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Priory View - Room Booking Request Form

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Items marked mandatory must be completed

Hirer information (‘The Hirer/ Event Organiser’)
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mandatory
mandatory
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mandatory
Booking details
:   (hours : minutes)
:   (hours : minutes)
Refreshment facilities
Please choose one
Please choose one



Items on the ‘Extras’ menu should be paid for separately on the day of hiring.
You will receive a confirmation email of the amount due for hire of the room, refreshments and additional fees. The Hirer is expected to pay the Total Amount Due at least 10 days ahead of the event.
mandatory
Terms and conditions - make sure you read these before you press the submit button

Priory View – Terms and Conditions of Room Hire: This Agreement constituting the Room Hire Booking Form, these Terms and Conditions, the Room Hire Charges and the Visitors Evacuation Procedure is made between the Hirer and the Council. The parties agree that the hiring will be carried out in accordance with this Agreement.

1. Definitions and Interpretation

1.1 The Council - means Central Bedfordshire Council, Priory House, Monks Walk, Chicksands, Shefford, Bedfordshire SG17. 5TQ.

1.2 The Hirer – means the person or organisation as set out on the Room Hire Booking Form (the event organiser).

1.3 The Premises – means the relevant room/area hired within Priory View, Church Street, Dunstable, LU5 4FG.

1.4 Total Amount Due – means the total amount that the Hirer is required to pay to the Council as set out on the Room Hire Booking Form.

2. Booking

2.1 The Hirer may submit the Room Hire Booking Form electronically; however the Hirer’s booking will only be accepted upon receipt of a signed Room Hire Booking Form.

3. Use of Premises

3.1 The Hirer shall not use the Premises for any purpose other than that described on the Room Hire Booking Form and shall not sub-hire or use the Premises or allow the Premises to be used for any unlawful purpose or in any unlawful way, nor do anything or bring onto the Premises anything which may endanger the same or render invalid any insurance policies in respect thereof nor allow the consumption of alcohol (which has not been purchased at the bar) on the Premises without prior written permission of the Council.

3.2 The Hirer must use only the Premises that have been requested on the booking form. You are not allowed to enter and use other parts of Priory View.

3.3 The Hirer must not bring any furniture, equipment, food or other items into the Premises without the permission of the Council.

3.4 The Hirer shall ensure that any electrical appliances brought into the Premises and used there shall be safe and in good working order, and used in a safe manner and have been tested in accordance with current safety testing requirements. The Council reserves the right to ask to see current test certificates for any electrical equipment brought into the building.

3.5 The Hirer must not make any alterations to the Premises or any other part of the Priory View building without the Council’s prior written consent.

3.6 The Hirer should note that Priory View has a limited amount of on site parking. However, public parking is available nearby in the Priory Car Park, Church Close (on the opposite side of the road, next to the Priory Church).

4. Gaming, Betting and Lotteries

4.1 The Hirer shall ensure that nothing is done on or in relation to the Premises in contravention of the law relating to gaming, betting and lotteries.

5. Public Safety Compliance

5.1 The Hirer shall comply with all conditions and regulations made in respect of the Premises by the Fire Authority, Local Authority and the Local Magistrate’s Court or otherwise, particularly in connection with any event which includes public dancing or music or similar public entertainment or stage plays.

5.2 The number of people in the room you hire must not be more than the maximum number that the current fire regulations allow. When you book, we will tell you what the limit is.

5.3 Smoking and the use of vaporisers is strictly prohibited throughout the public areas of Priory View. Designated smoking areas are signed externally.

6. Food and Drink

6.1 For one off charitable events only, the Hirer shall, if preparing, serving or selling food, observe all relevant food and hygiene legislation and regulations.

6.2 For all events (other than charitable events referred to in section 6.1) where catering is required, the Hirer shall use on site caterers for the duration of the event.

6.3 Alcohol consumed within licensed areas must be purchased on site to be in line with licensing conditions.

7. Animals

7.1 The Hirer shall ensure that no animals (including birds) are brought onto the Premises other than with the prior written consent of the Council.

8. Nuisance

8.1 The Hirer must not do or allow anyone attending their hiring to do anything on the Premises which is or may become a nuisance to the Council or other hirers or to the occupiers of adjoining or neighbouring premises. The Hirer shall be responsible for requiring any person causing such a nuisance to leave the Premises and the rest of the Priory View building. It is the Hirer’s responsibility to ensure that the minimum of noise is made on arrival and departure.

9. Children and Vulnerable Adults

9.1 The Hirer shall ensure that where a hiring involves activities aimed predominantly at children, and/or the activity is positively supported by the school for the attendance of children, they have appropriate child protection policies and procedures in place and that they themselves and those persons likely to have contact with children have been subject to the relevant DBS checks.

9.2 Where the Hirer wishes to use the Premises for a purpose which involves a regulated activity as described by the Safeguarding of Vulnerable Groups Act 2006 the Council will require the Hirer to provide evidence that the necessary DBS or any other appropriate checks have been carried out on all persons. The Council reserves the right to review Safeguarding policies and procedures and to impose any additional requirement they consider appropriate in connection with the hiring. If for any reason the Council are not satisfied then they reserve the right to cancel any hiring and there shall be no liability to the Hirer other than to refund any of the Total Amount Due.

10. Sale of Goods

10.1 The Hirer must not use the Premises for any auction sale, trade, business or manufacture without the written agreement of the Council or for any illegal or immoral act or purpose and the Council reserves the right to cancel with immediate effect any hiring where such use is taking or is intended to take place without refund of the Total Amount Due paid.

11. Unfit for Use

11.1 The Council may cancel any hiring if the Premises or any part of the Priory View building is rendered unfit or becomes unavailable due to unforeseen circumstances and there shall be no liability to the Hirer other than to refund any of the Total Amount Due for the cancelled hiring.

12. Refusal of Booking

12.1 The Council reserves the right to refuse any application or cancel any booking or to alter the hours or conditions of any hire at any time.

12.2 You must state on the booking form the purpose for which you intend to use the Premises. If we find that you have misrepresented the purpose of your booking on the booking form, the Council will immediately cancel the booking and shall incur no liability to the Hirer whatsoever, other than the return of any of the Total Amount Due that has been paid by the Hirer in respect of such cancelled hiring.

12.3 The Council may cancel any hiring if in its opinion the hiring organisation for which the Premises are hired has racist policies, regardless of the stated reason for hiring the building. In such event the Council shall incur no liability to the Hirer whatsoever, other than the return of any of the Total Amount Due that has been paid by the Hirer in respect of such cancelled hiring.

13. End of Hire

13.1 The Hirer shall ensure that the Premises are vacated at the time specified on the Room Hire Booking Form under ‘Room/Area finish time’. In the event that the Hirer and his party have not vacated the Premises or any of the Priory View building by the time stated the Council shall at its discretion make an additional charge.

13.2 The Hirer shall be responsible for leaving the Premises and surrounding area in a clean and tidy condition and any contents temporarily removed from their usual positions properly replaced. If this condition is not complied with the Council shall at its discretion make an additional charge.

13.3 If the Hirer or any of their employees or agents cause any damage to the Premises or any fixtures, fittings, furniture or equipment, by being negligent, by failing to take proper care, or by breaking the law, the Hirer must pay for the damage. The Hirer undertakes to accept as final and conclusive the Council’s decision about who is responsible for any damage and how much it costs to put right.

14. Payment and Total Amount Due

14.1 The details of the Total Amount Due are set out on the Room Hire Booking Form.

14.2 On receipt of the signed Room Hire Booking Form, confirmation of the booking will be sent by the Council.

14.3 The Hirer shall pay the Total Amount Due not less than 10 days before the hiring is to take place. If the booking is made 10 days or less before the Premises are required, the Hirer shall pay the Total Amount Due immediately. Cheques should be made payable to ‘Central Bedfordshire Council’ and sent to Reception, Priory View, Church Street, Dunstable, Bedfordshire LU5 4FG.

14.4 If payment is not made in accordance with this clause

14. or if any other terms of this Agreement not complied with, then the Council reserves the right to cancel the booking. Any amount paid by the Hirer will not be refunded.

14.5 The Council reserves the right to charge additional fees as required such as on site staff and security; these fees will be in accordance with additional contractor costs and CBC staffing costs.

15. Insurance

15.1 During the period of hiring, the Hirer shall be responsible for all damages, losses, claims and costs arising out of their use of the Premises and shall indemnify the Council from and against any expense, liability, loss, claim or proceedings including claims for personal injury to or the death of any person whatsoever arising out of the course of or caused as a result of the hiring except where due to the negligence of the Council or their respective servants or agents.

15.2 Events undertaken by Priory View residents need to be covered by Public Liability Insurance through sign off by the Residents Association.

16. Cancellation by the Hirer

16.1 The Hirer must give the Council at least 10 days notice of its wish to cancel the booking. If such notice is given to the Council and the Total Amount Due has already been paid, this shall be refunded to the Hirer.

16.2 If a booking is made more than 10 days prior to the date that the Premises are required and the Hirer cancels the booking without giving 10 days’ prior written notice, the Council may at its sole discretion refund 50% of the Total Amount Due.

16.3 If a booking is made less than 10 days prior to the date that the Premises are required and the Hirer cancels the booking the Council will not be liable to refund any monies to the Hirer.

17. Health & Safety

17.1 The Hirer agrees to comply with all Health & Safety requirements and Fire Regulations applicable to the Priory View building.

17.2 The Hirer acknowledges that he is familiar with the following:

a) Visitors Evacuation Procedure

b) Fire exits, refuge points and evacuation point

c) First Aid Kit and Accident Reporting Book are available via Reception

17.3 In accordance with the Premises’ fire evacuation plan the Hirer is required to:

a) Familiarise all participants with the position of fire exits, refuge points and evacuation point.

b) Ensure that all necessary arrangements have been made to evacuate all participants that have mobility issues, including those who use a wheelchair, from the building or to the fire refuge point.

18. Data Protection

18.1 Personal data supplied on the Room Hire Booking Form will be held on computer and will be used in accordance with the Data Protection Act 1998 for statistical analysis, management, planning and in the provision of services by the Council and its partners. The Hirer’s data will not be used for any marketing purposes.

19. General Terms

19.1 If any provision of this Agreement is held invalid or unenforceable by a court of competent jurisdiction, the remaining provisions of this Agreement shall remain in force and effect, and such invalid or unenforceable provisions or portion thereof shall be deemed omitted.

19.2 No term of this agreement shall be enforceable under the Contracts (Rights of Third Parties) Act 1999 by a person who is not a party to this agreement, but this does not affect any right or remedy of a third party which exists or is available apart from under that Act.

19.3 This Agreement will be governed by and interpreted in accordance with the laws of England and the English courts shall have exclusive jurisdiction with respect to any dispute arising under this Agreement.

19.4 If the Hirer has any complaints about the Premises and/or this Agreement, they will be managed according to Central Bedfordshire’s Corporate Complaints procedure.

19.5 If you have any questions about your booking or these terms and conditions, please contact the Priory View Team on 0300 300 5904 or prioryview@centralbedfordshire.gov.

 
 

You may have heard about the General Data Protection Regulation (GDPR) which replaced the old Data Protection regulations on 25 May 2018.  These regulations haven’t been updated for over 20 years, so a rewrite was very much overdue.

The new regulations are very much focussed on protecting you and how your data is handled and here at Central Bedfordshire Council we want to keep you in the picture as to how we do that.

You can view our privacy notice here: http://www.centralbedfordshire.gov.uk/contact-us/website/data-protection.aspx