T&C
Introduction
Silver Lotus welcomes lettings of the premises for the benefit of the MKHA and local community. Hirers are expected to abide by the Terms and Conditions set out in this policy.
1. Insurance
All Hirers are required to hold Public Liability Insurance cover of at least £2 million and are required to produce proof of such cover at the time of booking and provide proof each year thereafter at the expiry date of the existing insurance cover.
It is the responsibility of the Hirer to provide all necessary insurances and to provide qualified personnel in order to comply with the relevant Health and Safety requirements and Local Authority regulations. The Hirer may be asked to produce proof that these regulations are to be complied with.
Silver Lotus will not be responsible for any loss, damage or injury sustained by the Hirer during a letting. In the event that the Management needs to cancel an agreed letting, one off or regular, the Management will not be liable for any claim in compensation (financial or otherwise) other than the return of any hiring fee plus equipment owned by Hirer, and deposit monies received.
2. Facilities
Silver Lotus is able to offer the following facilities:
• Hall space (with kitchen facilities) – seating is available for up to 500 persons.
• Sound system (at extra cost)
• Site Manager
• Car park marshal
Hirers can also enquire about:
• First aiders
• Catering and kitchen facilities
• Sound and lighting assistants
• DJ
• Computer and sound systems
• Equipment hire
• Cleaning staff
3. Booking & Letting Arrangements
Persons expressing an interest in hiring any facility should contact Silver Lotus and make an appointment for a visit to discuss their requirements with team executive. The hirer must be over the age of 18 to secure a booking.
If the facilities and lettings are available, an Application Pack will be provided containing; an Application of Hire, Conditions or Hire, Health & Safety Procedures, Risk Assessment Form and Tariff Sheets. The completed Application of Hire together with the proof of insurance should be returned to Silver Lotus and approval from the directors sought. All payments for bookings will be required prior to the booking date.
3.1. One Off Lettings
One off hire charges must be fully paid in advance of each session of hire. Charges are made for a minimum of six hours.
3.2. Regular Lettings
Regular lettings will be invoiced monthly in advance for the following month and payment will be required by the last working day of the month prior to the bookings. If payment is not received for any booking by the booking date, then Silver Lotus will terminate the booking with immediate effect and Silver Lotus will retain the full deposit amount.
Regular lettings are on the understanding that some lettings cannot proceed due to Silver Lotus Functions etc. Silver Lotus will always endeavour to avoid planning anything that clashes with a regular letting, however should this occur , Management aims to give 5 working days notice.
The Management reserves the right to refuse any application for the hire of Silver Lotus premises. The Chief Executive Officer shall have immediate power to terminate any agreement relating to the hire of the Management if it is considered that the Hirers have in any way damaged the building or its contents, or have subjected them to undue wear and tear or are in any way guilty of a breach of the letting rules and regulations. In these circumstances, Hirers full deposits will be used to compensate for any costs to the premises.
The payment must be made in full 30 days prior to event date.
4. Hirers’ Responsibilities
It is the responsibility of the Hirer to:
• Ensure all users are made aware of the fire exits
• Take all precautions to ensure the safety of all persons using the premises during the period of the hire
• Ensure that no other areas of Silver Lotus or equipment (other than those agreed) are used during the period of the letting
• Ensure that cars are parked in such a way that emergency access to the premises is not blocked
• Ensure that the premises are left in a suitable order
• Ensure that all children and adults attending Silver Lotus premises during their letting conduct themselves correctly
• Ensure that no dogs, other than guide dogs for the blind, are permitted on the premises
• Ensure that no person is smoking (Other than designated area) or taking any illegal substances on the Management premises.
Ensure that the appropriate licenses are held performances (musical or otherwise) and that all conditions of such licenses are adhered to
• Pay for any damage
*Please refer to section 9 for additional information
5. Deposits
Silver Lotus will require a deposit for all lettings, this must be paid at the time of booking; this will include one off or regular bookings and will cover any potential loss, damages or unpaid charges. Deposits will be charged at a pre-agreed rate for each booking. Deposits will be returned for one off lettings a maximum of 5 working days after the letting, should everything be in order.
For regular lettings deposits will be returned a maximum of 5 working days after the final usage should everything be in order and the contracts have reached completion. Should a contract be terminated early deposits may not be returned, dependent on circumstance.
Please note that the Management can lose its lettings licence if strict times are not adhered to, if people smoke outside designated area or if sound limits are broken therefore:
If your entire party including any third party providers e.g: caterers, decorators, musicians, DJs etc (this list is not exhaustive) is not off site by the agreed time, you will forfeit your entire deposit.
If people are found to be in breach of the Silver Lotus strict rule you will forfeit your entire deposit.
If the music exceeds the agreed decibel limit twice or more during your letting you will forfeit your entire deposit. The Management will monitor the noise level using a precision integrating sound level meter (Decibel Monitor) and will be logged and reported throughout the event.
Any form of drugs misuse on site by any member of the party will result in the entire deposit being forfeited.
If there are any occurrences of the above the Management reserves the right to terminate the event with immediate effect.
6. Damages
The Hirer will be liable to pay costs for all damaged facilities/equipment etc, owned by Sliver Lotus. The costs of damages will be deducted from the deposit (prior to the refund) and the Hirer may be invoiced for the costs over and above the deposit. Silver Lotus have the right to cancel a booking with immediate effect should the damages be considered a deliberate act.
No alterations or additions can be made to the Management fixtures and fittings or equipment without prior wriapproval by the management. Electrical equipment brought and used within the Management must have a valid PAT label.
Naked flame items are prohibited from the site.
7. Security and Site Supervision
Silver Lotus will hire and pay for a person/s to be responsible for the security and supervision of the premises before, during and after the hire, to ensure that all is in order. This cost will be included in the charge for the letting. Only named key holders may operate the security system. Keys should not be passed to any other person without direct permission from the management.
8. Food and Drink
No food or drink may be prepared or consumed on Silver Lotus premises without the direct permission from Silver Lotus management. All litter must be placed in bins or bags and removed from the site.
9. Intoxicating Alcohol
No intoxicants shall be brought on to or consumed on Silver Lotus premises without direct permission by Silver Lotus and provided an alcohol licence is in place. A staffed bar can be arranged prior to the booking should it be required. The hirer shall not allow any person under the age of 18 to consume any intoxicants and will be held totally responsible.
10. Copyright or Performing Rights
The Hirer shall not, during the occupancy of the premises, infringe any subsisting copyright or performing right, and shall indemnify Silver Lotus against all sums of money which the Management may have to pay by the reason of an infringement of copyright or performing right occurring during the period of hire covered by this agreement.
11. Smoking
Smoking is permitted in the designated area only. Signs are displayed across Silver Lotus premises and should this rule not be adhered to the event will be cancelled with immediate effect.
12. Setting of Charges
It is the responsibility of management to set, review and amend all charges. The setting of charges will take into account the cost of maintenance, heating, lighting etc. All charges will be levied on an hourly basis and rounded up to the nearest full hour where appropriate. The charges will be reviewed at least annually. Unless otherwise agreed, charges shall apply from January.
Charges may be varied for any Hirer at the discretion of the Chief Finance Officer.
13. Sub-Letting
The Hirer shall not sub-let the premises I equipment any other party.
14. Car Parking Facilities
Subject to availability, these may be used by the Hirer and other adults involved in the lettings. Hirers are encouraged car sharing as strict parking enforcement exist outside of our premises.
15. Toilet Facilities
Access to toilet facilities is included as part of the hire arrangements.
16. Cleaning
The hirer must leave the premises in the condition it was found in. Leaving the facility clean and tidy before vacating. The Management will provide cleaning equipment to assist the hirer in cleaning any facilities used. A charge will be deducted from the deposit to cover any cleaning costs by our staff, unless an agreed cleaning charge was included within the quotation.
Guest Limit
The hirer shall observe the maximum guest capacity as agreed within the quotation and not to allow this to be exceeded at any point throughout the booking. The Management is permitted to prevent additional guests from entering should it breach this limit and if the hirer exceeds the limit the hirer will forfeit their deposit in its entirety.
18.Cancellations
All cancellations must be made in writing no less than 30 days prior to the booking. If the cancellation is received less than 30 days prior to the bookings date you will still be charged for the booking or Silver Lotus have the right to retain the deposit to clear any outstanding charges. If you would like to cancel or amend a session within your booking we also require in writing one calendar months’ notice, if less than one calendar month is given you will be charged for the session.
Silver Lotus will not accept any requests for reimbursements of lost revenue for any booking.
Silver Lotus have the right to cancel any booking at short notice due to any exceptional circumstances. E g. Flooding, electrical faults, Adverse weather etc.
Silver Lotus have the right to retain the deposit.