TERMS OF HIRE

Definitions

For the purposes of this agreement and the conditions of hire, the term “Hirer” shall mean an individual hirer or, where the “Hirer” is an organisation that organisation. “Premises” means Time and Space. “Booking” means the contract between the Hirer and Time and Space as detailed on the terms of this agreement and on “the Booking Form” (of which these conditions form part). “Period” means the time or times reserved under these conditions and “the Function” means that described and authorised by the Booking. If the Hirer is in any doubt as to the meaning of any of the conditions, the Time and Space event management team should immediately be consulted.

Hiring agreement

In consideration of the Hire Fee detailed on the Booking Form, Time and Space agrees to permit the Hirer to use the Premises for the Function and for the Period(s) described in the booking form and 30 minutes either side to allow for setup and clearance. All details inserted in the booking form are part of this Agreement. This Hiring Agreement includes these Standard Conditions and Special Conditions set out below.

No hire will be deemed to have been made unless through the Time and Space event management team and without signed completion of the booking form and payment of the deposit, followed by the balance payment when due, in the sums specified on the booking form.

The full hire charge must be paid not less than 30 days before the date of booking unless otherwise detailed on the booking form. The current rates will be held firm for any bookings made upto 6 months in advance. For bookings made more than 6 months in advance, any increase in hire charge by the management team will be notified to the Hirer and an opportunity given to review the continuation of their contract.

For daytime access between 9am-5pm Monday to Friday the keys to the premises will be left in a key safe at the side of the building. The barrier and key safe code will be provided not later than the day before the booking. For evening and weekend access the key to the padlocked gate on Beeches Road will be provided by a member of the Time and Space event management team who will make contact with you to arrange handover. 

Standard conditions of hire

1. Age

The Hirer, not being a person under 18 years of age, hereby accepts responsibility for being in charge of and on the premises at all times when the public are present and for ensuring that all conditions, under this Agreement, relating to management and supervision of the premises are met.

2. Supervision

The Hirer shall, during the period of the hiring, be responsible for: supervision of the premises, the fabric and the contents; their care, safety from damage however slight or change of any sort; and the behaviour of all persons using the premises whatever their capacity, including proper supervision of car parking arrangements so as to avoid obstruction of the main access road and correct usage of designated parking areas. As directed by the Time and Space Event management team, the Hirer shall make good or pay for all damage (including accidental damage) to the premises or to the fixtures, fittings or contents and for loss of contents.

3. Use of premises

The Hirer shall not use the premises (including the car parks and lawned areas) for any purpose other than that described in the Hiring Agreement and shall not sub-hire or use the premises or allow the premises to be used for any unlawful or unsuitable purpose or in any unlawful way nor do anything or bring onto the premises anything which may endanger the same or render invalid any insurance policies in respect thereof.

4. Insurance and indemnity

(a) The Hirer shall be liable for:

(i) the cost of repair of any damage (including accidental and malicious damage) done to any part of the premises including the curtilage thereof or the contents of the premises
(ii) all claims, losses, damages and costs made against Time and Space, their employees, volunteers, agents or invitees in respect of damage or loss of property or injury to persons arising as a result of the use of the premises by the Hirer, and
(iii) all claims, losses, damages and costs made against the Time and Space event management team, their employees, volunteers, agents or invitees as a result of any nuisance caused to a third party as a result of the use of the premises by the Hirer.

5. Gaming, betting and lotteries

The Hirer shall ensure that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries.

6. Film

Children shall be restricted from viewing age-restricted films classified according to the recommendations of the British Board of Film Classification. Hirers should ensure that they have the appropriate copyright licences for film.

7. Childcare Act 2006

The Hirer shall ensure that any activities for children under eight years of age comply with the provisions of the Childcare Act 2006 and the Safeguarding Vulnerable groups Act 2006 and only fit and proper persons who have passed the appropriate Criminal Records Bureau checks should have access to the children. Checks may also apply where children over eight and vulnerable adults are taking part in activities. 

8. Public safety compliance

The Hirer shall comply with all conditions and regulations made in respect of the premises by the Local Authority, the Licensing Authority, and the premises Fire Risk Assessment or otherwise, particularly in connection with any event which constitutes regulated entertainment, at which alcohol is sold or provided or which is attended by children. 

The Fire Service shall be called to any outbreak of fire, however slight, and details shall be given to the Event management team.

(a) The Hirer acknowledges that they have received instruction in the following matters:

• The action to be taken in event of fire. This includes calling the Fire Brigade and evacuating the premises.

• The location and use of fire equipment.

• Escape routes and the need to keep them clear.

• Method of operation of escape door fastenings.

• Appreciation of the importance of any fire doors and of closing all fire doors at the time of a fire.

• Location of the first aid box.

(b) In advance of any activity whether regulated entertainment or not the Hirer shall check the following items:

• That all fire exits are unlocked and panic bolts in good working order.

• That all escape routes are free of obstruction and can be safely used for instant free public exit.

• That any fire doors are not wedged open.

• That exit signs are illuminated.

• That there are no obvious fire hazards on the premises.

9. Drunk and disorderly behaviour and supply of illegal drugs

The Hirer shall ensure that in order to avoid violent or criminal behaviour; care shall be taken to avoid excessive consumption of alcohol. No illegal drugs may be brought onto the premises. Disorderly behaviour shall not be permitted either on the premises or in its immediate vicinity. Any person suspected of being under the influence of drugs or who is behaving in a violent or disorderly way shall be expected to leave the premises in accordance with the Licensing Act 2003.

10. Health and hygiene

The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations. In particular dairy products, vegetables and meat on the premises must be refrigerated and stored in compliance with the Food Temperature Regulations. The premises are provided with a refrigerator but not a thermometer.

11. Electrical appliance safety

The Hirer shall ensure that any electrical appliances brought by them to the premises and used there shall be safe, in good working order, and used in a safe manner in accordance with the Electricity at Work Regulations 1989.

12. Stored equipment

Time and Space accepts no responsibility for any property brought on to or left at the premises, and all liability for loss or damage is hereby excluded. All equipment and other property must be removed at the end of each hiring or fees will be charged for each day or part of a day at the Time and Space hire fee per hiring, until the same is removed.

Failure by the Hirer to remove any property brought on to the premises for the purposes of the hiring may result in the Time and Space event management team disposing of any such items by sale or otherwise, on such terms and conditions as it thinks fit and charge the Hirer any costs incurred in storing and selling or otherwise disposing of the same. 

13. Smoking

The Hirer shall, and shall ensure that the Hirer’s invitees, comply with the prohibition of smoking in public places provisions of the Health Act 2006 and regulations made thereunder. Any person who breaches this provision shall be asked to leave the premises. The Hirer shall ensure that anyone wishing to smoke does so outside and disposes of cigarette ends, matches etc. in a tidy and responsible manner, so as not to cause a fire.

14. Accidents and dangerous occurrences

Any failure of equipment belonging to Time and Space or brought in by the Hirer must also be reported as soon as possible. The Hirer must report all accidents involving injury to the public to a member of the Time and Space event management team as soon as possible and complete the relevant section in the Time and Space  accident book during the period of hire. Certain types of accident or injury must be reported on a special form to the Incident Contact Centre. The Time and Space event management team will give assistance in completing this form and can provide contact details if required.

15. Explosives and flammable substances

The hirer shall ensure that:

(a) Highly flammable substances are not brought into, or used in any part of the premises and that

(b) No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall be erected without the consent of the management team. No decorations are to be put up near light fittings or heaters.

16. Heating

The Hirer shall ensure that no unauthorised heating appliances shall be used on the premises without the consent of the Time and Space event management team. Portable Liquefied Propane Gas (LPG) heating appliances shall not be used. 

17. Fly posting

The Hirer shall not carry out or permit fly posting or any other form of unauthorised advertisements for any event taking place at the premises, and shall indemnify and keep indemnified each member of the Time and Space event management team accordingly against all actions, claims and proceedings arising from any breach of this condition. Failure to observe this condition may lead to prosecution by the local authority.

18. Sale of goods

The Hirer shall, if selling goods on the premises, comply with Fair Trading Laws and any code of practice used in connection with such sales. In particular, the Hirer shall ensure that the total prices of all goods and services are prominently displayed, as shall be the organiser’s name and address and that any discounts offered are based only on Manufacturers’ Recommended Retail Prices.

19. Cancellation

By the Hirer

(a) If the Hirer cancels the booking at least four weeks before the date of the event, the Time and Space event management team will return the deposit and any additional fees already paid, less an administration charge of £10. 

(b) If the Hirer cancels the booking between two and four weeks before the date of the event, Time and Space will return 75% of the deposit and hire fees already paid. 

(c) If the Hirer cancels the booking less than two weeks before the date of the event or fails to proceed with the booking thereafter, the Time and Space event management team will retain all hire fees already paid. 

Time and Space reserves the right to cancel this hiring by written notice to the Hirer in the event of:

(a) The management team reasonably considering that (i) such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements, or (ii) unlawful or unsuitable activities will take place at the premises as a result of this hiring.

(b) the premises becoming unfit for the use intended by the Hirer.

In any such case the Hirer shall be entitled to a refund of any deposit and any additional fees already paid, but Time and Space  shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.

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20. End of hire

The Hirer shall be responsible for leaving the premises and outside surrounding area in a clean and tidy condition, properly locked and secured unless directed otherwise by a member of the Time and Space event management Team. Any contents temporarily removed from their usual positions shall be properly replaced, otherwise the Time and Space shall be at liberty to make an additional charge. At the end of the hire period all collapsible tables and chairs must be returned to the storage space provided. Any rubbish is to be bagged up and cleared away, which you must take away with you. All sets of keys provided shall be returned to the key safe. The hirer must ensure the keysafe number is not shared with any guest invited and that at the beginning and end of hire the numbers are moved out of sync with the code provided to prevent unsolicited access by any other persons on site. A member of the Time and Space event management team will be in contact at the end of the hire period to arrange return of the front gate key for out of hours bookings.

21. No alterations

No alterations or additions may be made to the premises. No fixtures or placards may be installed. No decorations or other articles may be forcibly attached in any way to any part of the premises without the prior written approval of the Time and Space event management team. Should any alteration, fixture or fitting or attachment so approved at the discretion of Time and Space remain in the premises at the end of the hiring it will become the property of Time and Space, unless removed by the Hirer who must make good to the satisfaction of Time and Space any damage caused to the premises by such removal.

22. No rights

The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.

23. Supply of equipment

Collapsible tables and chairs provide seating for 24 people and are stored on site. Time and Space have bar seating for 4 people and static armchair seating for an additional 10 people. Time and Space supply a range of glassware in the bar area, cutlery & crockery. Further details available on request. The Hirer is responsible for supplying their own glassware, cutlery and crockery for guest numbers exceeding 18 persons. Any damages to glassware or crockery will be charged at £2 per item. 

Special Conditions of Hire

All functions must end promptly by midnight. Guests are requested to leave peacefully.

Fire

Hirers must ensure that all precautions are taken against risk of FIRE and damage to the property. Instructions for fire equipment can be found on the fire extinguisher stand. For health and safety the maximum capacity of the venue is 50 persons. The Hirer shall ensure this number is not exceeded and indemnifies Time and Space and the management team against any event that may occur should additional numbers be granted access.

Time and Space has no telephone. Please ensure you have a mobile in good working order with you. 

All means of EXITS from the premises must be kept free from obstruction and immediately available for instant public exit. The emergency exit illuminated lights remain on permanently. The Fire log book is kept in the documents folder in the drawer underneath the cutlery and must be completed in the event of any fire safety issue or sounding of the alarm, even if in the event this was a false alarm. The Hirer accepts responsibility to complete this document and report any instances to a member of the Time and Space event management team.

Opening and closing the premises

Arrangements for access to Time and Space will be made shortly before your hire – please contact a member of the management team on 07497 898773 or at info@timeandspaceessex.co.uk the day before the event if arrangements have not already been made.

Please ensure that any outside caterers, contractors and bar staff are aware of the hire period and that they will not be able to enter before or leave after the hire period. Please consider if an extension to the hire period is required to allow such personnel early or late access.

The Hirers guests are expected to vacate the premises and parking areas within fifteen minutes of the end of the hire period allowing the hirer a further fifteen minutes to clear and tidy the venue. After midnight (unless the event is New Year’s Eve) only those helping to clear up the Time and Space should remain on the premises. 

Furniture

Please stack chairs and tables neatly in the storeroom/s ensuring the tables have been wiped down after use. Please return any items of furniture that have been moved to their original positions.

Heating

The heating can be turned on or off using the main control unit which is located to the right of the double doors when stood facing the exit. The WC radiator is automatically set to remain on. The kitchen radiator is set on timer and is thermostatically controlled. It is possible to use the advance function to override this and to switch the heater on during occupation. Please see the user instructions located in the documents folder in the drawer underneath the cutlery.

Health and Hygiene

The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations, in particular dairy products, vegetables and meat must be refrigerated. A first aid box is located in the kitchen, second drawer down. An Accident Report book is kept in the documents folder in the drawer underneath the cutlery. All recorded accidents must be reported to the management team as soon as possible as it is the duty of the management to inform the authorities. 

Consideration for others

You must not use drawing pins, nails or tape on the walls or other surfaces, please use Blu-Tack, string or 3M Command hooks if you need to put up notices or decorations to comply with section 21 and the prohibition, of forcible and potentially damaging temporary additions being made. Do not fix decorations near light fittings, the heater or audio / visual equipment. This includes the central lighting and overhead projector. Please leave Time and Space clean and tidy. In particular we ask you to ensure the floors are swept and rubbish is taken with you when you leave.

Faults/damage/comments

Please report any faults or damage to the Time and Space event management team as soon as possible so that they can be rectified quickly. In the event of any issue arising during the period of hire the management team request notification so that any potential issue may be reviewed, resolved or rectified for future use. The management team welcome comments or observations that you may have about your hire of Time and Space . 

Payment

Payment is due within the terms specified within the Hire Agreement unless overridden by any special agreements as stated on the Booking Form. Please note that we do not accept cash or cheques and payment transfer details can be located on the Booking Form.