Lysaght Terms & Conditions of Hire

Standard terms and conditions of hire for the Lysaght Institute

Please read these terms and conditions carefully. They set out the terms and conditions that apply when you hire the Lysaght Institute. If you are unsure about the meaning of any of the conditions, please contact the Lysaght Institute for clarification.

 Charges

The hirer will pay the hire charge as set out on the booking form or as agreed in writing by the parties 

Any charges of any sort made by the hirer for admission to the rooms, is subject to conditions agreed with Linc-Cymru

For hourly rate usage, the full hour will be charged for any part thereof.

Cancellation

In the event of Linc-Cymru making a cancellation, Linc-Cymru will give to the hirer maximum practicable notice. The hirer shall be entitled to the refund of any hire costs and deposits paid in advance, or be offered a credit for the same amount for future bookings, but Linc-Cymru shall not be liable for any other loss if the hiring is cancelled due to:

    • disruption to the supply of electricity, gas or water;
    • leakage of water;
    • breakdown of machinery;
    • fire;
    • act of God; or
    • unavailability of the premises caused by a previous hirer. 

A hirer shall have the right to cancel the booking for whatever reason, and provided a minimum of 14 days’ written notice is given, only 10% of the hire charge shall be payable (as an administration charge) and no other cancellation charge will be made. If less than 14 days’ notice of cancellation is given the cancellation fees shown below apply.

Any notice sent under these terms and conditions may be sent by first class post, by hand or by e-mail and shall be deemed to have been received 48 hours after posting if by post, on delivery if by hand, and when a delivery receipt is received if by email. 

Cancellation fees payable to Linc-Cymru

14 days or more notice given – 10% administration charge is payable by the hirer.

7-13 days notice given – 50% of the hire charge plus 10% administration charge is payable by the hirer.

0-6 days written notice given – 100% of the hire charge and catering costs plus 10% administration charge is payable by the hirer.

Failure to attend on the day – 100% of all charges including equipment hire and catering charges plus 10% administration charge is payable by the hirer. 

Catering

All catering to the rooms is provided by nominated contractor.  Catering must be booked 14 days in advance of event with final numbers confirmed a minimum of 2 days before event.  We cannot guarantee catering if this notice is not given. Catering (except tea & coffee) at evenings or weekends will be by arrangement up to a minimum value. Any hirer (including the hirer’s guests and invitees) bringing any catering into the conference rooms will be asked to remove it from the premises.

Hirer’s contact details will be provided to Newport Social Enterprise Ltd in order to confirm all catering/bar requirements. If you do not wish to have your contact details provided to Newport Social Enterprise Ltd, please indicate by ticking this box

Liability

The hirer is responsible for providing adequate insurance and liability cover for their event, including Public Liability insurance where appropriate.

Linc-Cymru does not accept any liability for the death of, or personal injury to, any person attending the Lysaght Institute unless such death or injury shall be due to negligence of Linc-Cymru and Linc-Cymru does not accept any liability for claims of any loss or damage suffered by the hirer (including the hirer’s guests and invitees) of their personal belongings or equipment. Linc-Cymru accepts no liability for any loss or damage to vehicles and/or their contents whilst parked at the Lysaght Institute site, unless such damage or loss shall have been caused by the negligence of Linc-Cymru. The hirer shall indemnify Linc-Cymru against all such liability as may be referred to in this condition. 

The hirer undertakes responsibility for control of their guests or invitees, and for all activities undertaken by them. The hirer must be present throughout the period of hire. The hirer will have consideration for other occupiers of the Lysaght Institute and the residents of the surrounding areas, and all activities must be conducted in such a way as to not constitute a nuisance. If the premises are used for any other purpose than those stated in the confirmation of booking, or if any function becomes disorderly, or any disturbance, nuisance, indecent or unlawful or undesirable activity is allowed to occur, Linc-Cymru, by its duly authorised officer may at its absolute discretion, immediately terminate the hiring, whilst reserving all its rights and remedies that it may have against the hirer. All persons attending the function will immediately leave the Lysaght Institute. In the event of such termination, all fees and charges will be forfeited to Linc-Cymru. 

Rights of Access/Vacation of Premises

The individual responsible for hiring the premises must report to the Linc-Cymru representative at the facility upon arrival and upon vacation of the hired premises. The hirer to ensure that the room is vacated in a clean and tidy condition and all rubbish is to be securely placed in the disposal facilities available at Lysaght Institute or taken away for alternative legal disposal. The Linc-Cymru Social Enterprise Project Manager reserves the right to make an additional charge if the any hired room is not left in a satisfactory condition. This charge will be based on the number of additional staff hours necessary to reinstate the condition of the premises.

The times stated on the booking receipt form/acknowledgement are those during which the room(s) will be available to the hirer, and must be adhered to. The hirer undertakes to cease all activities and ensure that the Lysaght Institute site is cleared by the end of the booked time slot(s) or where agreed in writing at time of booking. The hirer will be responsible for all guests to the event and have consideration for other users of the Lysaght Institute, our neighbours and the facility staff. They must ensure that the activities do not constitute a nuisance. 

Smoking Policy

Smoking is not permitted within any of the buildings on the Lysaght Institute site at any time. Smoking is only permitted off the site. Anyone not adhering to this policy will be asked to leave the Lysaght Institute site.

Health and Safety

The maximum number of people to be accommodated in each room is laid down by Linc-Cymru and the Fire Service and must not be exceeded. The maximum numbers are as follows: Meeting Room/Training Room 60 persons; Tata Orb IT Suite 25 persons; Main First Floor Hall 180 persons.

During the period of hire, the hirer must keep a note of the number of persons admitted and show the same to Linc Cymru on request.

The hirer shall forthwith notify the management of the Lysaght Institute of:

  1. a.          Any accident occurring whereby any person suffers any injury whatsoever,

and/or any incident not resulting in an injury that may be of note

      b.    Any notifiable dangerous occurrence.

Where the hirer’s guests who could not self-evacuate the building in the event of a fire, the hirer is obligated to make themselves aware the evacuation procedure for such persons, and to communicate this to the appropriate guests. The evacuation procedure for such guests (Procedure for Non Self-Evacuees) is available from the reception at Lysaght and will also be issued at the time of booking 

Furthermore the hirer will:

Prevent nuisance, disturbance and/or undesirable activities; not install any electrical equipment without the express permission of Linc-Cymru; not bring or allow any noxious, inflammable, dangerous or illegal substances onto the premises; will take all reasonable precautions for the safety of their guests and/or invitees; will not erect any notices, signs, banners, posters or flags etc. on the premises (whether on the internal or external areas) without the express permission of the Linc-Cymru’s Social Enterprise Project Manager 

Hirers wishing to advertise events must seek the express written permission of the local highways authority before erecting any signs or posters, and secure appropriate Liability Insurance.  A copy of the Insurance Certificate and Highways Permission must be lodged at the Lysaght Institute as soon as reasonably practicable after such permission is given.

The hirer will not cause or permit any corridor or other access route to become blocked.

In the event of an act of God, a total power failure or any intervening event including fire or flood, the hirer and visitors may be directed to leave the building by the duty member of staff, and will comply with instructions in the interests of public safety. Linc-Cymru will not be responsible for any loss or claims for compensation following the curtailment of any event in such circumstances. 

The hirer shall not cause or permit any filming for commercial purposes without the express permission of Linc-Cymru. 

Compliance

Failure to comply with the above will result in no further bookings being accepted from the hirer and/or any associates and the forfeiture of all charges paid to Linc-Cymru.

Age restrictions.

The hirer must be a minimum of 18 years of age for private events and activities; the age restriction for community events and activity hirers will be at the discretion of Linc-Cymru’s Social Enterprise Manager. A responsible adult MUST supervise all persons under the age of 18 that are on the premises at all times.

Personal liability and damage to the premises

The hirer will take good care of the premises and not cause any damage to be done to the fabric of the building, the fixtures and fittings, equipment (fixed or portable), and all internal and external areas of the Lysaght Institute

The hirer accepts full responsibility for any damage howsoever caused by the hirer (including the hirer’s guests and invitees) to the fabric of the building, the fixtures and fittings, equipment (fixed or portable), and all internal and external areas of the Lysaght Institute, whether deliberate or accidental. The hirer furthermore agrees to pay all reasonable costs to Linc-Cymru for the repair or replacement of said items, including any labour costs 

General.

The use of smoke machines or similar by Disco’s etc. are prohibited, as they will activate the building’s Fire Detection System.  False or malicious activations of the Centre’s Alarm Systems by the Hirer is liable to any charges imposed by Gwent Police, South Wales Fire & Rescue Service or other statutory authority. The hirer must comply with all conditions and stipulations of Newport City Council’s Public Entertainment Licence. The hirer must comply with all conditions and regulations made in respect of the Lysaght Institute by the Fire Authority 

None of the terms in this agreement shall be enforceable by third parties pursuant to the Contracts (Rights of Third Parties) Act 1999. 

The benefit of this agreement is personal to the hirer and shall not be transferable or capable of being sub-hired 

Linc-Cymru will not tolerate any abusive, threatening, insulting behavior or foul language towards staff members. They are in charge of the building and have delegated authority of the Social Enterprise Project Manager in their absence. Linc-Cymru will not hesitate to take legal action against any member of the public who intimidates, threatens or assaults a Linc-Cymru employee, or the employee of any business based at the Lysaght Institute, in the course of their duties 

Complaints

If there are any issues which arise at an event or activity, please notify the Staff Office on the day.  However, if you are not satisfied, or if any issues arise subsequent to the event, your complaint must be made in writing to the Social Enterprise Project Manager within 10 days of the event or activity

Linc-Cymru Housing Association

Registered in England and Wales

Registered Office: 387 Newport Road, Cardiff CF24 1GG

Registered Number: IP25555R

Head Office Telephone: 029 2047 3767

Email: info@linc-cymru.co.uk

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