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Last Updated: 2024

Room Hire Terms & Conditions

Please read these terms carefully before making a room hire booking at Craigsfarm Community Hub.

Important Notice

By submitting a room hire booking request, you confirm that you have read and understood these Terms & Conditions and agree to comply with all venue policies and requirements.

General Information

Applying to use the Centre

Application for use of the Hub shall be made to info@craigsfarm.org.uk / Tel: 01506 894639

The right to refuse any application for the use of the facilities is reserved to the Management and will be discussed with the Board.

The Hub Manager and Board reserves the right to request such additional information as it deems necessary and to make enquiries of external bodies as to the standing of any organisation before agreeing letting.

Hours of opening

Facilities at the Hub are normally available for the use between the hours of 8 am and 23.30. In exceptional cases, these hours may be extended on application.

  1. Our Terms and Conditions are applicable to all hirers including tenants, other services and partners, community groups, commercial organisations & private hirers.
  2. Craigsfarm is committed to Child & Adult Protection and observes the right to refuse lets on the grounds that the person hiring the premises and running the activity does not comply with the Organisations policy on this matter:
    1. A Child and Adult Protection Policy must be in place.
    2. Individuals hiring premises to carry out regulated work with children or protected adults are required to hold PVG Scheme Membership.
    3. Individuals who are hiring premises to run group sessions with the general adult population may require a Basic Disclosure. These individuals are not eligible for PVG Scheme membership as they are not carrying out regulated work with children or protected adults.
    4. For individuals who are hiring halls to conduct activity sessions, the requirement to hold the necessary PVG/Disclosure is their personal responsibility.
    5. Please check with the relevant governing, awarding, or regulating body of your activity for the current requirements related to PVG/Disclosure requirements.

    More information can be found at https://www.mygov.scot/disclosure-types

  3. The use of camera, video, or other equipment with the capability of capturing images or recordings is not permitted without prior arrangement with venue management. Consent forms authorising approval to capture images or record video will be provided and must be completed.
  4. It is the responsibility of applicants to ensure that leaders/coaches possess qualifications that are appropriate for the level of activity detailed on the booking application. Craigsfarm staff may ask to see evidence of appropriate documentation at any time.
  5. Craigsfarm is committed to promoting equality of opportunity regardless of protected characteristic (as defined in the Equality Act 2010): Age, Disability, Gender reassignment, Marriage & Civil Partnership, Pregnancy & Maternity, Race, Religion or Belief, Sex and Sexual orientation. Bookings are accepted on the understanding that user groups/hirers will not directly or indirectly discriminate against all or any of the protected characteristics.
  6. Charges and Terms & Conditions may be subject to variation at the decision of Craigsfarm. Price increases are likely to be introduced on 1 April each year; they will apply to any previously booked/granted hires which have not yet been completed. In the case of serial lets, the new charges will apply to any part of the let not undertaken at the time of the introduction of the new charges.
  7. The group/hirer is responsible for the facilities/building being hired throughout the time agreed in the booking form; this includes the contents, furnishings, and structure. The group/hirer must return the facilities/building in an acceptable condition and reasonable level of cleanliness. Failure to meet this requirement may result in further charges or any subsequent bookings being cancelled as a result.
  8. Smoking is prohibited in all Craigsfarm grounds and premises, or facilities provided for community use by members of the public. It will be the responsibility of the person who signed the let to ensure compliance with the legislation.
  9. All refuse must be placed in bins provided. Excess refuse remains the group/hirer’s responsibility and must be disposed of at an appropriate Council recycling centre.
  10. Any Craigsfarm Staff Member may enter your event/booking at any time in the course of his/her duty. You must comply with any instructions given by Craigsfarm Staff.
  11. Our building(s) may remain open to members of the public during your hire period. Exclusive use of the premises may be arranged; additional charges may apply.
  12. From time to time, we may need to close venues due to severe weather, other “acts of god events”, natural disasters, terrorism, strikes, and other situations out with our control. In these instances, we will make every effort to contact user groups, participants or hirers by email, telephone and through announcements on our social media pages.
  13. Craigsfarm reserves the right to refuse the user group/hirer the right to display saleable items which are already available for purchase within the facility e.g., Cafes etc.
  14. User groups/hirers making use of our premises must accept full responsibility for any accidents, injury, or damage to any person as a result of the activity by them or which may occur as a result of their use of the premises. All user groups/hirers must have public liability insurance cover in place to meet this responsibility and shall produce relevant insurance certificate to Craigsfarm on request.
  15. Craigsfarm cannot accept responsibility for any loss of possessions, loss or damage to equipment or material, or for personal injury unless negligence by Craigsfarm can be established. User groups are responsible for ensuring that personal possessions are adequately insured, and an up-to-date inventory is maintained.
  16. No lets will be granted for any period after 1.00am.
  17. The use of indoor pyrotechnics, confetti, or smoke, bubble or foam machines is not permitted within Community Use facilities.
  18. All property, equipment, unused supplies, or unsold goods must be removed from premises immediately after the hire.
  19. No alcohol will be allowed or available on the premises.
  20. Craigsfarm complaints procedure has two stages. Stage 1 Frontline Resolution – please raise the complaint with the staff member on duty in the first instance. In the event of the complaint remaining unresolved complaints can be put in writing to the management via email at : info@craigsfarm.org.uk

Health and Safety

  1. It is the responsibility of the user group/hirer to ensure suitable clothing and footwear is worn by participants for specific activities.
  2. User groups must familiarise themselves with the Emergency Evacuation Procedure for the venue. In the event of any emergency, user groups/hirers must adhere to the instructions of Craigsfarm Staff and the emergency services in attendance.
  3. The user group/hirer is responsible for ensuring all participants, including those with mobility difficulties can quickly and safely leave the facility in the event of an emergency. User groups/hirers must have Emergency Evacuation Plans.
  4. The number of participants attending must not exceed the maximum occupancy level of the facility or building in use.
  5. User groups/hirers are responsible for ensuring that there are sufficient helpers, leaders, or officials on duty to safely control an activity. Venue ratios for specific facilities/activities must be strictly adhered to. Failure to comply will be considered a breach of Health & Safety. Maximum number permitted for specific facilities will be notified to user groups/hirers at the time of booking.
  6. It is the user group/hirer’s responsibility to ensure an attendance register is in place during the period of the hire. Where attendance registers are not practical a member of council staff or a delegated responsible person will monitor attendance numbers. Craigsfarm reserve the right to restrict entry to a facility or building where occupancy levels have been reached.
  7. All portable electrical equipment brought into and used in our premises must be Portable Appliance Tested (PAT). Any damage or injury caused by poorly maintained equipment will be the responsibility of the user group/hirer. We reserve the right to request proof of testing, for example, to see testing records.
  8. Inflatable Play Equipment is not allowed.
  9. It is the user group/hirer’s responsibility to ensure all risks associated with the planned activity are minimised and suitably risk assessed. We may ask for a copy of your risk assessment for our records. Craigsfarm reserve the right to terminate any activity deemed unsafe or in breach of Health & Safety regulations, in such circumstances no refund will be offered.
  10. In the event of an accident within the premises the user group/hirer (or nominated lead) must report the accident immediately to a member of Craigsfarm staff. An accident form will be provided which is to be completed and returned within the specified time.
  11. All passageways and exits must always be kept clear. Fire doors must not be held open unless automatic releases are fitted. External doors and fire exits must be kept unlocked during occupancy.
  12. Craigsfarm reserves the right to refuse set-up of apparatus, objects, or equipment on the grounds of Health & Safety.
  13. The use of candles is prohibited in all Council premises.
  14. Members of the public and/or children are not permitted in any kitchens within Community Use premises on the grounds of Health & Safety, except where the kitchen is being used for training purposes and appropriate risk assessments have been carried out and where adequate supervision is provided by a qualified/competent person.
  15. Bookings of the following nature: Funfairs, Traders – Food, Live/Amplified Music, Trader Stalls and Community Fundraising Stalls may require a licence e.g., Public Entertainment Licence and/or Market Operators Licence. For licence queries, contact the West Lothian Council.
  16. Craigsfarm is not responsible for providing first aid or first aid equipment for your club’s/group’s participants. It is your responsibility to provide access to adequate first aid resources, telephone and a qualified first aider at all times. Defibrillators are not on site. The nearest access point is: Almond Housing 44 Etive Walk, EH54 5AB.
  17. Additional Safety requirements:
    • Obstructions must not be placed in gangways or exits, nor in front of emergency exits, which must be immediately available for free public egress.
    • All groups are expected to co-operate in the fire drills which may be arranged at varying times in order to familiarise users with evacuation procedures.
    • The Fire Assembly point is situated in the lower parking area in front of the 2 large trees.
    • Firefighting apparatus shall be kept in its proper place and only used for its intended purpose.
    • Highly flammable substances shall not be brought into or used in any part of the premises. No internal decorations of a combustible nature (such as polystyrene, etc.) shall be erected.
    • The emergency lighting supply must be turned on during the whole time the premises are occupied and must illuminate all exit signs and routes.
    • Permission for performances involving danger to the public shall not be given.
    • The First Aid box shall be readily available to all users of the premises. It is located at Reception and must be returned after use. The Management must be informed of any accident or injury occurring on the premises and the accident book completed.
    • All electrical equipment brought into the building shall comply with the Electricity at Work Regulations 1989 and any subsequent legislation.

Booking Procedures

  1. The user group/hirer is responsible for ensuring the facilities or building being hired are suitable for your needs. The group/hirer must inform Craigsfarm staff prior to the hire with details of any set-up requirements, a booking form will be provided. For regular user groups/hirers with a standing set-up, you must notify us at least 48 hours prior to change requirements.
  2. The user group/hirer must only use the facilities agreed and for the purpose stated in the booking form, sub-letting is not permitted.
  3. Large, One Off or Out of Core hours bookings must be confirmed within four weeks of your provisional booking, otherwise the provisional booking will be cancelled without notification. Four weeks’ cancelation notice is required for this type of booking.
  4. Block bookings, the group/hirer must confirm any provisional booking within 7 days of the initial enquiry otherwise the provisional booking will be cancelled without notification. 7 days cancellation notice must be provided for any session cancellation for this type of booking.
  5. Casual bookings incur a 50% up-front payment and require 24 hours cancellation notice for this type of booking.
  6. Organisations wishing to submit booking applications in advance are invited to submit these applications 6 months prior to the hire, if an organisation or group wish to book further in advance this is at the discretion of management of the venue being booked.
  7. Craigsfarm is not liable for any loss of revenue or other loses the group/hirer may incur through any cancellation. Events or activities must not be advertised or promoted until the booking has been confirmed and the hirer is in receipt of the booking confirmation.
  8. If the user group/hirer fails to attend on the stated day and time specified on the booking form, the let will be charged at the full rate. Such failure to attend may result in the review of further or existing lets for the organisation, group, or hirer.
  9. Booking times must be strictly adhered to. Where use extends beyond the end of the let, an additional charge at the appropriate rate will be made. User groups/hirers must include set-up and recovery times within their booking request. Set-up & recovery times are chargeable at the agreed rate. Where bookings run concurrently within an activity space, there may be preparation time within your booking time.
  10. All booking for birthdays or occasional events incur a 50% up-front payment at the venue prior to the booking commencement.
  11. Invoices are issued at the end of the month and are expected to be paid within 30 days. Outstanding unpaid invoices may result in the suspension of future bookings until the balance is paid in full.
  12. Out of core operational hours bookings may accrue additional charges for staffing, cleaning, utilities, resources based on the requirements of the booking. After the hour of 10pm any closure of the premises will be subject to a late security lock up charge of £20 and the standard deposit of 50% of the cost of hire is increased to a pre-payment in full.
  13. A discretional 10% discount may be available to appropriately constituted clubs, groups and organisation on the basis of the following criteria being met:
    • Each booking / session is for the same activity.
    • Each booking / session must be held in the same place within the facility.
    • The letting is to an appropriately constituted group / organisation.
    • The booking is for a series of sessions within the same financial year.
    • The series is booked in advance, with written evidence / confirmation to that effect.
    • Any reduction in the number of bookings within the series of bookings (after the booking has commenced) will result in the standard charge being implemented.
  14. If you need to cancel your booking you must give Craigsfarm the relevant notice, otherwise you will have to pay in full.
  15. Craigsfarm reserve the right to cancel any group, organisation or individual making regular use of the facilities to make way for any booking that the Craigsfarm deems necessary, e.g. an annual event, use of the venue in emergency circumstances etc. In such an event you will be offered a full refund, or no charge will be made. Craigsfarm staff reserve the right to terminate any activity where they consider the situation is unsafe and/or in breach of the conditions of let. Craigsfarm will not be liable for any loss.

Additional Information

Supervision

  • Hirer/person in charge must be over 18 years of age.
  • Hirer shall not engage in any duties which prevent them from exercising general supervision.
  • Hirer shall have been informed of the safety procedures for evacuation of the premises – as well as familiarise themselves with the Fire Assembly Point.
  • Where the activity attendance concerns it, hirer/person in charge must be fit and proper to have access to young children/vulnerable adults.

Intoxicating Liquor

  • No intoxicating liquors are permitted to be bought or sold on any part of the premises without express written permission from Hub Manager.

Licenses

Music in the Centre

  • The premises does not have a licensed with PRS for Music and with Phonographic Performance Ltd (PPL) for the playing of recorded copyright music and for the live performance of copyright music. Therefore, it is up to the person playing music to have the required license.
  • NB: No booking shall be accepted for late night celebrations/parties which are deemed to be for persons under the age of 25yrs.

Television

  • The Hub does not have a ‘Public Video Screening Licence (PVSL)’, therefor hirers cannot show motion pictures, cartoons etc. without first discussing with the Management.

Betting, gaming and lotteries

  • Nothing shall be done on or in relation to the premises in contravention of the law relating to betting, gaming and lotteries and this must be discussed with the Management in advance.

Storage

  • The permission of the Hub Manager must be obtained before goods or equipment are left or stored at the Hub or East Barn.
  • The Board accepts no responsibility for any stored equipment or other property brought onto or left at the premises.
  • All liability for loss or damage is hereby excluded.
  • All equipment and other property (other than stored equipment) must be removed at the end of each hiring or fees will be charged for each day or part of a day at the hire per hiring until said equipment is removed.

Loss of Property

The Board cannot accept responsibility for damage to, or the loss or theft of, Hub users’ property, possessions and effects, nor theft of vehicles.

Car Parking

Cars must not be parked in any way causing obstruction to the entrance/exists to/from the Hub or East Barn.

Nuisance

Hirers/organisers are responsible for ensuring that the noise of the events is kept to a respectable level and does not interfere/cause inconvenience to other surrounding activities/nearby houses and property.

Cleaning and Security

  • All users must leave the premises and surrounding areas in a clean and tidy condition.
  • Users must return furniture and equipment to their original position as well as secure doors/windows as directed by janitors.

Premises

  • STRICTLY NO SUBLETTING OF THE PREMISES SHALL BE PERMITTED
  • The hirer shall not use the hub for any purpose of that other than what was described in the hiring agreement.
  • The hirer shall not allow the premises to be used for any unlawful purpose which may endanger the same or render invalid insurance policies in respect thereof nor allow the consumption of alcohol thereon without written permission.

Public Safety Compliance

The hirer shall comply with all conditions and regulations made in respect of the premises by the Licensing Authority, the Hub’s Fire Risk Assessment, Craigsfarm’s Safeguarding Policy 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 hirer shall also comply with the Craigsfarm’s health and safety policy.

Means of Escape

  • All means of exit from the premises must be always kept free from obstruction.
  • The emergency lighting supply illuminating all exit signs and routes must be turned on during the whole of the time the premises are occupied.

Electrical Appliance Safety

Permission must be requested prior to any electrical appliance being used on the premises. Any electrical appliances brought by them to the premises and used there must be in good working order and used in a safe manner in accordance with the Electricity at Work Regulations 1989 and be PAT tested.

Insurance and Indemnity

The Board holds public liability cover of £5million.

The hirer shall be liable for –

  • The cost and repair of any damage (including accidental and malicious damage) done to any part of the premises including the curtilage there or the contents of the premises.
  • All claims, losses and damages costs arising out of the use of the premises (including the storage of equipment) by the hirer made against or incurred by the Board, employees, volunteers, agents or invitees.
  • All claims, losses and damages and costs arising as a result of any nuisance caused to a third party as a result of the uses of the premises by the hirer.
  • Indemnifying the Board, its employees, volunteers, agents or invitees against any of the above.

If the hirer is a commercial business, e.g (keep fit, martial arts, or another activity that charges an entrance fee or provides advice):

  • An insurance certificate must be provided showing proof of current public liability insurance covering £5million.
  • Employer’s liability cover of £10million.
  • Professional indemnity cover of £2million (if providing advice).
  • Information about their safeguarding policy and procedures if appropriate.
  • Failure to provide above documentation upon application to hire the premises will result in delay or render the booking void.
  • Regular commercial hirers requiring above shall be asked to confirm the existence of insurance as stated on an annual basis – Dec 31st is to be used as the Hub’s insurance declaration date.
  • The Committee shall take out adequate insurance to ensure the liabilities described above and may, at its discretion and in the case of non-commercial hirers, insure the liabilities described above. The Committee shall claim on its insurance for any liability of the Hirer hereunder, but the Hirer shall indemnify.

Accidents and Dangerous Occurrences

  • Hirer must report all accidents involving injury to the public Craigsfarm Staff or, failing that, as soon as possible and complete the relevant section in the organisation’s accident book.
  • Any failure of equipment provided by the Hub or brought in by the hirer must also be reported as soon as possible in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR).

Explosives and Flammable Substances

  • Hirer must ensure no highly flammable substances are brought into or used in any part of the premises
  • Hirer must ensure no internal decorations are of a combustible nature (e.g. polystyrene, cotton wool etc.) shall be erected without the consent of the committee.
  • No decorations are to be put up bear light fittings or heaters.

Heating

No unauthorised heating appliances shall be used on the premises.

Drunk and Disorderly Behaviour and Supply of Illegal Drugs

  • Drunk and disorderly behaviour shall not be permitted either on the premises or within its immediate vicinity.
  • Any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way shall be asked to leave the premises.
  • No illegal drugs may be brought onto the premises.

Fly Posting

  • 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 Board 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.

Sales of Goods

  • Any hirer selling goods shall comply with Fair Trading laws and any code of practice used in connection with such sales.
  • Hirer must ensure that the total prices of all goods and services are prominently displayed – as shall be the organiser’s name and address.

Cancellation

Craigsfarm reserves the right to cancel a booking by written notice to the hirer in the event:

  • The Management reasonably considers that such hiring will lead to a breach of the licensing conditions, if applicable, or other legal or statutory requirements or unlawful or unsuitable activities will take place at the premises as a result of this hiring
  • The premises is becoming unfit for the use intended by the hirer
  • The centre is required for civil contingency use such as a rest centre for the victims of flooding, snowstorm, fire, explosion etc.

In any such cases, the Hirer shall be entitled to a refund of any deposit already paid – however the Board shall not be liable to the Hirer for any resulting direct consequential or indirect loss of damage whatsoever.

End of Hire

  • Hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy condition.
  • Any contents temporarily removed from their usual position should be properly replaced – otherwise the Board shall be at liberty to make an additional charge to be deducted from any surety held.
    • An additional charge may be issued if the amount claimed is in excess of the surety held.

Craigsfarm may use its discretion in any of the following circumstances:

  • Failure by the Hirer to either pay any charges in respect of stored equipment due and payable or to remove the same within 7 days after the agreed storage has ended.
  • Failure to dispose of any property brought on to the premises by the Hirer for the purpose of the hiring.
  • The Board are at liberty to dispose 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 other otherwise disposing of the same.

No Alterations

  • No alterations or additions may be made to the premises including the installation of any fixtures or placards, decorations or other articles be attached in anyway to any part of the premises without prior written approval of the Management.
  • All articles much be removed at the end of the hiring period, unless otherwise agreed with the Management – any unauthorised articles left on the premises will be disposed of by the Board as it sees fit.

No Rights

The hiring agreement as per Hub Booking Form constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.

Dangerous/Unsuitable Performances

Performances involving danger to the public or of a sexually explicit nature shall not be granted hiring permission.

Opening and Closing the Community Centre

  • The Centre will be opened for your hiring by a representative of the Community Centre and will be closed for you at the time you have indicated.
  • Hirers must ensure that outside suppliers are aware of the hire period and that they will not be able to enter before or leave after the hire period.

Additional Info

  • In the event of a fire, the Premises should be evacuated in an orderly manner using the appropriate exits and the Fire Service will be notified through CPP.
    • The exact location of the fire exits and fire extinguishers must be noted before the Centre is occupied and the manner of opening Fire Doors should be made known to your guests.
  • A first aid box is located in the kitchen and reception. Please ask the staff member on duty.
  • Power Circuits/Heating – the heating controls are located in the storeroom within the gent’s toilets. The key is hanging up in the cupboard that contains the First Aid Kit.
  • Please let the booking secretary know if you require the Centre to be particularly warm or cool. DO NOT adjust individual radiators/heaters as this will result in the Centre being too warm/cool for subsequent users.
  • The heating is timed to turn off at 10:30pm – please warn your guests, band or disco of this.

Hub Telephone

The Centre has a usable telephone to be used in the case of an emergency – this is located in the reception area.

Car Parking

The roads leading to the Centre are public roads and must not be obstructed by parked cars.

Consideration for Others

  • Please ask your guests to leave and arrive quietly at the beginning and end of your event – car doors banging and loud talk in the car park are disturbing to local residents.
  • Please do not use drawing pins (other than on the notice board provided) or blu tac/adhesive tape on the walls or other surfaces, as hooks are provided around the room should you need to put up notices or decorations.
  • Do not fix decorations near light fittings or heaters.
  • Please leave the Centre clean and tidy and take waste home as we have no provision for its collection.
  • Faults/Damages – Please report as soon as possible to the staff member on duty any faults or damage so that they can be rectified quickly.
  • Craigsfarm welcomes any comments or observations that you may have about your hire of the Centre.

Community Use Craigsfarm
Craigsfarm Community Development Project Ltd
Craigshill, Livingston
Email: info@craigsfarm.co.uk
Updated 2024

Questions About Room Hire?

If you have any question related to our Terms & Conditions or room hire bookings, please get in touch with us.

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