Terms and Conditions for Peace Embassy Glasgow Venue Hire

This document is a Hiring Agreement provided for Hall/Room by FFWPU Scotland.  FFWPU Scotland informs hirers of the Hall that by accepting the booking(s) to use the Hall/room they are entering into a contract that could be used in evidence should legal action become necessary.

PARTIES

(1)   Family Federation for World Peace and Unification (UK), referred to as Peace Embassy FFWPU.

(2)   The Peace Embassy FFWPU, at 2/2 82 Mitchell Street, Glasgow G1 3NA, is a property that belongs to Family Federation for World Peace and Unification (UK). 

(3)   The Person or organisation hiring the Hall as shown on the Booking Form

AGREED as follows:

1.      Throughout this Agreement:

  • Family Federation for World Peace and Unification, where referred to as “we”; “Our” is to be construed accordingly and “we” and “us” mean and include the Family Federation for World Peace trustees, employees, volunteers, agents and invitees.

  • The person or organisation named as hirer on the Booking Form is referred to as “you”; and “your” is to be construed accordingly; “you” also includes the members of your management committee (if appropriate), your employees, volunteers, agents and invitees.

  • Where you must seek our consent, tell us about something or give us something, you must speak to and seek consent from the Reservations Manager or, if the Reservations Manager is not available, any of our staff.

2. In consideration of the hire fee described in the booking arrangements, we agree to permit you to use the premises for the purpose described and for the times described in the Booking Form.  The details inserted in sub-clauses 2.1 to 2.6 below This Agreement includes the annexed Standard Conditions of Hire and the Special Conditions of Hire (if any) set out in the attached Schedule.

2.1  Date required: these are the dates and times entered on the completed booking form

Event Day(s) = Event date(s)

Time required (Hours): Start and End time

Area required: Hall/room setting request (Peace Embassy could only provide the best as we could)

2.2  Peace Embassy Hall/Room

(a)    Registered Charity No: SC041240

(b)   Authorised Representative Mrs Ann Breslin

Address: 2/2 82 Mitchell Street, Glasgow G1 3NA

Telephone Numbers & email: 0141 387 1058/07984 588 511 OR peffwpuscot@outlook.com

2.3  Hirer: as named on the booking form where contact details are also entered

(a)    Name

(b)   Organisation

(c)    Name of organisation’s authorised representative; address, telephone number & Email

2.4  Hire Fees: as indicated on the invoice.  The committee reserve the right to require a surety when large numbers are involved.  The sum is at the discretion of the Committee, it is usually a cheque for £100.  The cheque will be returned to the Hirer once a representative of the Committee is satisfied that no damage has been done and provided there have been no complaints from neighbours.

Optional additional condition for use with commercial hirers:

“Peace Embassy Hall/Rooms are usually held on strict trusts which require the management committee to ensure that the hall is administered in accordance with those trusts.  Accordingly, we are bound to preserve and hereby reserve the right to terminate this Agreement by not less than ten days’ notice in writing to you in the event of the hall being required on the same date/time for the fulfilment of its charitable purposes. In the event of such termination by us, we will refund to you all monies paid by you to us.  We will not however, be liable to make any further payment to you in respect of expenses, costs or losses incurred directly or indirectly by you in relation to any such termination.”

2.5  Premises

The booking agreement covers the part(s) of the premises specified on the booking form

2.6  Venue used details: Peace Embassy will do their best to lay out the hall/room to suit your event, but there may be unforeseen circumstances that prevent them from doing so exactly.

Also, this might help us to decide whether the hall/room suits your event.

3.      You agree not to exceed the maximum permitted number of people per room including the organisers/performers.

Function Hall: 35 seating OR 50 standing

Conference room: 25 seating OR 30 standing

4.      The hall does not have the Performing Right Society (PRS) for the performance of copyright music from Phonographic Performance Licence (PPL). You must be responsible to abide by these laws.

4.1  We do not have a Premises Licence authorising entertainment or the sale, or service, of alcohol. 

4.2    Alcohol and smoking are prohibited on this premises.

5.      You agree with us to be present *(by your authorised representative, if appropriate) during the hiring and to comply fully with this Agreement.

6.      We and you hereby agree that the Standard Conditions of Hire (see below), together with any additional conditions imposed under the Premises Licence or that we deem necessary, form part of the terms of this Agreement unless we and you agree in writing.

7.      None of the provisions of this Agreement are intended to or will operate to confer any benefit pursuant to the Contracts (Right of Third Parties) Act 1999 on a person who is not named as a party to this Agreement.

As signed on the booking form, duly authorised by FFWPU.

As signed by the Hirer as described on the Booking Form.

 

Standard Conditions of Hire

If you are in any doubt as to the meaning of any of the Conditions, you must seek clarification from us without delay.

1.      Age

You, not being a person under 18 years of age, hereby accept responsibility for being in charge of and on the premises at all times when the public are present and for ensuring that all Standard Conditions under this Agreement relating to management and supervision of the premises are met.

2.      Supervision

During the period of the hiring, you are responsible for:

(i)       Supervision of the premises, the fabric and the contents;

(ii)     Care of the premises, safety from damage however slight or change of any sort; and

(iii)   The behaviour of all people using the premises whatever their capacity.

As directed by us, you must make good or pay for all damage (including accidental damage) to the premises or to the fixtures, fittings or contents and for loss of contents.

3.      Use of premises

You must not use the premises for any purpose other than that described in the Agreement and must not sub-hire or use the premises or allow the premises to be used for any unlawful or unsuitable purpose or in any unlawful way nor do anything which might endanger the premises or render invalid any insurance policies covering the premises nor allow the consumption of alcohol.

4.      Insurance and indemnity

(i)      You are liable for

(a)    The cost of repair of any damage (including accidental and malicious damage) done to any part of the premises including its curtilage or its contents.

(b)   The cost of repair of any damage (including accidental and malicious damage) done to our Wi-Fi service.

(c)    All claims, losses, damages and costs made against or incurred by us, our employees, volunteers, agents or invitees in respect of damage or loss of property or injury to persons arising as a result of your use of the premises (including the storage of equipment) and your use of our Wi-Fi service.

(d)   All claims, losses, damages and costs made against or incurred by us as a result of any nuisance caused to a third party as a result of your use of the premises and/or the use of our Wi-Fi service, and subject to sub-clause.

(ii)     You must indemnify us against such liabilities.

(iii)   We will take out adequate insurance to ensure the liabilities described in sub-clauses (i) (a) and (b)      above and may, in our discretion and in the case of non-commercial hirers, insure the liabilities described in sub-clauses (i)(c) and (d) above.  We will claim on our insurance for any liability you incur but you must indemnify us against:

(a)    Any insurance excess incurred and

(b)   The difference between the amount of the liability and the monies we receive under the insurance policy.

(iv)   Where we have not insured the liabilities described in sub-clauses (i)(c) and (d) above, you must take out adequate insurance to ensure such liability and must produce the policy on demand; the policy and current receipt of other evidence of cover of our Hall Secretary.  If you fail to produce such policy and evidence of cover, we will cancel this Agreement and re-hire the premises to another hirer.

We are insured against any claims arising out of our own negligence.

5.      This is none gambling, betting and lotteries on the premises.

6.      Music/Firm Copyright licensing

You must ensure that you hold any relevant licences under Performing Right Society and Phonographic Performance Licence.

7.      Film

You must restrict children from viewing age-restricted films classified according to the recommendations of the British Board of Film Classification.  You must ensure that you have the appropriate copyright licences for film.  This Agreement confers the required permission on you. 

8.      Safeguarding children, young people of vulnerable adults

You must ensure that any activities for children, young people and other vulnerable adults are only provided by fit and proper persons in accordance with the Safeguarding Vulnerable Groups Act 2006 and any subsequent legislation.  When requested, you must provide us with a copy of your Safeguarding Policy and evidence that you have carried out relevant checks through the Disclosure and Barring Service (DBS).

9.      Public safety compliance

You must comply with all conditions and regulations made in respect of the premises by the Local Authority, the Licensing Authority, and our fire risk assessment or otherwise, particularly in connection with any event which constitutes regulated entertainment provided or which is attended by children.  You must also comply with our health and safety policy.

      

 You must call the Fire Service to any outbreak of fire, however slight, and give details to our Hall Manager

(i)       You acknowledge that you have received instruction in the following matters:

  • The action to be taken in event of fire.  This includes calling the Fire Brigade and evacuating the hall.

  • There are few extinguishers in the premises (instructions for use are on the appliances).

  • Escape routes and the need to keep them clear.

  • Method of operation of escape door fastenings.

  • Appreciation of the importance of any fire doors and of closing all fire doors at the time of a fire.

  • Location first aid box (on the shelf in the kitchen)

(ii)     In advance of any activity whether regulated entertainment or not you must check the following items:

  • That all fire exits are unlocked.

  • That all escape routes are free of obstruction and can be safely used for instant free public exit

  • That any fire doors are not wedged open

  • That exit signs re illuminated

  • That exit signs are illuminated

  • That there are no fire-hazards on the premises

  • That emergency lighting supply illuminating all exit signs and routes are turned on during the whole of the time the premises are occupied.

10.   Noise

You must ensure that the minimum of noise is made on arrival and departure, particularly at night and early in the morning.  You must, if using sound amplification equipment, make use of any noise limitation device provided at the premises and comply with any other licensing condition for the premises.

11.   Alcohol and drugs

(i)       Alcohol is prohibited on the premises.

(ii)     Illegal drugs are prohibited on the premises.

(iii)   Drunk and disorderly behaviour is prohibited on the premises. We will ask any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way to leave the premises.

12.   Food, health and hygiene

You must, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations.  In particular dairy products, vegetables and meat on the premises must be refrigerated and stored in compliance with the Food Temperature Regulations.  This premise provides limited space in a refrigerator.

13.   Electrical appliance safety

You must ensure that any electrical appliances brought by you to the premises and used are safe, in good working order, and used in a safe manner in accordance with the Electricity at Work Regulations 1989.  Where a residual circuit breaker is provided you must make use of it in the interests of public safety.

14.   Stored equipment

We accept 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 we will charge fees each day or part of a day at the hire fee per hiring until the same is removed.

We may, in our discretion, dispose of any items referred to below by sale or otherwise on such terms and conditions as we think fit, and charge you any costs we incur in storing and selling or otherwise disposing of the same, in any of the following circumstances:

(i)       Your failure either to pay any charges in respect of stored equipment due and payable or to remove the same within seven days after the agreed storage period has ended.

(ii)     Your failure to dispose of any property brought on to the premises for the purposes of the hiring.

15.   Smoking

This is no smoking premise.

16.   Accidents and dangerous occurrences

You must report to us as soon as possible any failure of our equipment or equipment brought in by you.  You must report all accidents involving injury to the public to us as soon as possible and complete the relevant section in our accident book.  You must report certain types of accident or injury on a special form to the incident.  Our manager will give assistance in completing this form. Ask the manager for incident forms.

17.   Explosives and flammable substances

You must ensure that:

(i)       Highly flammable substances are not brought into, or used in any part of the premises.

(ii)     No internal decorations of a combustible nature (e.g., polystyrene, cotton wool) are erected without our consent.

18.   Heating

You must ensure that no unauthorised heating appliances are used on the premises when open to the public without our consent. 

19.   Animals

You must ensure that Guide dogs, Hearing dogs and assistance dog owners only allowed on the premises.

20.   Fly posting

You must not carry out or permit fly posting or any other form of unauthorised advertisements for any event taking place at the premise, and must indemnify and keep indemnified us according against all actions, claims and proceedings arising from any breach of this Condition.  If you fail to observe this Condition you may be prosecuted by the local authority.

21.   Sale of goods

You must, if selling goods on the premises, comply with Fair Trading Laws and any code of practice used in connection with such sales.  In particular, you must ensure that the total prices of all goods and services are prominently displayed, as must be the organiser’s name and address and that any discounts offered are based only on Manufacturers’ Recommended Retail Prices.

22.  Wi-Fi Services

When using the Wi-Fi service, you agree at all times to be bound by the following provisions:

(i)       Not to use the Wi-Fi service for any for the following purpose:

(a)    Disseminating any unlawful, harassing, libellous, abusive, threatening, harmful, vulgar, obscene or otherwise objectionable material or otherwise breaching any laws;

(b)   Transmitting material that constitutes a criminal offence or encourages conduct that constitutes a criminal offence, results in civil liability or otherwise breaches any applicable laws, regulations or code of practice;

(c)    Interfering with any other persons use or enjoyment of the Wi-Fi service; or

(d)   Making transmitting or storing electronic copies of material protected by copyright without permission of the owner.

(ii)   To keep any username, password or any other information which forms part of the Wi-Fi service security procedure confidential and not to disclose it to any third party.

23.   Termination of the Wi-Fi Service

We have the right to suspend or terminate our Wi-Fi service immediately in the event that there is any breach of any of the provisions of these Standard Conditions including without limitation:

(i)       If you use any equipment which is defective or illegal

(ii)     If you cause any technical or other problems to our Wi-Fi service

(iii)   If, in our opinion, you are involved in fraudulent or unauthorised use of our Wi-Fi service

(iv)   If you resell access to our Wi-Fi service or

(v)     If you use our Wi-Fi service in contravention of the terms of these Standard Condition.

24.   Availability of Wi-Fi Service

(i)       Although we aim to offer the best Wi-Fi service possible, we make no promise that the Wi-Fi service will meet your requirements.  We cannot guarantee that Wi-Fi service will be fault-free or accessible at all times.

(ii)     It is your responsibility to ensure that any Wi-Fi enabled device used by you is compatible with our Wi-Fi service and is switched on.  The availability and performance of our Wi-Wi service is subject to all memory, storage and any other limitations in your device.  Our Wi-Fi service is only available to your device when it is within the operating range of the main hall.

(iii)   We are not responsible for data, messages, or pages that you may lose or that become misdirected because of the interruptions or performance issues with our Wi-Fi service or wireless communications networks generally.  We may impose usage or service limits, suspend service, or block certain kinds of usage in our sole discretion, to protect other users of our Wi-Fi service.  Network speed is no indication of the speed at which your Wi-Fi enabled device sends or receives data.  Actual network speed will vary based on configuration, compression and network congestion.

25.   Privacy and Data Protection

(i)       We may collect and store personal data through your use of our Wi-Fi service.

(ii)     We may process all information about you which is provided in relation to our Wi-Fi service in accordance with your legal rights under the Data Protection 1998 and solely for the purposes of offering the Wi-Fi service.

(iii)   By using our Wi-Fi service, you bound by the following provisions:

(a)    Not to disseminating any unlawful, harassing, libellous, abusive, threatening, harmful, vulgar, obscene or otherwise objectionable material or otherwise breaching any laws

(b)   Not to transmitting material that constitutes a criminal offence or encourages conduct that constitutes a criminal offence, results in civil liability or otherwise breaches any applicable laws, regulations or code of practice.

(c)    Not to interfering with any other persons use or enjoyment of the Wi-Fi service

(d)   Not to keep any username, password or any other information which forms part of the Wi-Fi service security procedure confidential and not to disclose it to any third party.

26.   Cancellation

(i)       Any cancellation made 14 days prior the one-off event; receive 80% refund.  7 days prior the one-off event, only 75% and less than 1-week, full amount shall be retained.

(ii)     We reserve the right to cancel this Agreement by giving you written notice in the event of:

(a)   Our reasonably considering that such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirement,

(b)    unlawful/ unsuitable activities will take place at the premises as a result of this hiring.

(iii)   The premises becoming unfit for your intended use

(iv)   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.

In any such cases you will be entitled to a refund of any deposit already paid, but we will not be liable to you for any resulting direct or indirect loss or damages whatsoever.

27.   End of hire

You are responsible for leaving the premises and surrounding area in a clean and tidy condition, properly locked and secured unless directed otherwise and any contents temporarily removed from their usual positions properly replaced, otherwise we may make an additional charge.

28.   No alterations

You must not make any alterations or additions to the premises nor install or attach any fixtures or placards, decorations or other articles in any way to any part of the premises without our prior written approval.  In our discretion, any alteration, fixture or fitting or attachment, which we have approved may remain in the premises at the end of the hiring.  Such items will become our property unless you remove them and you must make good to our satisfaction any damage you cause to the premises by such removal.

29.   No rights

This Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on you.

Above terms and conditions set up by FFWPU Scotland, SC052760