PORTREE COMMUNITY CENTRE

TERMS & CONDITIONS OF HIRE (effective from August 2009)

Please ensure that everyone involved in the hire of the facility is made aware of the following:-

1. Regular users will be charted by the hour according to the current rates, with payment being made monthly in advance, unless otherwise agreed at committee level. All regular / community users must formally register with PCCA to benefit from any discounted rates. A registration fee of £10.00 (to cover cost of keys and administration) will apply to all regular community users.

2. Non-regular users will be charged at the current rates. Unless otherwise agreed, a deposit will be requested with the balance of payment to be made at least one week prior to date of use.

3. Bookings MUST be made via the Committee. It is important that each hirer remains within the time they have booked. If the time is not sufficient for setting up and cleaning up, the hirer must book additional time, therefore avoiding infringement on other bookings. Please remember to list your requirements, such as tables, chairs, staging, etc. at the time of booking.

4. Should you need to cancel a booking, please contact the Committee as soon as possible in order that the facility can be re-
let. Bookings not cancelled will be charged at the full rate. Any deposit paid in advance will be treated as a cancellation fee, unless otherwise agreed.

5. Each hirer will be responsible for the building and its contents, the immediate external area surrounding the building and any equipment or furniture within the centre / hall during the hours of use. Any damages should be reported to the Committee as soon as possible and PCCA reserve the right to charge repair / replacement costs.

6. The facility will be clean and in good order prior to the hand-over of keys. It is then the responsibility of the hirer to leave it as they found it, as there may be another booking immediately after. Prior to leaving the facility check bins and empty if necessary, sweep hall, kitchen and corridor areas, wash and put away any dishes used. Put away any equipment used and stack away chairs, etc. Brushes, mops, etc. are stored in the foyer cupboard for use. If for any reasons you wish to arrange to have the facility cleaned after an event / function, arrangements must be made with the Committee prior to commencement of the hire. Please note, should you require the use of the kitchen/bar area you must bring along any cleaning items and dish towels/cloths required for your use.

NB. Any hirer NOT returning the facility to its original state will be subject to a penalty of £150 which will be utilised to arrange for a cleaner. This penalty may vary depending on the state the facility has been left in. This will be discussed when the Committee has viewed the facility.

7. The hirer will have the use of the toilets in the foyer of the Community Centre. The hirer is responsible for the cleaning of these facilities after use, in particular, after a large function / event. Should the hirer not wish to clean the toilets, prior arrangements should be made in order that the Committee can arrange for the toilets to be cleaned in good time for the next hirer.

8. Occasional licences must be on display in the bar area of events / functions, with a copy given to the Committee prior to any event. (The license must have a list of all Stewards plus signatures detailed on the back). The license holder will be responsible for ensuring that the conditions of the license are adhered to and that sufficient and appropriate stewarding is provided. It is the hirer’s responsibility to ensure that no-one under the age of 18 years has access to alcohol at any time. Suitable identification needs to be requested in the event of doubt. However, should anyone under age manage to obtain alcohol on the premises, any problems resulting from such an occurrence are entirely the hirer’s responsibility. If any non-voluntary Door Stewards are to be used by the hirer/organisation then those non-voluntary Door Stewards require to be Security Industry Authority (SIA) registered. Non-voluntary Door Stewards include any Door Stewards that are receiving any form of payment or reward or “payment in kind” (as defined by the Inland Revenue). The Committee reserves the right to ensure stewards are appropriate and may insist on a number of Committee-recognised persons being employed by the hirer at an agreed rate before an event can be booked.

9. From 26th March 2006, Portree Community Centre will adopt a NO SMOKING policy to abide by the Smoking, Health and Social Care (Scotland) Act 2005. All hirers must adhere to this.

10. Keys can be collected from the Committee by prior arrangement only. Keys must not be copied and all keys must be returned after use. In the case of regular users, keys may be retained long term. Key-holders are registered with the PCCA and should key holders change, PCCA must be formally notified. This is a requirement as in the event of a security breach the Community Centre would have to give details to the Police. It is the hirer’s responsibility to ensure that all areas of the facility are secure prior to leaving i.e. fire exits, inner door and main door. Please ensure that all heating, lighting or electrical equipment is switched off and that no persons remain on the premises – this includes checking the toilets.

11. Each club / hirer will be responsible for the Health and Safety and care of persons on the premises during the hours of hire. All persons hiring the facility need to familiarise themselves with the locations of the fire exits, fire alarms and fire-fighting equipment. Any damage to fire / safety equipment may lead to suspension of any hire agreement and full re-imbursement of all PCCA costs. A fully equipped first aid kit is located in the bar area. Portree Community Centre has Public Liability insurance and their contents are covered by PCCA’s insurance, however, it is recommended that equipment stored on the premises should be adequately insured by the hirer club/organisation. NB. Any hirer utilising the Community Centre should ensure that they have their own Public Liability insurance in place as any hirer will not be entitled to claim under the PCCA Public Liability insurance policy.

12. CHILD PROTECTION. Any club / hirer with members / attendees under the age of 16 years old using Portree Community Centre must have their own Child Protection Policy and the supervisors thereof be registered for Disclosure check where appropriate. PCCA requires that such clubs/organisations sign a declaration to such effect. In addition, such groups / clubs hiring the facility are responsible for familiarising themselves with The Highland Council’s own Child Protection Policy.
13. Any complaints or suggestions should be addressed to the Chairperson or Secretary or any Committee Member in writing. Any matters arising will be addressed at the next committee meeting and responded to accordingly.

Updated 28th August 2009