Visitor Centre Hire Terms & Conditions
Please read these conditions of hire carefully.
Bute Park Visitor Centre
Bute Park
Cardiff
CF10 3DX
1) Conditions
In these conditions the “Hirer” means the person signing the form of agreement, the person designated as In Charge on site for the period of Hire and includes the organisation on whose behalf the application is made.
The “Council” means Cardiff Council.
The “Management” or “Manager” means the Council’s Officer in charge of the premises during the booking.
The “Premises” shall mean the rooms/facilities/equipment within the Bute Park Visitor Centre referred to in the online booking form.
“Payment” shall mean the sum to be paid by the hirer as stated on the Bute Park website following completion of the online booking form for the use of the premises.
The Premises shall only be hired upon receipt of a fully completed online booking form.
2) Payment
The Hirer shall pay to the Council the Payment upon receiving an official invoice.
3) Cancellation
a) By the Hirer: All cancellations shall be notified in writing at least 2 working days prior to the booking. Failure to give notice may result in the full hire fee being charged.
b) By the Council: The Council reserves the right to cancel or close the facility for external major events and circumstances beyond its control. In this instance any monies paid will be refunded in full.
4) Use of Premises
a) Prior to the commencement of the period of hire a Council Officer shall inspect the premises to ascertain its condition and any record made shall be conclusive evidence of the condition of the premises for the purpose of this agreement.
b) The Hirer may only use the premises for the agreed purpose. In the event of unauthorised use, Management may stop proceedings and evict the Hirer.
c) The Council gives no warranty that the premises is fit for the specified purpose and no express or implied warranty is given as to the condition or suitability of the Premises or equipment by the Council.
d) The Council retains legal possession of the premises and the Council and all those authorized by it shall have the right at all times to enter and be in the premises and to use the remaining parts of the property for any purpose.
e) The premises must not be sub-let and the Hirer is not permitted to pass on responsibility for the booking without the permission of Management.
f) The Hirer is responsible for ensuring that adequate health and safety precautions are operated during their use of the Premises.
g) Premises staff will set out furniture and equipment for use as requested in the booking form. If additional equipment is required, this must be supplied by the Hirer.
5) Booking Times
a) Booking times include time for preparation and cleaning.
b) Hire shall start and finish at the times requested on the booking form. There will be no access to the premises before the requested start time and any late finish will incur an additional time charge plus fixed admin fee of £50+VAT.
6) Damage
The Hirer shall pay for any damage caused by their guests or invitees.
7) Control
The Hirer must be present at all times during the period of Hire and will be responsible for the appropriate conduct of the group. Where appropriate, the Hirer will be responsible for complying with all current child protection requirements as regulated by the Care Inspectorate Wales. Under 18s must be supervised by a responsible adult at all times while using the Premises.
8) Indemnity
The Hirer shall indemnify the Council against all claims for damages , compensation and/or costs in respect of injury (fatal or otherwise) to and/or damage to property of any persons caused by or arising out of an incident to or in any way connected with the Hirers use of these premises. Copies of the Hirers Insurance certificates may also be required. The use of the premises and equipment is entirely at the Hirer’s own risk and the Council shall not be responsible for any death, injury or damage to persons or property, or lost or stolen items, or liable in any other way to the Hirer, its guests or other third parties.
9) Property belonging to the Hirer
The Council and its employees shall not be responsible for any damage to or loss of property belonging to the Hirer, or any person permitted by them to enter the premises during the period of hire.
10) Use of electrical equipment
The Hirer must ensure their own electrical equipment is safe and suitable for purpose.
11) Liquor and refreshments
No intoxicating liquor or refreshments may be brought in, sold or consumed on the premises without Council consent and appropriate licensing.
12) Noise
The Hirer shall keep noise to a level that does not disturb the normal day-to-day operation of the Visitor Centre and its office.
13) Charges
Charges for the use of Premises shall be those existing at that time when the Hirer books the Premises.
14) Fire and evacuation
The Hirer is responsible for familiarising themselves with the Premises’ fire and emergency evacuation procedures and advising their guests accordingly.
15) First Aid
The Hirer is responsible for adequate first aid provision to their guests and attendees. A standard first aid box is available in the Visitor Centre.
16) Car Parking
There is no car parking provision at the Bute Park Visitor Centre.
The Hirer may arrange vehicle access for equipment loading and unloading with Premises Management at the time of booking.
The nearest public parking facilities are at the North Road and Sophia Gardens Pay & Display Car Parks. The Council does not make any claim or warrant as to the safety of the car park and any motor vehicles are left entirely at the owner’s risk.
17) Broadcasting / Filming / Photography
No Broadcasting / Filming / Photography is permitted by the Hirer without the prior consent of the premises Manager and a valid Cardiff Council Film Permit.
18) Catering and refreshments
The Hirer and their guests may consume food and drink at the Premises within the designated areas.
The Council accept no liability or responsibility for any food or drink consumed at the Premises. Any questions or complaints about catering provision should be made to the catering provider directly.
19) Equal Opportunities Policy
The Hirer must not discriminate on grounds protected by law and must comply with relevant equalities legislation.
