South Lanarkshire Leisure and Culture

Signing a hall let booking confirmation binds you to a number of conditions of let which are necessary to ensure that your activity is carried out safely and responsibly. Your cooperation in this is essential.

Please read the following conditions carefully. Failure to comply with conditions of hire may result in surcharges, forfeit of bond or cancellation of further lets.

Booking

At least five working days’ notice should be given to the booking staff when making a booking. An application form or signed confirmation form must be returned to the booking office. The hall should be used for the purpose stated and no other purpose. The lessee may not sublet the hall to another body without permission. When making a booking please ensure that sufficient time is allowed to set up before and clear up after the let. For larger halls an additional charge applies for set-up and clear-up. Exceeding the time stated on the booking form will result in a surcharge being levied.

Cancellation

In the event of a hirer having to cancel their booking, charges may still apply – see separate Booking/Payment Conditions.The SCIO reserves the right to cancel lets at short notice without compensation, for reasons of election, major event, safety, repairs, essential maintenance or civil emergency.

Supervision

As the person signing this booking form, the lessee should be 18 years or over and be responsible on behalf of their organisation, for the hall, its contents and those attending during the let. The lessee must ensure adequate stewarding and adherence to all safety requirements. In particular the lessee must follow the hallkeeper’s instructions relating to fire exits, fire procedures and alarms, location of fire-fighting equipment, first aid kits. Before the let takes place, the lessee must ensure that he/she is fully aware of the safety features of the hall, including information displayed on notices posted therein. All accidents or dangerous occurrences must be reported to the hallkeeper. Special conditions apply to discos, dances, concerts and other events to which the public is admitted. These can be obtained from the hallkeeper. The lessee must accept responsibility for the supervision of cloakrooms and must relieve the SCIO from any claims arising from their use.

Loss injury or damage

The lessee is responsible for any damage to the hall or its contents arising from their let, or for theft or loss of any contents. The lessee will pay for the replacement or repair. Some lets may require a refundable deposit paid in advance as a guarantee against loss or damage. The SCIO will be responsible neither for property brought into or stored in the hall by the lessee nor injury to any person attending a let.

Insurance

The lessee is advised to take out insurance cover for loss, theft or damage to property belonging to both users of the hall and the SCIO.  When the event is open to the public, the lessee is advised to have public liability cover and the let is accepted on the basis that this has been done.

Cleaning

In order to provide a service in a realistic and cost-effective manner, lessees are expected to leave the building in a reasonable state of cleanliness. Hall floors and tables should be left clean and tidy after events. Failure to comply with this condition will result in a surcharge being levied.

Storage

Storage space in most halls is limited and lessees must recognize that the SCIO is not obliged to provide this facility. The lessee must ensure that equipment is stored safely and tidily so that it does not present a hazard to others. The SCIO reserves the right to remove badly stored, disused or hazardous equipment from the hall. The lessee should not store large items of equipment without seeking permission from the hallkeeper.

Preparation

For some bookings, other than social events, the lessee may be required to set out and put away of tables, chairs and other equipment. The hallkeeper will undertake these tasks for social events or where assistance is requested. For larger events, additional hall keeper’s time is chargeable where needed. (Please discuss any requirements with our staff.)

House Rules

As the signatory to the booking form, you must ensure that the following house rules are followed during the let. No alcohol to be consumed (unless permission has been granted), no defacing of walls, no vulgar, obscene, improper or disorderly behaviour. All safety signs including “No Smoking” signs must be strictly obeyed and no items of large equipment are to be used or installed without the permission of the SCIO. Do not use any powders, chemicals or others on hall floors. Stage lights, curtains and other equipment can only be used under instruction by a member of staff or by an approved competent person following guidance as may be issued by the SCIO form time to time. All electrical equipment brought into the hall should be in good condition and should have been tested in accordance with statutory electrical regulations currently in force. Nails or screws must not be driven into any part of the hall structure or furnishings. Shows involving hypnotism require the special written permission of the Cultural Services Manager at least four weeks in advance. Further rules are contained within the Management Rules which are on display in every hall.

No Smoking

The SCIO has a no-smoking policy in public buildings which applies at all times.

Alcohol

Alcohol must be provided and sold by a licensed bar, and the lessee must obtain an occasional licence from South Lanarkshire Council in order to sell/consume alcohol in a hall.

Use of kitchens

For safety reasons, no children under the age of five can be admitted to hall kitchens. All other children must be accompanied by an adult. Perishable food items should not be stored anywhere in the hall unless refrigeration equipment is available. If used, kitchens must be left in a clean and tidy condition.

PRS/PPL fee

If you use, play, or perform music during your let then you may be required to pay a fee in relation to a PRS (Performing Rights Society) and/or PPL (Phonographic Performance Limited) licence. If you pay your own contribution directly to PRS/PPL, provide the written confirmation of your registration and licence number to the schools and halls booking team.

Raised platforms

Raised structures such as catwalks, stage extensions, ramps and platforms must be inspected by SLLC staff. In certain circumstances it is a legal requirement to obtain a licence from South Lanarkshire Council’s Building Control Service. Further details can be obtained from the hallkeeper.

Safety/maximum attendance

The maximum attendance for the type of function taking place in any part of the hall must not be exceeded. Layout of tables and chairs must conform to current fir e safety precautions. Fire exits or corridors should never be obstructed. In the event of an emergency the instructions of the emergency services and our staff should be followed.

Payments

All one off social and commercial lets should be paid in advance to the booking office. SLLC reserves the right to require lessees to pay a non-refundable deposit or for the entire cost to be met in advance. Failure to pay within the required timescale will result in the cancellation of lets and possible future legal action. See separate booking/payment conditions.

Vetting/accreditation

SLLC reserves the right to make bookings for children’s or vulnerable adult’s activities subject to a vetting/accreditation procedure.

Event stewarding

SLLC reserves the right to request additional stewarding or hire SIA approved stewards for events and recharge the hirer and/or to specify specific stewarding levels.

Booking and payment conditions

1. General

1.1 These conditions should be read in conjunction with South Lanarkshire Leisure and Culture’s (SLLC) Conditions of Let for Community Halls and Schools.

1.2 All hirers must be 18 years of age or over.

1.3 The hirer may not sub-let the accommodation to a third party.

1.4 The hirer is responsible for any loss or damage that arises from the let.

1.5 SLLC reserves the right to grant or refuse any application for room hire.

2. Booking / payment

2.1 All Booking forms must be completed and returned to the Booking Team, where they will considered and then either confirmed or refused, in writing.

2.2 For social events a non-refundable deposit of £100 (or the full charge if the total let charge is less than £100) must be paid before written confirmation of booking will be issued.

2.3 For social events SLLC reserves the right to require a cash bond to be lodged with SLLC in advance of the date of let, which will be returned in full following the event assuming there are no breach of Conditions or additional costs incurred.

2.4 The balance of payments for social and one-off events must be made at least 28 days before the date of the event.

2.5 One off commercial lets must pay £100 within 7 days of receiving the booking confirmation, and the remaining balance is to be paid 4 weeks before the booking takes place.

2.6 Block bookings are invoiced monthly in arrears and must be paid in full by the noted payment date.

2.7 Any outstanding debt will result in loss of time slot with subsequent bookings being cancelled.

2.8 Applications will not be renewed for the forthcoming year where there is outstanding debt.

3.0 Cancellation

3.1 If the hirer (or confirmed alternative contact) wishes to cancel a booking, they should do so by email to schoolshallslets@southlanarkshireleisure.co.uk, or by writing to SLLC Halls and Schools Booking team, Floor 5, Council Offices, Almada Street, Hamilton, ML3 0EW.

3.2 All deposits taken for room hire are non-refundable in the event of cancellation.

3.3 The following charges apply in the event of cancellations for social functions and one off commercial bookings:

28-60 days’ notice                 50% of the outstanding balance

Less than 28 days’ notice     100% of the outstanding balance

3.4 Block Booking cancellations should be submitted by email or in writing to the Schools and Halls booking team. Cancellations with less than 7 days’ notice will be chargeable. Repeat cancellations will be reviewed. 

For more information, or if you want this information in a different format or language, please phone 01698 476247 or email schoolshallslets@southlanarkshireleisure.co.uk.