WINDLESHAM FIELD OF REMEMBRANCE COMMUNITY HUB - BOOKING CONDITIONS
Information from the WFoR Insurers
The Public Liability section of our insurance policy automatically covers the WFoR’s responsibilities towards any building, land or assets. In the event someone is injured due to a defect with the building for example, and it is proven that the WFoR is legally liable for the incident, the policy will respond to any resultant claim up to £10m.
In relation to Public Liability Insurance for activities undertaken by individuals or organisations who hire any building or land from the WFoR; some will qualify for the extension of cover within the Public Liability section of the policy known as Hirers’ Indemnity. The policy currently provides a £5 million limit of indemnity for this extension and effectively, the Hirers’ Indemnity cover can be extended to any group or party as long as the WFoR are happy to accept responsibility for their actions, however, the recommended qualifying criteria for this cover are:
One off hirers of the WFoR’s land, building or assets for non-commercial events, such as a wedding reception or birthday party, qualify for this cover and do not need to arrange their own Public Liability Insurance.
Clubs and groups, for example, Scouts, WI, fitness/dance classes, who hire the WFoR’s land, building or assets on a regular basis should possess their own Public Liability Insurance and provide proof of this to you.
Businesses or commercial organisations who hire WFoR land, buildings or assets for an event must possess their own Public Liability Insurance and provide proof of this to you.
Subject to the WFoR’s approval, the Hirers’ Indemnity cover can be granted to an individual or group who wish to hire WFoR land, buildings or assets for non-commercial activities that are regarded as being for the benefit of the local community. This can be something like a pensioners’ lunch club, coffee morning etc. Our insurers do not need to be advised of the WFoR’s approval but would recommend it is recorded for clarity.
Conditions of Booking:
We have to have some terms & conditions and here they are. In this document the term HIRER will mean either an Individual Hirer or where the Hirer is an organisation, you will be treated as the authorised representative of that organisation.
The term WFoR shall mean the Windlesham Field of Remembrance, its Trustees, Officers, Committee members and employees.
The Windlesham Field of Remembrance and the Windlesham Community Hub are privately owned and held in trust by a registered charity (no: 305138) on behalf of the inhabitants of Windlesham. The Hub shall mean Windlesham Community Hub, Kennel Lane, Windlesham, GU20 6AA.
HIRER are required to ensure that children are protected at all times, by taking all reasonable steps to prevent injury, loss or damage occurring. 1. HIRER will treat the Hub as if it were your own home, looking after the building and its contents and HIRER agrees to pay for any damage that you cause. 2. HIRER agrees to accept full responsibility for, and to indemnify (cover) the WFoR who operate the hub on behalf of the Village, against all costs, charges and claims against WFoR. 3. HIRER of the WFoR’s land, building or assets on a regular basis should provide proof of their own Public Liability Insurance. 4. HIRER that are businesses or commercial organisations who hire WFoR land, buildings or assets for an event should provide proof of their own Public Liability Insurance. 5. Subject to the WFoR approval at the time of the hire one off HIRERS and individuals or groups of HIRERS who wish to hire WFoR land, buildings or assets for non-commercial activities that are regarded as being for the benefit of the local community may be covered by WFoR’s indemnity cover. 6. HIRER is responsible for everyone the HIRER invites to the Hub and will ensure that they behave during the time HIRER is there. HIRER will make sure that anyone doesn’t upset any local residents or make too much noise (after all HIRER wouldn’t want it if HIRER lived nearby!) 7. HIRER will take extra special care of anyone under 18 years of age and will be responsible to confirm their safety and protection 8. HIRER must get permission from the WFoR if HIRER wants to bring alcohol into the Hub (NB Alcohol cannot be sold a at the hub), or if HIRER will be having a public performance of music and HIRER must make sure HIRER have any necessary licenses 9. HIRER will not hold the WFoR responsible for any costs of repair for any damage done to either the Hub, or HIRER’s possessions 10. Just like in other public buildings, Smoking is not allowed in any part of the Hub 11. HIRER will clean up before the end of the hire period. It is HIRER’s responsibility to remove all rubbish that HIRER creates. There are no rubbish disposal facilities at the Field of Remembrance 12. HIRER is not allowed to sub-hire the Hub to anyone else or use the Hub for anything illegal 13. The hire is for part of the Hub, the maximum number of people allowed as part of the hire is: 1. Lumley Hall: 80 people standing or 60 seated or 50 seated at tables 2. Wooldridge Room: 16 people 14. The WFoR will be permitted to check on the building and it’s rooms at any point during HIRER’s hire 15. The WFoR will make sure that the room is safe and in good order before HIRER start HIRER’s hire 16. Please do not leave any items in the Hub without the agreement of the WFoR 17. Normally we don’t allow Bouncy castles (or similar inflatables) in the Hub. If there are special circumstances the HIRER must agree this in advance with the WFoR 18. Unfortunately there is no refund should HIRER need to cancel 19. The WFoR are allowed to refuse any booking with no reason necessary. If we ever do this, please accept our apologies - I’m sure we feel we have a good reason 20. WFoR have a car park, which HIRER is free to use if it is available. A designated fire escape route in the car park must be kept clear of vehicles at all times.
Rules of Engagement ACCESS / TIMINGS
Please don’t turn up early as HIRER may find the building locked or in use by a previous booker. Please include enough time in HIRER’s booking to include whatever setup HIRER need to do and time to clear up at the end.
HIRER agrees to follow all Emergency Evacuation Procedures (Fire Action process), as shown separately with this booking and also displayed on the wall of the Lobby to the Main Entrance.
We will assume that HIRER will be the Emergency Contact in the event of an evacuation.
The emergency alarm will be sounded with a continual audible siren and all attendees must exit the building by the nearest exit and go to the Assembly Point to be accounted for by HIRER.