Terms and Conditions of Let

Section 1 (General)

1. For the duration of the hire period, the customer shall have the right to enter and use the premises (hereinafter “MTH” under a licence to occupy only, and no relationship of landlord and tenant is created between MTH and the customer. MTH retains control, possession and management of the building and reserves the right to enter at all times during the hire period.

2. If a let is made for a purpose that involves working regularly with young people under the age of 18 then the licensee must have a Child Protection Policy in place. If a let is made for a purpose that involves working regularly with vulnerable adults, then the licensee must have an Adult Protection Policy in place. Copies of these policies must be provided to MTH upon request.

The customer is responsible for ensuring that their leader and volunteers working with children and/or vulnerable adults adhere to national guidance and have been vetted through Disclosure Scotland and/or recently registered with the PVG Scheme as required to ensure compliance with the Disclosure (Scotland) Act 2020 and the Protection of Vulnerable Groups (Scotland) Act 2007.

All customers are responsible for ensuring that children and vulnerable persons are adequately supervised at all times and that personal possessions are adequately safeguarded.

3. Smoking and Vaping are prohibited in the premises. This includes the community garden area to the rear of the building.

It will be the responsibility of the customer to ensure compliance.

4. It shall be a material condition of every booking that the customer shall not engage in or permit activity that:

• contravenes the Equality Act 2010

• infringes or is liable to infringe the Convention rights of others

• provides a platform for extremists or disseminates extremist views

MTH has responsibilities to ensure that the building is not used for events that promote hate, intolerance, or pose a risk to public order, in line with government legislation

5. MTH cannot accept responsibility for any loss of possessions, loss or damage to equipment or materials or for personal injury unless negligence by MTH can be established.

6. The customer will indemnify MTH against all expenses, liability claims and proceedings whatsoever arising under statute or common law in respect of personal injury to or death of any person whomsoever and loss of or damage to any property whatsoever (real or personal) arising in connection with their booking, occupation and use of the venue. Nothing in this contract limits any liability which cannot legally be limited, including liability for death or personal injury caused by breach of duty by MTH.

7. Bookings will only be accepted from persons aged 18 years or over.

8. A minimum of 14 days’ notice must be given when a booking is requested.

9. Cancellations must be made in writing and will only be eligible for a refund if made 10 days prior to the event. Refunds are made at the discretion of MTH.

10. Customers must ensure that set up and clear away time is included in the time they book the Venue for. Access will only be given from the time booked for example, if your party starts at 7pm consider what time your bar/caterer/DJ will need in to set up. If you do not book sufficient time for set up and clear away, MTH reserve the right to amend/cancel your booking to take account of any other customers to occupy that are booked after or before you.

11. Charges will be in line with the approved MTH Pricing Structure. Conditions of bookings may be subject to variation at MTH’s sole discretion. Price increases are likely to be introduced on 1 April each year, they will apply to any previously agreed bookings which have not yet been completed. In the case of recurring licences to occupy, the new charges will apply to any part of the booking not undertaken at the time of the introduction of the new charges.

12. If the customer fails to attend on the stated days and times specified on the application form, the booking will be charged at the full rate. Such failure may also result in review of further bookings for that organisation, group or customer.

13. Where a booking is approved for the purpose of private gain by an individual or commercial organisation, full economic rate will be charged.

14. The customer must cover the expenses for extra cleaning and waste management, as well as for repairing any damage to or loss of property and/or equipment that occurs during their occupancy because of their use of the Venue or equipment. The customer will be held responsible for damage or loss suffered by MTH.

15. MTH is committed to providing customers and clients with an effective and efficient service in a polite and respectful manner. Our staff and volunteers have the right to be treated with respect in return. Aggressive or violent behaviour, in any form, including the use of foul or abusive language towards staff and volunteers will not be tolerated. Accordingly, anyone acting in an inappropriate manner will be asked to leave the Venue and if necessary, the Police contacted.

16. Bookings will not be granted for any period after 1.00am and all patrons must have vacated the venue by this time.

MTH request the quiet exit from the premises with regard for neighbouring residential buildings.

17. No nails, screws, glue, adhesives, cello tape, sticky tape, tacks, blu tack or similar shall be used to make fixings in structure, furniture or fittings unless specific permission is given in writing. Damage charges may apply should these be used without written permission.

18. All property/equipment/belongings/unused supplies/unsold goods must be removed from the building immediately at the end of the booking, or later with prior approval from MTH who cannot be held responsible for the loss or damage of any property/possessions left at the Venue.

19. It is expected the customer is in attendance for their bookings. In the exceptional circumstance where the customer cannot attend, they must appoint an appropriate responsible adult who will supervise the booking and ensure all booking conditions are adhered to. The customer must provide the responsible adult’s contact details to MTH as soon as reasonably practicable.

20. MTH reserve the right at their sole discretion to refuse any application for a booking.

21. MTH reserve the right at their sole discretion to cancel bookings without prior notice in the case of calamity.

22. Customers are encouraged when booking large scale events to carry their own insurance to avoid the implications of any booking being cancelled.

23. At the discretion of MTH additional terms may apply to bookings on a case-by-case basis.

Section 2 (Health and Safety)

1. No additional fittings of stage curtains, drapes, props or decoration shall be carried out or introduced without the prior approval of MTH. Before approval can be given the customer must confirm in writing that all material has been rendered fireproof. Under no circumstances should power supplies and utilities be tampered with. If additional electrical services are needed, a written request must be submitted to MTH at the time of booking. When permission is granted for the use of additional electrical equipment, it may be necessary to equip the devices with Residual Current Devices (RCDs), which are safety devices designed to protect against electric shocks and fires by automatically cutting off the electricity flow. The customer is responsible for checking electrical equipment brought to the building for safety prior to use. Notwithstanding the foregoing, MTH reserves the right to disable and remove any equipment discovered to be defective.

Sound amplification must be kept to the levels stipulated by the staff member on duty and as directed by the North Ayrshire Council’s Environmental Health team.

2. Use of fireworks/pyrotechnics/flares and sparklers is strictly forbidden. 

3. Candles are only permitted to be used on cakes for parties and other celebration events.

Battery powered decorative candles must be used for table displays and venue dressing.

4. In the event of an incident or accident within the building the customer has a responsibility to report the incident or accident without delay to the member of staff on duty.

Customers are responsible for making themselves aware of the Venue’s fire evacuation procedures by approaching the member of staff on duty. They are also responsible for relaying the fire safety procedures to participants via a pre safety announcement and ensuring their participants comply with the fire evacuation process. Participants/members of each group must be aware of the method of exit from the building and the position of the Assembly Area after leaving the building. Customers are advised that a member of staff on duty will conduct a Fire Drill from time to time, and they must co-operate therewith.

5. The customer is responsible for ensuring that a safe and healthy environment is provided for participants and shall comply with all relevant Health and Safety legislation and/or guidelines.

Practical and physical education activities must be conducted in accordance with the appropriate Code of Practice for such activity. Where required, a current Risk Assessment must be completed by a qualified individual for the activity being carried out and must be available for inspection by MTH. Where relevant, safe systems of work should also be completed and shared with MTH on request.

Risk assessments must be up to date and available for inspection at any time by MTH.

6. All passageways and exits must be kept free and Emergency Exit doors/ gates kept unlocked during the period of occupancy.

7. Tickets must not be issued, nor persons admitted in excess of the capacity of the area of booking. Advice on maximum capacity levels can be obtained from MTH.

8. Customers must detail the type of apparatus, objects or equipment being set up at the point of booking. The venue booking office/staff member on duty reserves the right to refuse the use/set-up of apparatus, objects or equipment on the grounds of Health & Safety or risk of damage to property. MTH prohibits the use of certain equipment such as smoke, bubble, cold spark, and foam machines, as well as any other equipment deemed unsafe. Balloons used on the premises must be weighted down to prevent the activation of intruder alarms.

9. Food handling, preparation, storage and/or service by recurring customers must be undertaken in accordance with the relevant food law. Individuals supplying food for private, community or charity events must ensure that all food supplied is safe to eat. Please refer to Food Safety at Community Events for further advice or emailenvironmentalhealth@north-ayrshire.gov.uk.

10. Kitchen and bar equipment must be cleaned after use, to the satisfaction of MTH. All crockery, cutlery and glasses must be washed and disinfected in the dishwasher or by hand using a suitable cleaning product and British Standard disinfectant.

11. All waste (including food) must be segregated appropriately using the waste receptacles provided.

12. During a booking the customer has responsibility for advising the member of staff on duty of any liquid spillages, glass breakages or any other hazards that may cause harm.

13. For recurring licences, it is the customer’s responsibility to complete and provide copies of Personal Evacuation Plans (PEEPS) for each person who may require assistance evacuating the building.

14. If the customer decides not to use the Venue due to severe weather, they will still be charged, unless MTH has closed the building itself for health and safety reasons.

15. Inflatables are not permitted within the building.

16. The customer agrees and undertakes not to bring or permit to be brought any animal into the building without the prior written consent MTH, except for assistance dogs.

Section 3 (Licensing)

1. Alcohol can only be sold under an Occasional Licence granted by North Ayrshire Licensing Board. The occasional licence has a condition that the sale of alcohol will stop 45 minutes before the licence to occupy finish time. All patrons must vacate the venue by the licence to occupy finish time which will be 1 am at the latest.

For licensees' information: the licensing legislation:

• requires the public display of licences prior to the bar opening and for the duration of the alcohol sales.

• authorises the Police or the Licensing Standards Officer to inspect any premises covered by a licence (such as an "Occasional Licence" for the sale of alcohol).

2. If a public performance of speech, singing, live music or acting is intended, it is important that the applicants indicate this clearly on the booking application form.

3. A booking will not be granted for any event or activity that comprises a striptease or nude show, whether a Sexual Entertainment Venue licence is required or not.

Section 4 (Supervision of Licence)

1. Customers hosting events with alcohol sales or consumption must provide a ratio of one volunteer steward for every fifteen guests, with a minimum of five stewards. These volunteer stewards, responsible adults, are required to be present at the event, identify themselves to the staff, provide support in case of incidents or emergencies, and share responsibility for attendee conduct such as ensuring there is no drunk and disorderly behaviour or drugs misuse within or around the Venue. Licensees must confirm the availability of suitable adult stewards during the booking process.

2. Customers holding a function where 11 to 17 years olds are in attendance are required to provide a ratio of one volunteer steward to every fifteen guests with a minimum of five being available. Customers must confirm at the time of booking that suitable adult stewards are available to supervise. Supervision by a responsible adult is required at all times for children in our building to ensure their safety and wellbeing.

Section 5 (Payments/Invoices)

1. Payments for one off events must be paid 4 weeks in advance.

2.  Regular bookings will be invoiced 2 months in arrears and must be paid within 21 days as stated on the invoice which will be issued to your email address. Failure to pay invoices will result in your group being issued with a cancellation and may risk future applications.

3. The customer who has submitted the application form is responsible for any costs related to the booking.

Implemented: 15 July 2025

Review Date: 15 July 2026