Open Space Conditions of Hire

Administration and Hire Fees

 

1. The fees for administration, commercial hire and for the use of changing facilities/pavilions/services/overflow parking shall be paid by the Hirer to the Council at least one week prior to the commencement of the Period of Hire.

 

Insurances

1. Evidence of the Hirer's Public Liability Insurance to the sum of £5,000,000 for each and every claim shall be provided to the Council by the Hirer at least one week prior to the commencement of the Period of Hire.

 

2. The Hirer agrees to an inspection of the any fairground rides by an independent engineer appointed by the Council's Insurance Company and any fees in respect thereof shall be paid by the Hirer prior to the Event commencing.

 

3. Certificates of Fitness for all fairground rides issued by the Showman's Guild of Great Britain shall be provided by the Hirer to the Council at least one week prior to occupation of the Site.

 

Public Safety

1. The Hirer shall make every effort to ensure public safety with regard to electrical wiring and the positioning of side stalls and shows.

 

2. The Hirer shall notify the relevant emergency services (e.g. police, fire, ambulance, inshore rescue) of the Event at least one week prior to the commencement of the Event and shall comply with all conditions and regulations made in respect of the Site by the Fire Authority, Council, Magistrates' Court or otherwise.

 

3. Any bonfire on the Site is to be positioned as directed by the Council's Parks Officer or his accredited representative of the Council ("the Supervising Officer") and every effort taken to ensure public safety including:- Strongly roping off the site of the Bonfire to prevent public access (in accordance with the Fire Authority's guidelines);

 

4. Appointing easily identifiable stewards around the perimeter of the bonfire.

 

5. The Hirer shall locate any fairground equipment in accordance with the Supervising Officer's instructions.

 

6. The points of egress from and access to the Site are to be identified and agreed with the Supervising Officer to ensure adequate access to the emergency services.

 

7. All 240 volt cables are to be placed above head height at the direction of the Supervising Officer and the engineer appointed as above. All other cables are to be laid and covered with rubber matting so as to prevent cable damage and trip points.

 

8. Any firework displays must be professionally organised and details of operation, fall out areas and arrangements for spectator safety shall be provided to the Council at least one month prior to the commencement of the Event.

 

9. It shall be the responsibility of the Hirer to ensure that any combustible substances are securely locked in a storage container suitable for that purpose.

 

Damage caused to the Site as a result of the Event

1. The Hirer shall be responsible for the cost of any repair or damage done to the Site which occurs during the Period of Hire and shall reinstate the Site within one week of the end of the Event under the direction of the Supervising Officer.

 

2. If the Hirer fails to carry out any works necessary to reinstate the Site within the stated time period (or other period agreed by the Supervising Officer) the Council shall carry out such works (or arrange for them to be carried out) and shall recover the cost from the Hirer.

 

3. The Hirer shall pay to the Council a damage deposit as indicated overleaf (5) which may, or may not, be returned in whole or in part. This deposit is intended to cover the reinstatement costs incurred in respect of any damage caused as a result of the use of the Site for the Event, but if the sum should prove to be insufficient the Hirer shall be responsible for any additional costs and if the works are carried out or arranged by the Council as referred to above, such additional sum shall be recovered by the Council from the Hirer.

 

4. The Hirer shall be responsible for keeping the Site and surrounds in a clean and tidy condition and shall ensure that any litter is removed within twenty four hours of the end of the Event.

 

Other requirements

1. The Site shall be used only for the purpose specified.

 

2. If the Event comprises or includes the operation of a fairground the times of operation of such fairground shall be as follows:-

 

3. Keys to gates/barriers/toilet facilities necessary to allow access to the Hirer may be obtained from the Council's Civic Offices Civic Way Fareham during normal working hours. It shall be the responsibility of the Hirer to ensure that the Site is secured whilst not in use and to return all keys to the Council at the end of the Event.

 

4. The Hirer shall obtain all necessary licences for the Event i.e. liquor, electrical safety etc.

 

5. The use of a portable barbecue will only be permitted if properly supervised at all times and if all precautions are taken to ensure there is no damage to the Site.

 

6. The Site shall not be used for camping or overnight sleeping arrangements.

 

7. The Hirer shall report any proposed balloon release to the Civil Aviation Authority and shall not proceed with such proposed release until that Authority's authorisation is obtained. If requested, the Hirer shall provide evidence of such authorisation to the Council.

 

8. If a sound or public address system is used for the Event this system shall be turned off no later than 11 p.m.

 

9. No advertising materials shall be placed on the highway.

 

10. No live animals will be offered as prizes.

 

 

For further information please contact the Leisure and Community Division by emailing customerservices@fareham.gov.uk or telephone 01329 236100.