REGULATIONS AND CONDITIONS APPLICABLE TO VELODROME HIRES
|1. In these conditions and in the Scale of Charges and Application for sub let annexed hereto:(a) the expression ‘the Velodrome’ means the facility being hired and all the buildings and changing rooms, toilets, showers and all other rooms and facilities used and occupied in connection therewith together with the equipment fixtures and fittings belonging to the premises but this expression does not imply that the Hirer has the right of use of all such ground facilities or equipment but only those which the ESTPA may allocate to him/her in accordance with the confirmation of booking. 2. ESTPA hereby leases and authorises the Hirer, his/her servants and agents and all persons duly authorised by him/her to enter upon and use that portion of the Velodrome specified on the Application for Let for the purpose and during the times indicated therein. ESTPA reserves the right to refuse any Application for let.
3.1 The Hirer shall pay to ESTPA the appropriate charges set out in the Scale of Charges for the time being in force. Any addition of occupancy in excess of the time specified for hire may be subject to an additional charge. This hire agreement may be subject to alterations and increased charges as and when approved by ESTPA.
3.2 The Hirer undertakes to notify ESTPA of not being able to use the facility due to adverse weather no later than 24 hours of the scheduled commencement time of the relevant booking. Notifications are to be made to firstname.lastname@example.org and shall not be accepted in any other manner. Should notifications not be made in accordance with the requirements of this clause the then Hirer shall be liable in full for any charges under this agreement.
4. The hirer undertakes:
(a) To manage and conduct the Velodrome so that nothing shall be done to injure the reputation of ESTPA or offend against any stature or statutory regulations or any regulations of ESTPA in any way and not to do or permit or suffer to be done any act or thing which may in any way imperil any licence granted or any insurance effected in respect of the centre.
(b) To arrange and be responsible for administration, organisation and running of the particular event or events in respect of which the Velodrome has been let. In the event of specific help being given by ESTPA by special arrangements in this regard no responsibility is acceptable to ESTPA for the running of any event, which remains the Hirer’s responsibility.
(c) To supervise and control all vehicles, spectators, competitors and officials and their entry to and exit from the Velodrome and in particular to keep spectators restricted to those areas designated for their use. Special instructions will be given depending on the particular booking, which must be adhered to by the Hirer.
(d) To leave the Velodrome and especially changing rooms, toilets and showers in good repair and condition and clean and tidy and at the termination of the period let or each separate period of let quietly to yield up the centre in as good repair and conditions as at the date thereof.
(e) To ensure that all competitors/participants wear the appropriate type of footwear except where specialised footwear is permitted.
(f) To provide a proper number of attendants, stewards, officials and other persons to ensure compliance with the foregoing five conditions. The safety of all persons in the Velodrome and the preservation of order therein.
(g) Not to assign the benefit of the agreement to let or any part thereof without the written consent of ESTPA.
(h) Not to admit or permit or suffer to be admitted any dogs, cats or other pets to the Velodrome, except by prior arrangement.
(i) To pay ESTPA on demand the cost of repairing or making good any damage to the Velodrome (fair wear and tear excepted) howsoever caused arising out of or incidental to the letting and the cost of replacing howsoever lost any item of equipment included in the let.
(j) To be responsible for and to indemnify ESTPA against all claims, actions, demands, costs and proceedings arising out of or incidental to the letting and the cost of replacing howsoever lost any item of equipment included in the let.
(k) If so required by ESTPA adequately to insure against Third party employers and occupiers’ liability on the terms of the foregoing clause in some insurance company approved by ESTPA and to produce such insurance policy to the manager for the time being of ESTPA for their inspection.
|(l) To permit the servants and agents of ESTPA at all times to enter and view the Velodrome and the arrangements made for the proper supervision thereof.(m) Not to make or permit or suffer to be made any conditions to the Velodrome or in or to the fixtures and fitting thereof without the previous consent in writing of ESTPA.(n) Not to conduct or permit or suffer to be conducted in the Velodrome any collection, game of change, sweepstakes, lottery or betting of any kind whatsoever, without the previous consent in writing of ESTPA.(o) Not to erect or permit or suffer to be erected in the Velodrome any tent, marquee, hut or stall of any kind whatsoever, without the previous consent in writing of ESTPA.(p) i Not to permit or suffer any person to bring any intoxicating liquor or other alcoholic refreshment into the Velodrome and
ii To expel or cause to be expelled any drunken or disorderly person from the Velodrome.
(q) To permit the ESTPA official in his/her absolute discretion to refuse admission of or to evict any person from the Velodrome.
(r) to arrange for a qualified attendant to be in charge of the First Aid facility and for sufficient First Aid Equipment to be available to provide first aid for any reasonably forseable eventuality in connection with cycle sport on a Velodrome Responsibility for the good conduct and safety of participants, officials and spectators throughout the duration of hire shall be that of the Hirer, who is required to ensure that suitable experienced / trained persons will be in attendant at all times.
(s) Not to do or permit or suffer to be done in the Velodrome anything which may endanger the policies of insurance now in force or any substituted policies or which may cause any increased or extra premium to became payable in respect of the property comprised in such policies.
(t) Not to use the Velodrome for any purpose except that specified on the Application for let.
(u) Not to affix or place or permit or suffer to be affixed or placed any bills, boardings, notice boards, placards or advertisements on the interior/ exterior of the Velodrome or in any position in front thereof without the previous consent in writing of ESTPA or issue, publish, exhibit or permit or suffer to be issued published or exhibited any posters, pamphlets, bills or advertisements without such consent.
(v) to ensure that all users of the Velodrome under the hire have adequate public liability insurance cover in place of at least £5m.
5. ESTPA undertakes to make all reasonable efforts to ensure that appropriate heat and light is provided, where appropriate.
6. The total let charge or the total remaining unpaid shall be immediately due and payable on demand in respect of any period of let and failure to make such payment within three days of the demand shall be deemed a breach of condition 9 thereof.
7. If the Hirer cancels the reservation of the Velodrome which he has leased on an occasional (single) let the deposit (if any) paid by the Hirer shall be retained by ESTPA and unless the Hirer has given notice in writing to the Secretary at least 14 days before the date of the Let the Hirer shall be liable to pay the whole or the balance of the Let charge as appropriate.
8. Where the hire of facilities is for participants under the age of 18 years, dependent upon the nature of the hire there may be a requirement on the hirer to complete the ‘ESTPA Hire of Velodrome – Vetting Procedure’.
9. If any of the conditions and stipulations on the Hirer’s part herein contained shall not be performed or observed or if the Hirer shall not enter upon the Velodrome in pursuance of the agreement to let, ESTPA may at any time thereafter re-enter upon the Agreement to Let shall absolutely determine and any deposit paid in respect of such let shall be retained by ESTPA but without prejudice to any claim ESTPA may have against the Hirer in respect of any such breach of the said conditions or stipulation.