Hire Terms and Conditions
Welcome to Raise Community Arts at The Dart Centre. These Terms & Conditions are designed to ensure a safe, professional, and enjoyable experience for all users of our facilities.
By completing a booking through our online system, you agree to comply fully with these Terms & Conditions. The hirer (the individual or organisation making the booking) is responsible for ensuring compliance at all times.
1. Booking & Acceptance
All bookings must be made via the online booking platform, BookingsPlus.
Submission and confirmation of a booking constitutes a legally binding agreement and acceptance of these Terms & Conditions.
Raise Community Arts reserves the right to:
● Refuse any booking at its discretion
● Cancel or withdraw a booking where these Terms & Conditions are breached
● Prioritise school use of the premises at any time
2. Payments
All payments will be made via BACS according to the instructions on your monthly invoice, which is generated by the online booking system, unless otherwise agreed in writing.
Payment terms will be specified at the point of booking and must be adhered to.
Failure to make payment within the agreed timeframe may result in:
● Suspension of current bookings
● Cancellation of future bookings
Raise Community Arts reserves the right to charge for:
● Additional time beyond the agreed booking period
● Excessive cleaning where spaces are not left in a reasonable condition
● Repair or replacement of damaged property or equipment
3. Cancellations
Cancellations must be made via the booking system BookingsPlus.
The following cancellation charges apply:
● Less than 48 hours notice: 100% of the hire fee charged.
● Less than 1 week (168 hours) notice: 50% of the hire fee charged. ● More than 1 week notice: 0% of the hire fee charged (full refund).
Raise Community Arts reserves the right to cancel any booking where necessary, including but not limited to:
● School operational requirements
● Health and safety concerns
● Breach of these Terms & Conditions
Where possible, reasonable notice will be given. No compensation shall be payable.
4. Hirer Responsibilities
The hirer is responsible for:
● Ensuring the facilities are suitable for their intended use
● The behaviour, supervision, and control of all attendees
● Ensuring attendance numbers do not exceed agreed capacity limits according to the technical specification requirements of the space being hired
● Ensuring activities do not interfere with the normal operation of the school
● Ensuring the premises are vacated promptly at the end of the hire period
5. Safeguarding & Supervision
Where activities involve children or vulnerable adults, the hirer must:
● Hold appropriate safeguarding policies and procedures
● Ensure all relevant personnel hold valid enhanced DBS checks
● Provide adequate supervision at all times
The hirer accepts full responsibility for the safeguarding and welfare of their attendees during the hire period.
6. Health & Safety
The hirer must:
● Provide a suitable and sufficient risk assessment for their activity
● Ensure all participants are aware of emergency procedures
● Comply with all health and safety regulations
● Ensure that fire exits and access routes are kept clear at all times.
No hazardous, flammable, explosive, or dangerous substances may be brought onto site without prior written consent.
All electrical equipment must be in good working condition.
7. Insurance
The hirer must hold valid Public Liability Insurance:
● Minimum £10 million for commercial hire
● Minimum £5 million for non-commercial hire
Evidence of insurance must be provided and uploaded into the bookingsplus system prior to the commencement of hire.
Failure to provide valid documentation may result in cancellation of bookings.
8. Equipment & Facilities
The hirer must:
● Use all facilities and equipment only for their intended purpose
● Not move furniture or equipment without prior permission
● Not interfere with fixtures, fittings, or electrical installations
● Not affix any items to walls, floors, ceilings, or furniture
No alterations may be made to lighting, heating, or electrical systems without written consent.
Specialist equipment (including stage equipment, instruments, or technical systems) may only be used with prior approval and appropriate supervision.
Raise Community Arts accepts no responsibility for loss, theft, or damage to items brought onto site.
9. Damage & Cleaning
The hirer is responsible for any loss or damage to the premises, equipment, or contents arising from their use.
The premises must be left in a clean, tidy, and usable condition.
● Cleanliness: Remove all waste and ensure surfaces are tidy.
● Restoration: Return all furniture and equipment to its original layout.
● Liability: The hirer is responsible for any loss or damage to the premises, equipment, or contents during their booking.
● Reporting: Any damage or issues must be reported to management immediately.ement costs
Cleaning Strike System
If a space is left in an unacceptable condition, a strike may be issued. Reasons for a strike include:
1. Excessive Mess: Requiring professional or additional cleaning.
2. Furniture Misplacement: Failure to reset the room layout.
3. Equipment Misuse: Damage or unauthorised use of technical equipment.
4. Policy Breaches: Failure to follow any other hire conditions
Please note: Tap shoes must not be worn in the Dance Studio or The Wave. The wearing of stiletto heels is prohibited.
Non-Compliance
We aim to be flexible, but if there are three or more issues of cleanliness which impact our ability to serve the community, then the following will be actioned:
● 3 Strikes within 12 months - A £50 management fee and a formal review of future bookings
● Continued breaches thereafter - Mandatory cleaning charges or a required self-managed cleaning programme
10. Behaviour & Conduct
The hirer must ensure that:
● Good order and appropriate behaviour are maintained at all times
● Activities are conducted safely and responsibly
Where behaviour is deemed unsafe, disruptive, or inappropriate, Raise Community Arts reserves the right to:
● Refuse entry
● Remove individuals
● Terminate a booking immediately
11. Licensing & Legal Compliance
The hirer is responsible for obtaining all necessary licences and permissions and evidence of a valid licence may be requested. This includes:
● Temporary Event Notices (TENs)
● Music licences (PRS/PPL) - Hirers are responsible for ensuring they hold the appropriate music licences for any recorded music played during their hire. Raise Community Arts music licence does not extend to external hirers.
● Film Licences
● Any other regulatory approvals required
The hirer must comply with all relevant legislation and indemnify Raise Community Arts against any breach.
12. Alcohol, Smoking & Animals
● Alcohol is not permitted without prior written consent
● Where consent is granted, the hirer must obtain any required licences and comply with all conditions
● The site operates a strict no-smoking policy, including car parks
● No animals are permitted on site except assistance animals as defined under the Equality Act 2010
13. Data Protection
Hirer details will be stored securely for booking, administrative, and financial purposes.
Data will not be shared with third parties except where required by law.
14. Storage & Personal Property
Storage facilities are not normally provided.
Any items left on the premises are left entirely at the hirer’s risk.
Raise Community Arts accepts no responsibility for loss, theft, or damage.
Items not collected within one month may be disposed of unless prior arrangements have been agreed.
15. Force Majeure
Raise Community Arts shall not be liable for failure to fulfil any booking due to circumstances beyond its control, including but not limited to:
● Emergency closures
● Utility failure
● Government restrictions
● Severe weather
16. Liability & Indemnity
The hirer shall be liable for:
● Injury to persons arising from their use of the premises
● Loss or damage to property
The hirer agrees to indemnify and keep indemnified Raise Community Arts against all claims, demands, actions, costs, and expenses arising from their use of the facilities.
☐ I confirm I have read and agree to Raise Community Arts Terms & Conditions
☐ I confirm I hold valid Public Liability Insurance and will provide all required documentation
(including risk assessment and DBS where applicable) prior to hire
☐ I accept full responsibility for all attendees, activities, and any loss, damage, or additional charges incurred during the hire