OAKLANDS PAVILION OBLIGATIONS

That it has full right, title and authority to enter this Agreement and to perform its obligations under this Agreement;
That it has taken out and will maintain throughout the Event Period, appropriate general and public liability insurance and will, if required, note the Hirer’s interest on any such policy;
That the Property and Facilities shall be fit for the purpose for which they are provided;
That the Property will be provided to a standard acceptable to the Hirer;
That the Hirer, its employees, agents, and representative shall have unrestricted and safe access to the Facilities during the Event Period for the purposes of preparing for and staging the Event, and during such times prior to the Event Period for any reasonable pre-Event site visits as may be agreed with Oaklands Pavilion;
That the Property shall have safe access and egress for Guests to the Event, including emergency access;
To ensure that an identifiable and properly authorized operations manager / contact point will be present (if required) during the duration of the Event Period to provide such on-site assistance as the Hirer shall reasonably require;
The Facilities shall be equipped with water, sufficient lighting and electricity for use by the Hirer;

HIRER’S OBLIGATIONS

The Hirer Agrees: Payment of the refundable security deposit is demonstration of acceptance of these terms and is requirement of confirmation of the hire of Oakland’s Pavilion, which will be refunded if the club is found to be left in a satisfactory condition and further in satisfaction of the following requirements;

That the facilities will only be used for the relevant event and for no other purpose.
That the relevant event will be conducted in a safe and responsible manner and in accordance with all relevant health and safety and fire regulations and requirements.
The Hirer, unless otherwise agreed, will have sole responsibility for the administration and organization of the relevant event, subject to Oaklands Pavilion overall administration of the venue.
The Hirer and guests will respect the Oakland’s Pavilion personnel if in attendance.
The Hirer and guests will respect the other Oakland’s Pavilion commercial operations. I.e. Elitas Gym & Physiotherapy Operations.
That all instructions given by Oakland’s Pavilion Team about the use of the facilities and the organisation of the relevant event, for example, to prevent material damage to the facilities or breaches of facilities’ Health and Safety regulations, are strictly complied with.
That the facilities will be vacated immediately prior to the end of the hire period and all property of persons attending the relevant event shall be removed.
Oaklands Pavilion will not accept responsibility or any liability which results from any property of the Hirer or person attending the relevant event remaining within the facilities.
Nothing shall be permitted to penetrate the fabric of any part of the venue and all attachments and decorations are subject to the prior approval of CRFC/Oakland’s Pavilion or those acting on its behalf.
All litter or waste accumulated due to the event is removed by the Hirer in an environmentally responsible manner. The Hirer must make independent waste disposal arrangements and not use Oakland Pavilions waste / recycling facilities.
All spaces and kitchen facilities used shall be thoroughly cleaned, after use for the relevant event and left ready for use by the next Hirer.
Final hire payment is due within 6 weeks of the date of hire and is non-refundable in the event of cancellation.
Fees for Bar Staff are not included in the hire charge, and will need to be paid at the event, if the bar is being utilized or by other agreement with Oakland’s Pavilion;
All applications are subject to approval by the main club committee who are within their rights to refuse any application.
Any access and facilities keys provided to the hirer, remain the property of Oakland’s Pavilion and may only be used for the agreed hire. Any unauthorized access to Oakland’s Pavilion, outside of the agreed hire details, will render this agreement null & void, with the return of the access keys required.
Car Park charges are exempt from the hire agreement, unless otherwise formally agreed within Oakland’s Pavilion.
The Hirer accepts that for any long-time hires; a period of four weeks’ notice for termination of this agreement is acceptable.

EMERGENCY EVACUATION IN CASE OF FIRE

(For hirers/visitors when Oaklands Pavilion personnel are not in the relevant part of the premises including Personal Emergency Evacuation Plans (PEEPs) for disabled persons)

In the event of fire, personal safety must override all other considerations such as saving property and extinguishing the fire.
Oakland’s Pavilion does not require any hirer or visitor to attempt to extinguish a fire, but extinguishing action may be taken if it is safe to do so, by means of the extinguishers or fire blankets.
Anyone who discovers a fire should immediately raise the alarm and make the organiser /person in charge aware of the situation.
On hearing the alarm, the organiser / person in charge should assume the role of fire marshal, and implement the evacuation of the premises. The Fire and Rescue Service should be summoned by dialing 999.
The organiser/person in charge should ensure that everyone is evacuated and goes to the assembly point on the far side of the car park near the entrance on Welling Road;
The organiser / person in charge must be aware of any disabled person attending the event and have their own Personal Emergency Evacuation Plan (PEEP) for those attendees. This must include anyone who has vision or hearing impairment.
Everyone should leave the premises in a calm and orderly manner, making sure that no one is left behind.
The organiser / person in charge should take a roll call as soon as possible.
The organiser /person in charge should check the premises for other people, but only if it is safe to do so.
Once the building has been cleared, the organiser/person in charge should contact the event operations manager if not already on site.
As soon as the Fire and Rescue Service arrive on site, the organiser/person in charge should introduce him/herself to the Senior Fire Officer.
Any persons unaccounted for must be reported to the organiser /person in charge who should pass the information on to the Fire and Rescue Service.
No one should re-enter the premises until given permission to do so by the organiser /person in charge or the Fire and Rescue Service.
No vehicles, other than emergency service vehicles, are to be permitted to drive into the Oaklands Pavilion car park whilst any evacuation is under way.

The lift shall not be used in a fire emergency.

Chichester Rugby Football Club

CRFC 2021 AGM Minutes_draft

CRFC 2022 AGM Agenda_final