Kirkintilloch Community Sports Club (KCSC) hereby make the following Management Rules to regulate the use of and conduct of persons whilst in premises occupied or managed by KCSC or otherwise under their control to which the public have access whether on payment or otherwise.
1 Application for Booking
1.1 All applications for booking of community facilities must be made on an official application form. Applications must be received at least 14 days prior to booking.
1.2 The receipt of an application form for booking of a community facility does not constitute an acceptance of the application by KCSC. The facility shall not be deemed to be a booking until the applicant has received confirmation in writing from KCSC.
1.3 Applicants must be over the age of 18 years and proof of identity/age may be required if application not in name of a club/organisation.
1.4 All bookings made in respect of community facilities are subject to the times stated on the booking form. Hirers must ensure that the community facility is cleared at the appropriate time. Entry to the community facility will be from the time specified on the application for booking. Additional time will be charged after the event, if necessary and a penalty cost may be payable to those hiring facility after he time allocated to the hirer.
1.5 All groups/organisations using accommodation shall state the purpose for which they are engaged and shall not alter the purpose for which they are engaged without the consent of KCSC. If the community facility, or any part thereof, is used for purposes different from that for which they are engaged KCSC reserves the right to terminate the booking at any time without KCSC being liable to the hirer for costs incurred by the group/organisation.
1.6 All applications must state the specific areas of accommodation within the facility required for the booking. No other areas of the facility will be available as part of the booking.
1.7 No application for booking will be accepted whilst any accounts for payment by the hirer to KCSC are outstanding.
1.8 KCSC reserves the right to grant or refuse any application for booking in whole or in part without giving any reason for same.
2 Booking Community Facility in advance
2.1 Bookings for community facilities can be made up to one year in advance of date of booking. Provisional bookings will be accepted within this time scale and will be held by KCSC for 10 days. A booking will be confirmed on receipt of a correctly completed booking application form. If no confirmation is received after 10 days the booking will be removed from the system.
2.2 Advance applications for bookings of a continual/repetitive nature are accepted solely on the condition that should the premises be required for other individual events these would take priority. At least seven days’ notice shall be given to the hirer in all cases, however this may not always be possible.
3 Billing
3.1 KCSC reserves the right to bill additional cleaning, janitorial and caretaker cover, where necessary.
3.2 KCSC reserves the right to bill additional charges as a result of any damage outlined in Section 5 after the event.
3.3 Failure to pay any accounts within the time required will result in no further availability of premises until the account is paid. Outstanding accounts will be passed to debt recovery for collection and Interest will be charged at a rate of 4% over the Bank of England Base Rate on outstanding accounts.
4 Cancellations
4.1 KCSC reserves the right to cancel a booking without being liable for compensation in the event of facilities being required for the purposes deemed necessary by KCSC.
4.2 KCSC reserves the right to charge for a booking where notification of cancellation is received within 7 days of the booking and KCSC is unable to re-book.
5 Loss, Injury or Damage
5.1 The hirer is responsible for any loss or damage to the building, fixtures, fittings, contents and decor during the booking.
5.2 The hirer is advised that KCSC can accept no responsibility in respect of loss or theft of articles from the premises during the booking or of any articles left on the premises at any time.
5.3 KCSC accepts no responsibility for any loss or damage, including personal injury and death, resulting from the premises proving to be unsuitable for the hirers intended use.
5.4 The hirer is advised to take out appropriate insurance to cover loss or damage of property belonging to themselves, KCSC or members of the public and to cover death or injury of persons on the premises during the period of hire.
5.5 When an event is open to the public, the hirer is required to take out at least public liability insurance and the premises are booked on the understanding that this will be done. It is the responsibility of the hirer to ensure adequate first aid provision for the activity or event. KCSC is not responsible for first aid provision.
5.6 The hirer must indemnify KCSC against any loss or damage as described within these conditions. KCSC reserves the right to charge for any damage to premises.
6 Health and Safety
6.1 The hirer is responsible for the provision of suitable automatic cut-out circuit breakers for any occasions where the use of electrical musical equipment is in use.
6.2 If a hirer is operating any portable electrical appliance not provided by KCSC this equipment must have a valid portable appliance test label or certificate. If the valid label or certificate is not available then this equipment will not be able to be used within KCSC facilities.
6.3 The hirer is responsible for ensuring that all gangways, doorways, stairways, exits, and designated fire exits are kept unobstructed at all times and that their clients are aware of the escape routes to the available exits.
6.4 Hirers must make themselves aware of Fire Regulations and Procedures in force and as outlined in the fire evacuation notices displayed in community facilities.
6.5 Hirers are responsible for the recording of attendance details for the purpose of evacuation.
6.6 No explosives, highly flammable spirits or liquid gas containers shall be brought into community facilities and the use of naked lights in any part of the building is strictly prohibited.
6.7 All chemical or substances used by users must be approved by KCSC. In accordance with the COSHH regulations KCSC would then seek a product data sheet and thereafter carry out assessment of the product suitability in relation to Health and Safety. No chemicals will be allowed in any facility without prior approval.
6.8 In the event of an accident within the premises the hirer must report the incident immediately to the Facilities Assistant and an accident report form must be completed and handed to the Facilities Assistant.
6.9 Hirers are responsible for ensuring that areas and activities are risk assessed prior to allowing participants to take part in activities. Hirers must ensure that the area is visually inspected upon arrival and any defects reported to the member of staff on duty.
7 Property/Equipment
7.1 The hirer shall not interfere with electrical fixtures and fittings. No extension from existing electrical fittings shall be made without the consent of KCSC
7.2 No fixings of any kind (bolt, nails, screws, blue tack etc.) shall be attached to any part of the interior or exterior of the building without prior consent from KCSC.
7.3 All hirers, including organisations, must leave the premises in a clean and tidy condition. Failure to comply may result in additional charge to cover cost of additional cleaning.
7.4 All hirers are responsible for ensuring the premises are protected from inappropriate use, for example playing non booked sports or cycling on the pitch. Failure to comply will lead to cancellation of all future bookings in addition to an additional charge for repair.
8 Notices
8.1 No posters, boards, placards, logos, fittings, banners, signs or advertisements or other display materials shall be affixed to any internal or external doors, walls and windows without prior consent being sought from KCSC, this consent not to be unreasonably withheld.
9 Stewarding
9.1 The hirer is responsible for the maintenance of good order at events/ functions, including the provision of staff for stewarding and cleaning. KCSC reserves the right to specify and/or engage stewards, security staff and first aid personnel on behalf of the hirer ,at the hirer’s expense , in circumstances that the contract deems appropriate.
10 Performing Rights Society/Phonographic Performance Ltd.
10.1 The hirer must comply with all the Performing Rights Society regulations and supply any relevant information pertaining to this as requested by KCSC.
10.2 The hirer will obtain any necessary licenses from the Phonographic Performances Ltd in respect of use of sound recordings and indemnify KCSC against any breach of copyright during the booking.
10.3 All bookings will be charged the approximate charges as imposed by the Performing Rights Society and the Phonographic Performance Ltd.
11 Liquor Licence
11.1 All requests for permission to sell alcoholic liquor during a booking must be notified at the same time as the application for booking. The hirer is responsible for ensuring that all liquor is sold in accordance with the Licensing Scotland Act and the requirements of the Licensing Section of East Dunbartonshire Council. No liquor sold is to be consumed out-with the licensed premises.
11.2 KCSC reserves the right at any time to withdraw permission for a bar and to lay down any further conditions.
11.3 KCSC reserves the right to reconsider the hours of application of booking requiring a late license for which a license extension has been made and rejected.
11.4 Bookings where alcohol is consumed will incur additional staffing charges. These will be advised in advance of the booking.
12 Food Safety
12.1 Hirers are required to ensure compliance with the Food Safety Act 1990, the Food Hygiene Regulations 2006 and any subsequent related regulations.
12.2 Hirers are expected to familiarise themselves with the facilities available and to ensure that they are adequate for the purpose intended.
12.3 Hirers will be required to remove all waste from the environs of the facility and where necessary make special arrangements for its removal with a licensed contractor before final vacation of the premises.
13 Amendments to Conditions
13.1 KCSC reserves the right to amend or add to these conditions of booking at any time.
14 Specialist/Sport/Coaching Bookings
14.1 All bookings of a coaching / teaching nature, if approved, will be on the understanding that the appropriate coaching qualifications from the recognised sport or coaching body or association is in place. KCSC reserves the right to request proof of such qualifications.
14.2 When sporting activities are being conducted appropriate footwear must be worn.
15 The Protection of Children (SCOTLAND) Act 2003
15.1 The hirer is required to ensure compliance with KCSC’s Safeguarding Children Policy and any subsequent related regulations.
15.2 Failure to comply with KCSC’s Safeguarding Children Policy will result in the termination of the booking at any time, without KCSC being liable.
15.3 If the booking is in connection with the provision of services for children, that is persons under the age of 18, it shall be the sole responsibility of the applicant to ensure in advance that appropriate PVG (Protecting Vulnerable Groups Scheme) checks under Part 5 of the Police Act 1997 (Scotland) have been carried out on any individual who will be involved in the said provision by way of working, whether paid or unpaid, in a childcare position as defined in Schedule 2 of the Protection of Children (Scotland) Act 2003. In this respect the applicant’s attention is drawn to the fact that useful guidance on the Protection of Children (Scotland) Act 2003 is available on the Scottish Government website.
16 General
16.1 For the purposes of these Conditions the term ‘KCSC’ shall include persons authorised by them and the term ‘hirer’ shall also include their employees, their agents, tradesmen, contractors, suppliers and member of the general public entering at the invitation, express or implied, of the hirer or their agents, tradesmen, contractors and suppliers.
16.2 The relevant KCSC officers shall have access to all parts of the community facilities at all times during periods of booking.
16.3 KCSC or persons authorised by KCSC shall have the right to suspend or act at their discretion on any matter which, in the opinion of KCSC’s officials, does not comply with the terms of these conditions, or which they consider necessary in the interests of safety and good order or to deal with any contingency not covered by these Conditions of Booking.