community facilities are open to inspection by Police Scotland, Scottish Fire & Rescue Service and Health & Safety Executive at any time.
  • The maximum capacity for the sports hall = 400, gallery = 30, function room = 120).

 

7. Safe use of community venues

  • The Hirer is responsible for the provision of suitable automatic cut-out circuit breakers for all events involving the use of any electrical equipment. Any portable electrical appliance to be used during the let must display a valid portable appliance test label or certificate, otherwise its use within the community facility is prohibited.
  • The Hirer is responsible for ensuring that all gangways, doorways, stairways, exits and designated fire exits are kept unobstructed at all times and all persons participating in the event are aware of the escape routes to the available exits.
  • The Hirer must be aware of all applicable Fire Regulations and Safety procedures as outlined in the Fire Evacuation Notices displayed in the community facility.
  • The Hirer is responsible for the recording of attendance details for the purpose of evacuation.
  • No explosives, highly flammable spirits or liquid gas containers shall be brought into the community facility and the use of naked lights in any part of the facility is strictly prohibited.
  • In the event of an accident within the facility, the Hirer must immediately report the incident to TCDT and an accident report form must be completed and returned to TCDT as directed on the form. An accident form can be downloaded from the “policy” section on TCDT’s website at tullibodycdt.org.uk
  • In accordance with the Prohibition of Smoking in Certain Premises Regulations 2006, smoking, which includes the use of electronic cigarettes, is not permitted in the civic centre or its grounds.
  • The Hirer is responsible for ensuring that all areas and activities are risk assessed prior to allowing participants to take part.

 

8. Property and equipment

  • All additional fittings, decorations or scenery of any kind provided by the Hirer shall be subject to the approval of TCDT before being fitted and must be removed, if required, on the orders of TCDT . Failure to remove items as required will result in TCDT making arrangements to remove the same and any expenses incurred will be charged to the Hirer.
  • All other property brought into the community facility by the Hirer must be removed at the end of the let unless otherwise authorised by TCDT. Failure to comply with this condition will result in additional hire charges and/or any costs incurred relating to their temporary removal.
  • The Hirer shall not interfere with electrical fixtures and fittings. Portable electrical appliances may be used only in accordance with Condition 7.2 and provided any such additional loading complies fully with applicable Regulations.
  • No fixings of any kind (blue/white tack, adhesive tape or fixings, bolts, nails, screws, etc.) shall be attached to any part of the interior or exterior of the community facility without prior consent from TCDT.
  • The Hirer must leave the community facility in a clean and tidy condition. Failure to comply may result in an additional charge to cover costs of additional cleaning.

9. Photography

  • The use of any photographic equipment within the facility will be entirely at the discretion of TCDT.

10. Licence to sell alcohol

  • TCDT policy abides by the Licensing (Scotland) Act 2005 that regulates the sale of alcohol in Scotland. For the purposes of this Act, the licensing objectives are as follows:
  • preventing crime and disorder,
  • securing public safety,
  • preventing public nuisance,
  • protecting and improving public health, and
  • protecting children from harm.

 

  • Applications for permission to sell alcohol during a let must be submitted to the Licensing Authority at the same time as the application for let is submitted to TCDT. Alcohol may be sold within the community facility only subsequent to the grant of an Occasional Licence by the Licensing Authority. The Hirer is responsible for ensuring that all alcohol is sold in accordance with the Licensing (Scotland) Act 2005 as amended and any particular conditions imposed by the Licensing Authority. A copy of the Occasional Licence must be provided to TCDT prior to the let of the community facility commencing. The granting of a licence does not mean a let is automatically approved.
  • TCDT reserves the right at any time to withdraw permission for the sale of alcohol during the let or to specify additional conditions of let, notwithstanding that an Occasional Licence may have been issued by the Licensing Authority.
  • TCDT shall be entitled to restrict or alter the times and conditions of the let, or cancel the let, where the Licensing Authority has rejected an application for the sale of alcohol during the hours for which a let of the community facility has already been granted.
  • The Hirer must comply with the current licensing laws in every respect in relation to the let.
  • A license is not required for a Bring your own Bottle event. If hirers are intending to have alcohol they must identify the fact clearly when booking and confirm to TCDT that all the objectives of 12.1 will be achieved.

 

11. Food safety

  • The Hirer is required to ensure compliance with the Food Hygiene (Scotland) Regulations 2006 and related Regulations, or any amending legislation
  • If the let involves preparing or heating food within the community facility the Hirer must ensure that a current Basic Food Hygiene Certificate is held by any food handler.
  • The Hirer will be responsible for removing and disposing of all waste generated during the let

 

12. Specialist / sport/ coaching bookings

  • All lets of a coaching / teaching nature are approved on the understanding that the coaching / teaching is provided by an appropriately qualified person. The Hirer will also be responsible for obtaining Public Liability Insurance. TCDT may require evidence of any current qualification / insurance documents.
  • Appropriate footwear, clothing and equipment, including any necessary protective clothing and equipment, must be worn by all participants when undertaking sporting or specialist activities. Studded boots or any other footwear that will mark the flooring is not permitted within the building/facilities.
  • Special conditions will apply to the letting of the areas, and for the activities listed below and separate details will be required with each application:-
    Pitches / Play Areas / Dog Training / Playing Fields / Kitchens

13. Amendment of conditions

  • TCDT shall be entitled to amend or add to these conditions of hire at any time.

14. General

  • For the purposes of these conditions: “TCDT” shall include persons authorised by TCDT “Hirer” shall include the Hirer’s employees, agents, tradesmen, contractors, suppliers and members of the general public entering at the invitation, express or implied, of the Hirer
  • Trustees of TCDT or volunteers or employees authorised by TCDT shall have access to all parts of the community facilities at all times during periods of the let
  • Any additional specific advice and instructions given by TCDT in relation to any particular let must be strictly adhered to at all times during the let
  • TCDT or persons authorised by TCDT shall have the right to suspend the let or take action at the discretion of TCDT on any matter which in the opinion of TCDT does not comply with the terms of these conditions or which TCDT considers necessary in the interests of safety and good order or to deal with any contingency not covered by these Conditions of Let
  • All hirers must comply with current child and adult protection procedures when children below the age of 18 years or vulnerable adults are involved in any group, including adopting safe recruitment procedures for staff/volunteers and undertaking PVG procedures.