General information

1. All bookings are at the discretion of Southwark Council.
2. Smoking or vaping are not permitted in the building.
3. The council reserves the right to refuse admission or to evict any person from the facilities.
4. We accept no responsibility for publicity produced by the hirer before a booking is confirmed.
5. No animals on the premises, with the exception of guide and assistance dogs.
6. Any filming must be declared upon booking and can only be authorised by the booking staff.
7. The building must be left in the same condition as you found it.
8. All litter and food must be removed from the premesis and taken away by the room booker.
9. NO helium balloons, marquees, bouncy castles or other items are allowed to be erected.
10. Music must not be audible within more than 20 feet of the foot print of the building. If the noise level you create disturbs other park users, you will be asked to reduce this noise. Failure to act upon this request promptly will result in the termination of your booking without right to a refund.
11. The council accepts no responsibility for items, brought in by the hall hirer and will not be liable for any claims or injuries resulting from the use of these items.

Booking procedure

1. Bookings are made on a first come first served basis.
2. You will not be given access to the facilities before your booking time and you are expected to leave at the agreed time.
3. An overstay charge of double the published rate will be charged for any hour or part of an hour beyond the agreed finishing time.
4. If your event is open to the general public, you must indicate this when booking.
5. A named individual must be on the booking form who will be responsible for observing terms and conditions. This person should be duly authorised to act for the hirer, must be 18 years of age or over.
6. Your booking is not confirmed until the booking fee has been paid and we have sent you a booking confirmation.

Payment

The booking fee will be required with confirmation of hiring and payment can be made in full for all bookings.

Equal opportunities

In line with Southwark Council’s approach to equality you must not use language or behaviour which could be construed as discriminatory whilst on the premises.

Safeguarding children, young people and vulnerable adults

If your commercial booking involves children or vulnerable adults, you must make sure that they are supervised at all times while on the premises and that the supervisor has the appropriate DBS check and follows best practice. We will require proof of DBS checks for all staff/supervisors if the group using the facilities has any under 18 year olds in attendance.

We expect you to safeguard children and vulnerable persons in line with all Health and Safety Regulations and Legal requirements and with Southwark Council's Safeguarding Policies.

Use of premises and insurance

1. You can only have access to the particular facilities you have booked plus use of the public toilets and other common areas, and you can only use the facilities for the purpose stipulated on your booking.
2. Depending on the nature of your booking and in order to comply with our Public Entertainment Licence and Health and Safety Regulations, it may be necessary to have council staff presence in any space with public access. If this is necessary you will be charged for this staffing.
3. You are responsible for any damage or harm done to persons, building or property arising from your actions or omissions or those of your members or group. You must ensure that you have insurance policies to cover your activities; in particular that you and anyone engaged on your behalf is covered by public and employers' liability insurances.
4. You are responsible for ensuring that no activity takes place that might endanger the general health and safety of any person present in the building. If you are involved in activities on the premises where injury or damage may be possible you must provide us with a risk assessment, method statement and appropriate liability insurance in advance.
5. The council accepts no responsibility for any claims, actions, demands, proceedings or costs arising out of any claims made against the hirer by a third party and the hirer shall indemnify the council against any such claims, actions, demands, proceedings or cost which may be brought against the council arising out of or incidental to the hire of facilities and equipment and shall adequately insure with an insurance company approved by the council and through its agency against the foregoing and produce evidence thereof on demand to a figure of £5m public liability insurance unless due to any act or neglect of the centre or its employees.
6. You are responsible for familiarising yourself with the fire evacuation procedures of the premises, and for passing this information onto anyone using the facilities you have booked. You should ensure that you have sufficient staff/supervisors to oversee the evacuation of all room users in case of emergency.
7. You must have permission from us to bring any equipment onto our premises and ensure it's safe for use. Any equipment you bring onto the premises is done so at your own risk and any loss or damage to your property is your responsibility. 
8. You must ensure that you leave the facilities as you found them, removing all of your equipment and putting all rubbish in the bin.
9. If you damage any equipment, furniture or any other items belonging to the council whilst on the premises we will charge you for repairs or replacement of the item or items.

Cancellation charges

The cancellation of a booking shall be subject to the following cancellation charges:

• four days notice - a full refund will be given
• less than four days notice - no refund

   

  The council reserves the right to close or prohibit the use of any facilities at its discretion.  All monies paid in respect of a booking cancelled in accordance with this condition will be refunded but the centre will not be liable for any other expenditure incurred or loss sustained directly or indirectly by the hirer arising from such cancellation.