Rushmere Hire Terms & Conditions Applications All applications for hire must be made using the Greensand Trust booking application form. Please fill out the form giving as much detail as possible Confirmation and payment Completed booking forms including a non-refundable deposit are required to confirm your booking. You will be sent an Acknowledgement and full payment will be liable from 48 hours in advance of the booking date. Payment should be made to The Greensand Trust, Registered Charity 1077055. Insurance Please note that it is the responsibility of the hirer to ensure you have all necessary public liability and other insurances for your event or activity. The Trust accepts no responsibility, or liability for any loss, damage or injury which may occur in relation to the hire. Publicity and Programme Any publicity material for events should not be circulated until this has been submitted to and approved by the Greensand Trust. Hirers should send copies of the event programme or literature at least two weeks before the event. Health and Safety Requirements Please note it is the responsibility of hirer / your nominated Safety Officer to ensure the safety of your group and activities during your time on site, but if you have any queries please contact our officers. The Safety Officer should read the Emergency Evacuation Procedures on arrival and should follow staff instructions in the event of an emergency. Your nominated Safety Officer is responsible for: Ensuring there is an event or activity risk assessment in place Ensuring all equipment is PAT tested (if not supplied form the centre) that no flexes are left trailing and that all exits are left clear of obstructions Creating a register of everyone in the group for use in the event of a fire. Issue instructions about evacuation routes in the event of the fire alarm being activated at the beginning of the talk/meeting/workshop etc. Evacuating the group in the event of the fire alarm being activated Out of hours: Please note that some fire exits are locked (the café or visitor centre entrance/exits) and instruct the group accordingly. Licenses Please note that it is the responsibility of the hirer to ensure you have all necessary licences and permissions for your event. The Trust accepts no responsibility, or liability for licencing Access to Hired Premises The arrival and departure times stated on the booking form must be adhered to. There will be no access to the building and booked facilities outside these times. The hired spaces must be vacated by the stated departure time. Failure to do so will result in additional charges. No office facilities, including telephones, are available for use by the Hirer unless previously agreed. The Trust must be informed of the date and time of delivery and collection of any extra equipment supplied by the Hirer (at least two weeks before the Hirer’s event). The hirer will be charged for any costs the Trust incurs. Children Any Hirer running sessions for children must arrange for sufficient adult supervision by persons accustomed to the care and control of children. Where the purpose of the hire is to deliver an event for children or vulnerable adults the Trust requires that: The Hirer should make the necessary arrangements to ensure that the person(s) delivering this event obtain a standard or enhanced certificate from Disclosure and Barring Service. Only event providers with a satisfactory disclosure certificate may undertake work associated with this hire. That an adequate ratio of supervision is provided The Hirer should be aware of the provisions of the Children’s Act 1989. Children must be under supervision at all times. Consideration should be given to other visitors to the park and noise to be kept at a reasonable level. The Trust reserves the right to terminate this contract should the Hirer fail to adhere to this clause. Parking Members of the public are required to park in the designated parking areas. Any publicity, including invitations, issued by the hirer should clearly advise as to these parking and access requirements including any parking charges. Parking tokens for Rushmere Country Park can be purchased in advance of your event. The Hirer can only park outside the building for the purposes of unloading and loading equipment prior to and after the event; access for this must be prearranged. Photography and Filming Photography or filming at the facilities is strictly prohibited. Conduct of Patrons The Hirer is responsible for good order and conduct during the hiring. Please make your group aware that the building/site is open to the public and to have consideration for other users and not leave bags or personal belongings etc. unattended. The Trust reserves the right to evict any person who does not adhere to the conditions of hire, or who is considered by Trust staff to be a danger to other members of the public, staff or the site itself. Vacation of Hired Premises All areas should be treated with care and must be left in a clean and tidy state. All rubbish should be removed from site. If any part of the building or site is left in an unreasonable state, the Hirer will be charged an additional fee. The Hirer must ensure that the hired spaces have been vacated by the stated departure time. All equipment and personal effects belonging to the Hirer and his or her party must be removed from the building by the stated departure. Before vacating the premises, please inform the member of staff on duty to let them know you are leaving. Out of hours: Please note that some fire exits are locked (the Shop and VIC entrance/exits) and instruct the group accordingly. Liability for Loss or Damage The Hirer must pay for any breakages or damage to Trust equipment, premises or land occurring during the course of the hiring. It is the Hirer’s responsibility to insure any personal equipment brought onto site. The Trust accepts no liability for loss, theft or breakage of any of the Hirer’s equipment or personal effects. The Trust shall not be responsible for any loss or damage to any person or property arising out of the hiring, except to the extent that the same is due to any act or neglect of the Trust, its employees, or any person for whom it is responsible. The Trust shall not be liable for any delay or non-performance of any of its obligations if the same is due to Act of God, act of any government or other authority, fire, explosion, flood, power failure, terrorism, strikes or other industrial action or any other causes beyond its reasonable control. Complaints Any complaints relating to the hiring should be made in writing to the Trust within twenty-four hours of the hiring. Cancellation by the Hirer The Hirer reserves the right to cancel his or her booking at any time. Cancellations must be made in writing. The deposit is non-refundable. If a cancellation is made within five days of the booking, the Trust will be entitled to 50% of the total hire charge. If a cancellation is made within 24 hours of the hiring, the Trust will be entitled to 100% of the total hire fee. Cancellation by the Trust In the unlikely event of a booking being cancelled by the Trust, the Trust will refund any deposit or hire charge previously paid by the Hirer. The Trust reserves the right to terminate, without notice, any hiring including where the Hirer breaches any of the terms and conditions of hire, fails to fully inform the Trust of the true nature of the hiring, or where the hiring threatens the safety and security of members of the public. Activities Activities should reflect the nature of the environment and surrounds. The suitability of the activities will be considered upon application. Not all activities will be able to be accommodated within the park or visitor centre. Additional Terms and conditions for hire of outdoor space These conditions of hire are to be signed and agreed to in addition to the general terms of hire. Fires No fires are allowed without written permission of the Greensand Trust. Even if authorised by the Greensand Trust (in the designated fire site), no fire shall be left unattended at any time and adequate means of firefighting must be provided and available at the site of any such fire at all times and should be included in the activity risk assessment submitted to the Greensand Trust. No fires are allowed between 1st May and 1st October. Public spaces The outdoor spaces are part of an area which is a publically accessible site. It is the responsibility of the hirer for good order and conduct of their patrons during the visit. The Greensand Trust does not accept responsibility for interactions with members of the public and/or their dogs/horses/bikes. Health and Safety The Greensand Trust has taken reasonable care to ensure the site is ready for use. However, it is the responsibility of the hirers nominated safety officer to check the site before use. Outdoor activities An outline of the activities must be approved by the Greensand Trust upon application. Camping and overnight stays are not permitted. Den building materials will be provided, under no circumstances is the vegetation on site to be cut or removed. All dens/shelters must be dismantled by the end of the session and not left in piles. No balloons of any kind. Entering and leaving the site Group must sign in with their Greensand Trust contact upon arrival and sign out upon leaving. Additional Terms and conditions for Treetops Catering These conditions of hire are in addition to the general terms of hire and any other terms specified by the Greensand Trust. BBQ The Greensand Trust will provide a BBQ with staff to serve your guests. Times of food service to be agreed in advance with the catering manager. Health and Safety The Greensand Trust has taken reasonable care to ensure the site is ready for use and the activity is appropriate to the group. However, it is the responsibility of the hirers (adults in group) to listen to the instruction given by the Greensand Trust and ensure children/adults follow the instructions. All visitors are expected to behave in an appropriate manor and respect staff, volunteers and other users of the site. Anyone causing a nuisance or insulting staff/visitors will be asked to leave the site immediately. Entering and leaving the site Group must sign in with their Greensand Trust contact upon arrival. All functions to finish by 10pm and all visitors to leave site no later 10.30pm. External catering organisations External catering can be arranged by the hirer in agreement with the Greensand Trust in advance. Special dietary requirements For enquiries about specific dietary requirements please discuss these direct with the Head Chef Manager. Pop-up bar This service is provided by the Greensand Trust and includes a bar with licensed server(s), glassware (or plastic if outdoors).