Definitions in these conditions of hire:

“The Hirer” means the person signing the contract for hire. Where an organisation is named in the contract that organisation shall also be considered the hirer and shall be jointly liable with the person who signed the booking agreement.

“The Premises” means the building or part of the building booked and referred to in the booking agreement

“The council’ means the London Borough of Southwark.

“The period of hire” means the date(s) and time(s) for hire referred to in the booking form, agreement and other correspondence.

Use of premises and insurance:

• You can only have access to the 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.
• Depending on the nature of your booking and 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.
• 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 that you and anyone engaged on your behalf is covered by public and employers' liability insurances.
• 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.
• 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.
• 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. 
• You must ensure that you leave the facilities as you found them, removing all your equipment and putting all rubbish in the bin.
• 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. No furniture, fittings or equipment can be moved outside or removed from the premises.

General information:

• Smoking or alcohol is not permitted on the premises.
• Helium balloons, marquees or gazebos are not permitted in or outside the premises.
• Animals are not permitted on the premises, except for guide and assistance dogs.
• Any filming must be declared upon booking and can only be authorised by the South Parks Team. The hirer is not entitled to grant sound, television broadcasting or filming rights without the prior written consent of the Authorised Officer.
• The council accepts no responsibility for publicity produced by the hirer before a booking is confirmed.

The hirer:

• Will not be given access to your room before your booking time, and you are expected to leave the room at the agreed time.
• Will be liable and shall indemnify the council against all claims brought against the council in respect of any damage, theft or loss of property by the hirer or other person attending the premises in connection to their hire unless due to the negligence of the council.
• Cannot allow the premises or permit the premises to be used for any purpose other than those specified in the booking agreement.
• Is responsible for the conduct, behaviour and welfare of all people attending their event.
• Must comply with all requirements of the Authorised Officer during the period of hire and during such other times as they are in the premises.
• Will keep to the fire safety procedure, ensuring that all doors giving exit from the premises shall be kept unlocked and unobstructed, and immediately available for exit during the whole time the premises are in use and no obstruction shall be placed or allowed to remain in any corridor giving access to the premises. You are responsible for familiarising yourself with the fire evacuation procedures of the premises, and for passing this information onto anyone using the room you have booked.
• Will not bring or permit to be brought onto the premises any weapons, explosives, inflammable material, naked flames, fireworks or other pyrotechnics or permit the use of any naked lights in any part of the premises

Equality

In line with Southwark Council's approach to equality; delivering a fairer future for all, the hirer is responsible for ensuring that persons attending the premises in connection with their event do not use language or behaviour that is deemed unlawful under the Equality Act 2010.

Safeguarding children, young people and vulnerable adults

If the use of the premises involves children or vulnerable adults, the hirer must ensure that they are always supervised. The hirer is wholly responsible for safeguarding children and vulnerable persons attending the premises in connection with their event.

Booking Procedure:

• Bookings are made on a first come first served basis and slots cannot be reserved or booking provisionally.
• There must be a named individual on the booking form who will take responsibility for the observance of terms and conditions.
• Rooms booked at the community rate cannot be used for events where the public is charged for entry, goods or services. A community rate will be offered to registered charities (charity registration number must be provided at time of booking) or voluntary organisations who are non-profit making.
• The council reserves the right to cancel or amend any booking where a community rate is been applied to commercial activities.

Cancellation Policy

• Cancellations 4 weeks or more before your event: You'll receive a full refund of your hire fee.
• Cancellations less than 4 weeks before your event: No refund will be given. However, you may reschedule your booking for another available date. Please note, no refund is possible once a date has been amended.

Cancellations by Southwark Council Parks Management

We reserve the right to cancel your booking by written notice if:

• The council reserves the right to cancel or amend any booking where a community rate is been applied to commercial activities.
• We believe the booking will violate licensing conditions, legal requirements, or lead to unlawful or unsuitable activities.
• The premises become unsuitable for your intended use.
• An emergency requires the premises for essential community support.

In such cases, you will receive a full refund of any fees paid. Southwark Council is not liable for any other direct or indirect losses or damages resulting from our cancellation.

Payment

Fees subject to change

Southwark Council fees and charges are subject to change at the beginning of each financial year.

Advanced payments will be accepted up to the 31 March each year. Any bookings from 1 April will be charged at the current rate.