1st New Cross Scout Group

Facilities terms and conditions

The facilities are owned and managed by ‘The First New Cross (The Greys) Scout Group’, hereafter described as The Group.

Our Facilities include:

• Group Hall based on Breakspears Road
• Group Minibus
• Group Trailer

1. Use of our Facilities

• a) Use of the facilities is subject to the following rules and in the case of hirers, to certain standard conditions incorporated in the hiring agreement.
• b) The Hirer shall not use the facilities for any purpose other than that described in the Hire Agreement and shall not sub-hire or use the facilities or allow the premises to be used for any unlawful purpose or in any unlawful way, nor do anything to bring onto the facilities anything which may endanger the same or render invalid any insurance policies in respect thereof.

2. Applying to use the Facilities

• a) Application for use of the facilities shall be made to The Group Booking system and usage of facilities for hirer’s use only with no sub-lettings.
• b) Allocating of hire is at sole discretion of The Group. The right to refuse any application for the use of the facilities is reserved to The Group.

3.1. Hours of opening

•   a) Facilities at the HQ are available for use between the hours of 09.00–22.00 Monday to Friday for Block Bookers, 09.30-12.00 Saturday to Sunday for Block Bookers and, 13.30-20.00 for Public Bookings. In exceptional cases, these hours may be extended on application to The Group.
• b) A Nominated representative of The Group will allocate a Key Holder. The Key Holder will unlock the premises at the commencement of hire and the building will remain unlocked until the end of the hire period.
• c) The person signing the booking form must be present within the premises throughout this period. This person is responsible for all persons present and their actions.
• d) The premises must be vacated within 15 minutes of the finish time stated on the booking form. Should this time be exceeded by more than 15 minutes a pro-rata charge may be made.

3.2. Operation of the Vehicle

• a) A Nominated representative of The Group will pass the keys of the Vehicle to the hirer, the hirer is responsible for the safety of the keys throughout the hire.
• b) The person signing the booking form must be present when collecting the Vehicle keys. This person is responsible for all persons present and their actions.
• c) The Vehicle must be returned on the day marked on the agreement, Should this time be exceeded by more than 2 hours a pro-rata charge may be made.
• d) The Hirer is responsible for refilling the Vehicle with a full fuel tank before returning the Vehicle.

4. Maximum Capacity

• a) The HQ has a maximum capacity of 80 and on no account shall this figure be exceeded. The hirer is responsible to ensure this is the case.
• b) The Vehicle has a maximum capacity of 16 passenger seats and 1 driver’s seat or a maximum capacity of 12 passenger seats, 1 wheelchair, and 1 driver’s seat. The hirer is responsible to ensure this is the case.

5. Bookings and Payment

• a) All hire charges are agreed donations and must be paid in full at the time of booking or at least 14 days in advance, PRIOR to hiring. Hire times must include set up time (handing over vehicle keys) and clearing away time.
• b) Block bookers hall agreement charges will be invoiced on the 30th of each quarter. Payment must be made within 14 days of the invoice date and can be paid by Online Scout Manager (OSM).
• c) Deposits are non-refundable payments. The balance will not be refunded in cases of late cancellations, except in exceptional circumstances.
• d) Additional charges such as fines, ULEZ, Congestion, etc. will be charged to the hirer.
• e) Hirers that are working with children and young people, without parents present, must provide current DBS check certificate numbers and the Hirer shall ensure that any activities for children under eight years of age comply with the provisions of The Children Act 1989 and that only fit and proper persons have access to the children.
• f) The Hirer may be required to produce a public liability insurance certificate prior to hiring.
• g) The Hirer, In the event of any damage to the Vehicle whilst in the hirer’s possession, agrees to pay the first £250 for the cost of damages to cover the excess on the insurance policy.

6. Cancellation

• a) A notice period of 14 days is required before a cancellation is made.
• b) The Group reserve the right to cancel the hiring if the hirer breaks any of the conditions of hire.
• c) The Group reserve the right to cancel any booking at its discretion and to change or amend the terms and conditions of hire at any time without prior notice.
• d) The Group reserve the right to close the premises at any time for emergency or periodic maintenance and also when the premises are required for The Groups own use. We will always try to give block bookers a month’s notice of closure.
• e) All arrangements for the use of the HQ facilities are subject to The Group reserving the right to cancel bookings when the premises are required for other Group purposes use or are rendered unfit for the intended use. Where practically possible notice will be given.

7. Safety Requirements

• a) Nothing shall be done to endanger the users of the Facilities and the policies of insurances relating to it and its contents. In particular:
• b) Obstructions must not be placed in the gangways or exits, nor in front of the emergency exits which must be immediately available for free public access
• c) Firefighting equipment shall be kept in its proper place and only used for its intended purpose
• e) The fire brigade shall be called to any outbreak of fire by dialing 999 from the nearest telephone followed by the Premises Manager on [email protected]
• f) Performances involving danger to the public shall not be given
• g) Highly flammable substances shall not be brought into or used in any part of the building and No unauthorised heating appliances shall be used on the premises.
• h) All electrical equipment brought onto the premises shall comply with the current Electricity at Work Regulations. Permission from The Group MUST be sort before a hirer can bring in any equipment. Any accidents resulting from equipment brought into the building are the responsibility of the hirer.
• i) Authorised staff should be allowed access to inspect the facilities at any time to ensure that all regulations are complied with.
• j) Children must not be allowed in the kitchen.
• k) No inflatables to be set up inside the premises, except with the consent of The Group.
• l) The Hirer is to make sure all persons in the Vehicle are wearing a seat belt at all times.

8. Animals

• a) No animals (except disability assistance dogs) shall be brought into the facilities except with the consent of The Group.

9. Supervision/Licence

• a) The hirer or person in charge of the activity shall not be under 18 years of age and shall be within the facilities for the entire period of the hire or duration of the activity.
• b) The Driver(s) should hold a full valid UK Driving Licence, with D1 added and D1E if towing.

10. No Smoking

• a) The Smoking of cigarettes and the smoking of electronic cigarettes is not permitted within the building/vehicle.

11. Storage

• a) The permission of The Group must be obtained before goods or equipment are left or stored at the HQ, except when The Group has authorised to allow overnight storage of goods and equipment brought to the HQ before a particular event.
• b) Some storage cupboards within the HQ are provided for long term bookings, these belonging must not be interfered with by other users of the HQ. All Items left or stored at the HQ are done so at the hirer’s own risk and The Group takes no responsibility for any loss or damage.

12. Exclusion of Liability

• a) The Group shall not accept any liability for any loss, damage or theft of facilities User’s property and effects. The Group shall not be liable to the facilities User for any loss or damages or breach where such loss or damages or breach is as a result of a failure of the facilities User to comply with its obligations under this Agreement.

13. Car Parking

• a) Only one car should be parked outside the gates during the time of the hire.
• b) Cars shall not be parked so as to cause an obstruction at the entrance to or exit from the HQ or obstruction to the surrounding community, including resident’s driveways and Tack Mews as a whole, as this is a Private Road.

13.1. Vehicle Parking

• a) The Vehicle is not to be parked in unauthorised zones.
• b) Should the Vehicle park on a yellow or red line, any fine will be invoiced to the hirer.

14. Vehicle Towing

• a) If towing a trailer, the driver(s) must not drive in the fast lane of any UK motorway.
• b) If towing a trailer the driver must not exceed 60mph on Motorways and Dualcarriage ways.
• c) If towing a trailer the maximum speed is 50mph dependant on the local speed limit.

15. Nuisance

• a) Litter shall not be left in or about the facilities. All rubbish is to be taken away by hirers.
• b) Hirers are responsible for ensuring that the noise level of their functions is not such as to interfere with other activities within the facilities nor to cause inconvenience for the occupiers of nearby houses and property.

16. Cleaning and Security

• a) All use of the HQ premises and facilities is subject to the users or hirers accepting responsibility for any damage to the building or fixtures and for reimbursing The Group for any such damage or breakage.
• b) All users shall leave the facilities and surroundings in a clean and tidy condition and all furniture returned to its start position. The Group reserves the right to make an extra charge if there is cleaning required after a function, this will be taken from the deposit. The Cleaning Operative is authorised to take photographs as evidence if cleaning is required following a booking.
• c) The Group does not provide any cutlery, cooking equipment or tea towels. Hirers must bring their own.
• d) ALL RUBBISH to be taken away by the hirer.
• e) The floor must be free from dirt or food remnants, a hoover and cleaning equipment is provided please ensure all areas hired are clean including the flushing of all toilets.
• f) The hirer will be responsible for meeting the requirement of the Health and Hygiene requirements of the Lewisham Borough Council.
• g) CCTV is in operation in and around the facilities, requests for footage are subject to a subject access request and may be refused.

Table of Charges

Hire rates are agreed donations.
*including any other charges stated in paragraph 5.

Block Bookers Quarterly Pay dates

Payment’s are required by these dates.
*including any other charges stated in paragraph 5.