Standard Terms & Conditions of Hire

Bunkers Hill, Sidcup, Kent, DA14 5EX

Please note access to the barn is not on Bunkers Hill

See Clause 1 for access arrangements via Mount Mascal Stables DA5 2AW

Horseshoe Barn Standard Terms & Conditions of Hire For the purposes of this document:

The ‘Hirer’ means the person signing the booking form to use the premises.

HSB means Horseshoe Barn - to include the toilets, and other communal facilities such as the car park, storage rooms and field ‘Horseshoe Barn Garden’.

LMF means Little Mascal Farm. ST&C’s means Standard Terms & Conditions of Hire.

The following HSB ST&C’S set out the legal requirements under the terms of the premises licence. They are also intended  to help ensure the safety of everyone at HSB – including visitors, guests, hirers and staff - the buildings and any fixtures and fittings.

Please read these ST&C’s and ensure everyone enjoying HSB is familiar with them.

The HSB Manager can vary, update or make changes to the ST&C’s at any time and may cancel the booking if the hirer does not agree to these changes.

1. Car Parking & Driving To & From HSB

Access to the barn is via Mount Mascal Stables, Stable Lane off Vicarage Road, Bexley, DA5 2AW. Once you reach Stable Lane, continue straight on and you will reach the large car park area at Mount Mascal Stables. Drive through this car park and Horseshoe Barn signage will direct you to the barn from this point.

Car Parking for HSB is strictly only in the designated gated area directly outside the barn. Please park with consideration and drive with care. The speed limit across our whole site is absolutely Dead Slow. Drivers must be especially observant with regard to horses, dogs and children. Sat nav is not always very helpful! Both MMS & LMF are separate facilities and  are not open to HSB visitors to park/walk around.

2. Hire Period

Hire Period includes set up, clear away and vacate. Standard weekend party packages are for 3 hours hire 10am - 1pm and 2pm - 5pm. Additional hours can be arranged by prior agreement with the HSB Manager. Late departures are charged at 15 minutes interviews. Long term/ongoing hire is available by arrangement with the HSB Manager, additional/varied Terms & Conditions apply.

3. Use of HSB

Please observe the following rules most carefully. They are in place for the enjoyment, Health & Safety of everyone at Horseshoe Barn.

Use must not be in any manner that would endanger the public or cause interference or annoyance to LMF or other neighbouring residents. Music played/performed should not be at a level that could be heard by LMF or other neighbouring residents. Particular note should be made of our neighbours at LMF. This is a private equestrian establishment for access to HSB only – THINK! ANIMALS, CHILDREN, TRAFFIC. Remember that horses and ponies are easily frightened – for example, by loud/sudden noise, fast vehicles, unfamiliar sights, sounds and activity. A frightened horse/pony can lead to serious accidents and incidents.

The speed limit on site is strictly DEAD SLOW. The secure fenced parking area is immediately adjacent to HSB. No parking is allowed at MMS/LMF.

Horseshoe Barn is fitted with Tarkett iQ Eminent Vinyl flooring – routinely fitted in schools and hospitals in the UK. We ask the Hirer to ensure that all visitors remove shoes.

During the period of hire the Hirer shall be responsible for the efficient supervision of HSB including the effective control of children, orderly and safe admission and departure of everyone at HSB.

During the period of the hiring, the Hirer shall not use or allow to be used any furniture or equipment which has not been previously booked and paid for by the Hirer.

Advertising material and other decorations such as banners can be displayed only by prior agreement with the HSB Manager. Balloons are not allowed outside HSB - horses and ponies are easily frightened by them.

Use of the field ‘Horseshoe Barn Garden’ is entirely at the own risk of visitors. Horseshoe Barn would advise extra care in respect of but not limited to uneven/slippery ground, vegetation, dirt, gateways, fencing.

All scenery, decorations and other material erected by the Hirer, or brought into HSB should be manufactured to recognised safety standards. The HSB Manager reserves the sole right to prohibit the use of, and where necessary remove from HSB, any item that does not comply with this requirement or that is suspected to not comply, or that is deemed to pose any risk to anyone at HSB.

No nails, screw, or bolts shall be driven into any of the walls, floors, doors, ceilings, window frames, or fittings of HSB or any other parts. No adhesive material is to be used for the display of posters or other materials on the plastered walls. Blue Tack may be used on the bare brick walls. Items may be hung – not stuck – from the ceiling beams.

HSB must be only for any purpose granted to the Hirer unless any alteration of purpose has been previously notified to the HSB Manager and such alteration has been approved by the HSB Manager.

Must not directly or indirectly contravene any laws or regulations, including licensing restrictions (see section 18) or which may be considered to be at the HSB Manager’s sole discretion discriminatory, defamatory, obscene or a threat to public order and will comply with all reasonable requests of HSB staff.

The Hirer shall not do or cause or allow to be done anything which will render ineffective in whole or in part, HSB insurance of the premises or the contents thereof.

No gas or oil stoves, lamps, lanterns, candles, fireworks, inflammable films or any explosive, toxic, hazardous or highly flammable materials shall be brought into HSB.

No compressed cylinders for air, gases or liquid may be brought into HSB unless required by an individual for medical purposes.

Do not, for any purposes, treat, or apply any substance whatsoever to any part of the floor of any hall or room in HSB. No dry ice, stroboscopic lighting, smoke, real flame, lasers, vapour or water vapours or confetti in any part of HSB.

Any accidents/incidents must be reported using the Accident/Incident Log Book which will be found with the First Aid Box located in the sound system cupboard. This cupboard is clearly labelled with green First Aid signage.

Horseshoe Barn accepts no liability for injury to persons or loss or damage to items belonging to visitors. A hard copy Risk Assessment is available to view in the Sound System cupboard at the barn and can be requested via email.

HSB must be left in a clean and tidy state, in the condition it was in when the hire period began. HSB is always cleaned by a member of HSB staff after every hire period. The time allocated is 30 mins. If cleaning cannot be completed within the time frame, you will be charged £25.

4. Sub-letting

A Hirer, or the rights under any hiring granted, may not be assigned or sub-let.

5. CCTV

Is in operation across the site

6. Cancellation of Booking

(a) By the Hirer: -

3-6 months before the date of the event                               No charge, full refund

1-3 months before the date of the event                               50% refund

Less than 1 month before the date of the event                   No refund

(b)  By the HSB Manager:-

The approval by or on behalf of the HSB Manager of any application for the use of HSB is subject always to the right reserved by the HSB Manager to cancel the booking, if there is good reason to do so. If the HSB Manager considers that the event is likely to be objectionable or undesirable at any time it may cancel the booking. If the ST&C’s are not complied  with, the HSB Manager may terminate any bookings and the Hirer shall forfeit the sums paid under those bookings. The HSB Manager may cancel a booking if the Hirer breaches the ST&C’s whether statutory or otherwise. This includes disorderly or unseemly conduct on the part of any person present at the event. Should the Hirer fail to comply with the ST&C’s the HSB Manager has the authority to stop the Hirer’s event. The HSB Manager may cancel any booking without notice if HSB is required in an emergency. The HSB Manager retains the ultimate right of cancellation in relation to any booking, at its own discretion and no later than 7 days prior to the hire date, as long as it can be demonstrated that it is reasonable action to take. The HSB Manager will not be liable for any loss due to any breakdown or failure of machinery, electricity, leakage of water, fire, or act of God which may cause HSB to be temporarily closed or the hiring to be interrupted or cancelled.

7. Revision of scale of charges

Fees are normally reviewed annually and apply from 1 April to 31 March each financial year. However the HSB Manager reserves the right to vary the scale of charges at any time and the new charges will become operative one month from the date of despatch of notification to the Hirer or at any later date than the HSB Manager may decide.

8. Damage

An inspection of HSB is carried out at the end of every hire period by the HSB Manager. Damages will be charged to the Hirer. The Hirer is welcome to remain on site during the inspection. If the Hirer chooses not to remain then they must accept full liability for any damages found.

The Hirer shall pay to HSB the costs of: -

(a)  making good any damage to HSB including but not limited to floors & walls, furniture, fittings, apparatus and equipment

(b)  any additional cleaning required at the discretion of the HSB Manager to reinstate HSB to the condition in which it was in prior to the booking

(c)  the replacement of any articles or property belonging to HSB and lost or found to be missing from HSB during the period or periods HSB is occupied by the Hirer, and the HSB Manager shall be sole judge of the damage done and cost of making good such damage or replacing any missing article or property.

(d)   HSB is designed as a function rather than sport facility. No contact sports involving balls which could result in marking/damage to the walls, fittings and windows are permitted.

If the cost of damage is more than the Hirer’s security deposit they will be responsible for the difference. Hirers are required to pay these extra costs within 28 days.

9. .Condition of HSB upon vacation

The Hirer is responsible for ensuring HSB is left in a good condition at the end of the hire period. This includes:-

(a) leaving the property in a clean and tidy state

(b)  removing any items brought into HSB by the Hirer

(c)  up to one standard black bin bag of rubbish may be left for disposal at LMF

(d)  returning HSB equipment used as part of the hire to its correct location

10.  Loss of property

HSB shall not be responsible or liable for any damage to or loss of property, articles or things whatsoever left in HSB by the Hirer or by any other persons using HSB.

11.  Insurance

The Hirer must ensure all entertainers or trainers have adequate Public Liability Insurance. If you are a small group, community organisation or business you must ensure you have a valid certificate of insurance covering public liability insurance for the required minimum indemnity sum and you may be asked to provide a copy of this policy to the HSB Manager.

12.  Right of Entry by HSB Management

During the period of hiring the HBS Manager/staff or Officers of the London Fire and Emergency Planning Authority may enter any part of HSB to observe whether ST&C’s are being met or for any other purposes of their duties. The instructions given by HSB Manager on duty at the time of the booking shall be complied with.

13.  Nuisance Behaviour

In the event of any person acting in such a manner so as to cause nuisance, annoyance or inconvenience to other persons or is likely to cause damage to property the Hirer shall take all necessary steps to maintain good order and inform the HSB Manager of any such incident and comply with all reasonable requests in respect thereof.

14.  Alcohol

HSB does not have a license for the sale of alcohol. The sale of alcohol or supply via any third party is not permitted. The Hirer shall not sell or supply alcohol by or on behalf of a club to, or to the order of, a member of the club or cause or allow to be sold any alcohol at HSB.

In the case of private functions, such as family gathering, alcohol may be provided by the Hirer free of charge directly to invited guests at the discretion of the HSB Manager. It is the Hirers responsibility to ensure that alcohol is not consumed by persons under 18 years of age; Hirers must ensure they comply with all relevant legislation.

15.  Drugs

No illegal drugs or substances may be consumed or brought into HSB. It is the Hirer’s responsibility to ensure that all persons attending the event or meeting adhere to this policy.

16.  Copyrighted Works

The Hirer is fully responsible for ensuring that licenses or permissions are in place for their event and the Hirer is fully responsible for any infringement of copyright during the period HSB is occupied by the Hirer. The Hirer shall be liable any must make arrangements for any required licenses and the payment of Entertainment or other Tax or any Royalties chargeable in respect of the purpose for which they use HSB.

17.  Fire Regulations

The Hirer will ensure that the HSB Fire Procedures for HSB are observed. All Hirers are welcome to visit HSB before the start of their hire period by arrangement with the HSB Manager. This is an ideal time to ask the HSB Manager to explain fire safety and evacuation procedures. Please also refer to Appendix 1 Fire Safety & Evacuation Procedures (attached). This outlines the Hirer’s responsibilities. HSB evacuation information is displayed on the wall next to the fire doors.

The Hirer shall ensure that all fire exit doors shall be kept unobstructed and immediately available for exit throughout the event. The Hirer must not conceal or view or obstruct access to any firefighting equipment. Any special needs relating to the fire safety arrangements in general for HSB not already covered must be raised by the Hirer to the HSB Manager in advance of the event.

18.  Smoking

Smoking is strictly not permitted at HSB except in the immediate vicinity of the cigarette bin at the top end of the car park. Any butts must be disposed of carefully in the bin. The Hirer is required to respect the restrictions on smoking and to ensure that all persons attending the event do likewise.

19.  Use of electrical equipment

All electrical appliances used by HSB are tested regularly for safety reasons. The Hirer shall not make any alterations or in any way interfere with any of the electrical fittings or appliances in HSB. All electrical equipment brought into HSB must display an up-to-date Portable Appliance Test (PAT) certificate to show that it is electrically safe.

20.  Maximum Numbers

The Hirer shall not exceed the maximum number of persons guidelines which are: Standing 60 (100 with the lobby doors open).

21.  Child Safety Policy

Hirers working with children and young people must have a Child Safety Policy and comply with all statutory and other requirements in respect thereof.

22.  Disclosure and Barring Service (DBS checking)

Hirers should be aware when hiring HSB for events involving vulnerable adults or children that the event organiser is responsible for ensuring that DBS (formally known as CRB) checks are in place for persons engaged in providing services, care or support, where this is required in accordance with the relevant regulations. Details can be found http://www.crb.homeoffice.gov.uk/. HSB accepts no liability whatsoever for any failure to discharge such duties.

23.  Health and Safety Regulations

The Hirer is responsible for ensuring that they do not compromise the health and safety of HSB/LMF employees and  visitors to HSB/LMF. They must ensure that they are familiar with and comply with the HSB Manager’s rules and  procedures relating to the hire and use of HSB and cooperate with any instructions issued by the HSB Manager. The Hirer is also responsible to undertake any risk assessments relevant to their event.

24.  Animals

The Hirer shall not permit any animals other than assistance dogs to be admitted for any purpose except with the specific consent in writing of HSB Manager and subject to such conditions as may be required.

25.  Entertainment

The Hirer shall, if required by the HSB Manager supply for approval a copy of the programme of any entertainment to be given no later than two weeks before the date of hire. The Hirer must discuss any entertainment before the booking is accepted as the hall is located within a residential area and the noise level must be kept to a reasonable level (i.e. inaudible at the façade of nearby dwellings).

26.  Gaming

No gambling shall take place in HSB. Gambling means either gaming or betting. Gaming mean playing a game of chance for a prize. Betting means making or accepting a bet on the outcome of a race, competition, or any other event; the likelihood of anything occurring or not occurring; or whether anything is true or not.

27.  Hypnotism

No one may give any exhibition, demonstration or performance of hypnotism, mesmerism or any similar act or process which is intended to produce in anyone a form of induced sleep or trance in which the susceptibility of the person’s mind  to suggestion or direction is increased or intended to be increased. Section 5 of the Hypnotism Act, 1952 provides the only exceptions to this Condition.

28.  Cinematography

No cinematography or externally sourced projecting apparatus shall be used without the previous approval of the HSB Manager. Only films which have a British Board of Film Classification Certificate or relevant certification license granted by the Local Authority may be shown to an appropriate audience.

29.  Statutory and other regulations

Hirers shall also observe all relevant provisions of Health and Safety. Disability, Discrimination and Equality and any other acts or regulations with regards to exhibitions and entertainments.

30.  Hirers breach of condition

If the Hirer fails to observe and perform any of the ST&C’s HSB Manager may recover from the Hirer any expenses incurred by HSB securing such observations and performance.

31.  Indemnity

The Hirer will indemnify and keep the HSB Manager indemnified in respect of all claims and demands and actions whatsoever arising directly or indirectly out of hiring hereby authorised.

I the Hirer have read and agree to the terms set out in this document named “Horseshoe Barn Standard Terms & Conditions

Print Name …………………………………………………………… Signed Name ……………………………………………………….. Date ……………………………………………………………………..

Horseshoe Barn was created and is cared for with love.

Please treat it with the consideration it needs to stay good and gorgeous for when you come back and other future visitors.

 Appendix 1 – FIRE SAFETY & EVACUATION PROCEDURES FIRE SAFETY @ HSB

Fire  safety  is critically important  at HSB and every precaution  has been taken.  We ask  every Hirer/guest/member  to  be

aware of the importance of fire safety at HSB and to avoid any actions that could cause a fire.

Please make sure that you and all your members/guests are aware this Appendix and notices displayed in HSB, how to leave HSB as quickly as possible in the event of an emergency evacuation for everyone’s safety.

All doors are ’30 minute’ fire doors the double doors into the hall have automatic closure devices. Keep the clearly marked Fire Doors closed when not being used to enter or leave the room.

It is the responsibility of the Hirer to account for all of their members/guests and be able to advise the HSB Manager, HSB/LMF Staff or Fire Officer.

ACTION IN THE EVENT OF FIRE

On discovering a fire

Persons should immediately evacuate and raise the alarm by use of the fire alarm manual call points located at the external doors.

Call the emergency services by dialling 999.

On hearing the alarm signal

All persons present should immediately and calmly evacuate the premises by the nearest available emergency escape route, proceed to the Assembly Point (car park), and ensure that someone has telephoned the emergency services.

Persons evacuating must:     

Obey Managers’ and Fire Marshals’ instructions

Ensure others in the vicinity also evacuate

Assist any person who needs help, if safe to do so

Do not stop to collect any personal belongings

Proceed directly to the car park assembly point

Remain there until officially instructed otherwise

Fire Action notices are provided at every exit to inform customers and staff of what to do in the event of fire.