Terms and Conditions of Hire

• The cost of the hire is the hourly fees multiplied by the number of hours hired, as indicated overleaf, plus a £200 security deposit, refundable subject to conditions of hire being met. Access to the grounds is within the times of hire only. A booking is not confirmed until the security deposit is paid, and this agreement is signed. The balance is to be paid in full, fourteen days before the hire date, in cash, by card or BACS (an invoice will be raised for the payment to be made by BACS).
• Cancellations made within 15 to 30 days of the hire date will be subject to 50% payment of the hire fee and no loss of the security deposit.
• Cancellations made within 6 to 14 days of the hire date will be subject to full payment of the hire fee and no loss of the security deposit.
• Cancellations made within 5 days or less of the hire date will be subject to full payment and no loss of the security deposit.
• All electrical equipment the hirer uses must be powered by generators unless use of electricity (at an additional cost) is agreed.
• The area of use will include use of toilets. Access is not permitted to any other part of the grounds or buildings. Plates, cups, cutlery, paper towels, toilet rolls and refuse sacks are not included in the hire fee and are to be provided by the Hirer.
• The Hirer can expect the grounds to be clean and tidy at the commencement of the hire period; if this is not the case, please raise the matter with the member of staff on duty.
• During the period of hire, the grounds must not be used for anything illegal or immoral.
• The hirer must not cause nuisance to our neighbours in the surrounding area by way of excessively loud music or by guests congregating at the front of the grounds or making noise when leaving.
• The hirer will need to apply for an Event Licence via the London Borough of Lewisham website if live music/PA’s are planned.
• The hirer and their guests can at all times expect to be treated with respect and courtesy by Lewisham Sports Consortium staff. Complaints regarding the conduct of staff will be dealt with through our complaint procedure.
• Violent, threatening, or offensive behaviour directed at Lewisham Sports Consortium staff by either the hirer or their guests are not acceptable, and will cause the hiring to be terminated immediately, without refund of hire fee or deposit, and the police called.
• Hire times should include setting up and clearing down. Leaving after the agreed hire finishing time is not permitted. Music must cease a half hour before the agreed finishing time to allow for cleaning up. In the event that you wish to set up equipment etc., please take this into account when booking the start time.
• The hirer is solely responsible for all damages, loss or breakages to any furniture, equipment, garden or building and its contents during the period of hire.
• Please ensure that all furniture/equipment is returned to the correct location after use. If any part of the grounds, including the car park, is left in a mess, it will jeopardise your deposit which will be used to pay hired staff for the extra work.
• The hirer is solely responsible for ensuring that the grounds are clean and that all rubbish is removed with them when leaving by the finish of the times set out overleaf. Leaving rubbish on site after the agreed hire finishing time is not permitted and will jeopardise your deposit which will be used to pay for the removal of the rubbish.
• Any equipment that is used on site, i.e. bouncy castles or music/PA equipment, will only be allowed on the understanding that the person who is hiring the grounds is responsible for this equipment and all liability including insurance.
• The hirer is responsible for providing security, stewards, and first aiders for their event. Our staff are on site during the event to ensure the security of our premises, not the hirer or their guests.
• Penalty clause. Failure to vacate the grounds on time or any contravention of the above conditions of ground hire will result in a reduction of the deposit paid (the amount will be at the discretion of the Management Committee).

In these Conditions:

• The “Organisation” shall mean Lewisham Sports Consortium.
• The “Lewisham Sports Consortium” shall mean the duly appointed Management Committee responsible for the management and administration of Lewisham Sports Consortium’s Firhill Road Sports Ground.
• The “Administrator” shall mean the duly authorised person acting on behalf of the Management Committee.
• The “Premises/Facilities/Grounds” shall mean that part of Firhill Road Sports Ground detailed in the Booking Agreement.
• “The Hirer” shall mean the person or persons by whom the Application Form and or Booking Agreement for the hire of the facilities in the Premises is signed and shall include in addition to such person or persons the Association, Club or Organisation (if any) on whose behalf such persons shall purport to act and the position within the Association, Club or Body that they hold.

1. All applications for hiring the Premises must be made in writing on the standard application form and must state the precise purpose for which the Premises are required. The receipt of the application form by Lewisham Sports Consortium does not constitute an acceptance by way of contract and the Premises will not be deemed to be hired until after the applicant has been notified in writing to that effect and the required deposit (if any) has been paid.
2. Right to refuse or cancel letting. Lewisham Sports Consortium reserve the right to refuse or cancel any letting to any person at any time with or without prior notice and shall not be liable to the Hirer for any loss or damage he/she may sustain arising out of such cancellation.
3. If the Hirer shall cancel the booking within four weeks of the event, any deposit shall be forfeited (unless the Premises is relet for that time).
4. Hiring fees must be paid to Lewisham Sports Consortium two weeks in advance of the hire date or as otherwise agreed in writing. Failure to meet this requirement may lead to cancellation of hired date.
5. Any deposit taken in conjunction with a booking is refundable after the function subject to observance of the Condition of Hire and the satisfactory condition of the Premises after hiring.
6. Right of access to Premises. The Hirer shall allow the Administrator, County Fire Officer, Chief Constable or representatives and any duly authorised Officials of Lewisham Sports Consortium free ingress and egress to and from the Premises at all times.
7. Public safety. During the hiring no obstacles are to be placed in a position that will prevent the Premises being immediately cleared in an emergency. No equipment, vehicles or other obstruction shall be placed in any exit points during or prior to the period of hiring. The hirer shall accept all responsibility for the control and conduct of persons in the Premises during the hire period. The Hirer shall also comply with all other relevant provisions of the Health and Safety at Work Act 1974 and any addendums to that Act.
8. The Premises shall be vacated by the end of the time booked and left in a clean and tidy state. Any function which involves music and refreshments must cease playing and serving at least 30 minutes before the end of the booking time to ensure that the function ends by the time requested — and so as not to inconvenience the persons locking up the Premises.
9. Care of Premises and equipment. The Hirer shall take safe care of the Premises, the furniture, equipment, fixtures, fittings, and any other property therein and shall make good and pay for any damaged items however so caused. The Hirer shall not make any alterations to the Premises or affix anything to the structures.
10. No gas or oil stoves, lamps, candles, compressed gas cylinders shall be brought into the premises without our prior knowledge and consent.
11. Consumption of alcoholic drinks. There is no objection to alcoholic drinks being provided for consumption on the premises, but sale of such drinks is strictly forbidden.
12. Indemnity. Lewisham Sports Consortium will be under no liability in any respect for any damage or theft or loss of any equipment or personal belongings whatsoever brought onto the Premises by the Hirer or any persons enjoying the use of the Premises for the purpose of the booking. The Hirer shall be responsible for and shall pay on demand, any expenses incurred in making good Lewisham Sports Consortium against any injury or damage caused to or by the Hirer or his/her helpers, servants, agents, members, or their friends whilst upon Lewisham Sports Consortium’s Premises and to indemnify Lewisham Sports Consortium against any claims or demands in respect thereof.
13. Termination. Lewisham Sports Consortium reserve the right to terminate any event if it appears to the Administrator that any of these conditions have been or are being violated or if it otherwise appears in the public interest so to do. Such determination shall not release the Hirer from any obligation under these conditions or affect any right to remedy which Lewisham Sports Consortium may have under these conditions or otherwise, and Lewisham Sports Consortium shall be entitled to retain for their own use or benefit any monies paid to them in respect of the hire.
14. Facilities provided. The charges include, unless specifically stated to the contrary, the use of the facilities as agreed by Lewisham Sports Consortium. The Hirer shall ensure that the accommodation hired is completely vacated and left in a tidy and orderly condition at the end of the period of time. The Hirer is responsible for the setting out and clearing up of the equipment they use in the position agreed with the Administrator.
15. Catering. The use of the kitchen is not included in the hiring. The Hirer shall be responsible for ensuring that all their catering needs are fulfilled by their own arrangements. Use of our kitchen facilities is solely at the discretion of the Organisation.
16. Services. The charges cover the use of the area of the grounds agreed for use in the booking agreement, but do not include any extraordinary work, service or attendance which must be provided by and at the cost of the Hirer.
17. Charities. The Hirer shall not issue or permit or cause to be issued any advertisement, bill or poster stating or implying that any entertainment or event advertised is to be given or held on behalf of or in aid of any charity or charities or that the proceeds are to be devoted to charitable purposes unless a letter signed by a responsible official of the charity or charities concerned approving the proposal has first been deposited with Lewisham Sports Consortium. This condition shall not apply when the Organisation is hired by responsible officials of the charitable organisation on whose behalf the entertainment or event is to be given.
18. Miscellaneous equipment. All furniture, apparatus or appliances brought to the Premises by the Hirer must be unloaded, placed in position, and removed by the Hirer at such time as shall be agreed to by the Administrator, and no decorations or additions to any part of the grounds are to be made without previous consent.
19. Breakdown. In any case of breakdown, leakage or accident whatsoever rendering necessary the temporary closing of the Premises or any interruptions of any booking whether before or during any period of hire or of any repairs or renewals consequent on any such breakdown, etc., the Hirer agrees to hold Lewisham Sports Consortium and all other persons acting under their direction absolutely free of liability in every respect.
20. Limitation of numbers. In all cases where the Administrator considers it to be necessary to fix a limit to the number of persons to be admitted, the Hirer must not admit a greater number of persons than specified by the Administrator, who will make whatever conditions he/she thinks suitable for such control. Contravention of such conditions will lead to termination as in Clause 13.
21. Sweep stake/raffle. No sweep stake, raffle or other form of lottery shall be promoted, conducted, or held on the hired Premises unless the Hirer is in possession of the relevant licence or permit.
22. Right to modify Conditions. Lewisham Sports Consortium reserve the right to add to, waive, or relax any of these conditions or to impose special conditions where in their opinion, the nature of an applicant so demands.

General notes

• Lewisham Sports Consortium make their grounds available to the community, and they ask the Hirer to treat the premises and the equipment used in a right and proper manner. All breakages must be paid for.
• The chargeable hours are from the time of first entry to the final exit, inclusive. We like to keep a good relationship with our neighbours, so please ask your guests to leave quietly at the end of the event. Remember to allow time for preparation and cleaning up afterwards.
• There is to be no smoking of illegal substances on these premises at any time.
• Please consult with the Administrator at least two weeks before your event in order to make arrangements about opening up and any equipment required.
• We are a non-profit organisation totally managed, operated and reliant heavily on our volunteers for maintenance and cleaning of the Grounds to make it available to the community. Please help us to keep the grounds clean and presentable after your event. This will keep the extra burden of cleaning to a minimum and make it quickly available to the next user/hirer.