Hiring Conditions

This hire agreement ("the Agreement") is made between RAOS Musical Theatre Company ("the Company") of Ripon Arts Hub, 49 Allhallowgate, Ripon, HG4 1LQ ("the Company") and the party identified in the booking form ("the Hirer").

These standard conditions apply to all bookings of the Company. If the Hirer is in any doubt as to the meaning of the following, the Company should immediately be consulted. The Hirer acknowledges that they have read and understood the Ripon Arts Hub Hiring Policy, available at www.raos.co.uk/arts-hub-hiring-policy, and that all bookings are subject to that policy as well as the conditions below.

1. Age
The Hirer must be over 18 years of age and 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 the Hirer’s responsibilities are met.

2. Use of premises
The Hirer shall not use the premises for any purpose other than that described in the Hiring Agreement and shall not sub-hire the premises. Use of the premises must comply with the Ripon Arts Hub Hiring Policy and support the charitable objectives of the Company.

3. Right of Entry
The Company reserves the right to enter the premises at any time during the Hire Term to ensure compliance with this Agreement and the Hiring Policy.

4. Compliance with Legislation
The Hirer warrants that they will comply with any current regulations and legislation that may be specific to the activities being carried out on the premises during the Hire Term and the promotion and marketing of such activities.

5. Accidents and dangerous occurrences
The Hirer must report all accidents involving injury to the public to a member of the Company as soon as possible and complete the relevant section in the Company’s accident book. Any failure of equipment belonging to the Company or brought in by the Hirer must also be reported as soon as possible.

6. Explosives and flammable substances
The Hirer shall ensure that:

• Highly flammable substances are not brought into, or used in any part of the premises; and

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

• No naked flames such as candles will be used by the Hirer.

7. Heating and Utilities
The Hirer shall ensure that no unauthorised heating appliances shall be used on the premises when open to the public without the consent of the Company. Portable Liquefied Propane Gas (LPG) heating appliances shall not be used.

If responsible for locking up, the Hirer must ensure on exit that all heating, electrics and taps are turned off unless otherwise instructed by the Company. In the event that the Hirer fails to comply with this clause the Company reserves the right to charge a reasonable fee to cover any losses incurred.

8. Alcohol, Refreshments and Food
Alcohol will be provided by the Company only who will ensure that the adequate licence is in place.

The cost of alcohol and any other refreshments will be set by the Company.

No alcohol will be brought onto the premises by the Hirer or any other party. Should alcohol be brought onto the premises by the Hirer or any other party the Company reserves the right to confiscate such alcohol until the end of the Hire Term.

The Company reserves the right to refuse service of alcohol to anyone who appears to be under the legal drinking age and unable to present relevant ID or for other relevant reasons.

Should the Hirer wish to serve non-alcoholic beverages the Company reserves the right to provide these and any arrangements including costs will be agreed in writing before the Date of Hire.

The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations.

9. Sound and Lighting Equipment
The Hirer may seek permission to use the sound and lighting equipment belonging to the Company. The use of this equipment may incur a charge which will be agreed before entering into this Agreement.

The equipment must be operated by a designated person who shall receive instructions before the Date of Hire on how to use it.

The equipment must be left in the same state in which it was found.

The Hirer shall be responsible for the cost of replacing or repairing equipment damaged during the Hire Term and may be charged a reasonable amount to cover any expense incurred by the Company in putting right any issues caused by the Hirer.

10. Noise
The Hirer shall ensure that the minimum of noise is made on arrival and departure, particularly after 11pm at night and early in the morning.

11. Stored equipment
The Company accepts no responsibility for any stored equipment or other property brought on to or left at the premises, and 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 fee per hiring until the same is removed.

Should the Hirer fail to dispose of any property brought on to the premises for the purposes of the hiring, the Company may use its discretion and 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 or otherwise disposing of the same.

12. No alterations
No alterations or additions which interfere with the Company’s fixtures and fittings may be made to the premises without the prior written approval of the Company.

13. Film shows
Under no circumstances will the Hirer show a film in order to make a profit. Should the Hirer wish to show a film as part of a not-for-profit event they must first get the express permission of the Company. All film screenings must be in accordance with the Hiring Policy and may not include political or religious content.

14. Insurance and indemnity
The Hirer shall be liable for:

• 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;

• all claims, losses, damages and costs made against or incurred by the Company, 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 (including the storage of equipment) by the Hirer;

• all claims, losses, damages and costs made against or incurred by the Company, 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, and subject to sub-clause below, the Hirer shall indemnify and keep indemnified accordingly each member of the Company, their employees, volunteers, agents and invitees against such liabilities; and

• all losses, claims or actions made against the Company due to the failure of the Hirer to comply with any current regulations and legislation that may be specific to the activities being carried out on the premises during the Hire Term.

The Company should have in place adequate insurance to insure the liabilities described above and may, in its discretion and in the case of non-commercial hirers, insure the liabilities described above. The Company shall claim on its insurance for any liability of the Hirer hereunder but the Hirer shall indemnify and keep indemnified each member of the Company, their employees, volunteers, agents and invitees against (a) any insurance excess incurred and (b) the difference between the amount of the liability and the monies received under the insurance policy.

The Company is insured against any claims arising out of its own negligence.

15. Payment
The deposit must be paid in order to secure the hire. The deposit will be deducted from the final Hire Fee.

The Company may request a refundable damages deposit in certain circumstances.

The final Hire Fee must be paid 30 days before the Date of Hire or in the case of a regular booking on the date/s agreed by the Company and the Hirer.

16. Cancellation
If the Hirer wishes to cancel the booking before the Date of Hire the deposit will be repaid as follows:

• 29 days or more before Date of Hire: 100% refund

• 15 – 28 days before Date of Hire: 50% refund

• 8 – 14 days before Date of Hire: 25% refund

• 7 days or less before Date of Hire: No refund

The Company reserves the right to cancel this hiring by written notice to the Hirer in the event of:

• the premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election

• the Company reasonably considering that (i) such hiring will lead to a breach of licensing conditions, the Hiring Policy, or other legal or statutory requirements, or (ii) unlawful, discriminatory, or unsuitable activities will take place at the premises as a result of this hiring

• the premises becoming unfit for the use intended by the Hirer

• an emergency requiring use of the premises as a shelter for the victims of flooding, snowstorm, fire, explosion or those at risk of these or similar disasters.

Where the Company cancels this hiring the Hirer shall be entitled to a refund of any deposit already paid, but the Company shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.

17. End of hire
The Hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy condition, all rubbish removed from the premises, properly locked and secured unless directed otherwise and any contents temporarily removed from their usual positions properly replaced, otherwise the Company shall be at liberty to make an additional charge.

18. Agreement to Terms
By submitting the online booking form, the Hirer confirms they have read, understood, and agree to the terms and conditions outlined above and in the Ripon Arts Hub Hiring Policy (www.raos.co.uk/arts-hub-hiring-policy).