LARCHWOOD STUDIO @ RACQUETY FARM HIRE AGREEMENT

CONDITIONS OF HIRE

This document can be provided in large print upon request - please phone Clare on 07725816277 or 
email hello@larchwoodstudio.com

Undertaking of the Hirer

The Hirer undertakes to ensure that they have an understanding of the conditions of hire.

Supervision by the Hirer

The Hirer undertakes to be present, or arrange for sufficient adult representatives to be present, throughout the hiring to ensure compliance with the provisions and stipulations contained or referred to in these conditions of hire and any relevant licenses.

Use of Premises

The Hirer shall not:-

• sub-let or use the premises for any purpose other than activity agreed by Larchwood Studio

• use the premises or allow the premises to be used for any unlawful purpose or in any unlawful way

• do anything or bring onto the premises anything which may endanger the premises or render invalid any insurance policies in respect thereof

• allow the use of drugs on the premises

• allow smoking in the premises, in the decked areas or in the vicinity of the entrances.

Responsibility of the Hirer

The Hirer shall be responsible during the period of hire for:-

• Being familiar with, and complying with, the guides provided for the use of the Studio and Kitchens

• Ensuring that the Premises are kept secure for the duration of the hire

• Supervision of the use of the Premises and the care of its fabric and contents

• Ensuring that the purpose and conduct of the hire does not disrupt other Racquety Farm guests

• Ensuring that the Premises (including foyer, kitchen, kitchen appliances, outdoor areas and toilets as appropriate) are left clean and tidy with all rubbish and belongings and equipment removed from the site at the end of the hire

• Ensuring that all equipment, chairs and tables have been returned to their storage positions safely, the Premises are cleared of people, all lights switched off, and the building secured, except for any facilities or room or public area in use by another guest or Racquety Farm staff or family member

• Ensuring that any temporary fittings and fixtures comply with Health and Safety guidance, and in particular ensuring that any decorations used are not a fire hazard

·       Ensuring that any equipment that you wish to bring to the site and use is compatible with the voltage available. The use of your own or hired electrical equipment must be agreed in writing with Larchwood Studio

• Ensuring that any equipment or electrical appliances brought onto the Premises and used there shall be certified safe and in good working order, and used in a safe manner

• Ensuring that no animals (including birds), except assist dogs are brought into the building, without written permission of Larchwood Studio on the occasion of a special event or hire agreed to by Larchwood Studio

• Ensuring that NO animals whatsoever enter the kitchen at any time

• Ensuring that no Barbeques, LPG appliances or highly flammable substances are brought onto the Premises

• Ensuring that they and their attendees recognise the fact that the Premises are situated adjacent to the Larchwood Racquety Farm campsite and The Bothy holiday cottage and conduct themselves accordingly by, for example, taking care not to slam car doors, especially late at night, and not playing music or making other sounds at inappropriate levels.

• Ensuring that if necessary they put in place a Covid-19 Risk Assessment prior to using the premises, share the risk assessment with Larchwood Studio and where relevant to do so report back to Larchwood Studio on Covid Security before, during and after using the premises. (if Wales is in Alert Level 2 or above)

The period of hire should include all time required for preparation/setting up prior to an event, and the time for clearing up at the end of the event.
 

Setting Up and Clearing Up: 

All areas used should be left as you find them - clean, tidy and safe.

A vacuum cleaner and cleaning materials will be made available to you if necessary – we use specific eco-friendly, biodegradable products that importantly are kind to our floors and septic tank - please do not use your own cleaning materials and please ask if there’s something you can’t find.

Kitchens: Unless specifically stated, hire does not include use of the kitchen areas. 

The kitchens can be hired for food and refreshment preparation and/or cooking, if requested and booked. If there’s something specific you need please ask in advance and we will do our best to fulfil ay requests.

All items/equipment used should be washed/deep cleaned and put away, and the worktops and floor should be cleaned after use.

Kitchen users must clean-up afterwards and leave all areas as they were found. We use specific eco-friendly, biodegradable products that importantly are kind to our floors and septic tank - please do not use your own cleaning materials and please ask if there’s something you can’t find.

Use of the kitchen for commercial purposes

It is the Hirers responsibility to notify Racquety Farm in advance that the kitchen and or studio is to be used for a commercial event and/or open to the public. 

When using the kitchen and or studio for commercial activity/event the Hirer assumes all responsibility in terms of liability and must seek the relevant licences, insurances and authorisations for such activity or event to take place.

The outdoor kitchen is for heating and serving food only. The indoor ‘prep kitchen’ next door to the outdoor kitchen is where food preparation and cooking is allowed to happen.

Any breach of this condition may lead to prosecution by the local authority or a government body or the police.

Racquety Farm manages the Kitchen using the Food Standards Agency, SAFER FOOD BETTER BUSINESS manual and guidelines. Any Hirer should also implement their own manual and guidelines for use of the premises and kitchen for the duration of the hire period.

Please provide Racquety Farm with a copy of your Public Liability Insurance and risk assessment and other relevant paperwork at least a week prior to the hire.

Please display your Food Hygiene rating during the hire.

Conditions related to use of Kitchen’s Cooking Facilities

The outdoor kitchen is for heating and serving food only. The indoor ‘prep kitchen’ next door to the outdoor kitchen is where food preparation and cooking is allowed to happen.

Foods may be kept in fridge, for up to 24 hours. If unclaimed, they will then be thrown away.

Put all glassware, crockery and cutlery away, in the correct places.

All work surfaces to be left spotless.

Cooker: clean with soft cloth, do not use scourer.

Stainless steel surfaces (hob’s backsplash and various appliances): clean with soft cloth, do not use scourer.

Any pans, utensils or containers that have been used to be washed and put away in the correct place/storage boxes.

Before leaving the kitchen, make sure that all appliances (apart from the fridge) and lights are switched off.

Rubbish and Recycling: Small amounts of rubbish and recycling can be placed in the relevant bins in either kitchen and then taken to the outside bins after your event (these are situated behind the toilet/shower block on-route to The Bothy unless you are shown otherwise). Please separate waste correctly, and ensure use of correct bin, as per detailed instructions in the kitchen. 

We provide a landfill bin plus glass, plastic, tin, paper/card, soft plastic and food waste recycling bins. We ask that landfill black-bags be limited to 2 per whole day given that such comprehensive recycling facilities are available – if this isn’t possible we can arrange to take more landfill for you at a charge.

If in doubt please ask.

Utilities (Electricity, Gas, Water, Solar and Wood-Fired):  Please turn off all lights and appliances and taps etc. when leaving the building. Note that the lights in the Toilet Block are automatic, there are no switches. 

Electricity: Electrical outlets must not be overloaded. It is the Hirers responsibility to ensure that any equipment or electrical appliances brought onto the premises and used there shall be certified safe and in good working order, and used in a safe manner. 

Gas Oven hobs and grill: Please turn off the oven and hobs and grill immediately after use. 

Water: Do not leave taps or showers running or waste water unnecessarily. 

Wood Fired Underfloor Heating and Solar powered Hot Water: This is managed by Larchwood Racquety Farm team/staff – please let us know in advance if you have specific heating requirements.

Equipment: The Studio has a Funktion 1 F101 and SB210A sound system installed on request and for an additional charge.  It is the Hirers responsibility to ensure that no damage occurs to the equipment whether they are using it or not.  The Studio is equipped with a large screen (again this is permanently installed) and a projector is available to use. Use of any above mentioned systems to be arranged at the time of booking.

Toilets: Toilets are available across the courtyard in the toilet/shower block. Please dispose of anything other than toilet-paper, particularly bulky paper items, nappies, sanitary products and ‘towels’ in the bins provided. We reserve the right to charge for blockages caused by disposal via the toilets.

Damage: We aim to keep Larchwood in a clean and comfortable condition – it serves many purposes but first and foremost it is our home. Therefore, please do not use tape, drawing pins, staples or glue, nor affix any items to any parts of the building structure, including walls or paintwork. Any damage (accidental or otherwise) should be noted and reported to Larchwood Studio during or at the end of the hire period.

We reserve the right to charge for all damage caused.

Fireworks:  Fireworks must not be set off without prior agreement and a plan for managing their use.

Fire Procedures:

The Hirer shall:

• Ensure that the “Emergency Exit” signs are kept illuminated

• Ensure that the Fire Service is called to any outbreak of fire, however slight, and details given to Racquety Farm

• Prior to the start of an event indicate the fire exits and Evacuation Meeting Place to the persons attending the event

• Ensure that all fire exits in the studio are kept clear at all times, and if any equipment, e.g. a piano or table, is positioned close to an exit, the user of the equipment is made responsible for moving it rapidly out of the way of the exits in the event of an emergency

• Ensure that the relevant decking entrances are not blocked

The Evacuation Meeting Place is in the Car Park. No person may re-enter The Studio without the permission of the Fire Brigade.

Car Park: A limited number of parking spaces are available in the car park up to 20 cars. The carpark is also used by other Larchwood Racquety Farm guests.

Premises Licence and other relevant legislation:  None of the premises at Larchwood / Racquety Farm are licensed for the sale of alcohol.  It is the Hirers responsibility to notify Larchwood Studio in advance should any sort of licence be required for an event.  Aubrey Fry of Larchwood Studio is a Personal Licence Holder. Aubrey will then assist the Hirer to make any relevant application and invoice the Hirer accordingly for the fees an administration.  Licences must not be applied for without the knowledge of Larchwood Studio.

The Hirer shall ensure that the users:

• do not contravene the law relating to gaming, betting, and lotteries

• comply with all conditions and regulations required by the Licensing Act, particularly in connection with events which include public dancing or music, or stage plays, or films, or similar entertainment taking place at the premises.

• comply with all conditions and regulations required by all current Covid-19 legislation, regulations and government guidance

A breach of this condition may lead to prosecution by the local authority.

Compliance with legislation relating to children or vulnerable adults

The Hirer shall ensure that any activities at the premises for children or vulnerable adults comply with current legislation in that regard and that only fit and proper persons have access to children or vulnerable adults. Child Protection Policies are the responsibility of the Hirer.

Compliance with legislation relating to Covid 19

The Hirer shall ensure that their usage of the premises complies with current legislation in that regard. Covid-19 Security during the period of hire is the responsibility of the Hirer.

Insurance

The Hirer is responsible for ensuring that any company or operator hired to bring equipment (e.g. catering equipment, sound system, furniture, bouncy castle) onto the premises has relevant and appropriate insurance, which shall include public liability insurance.  Commercial hirers must provide Public Liability insurance (£5,000,000 minimum indemnity).

Accidents and Dangerous Occurrences

The Hirer must report all accidents, near-misses and incidents involving injury to the public to an authorised representative of Larchwood Studio (Aubrey or Clare Fry) as soon as possible, and complete an accident form. The Hirer shall ensure the appropriate medical assistance is sought, or an ambulance is called.

Any failure of equipment, either that belonging to Larchwood Studio, or brought in by the Hirer must also be reported as soon as possible.

Stored equipment

Larchwood Studio may provide storage space, for regular users, and may charge a deposit for the use of these storage spaces. 

Larchwood Studio accepts no responsibility for any stored equipment or other property brought onto or left at the premises and all liability for loss or damage is hereby excluded. All equipment and other property, other than that stored on the premises by agreement, must be removed at the end of each hiring or storage period. Larchwood Studio may dispose of any such items 7 days thereafter at its discretion, by sale or otherwise on such terms and conditions as it thinks fit, and charge the Hirer daily storage fees and costs incurred in storing and selling or otherwise disposing of the same.

Interruption of Regular Bookings

If a Hirer is a regular weekly user, Larchwood Studio reserves the right to cancel all, or part of, certain bookings in favour of one-off bookings. Such cancellations shall not occur more than once a month, and at least six weeks’ notice shall be given of such cancellation.

Cancellation by Larchwood Studio

Larchwood Studio reserves the right to cancel a hiring by written notice to the Hirer if Larchwood Studio reasonably considers that:

• such hiring may lead to a breach of the licensing conditions, or other legal or statutory requirements, or

• unlawful or unsuitable activities may take place at the Premises as a result of the hiring, or

• the Premises have become unfit for the use intended by the Hirer

In any such case the Hirer shall be entitled to a refund of any deposit or hire fees already paid, but Larchwood Studio shall not be liable for any resulting direct or indirect loss or damages whatsoever.

 Deposit

1. A refundable deposit (this figure is generally around 25% of the overall booking charge but varies from booking to booking) is required to secure your booking.

2. Deposits will be returned to the hirer after the booking is complete and within 10 days of receipt of repayment details.

3. A proportion (or total) of the deposit may be deducted if:

   • Damage is caused;

   • Extra cleaning is required;

   • The event runs past the time booked;

   • Hire charges have not been paid and the booking is cancelled within 14 days of the event;

   • If these Terms and Conditions have been breached or hirers generate significant extra work for the studio management.

4. Any disputes regarding the return of deposits must be made in writing to Larchwood Studio.

Hire Charges

1. The Studio Hire charge is dependent on the type of event.

2. Booking time must include hirer’s own time needed for setting up and clearing away (not just the published time of the event).

3. Payment of hire charges (separate to the deposit) must be paid in full before the event takes place (you will be invoiced). The Management reserves the right to cancel a booking if hire charges have not been paid.

4. If a booking is cancelled within 14 days of the hire date no refund will be given. Any disputes must be made in writing to the Management.

5. For a series of weekly events, commercial hirers may be asked to pay the first month’s instalment in advance. Thereafter, commercial hirers will be invoiced monthly in arrears. Payment must be made within 30 days of the invoice.

6. If unpaid invoices accrue for longer than 90 days, the Management reserve the right to cancel the booking and/or decline future bookings or to require payment in advance for future bookings.

Acceptance

These Terms and Conditions will have been made available to the Hirer at the time of making the booking.  By proceeding with the booking the Hirer is deemed to have accepted these terms and conditions.