Terms & Conditions

1. Definitions and Interpretation

• 1.1 The Venue – Bearse Farm, GL15 6QU.
• 1.2 The Hirer – the person or organisation as set out on the Booking Form.
• 1.3 The Premises – the Outdoor Field and Indoor Arena at Bearse Farm, GL15 6QU.
• 1.4 The Building – Bearse Farm Arena.
• 1.5 The Amount Due – the amount the Hirer is required to pay as set out on the Hire Charges document. VAT is not applicable.
• 1.6 The Period of Hire – the period set out on the Booking Form.

2. Maximum Capacity

• 2.1 The Hirer will not exceed the maximum capacities for the Premises.
• 2.2 Maximum capacities: Indoor Arena: 25 people • Outdoor Grass Field: 50 people • Kitchen: 4 people.
• 2.3 No person under 16 years of age is permitted to enter the kitchen.

3. Use of Premises

• 3.1 The Hirer shall not use the Premises for any purpose other than that described on the Booking Form and shall not sub-hire or use or allow the Premises to be used for:
  • Any political rallies or demonstrations.
  • Purposes which are illegal or unauthorised by official or accepted rules.
  • Functions attended by people whose presence may cause civil unrest or division within the community.
  • An organisation or individual banned by law.
  • Anything that may endanger the Premises or render invalid any insurance policies.
• 3.2 The Venue reserves the right to exclude or eject any person, and to cancel any booking where it considers the event may be contrary to public interest, law, or may cause loss, damage or reputational harm.
• 3.3 No equipment, goods or materials are to be left on the Premises overnight unless agreed by the Owners in writing.

4. Licences

• 4.1 The Hirer is responsible for obtaining any licences and completing any returns required in connection with the hiring.
• 4.2 Where use of the Venue Premises Licence is permitted, the Hirer shall ensure compliance with its conditions.
• 4.3 The Hirer shall not apply for a Temporary Event Notice without the written permission of the Venue.
• 4.4 The Hirer shall ensure they hold all permits, consents, licences and approvals required for the event.

5. Health and Safety

• 5.1 The Hirer shall comply with all requests of the Venue's Safety Adviser and supply any documents requested promptly.
• 5.2 The Hirer is responsible for health and safety during the Period of Hire. A risk assessment must be supplied to the Venue at least 28 days before the first date of the Period of Hire.
• 5.3 The Hirer shall ensure they are familiar with: fire alarm points; fire evacuation procedures, routes, refuge point and assembly point; location of the first aid kit; location of the accident reporting book.
• 5.4 The Hirer shall: maintain clear access to all emergency exits; ensure fire doors are not propped open; familiarise visitors with fire alarm points and evacuation routes.

6. Electrical Appliance Safety

6.1 Any electrical appliances used by the Hirer at the Premises must be PAT tested, with details submitted to the Venue 28 days prior to the booking.

7. Alterations

7.1 The Hirer must not make any alterations to the Premises without the Venue's prior written consent.

8. Food and Drink

• 8.1 Where food or drink is to be supplied to the public, the Hirer or caterer must hold a Basic Food Hygiene Certificate. A copy must be supplied to the Venue at least 28 days before the first date of the Period of Hire.
• 8.2 The Hirer shall observe all relevant food and hygiene legislation and regulations.

9. General Regulations

• 9.1 No illegal, counterfeit, dangerous or offensive goods may be displayed or offered for sale on the Premises.
• 9.2 Any items deemed offensive by the Venue shall be removed immediately on request.
• 9.3 Smoking and/or vaping is not permitted in the Building or on the Premises.

10. Nuisance

• 10.1 The Hirer must not do or allow anything which is or may become a nuisance to the Venue, other hirers, or occupiers of adjoining premises.
• 10.2 The Hirer is responsible for requiring any person causing nuisance to leave the Premises.

11. Children

11.1 Where an event involves activities aimed predominantly at children, the Hirer must have appropriate child protection policies and procedures in place.

12. Charges, Confirmation and Cancellation

• 12.1 The booking will be confirmed on acceptance by the Venue.
• 12.2 The Venue reserves the right to cancel any booking for any reason; no liability will be incurred by the Venue.
• 12.3 Where a booking is cancelled by the Hirer less than 28 days before the event, the Amount Due must be paid in full.
• 12.4 Bookings must be made in 30-minute or 1-hour slots.
• 12.5 The Venue reserves the right to make annual price increases.
• 12.6 The Venue reserves the right to offer discounts at their discretion.

13. End of Hire

• 13.1 The Hirer shall ensure the Premises are vacated at the end of the Period of Hire.
• 13.2 The Premises and surrounding area must be left in a clean and tidy condition; all equipment, goods, materials and rubbish must be removed.
• 13.3 Where the kitchen is used, it must be left in a clean and empty condition.
• 13.4 Additional charges may apply for failure to comply with clauses 13.1 and 13.2.

14. Payment and Amount Due

• 14.1 Payment of the Amount Due must be made within 14 days of the date of invoice.
• 14.2 Interest at 4% above the Bank of England base rate will be payable on any late payment.
• 14.3 The Venue will give 10 days' notice of any increase in the Amount Due.

15. Insurance

• 15.1 During the period of hire, the Hirer is responsible for all damages, losses, claims and costs arising from their use of the Venue.
• 15.2 The Hirer is advised to hold Public Liability Insurance of not less than £5,000,000 for the Period of Hire.

16. Data Protection

16.1 Personal data supplied on the Booking Form will be held and used in accordance with the Data Protection Act 1998 for statistical analysis, management, planning and the provision of services by the Venue and its partners.

17. Care of Premises and Equipment

• 17.1 The Hirer shall ensure no damage is caused to the Premises or any equipment or fittings during the Period of Hire.
• 17.2 The Hirer is responsible for any damage caused during the Period of Hire.

18. Loss or Damage

18.1 The Venue shall not be liable for any death, injury, loss or damage to the Hirer, persons using the Premises and/or their property, except where caused by negligence on the part of the Venue or its employees or agents, or where it would be unlawful for the Venue to exclude or restrict liability.

19. Advertising

19.1 No advertising shall be displayed at the Building without discussing it first with the owners.

20. General Terms

• 20.1 The Venue may from time to time amend or add to the Terms and Conditions of Hire in writing.
• 20.2 The Hirer shall ensure their event/hire complies with all relevant legislation and regulations.