Music and voiceover recording studio spaces

CONDITIONS OF HIRE 1. Applications for Hire 1.1. All applications must be made in writing on the appropriate booking form following any initial telephone calls. The College reserves the right to refuse any application without stating its reason for doing so. 1.2. Applications will not be considered: a) From persons under 18 years of age; or b) If made otherwise than upon the official booking form. 1.3. Applications must be completed and returned within 21 days or the date it is to be hired may be given to someone else. 1.4. If the College accepts the application the person signing the booking form shall be deemed to be the hirer and, as such, the person responsible to the College for the payment of the hiring fees and the observance of these Conditions. 1.5. Where the College is not familiar with the organisation, references may be requested prior to approval of venue hire, and payment must be made in full before the event takes place. Payment will be made in total at least 4 weeks prior to event. 1.6 A deposit is required for bookings over £1000 and subject to the College discretion. 1.7 Recognised photographic identification should be provided by the hirer and a copy of this will be attached to the hire contract. Valid identification could be a phot card driving licence, valid Passport or UK immigration card. 1.8 Fourteen days before the booking date, the hirer will provide details of any speaker, Performer or artist participating in the event or function for which the accommodation has been hired. Details must include full name, occupation, organisation, current address and where appropriate, an individual’s date of birth. Where the College is not familiar with the organisation or individual, preliminary checks will be carried out via open source materials, ie internet searches or if appropriate references may be requested prior confirmation of venue hire. They will take advice from regulatory authorities, including the local authorities and Police, should there be concerns raised about an individual or the nature of the event. 4. Sub-letting 4.1 The Hirer shall not sub-let the accommodation, or any part of it, without the written agreement of the Manager. 5. Cancellation and Postponement of Hiring 5.1 The College shall be entitled to cancel the hiring: a) If at any time prior to the commencement of the function it shall appear to the College that the Hirer has made a material omission from or error on the application form. b) If any sum or deposit payable is not paid by the Hirer by the date upon which it is due. c) In the event of the individual, organisation or activities infringing the law which has a bearing on the booking or may reflect poorly on the College. 5.2 The Hirer may, with the consent of the College, surrender or postpone the hiring PROVIDED that any request is made in writing accompanied by the balance of the charges payable in respect of the hiring. 5.3 Cancellation or postponement of hiring should the Hirer cancel within a week of the event is liable for full cost of hire. 6. Prevention of Use of Accommodation through Unforeseeable Events 6.1 The College will not be responsible for any loss or damage suffered by the Hirer in the event of the accommodation not being available by reason of accident, war, civil commotion, force major, strike, lockout or other like cause. The College may, however, in such event, without admitting any legal obligation to do so, return the deposit paid by the Hirer. The decision of the College as to whether the accommodation is not available within the meaning of this clause shall be final and binding on the hirer. No responsibility will be accepted or compensation paid by the College in the event of loss or damage suffered by the Hirer on account of a failure of the lighting or other equipment in the accommodation. 7. Right of Entry 7.1 Any duly authorised officers of the College on duty shall at all times have free ingress and egress to and from the Hall, Classrooms or any other premises owned by the College. 8. Maintenance of Good Order 8.1 The Hirer shall, at all times, be responsible for the maintenance of good order during the function, shall ensure that no undesirable person is permitted to enter, remain or otherwise make use of the accommodation and that no-one trespasses on parts of the College not hired by the Hirer. Upon the instructions of the College staff the Hirer shall remove, or cause to be removed, any persons from the accommodation hired. The College is not required to provide such supervision in any manner whatsoever. 8.2 The Hirer should not exceed maximum capacity of facilities which have been agreed at the time of booking due to health & safety regulations. 9. Prohibitions 9.1 All hiring’s are subject to the following prohibitions: a) No alterations or additions shall be made by the hirer to the lighting, heating, seating, gangways, fittings, fixtures or other arrangement of the accommodation without the written express consent of the College. b) Town and Country Planning (Control of Advertisements) Regulation 1992 in advertising the function and, in particular, that no fly-posting shall take place in respect of any functions. 10. Parking of Vehicles 10.1 Under no circumstances will the College accept any responsibility for loss of, or damage to, any car or other vehicle which, in connection with the function, is brought or left within the precincts of the College. The Hirer shall ensure that no car or other vehicle is allowed to be parked in any unauthorised position and that any instructions given by any of the College staff in regards to parking of vehicles are strictly observed. 11. Smoking 11.1 Smoking is not permitted in any part of the College. 12. Alcoholic Beverages 12.1 No alcoholic beverages shall be sold for profit onto the premises. 13. Damage, Loss and Accidents 13.1 a) The Hirer shall pay to the College the amount incurred by the College in making good any damage to, or loss of, the building, furniture, carpets, furnishings, fixtures and fittings or any article or equipment belonging to the College arising directly or indirectly out of the hiring of the accommodation. b) Unless due to the negligence of the College or breach of statutory duty by the College, the Hirer shall be responsible for their visitors/invitees/participants to the function including their safety and well-being whilst attending the function. It is, therefore, the responsibility of the Hirer, by way of indemnity, to effect insurance against all claims, costs or demands in respect of personal injury and/or loss or theft of and/or damage to property howsoever suffered or incurred by any person or company whatsoever which may arise out of the hiring of the accommodation to the value of £5,000,000. The College requires such insurance to be effected and the production of evidence of the same. Failure to comply shall result in the cancellation of the hiring. c) All incidents including injury to personnel and/or damage to property must be reported to the College’s Senior Site Officer or Security Officer. d) The Hirer shall indemnify the College against all actions, claims, costs, demands and the like made against the College and attributable, either directly or indirectly, to the hiring of the accommodation. e) Depending upon the activity and hirer a written risk assessment may be required by the College before the booking is confirmed. f) The use of pyrotechnics, fireworks etc are forbidden. 14. First Aid 14.1 The College requires all hirers to ensure that first aid cover for the event is provided and evidenced. There are qualified first aiders employed by the College who, if available, will help to deal with emergencies. These qualified personnel are only available during normal working times. All incidents that occur on College premises must be reported to the Senior Site Officer and/or Security Officer. 15. Emergency Evacuation 15.1 The hirer is subject to the Health & Safety policy of the College and should familiarise themselves with the appropriate emergency procedures and regulations. 15.2 Hirers are responsible for ensuring the safe evacuation of all people on site as a result of the letting in the event of a fire or any other emergency. The need for evacuation should be signalled by the activation of the fire alarm system. The evacuation procedure for each site is shown on the appropriate appendix. 15.3 In the event of an emergency, the Premises should be evacuated in an orderly manner using the appropriate exits, and the Fire Brigade called. The exact location of fire exits and fire extinguishers must be noted before the Premises are occupied and the manner of opening fire doors should be made known to your guests. 16. Portable Electrical Appliance Testing (P.A.T.) 16.1 It is a legal requirement under the Electricity at Work Regulations 1989 that any equipment used outside the home is safe to use. Any electrical equipment you bring onto College premises must be tested in accordance with, and comply with, the regulations. If you hire any equipment from a hire company then the relevant certificate must be obtained. The College reserves the right to inspect these certificates and also the right to refuse the use of any such equipment if it is not satisfied with its documentation or condition. 17. Equal and Diversity 17.1 The College has a Equality and Diversity Policy and strategy available to view on the College website. The College is committed to achieving equality and diversity for all its learners, staff and the broader community which it serves. We welcome, celebrate and value the diversity of our learning community and seek to promote an inclusive learning and working environment where everyone can achieve to their full potential. We have a zero tolerance of discrimination, harassment or bulling of any kind. 17.2 The College wishes all hirers to apply these principles to all events and activities which they may organise on College premises and to have policies and procedures designed so as not to discriminate intentionally or unintentionally against any group or individual. 17.3 Barnet and Southgate College is committed to freedom of expression within English and EU law. A copy of our Freedom of Expression statement is available on the website. 18. Safeguarding Issues 18.1 The College is committed to its safeguarding responsibilities and a copy of the Safeguarding Policy is available on the website. The College insists that all hirers fully aware and adhere to this policy. In addition organisations should also ensue that: • they have in place appropriate policies and procedures for safeguarding; • their staff have received training in safeguarding and child protection; • they are compliant in its legal duties to undertake safer recruitment vetting checks on their staff 19. Performing Rights Society Ltd Copyright and Royalties 19.1 In the case of a function where receipts are taken for a performance the hirer shall disclose to the College the net Box Office receipts taken at their event within the 4 weeks following the event. This information is required by law for the return to The Performing rights society Limited. 19.2 The hirer must seek all permission required to perform works and make arrangement for the payment of any taxes or of any royalties chargeable in respect of the function. 20. Special Conditions 20.1 a) If the accommodation is used for any purpose for which the College considers it necessary to cover the floor, or any part thereof, the Hirer will be required to pay an additional fee for suitable floor covering to be provided. b) A cleaning charge will be levied on the Hirer if the premises are not left in a clean and tidy condition. c) No person under the age of 18 shall be allowed to use sound or lighting equipment. d) No bottled gas shall be brought onto the premises. e) The Hirer will be mindful of noise levels for our neighbours and the wider community.