Hire Conditions for Lincolnshire Events Centre & Lincolnshire Showground

Whereas the Lincolnshire Agricultural Society has licensed the Lincolnshire Agricultural Enterprises limited to operate Shows and Events on the Lincolnshire Showground, the following Conditions of Hire will apply to all users of the Showground and its Facilities with effect from 1 October 1995. For the purposes of all agreements entered into the word "Company" shall mean Lincolnshire Agricultural Enterprises Limited.

1. The hirer will pay prior to the commencement of the hiring period, unless otherwise agreed, the total sum stated on the booking form, such payment being a condition precedent to the commencement of the hiring contract. Any deposit paid is non-refundable deposit. The Company reserves the right to charge for the cancellation of an event by the hirer.
   • Cancellation 8 weeks prior to the event – deposit only.
   • Cancellation 5-6 weeks prior to the event – 25% of the total cost.
   • Cancellation 3-4 weeks prior to the event – 50% of the total cost.
   • Cancellation 1-2 weeks prior to the event – 75% of the total cost.
   • The Company may cancel the hiring of the Showground if it is rendered unusable due to circumstances beyond the Company's control in which case the Company will give to the hirer maximum practicable notice and refund the deposit but will not otherwise be liable to the hirer for any loss.
2. The hirer will also be required to pay to the Company
   • the sum of £50 or the actual costs or repair if greater, additionally if excessive damage is caused to the Show- ground surface and the Company's decision on what is excessive damage shall be final.
3. The hirer will also be required to pay to the Company, the cost to the Company of rectification if facilities are not left in the required clean and litter free state with all the vehicles and other property of the hirer's permitted users of the facilities removed. If the hirer is in breach of this clause in a way which caused delay or damage or inconvenience to any other subsequent hirer from the Company, the hirer will become liable to indemnify the Company against any sums which the Company may be required to pay in respect of its delay, injury or inconvenience.
4. The hirer also agrees to indemnify the Company against any liability of any kind which the Company may incur to any third person as the result of or in connection with the hiring of facilities to the hirer at the Showground other than any liability in respect of death or personal injury caused by the negligence of the Company or its officers or employees. The hirer is required at all times to hold appropriate insurance cover of not less than £5 million to cover its potential liabilities under this clause to the Company and other persons in respect of third party and public liability claims and will produce a copy of the relevant policy and premium receipt upon the request of the Company.
5. The hirer(s) agrees to:
   • Indemnify the Company against the cost of repair of any damage caused in any way in connection with the installation, conduct or removal of the attraction to the buildings, roads, paths, gardens, grassland, drains, gas mains and pipes, water mains and pipes, electricity cables, conduits or any other property whatsoever whether situate within or without the hired premises.
   • Be solely responsible for the preservation of good order and decent behaviour and shall not permit drunkenness or other disorderly conduct on the Showground . If so required by the Company shall provide and pay for such number of stewards and security staff as the Company may consider necessary for the proper conduct of the event for which the premises and/or space are licensed/hired and for the regulation of all traffic in connection therewith (but excluding car parking) and for the protection of all of the Company's property and premises generally which may or may not form part of the letting but which are accessible to visitors, e.g. woodlands and other planted tree and garden areas, lakes and ponds. Nevertheless, the Company may if it considers it necessary, engage additional attendants and the Hirer shall pay the owner any expenses incurred.
6. The hirer shall not have any power to assign the benefit or burden of this hiring.
7. The hirer covenants that at all relevant times it will:
   • use the facilities hereby solely for the event specified on the booking form and not for any other purpose;
   • not part with possession of any part of the facilities hereby hired;
   • not permit use of the premises hired by any unauthorised person;
   • not encroach on any other land other than that specified on the booking form;
   • ensure that should the hirer permit dogs to enter the Showground for the duration of their hire period, these dogs will be kept on a secure lead at all times;
   • the hiring not being one which gives exclusive possession of the facilities to the hirer, permit the Company, its officers and employees free access at all times to the facilities to enable them to ensure the terms of the hiring are being complied with or for any other reasonable purpose preventing the hirer from carrying out the event for which the premises have been hired;
   • not do or permit on the premises any act which may increase any premium payable by the Company for insurance or which may be or become a nuisance or annoyance to the Company or any owner occupier of neighbouring land or premises and in particular to comply at all times with all statutory requirements, including those contained in the Control of Pollution Act and Health and Safety at Work Act;
   • It is a hirer responsibility to ensure that adequate arrangements should be made to ensure all emergencies requiring medical assistance can be satisfactory and quickly dealt with. In particular:
     1. emergency services must have access to all parts of the event at all times.
     2. the provision of on-site first-aid equipment, trained first aiders.
     3. first aid facilities should be clearly sign posted and identified.
   • ensure that any noise emanating from or caused by the use of the premises is such as not to cause annoyance to residents in the locality;
   • not make any alteration to any building;
   • not permit any notice, sign or advertisement of any description or any stand or other fixture or fitting to be nailed, screwed or otherwise affixed or attached to any walls, doors, windows or mirrors in the building including the floors.
   • not permit any notice, sign or advertisement to be affixed to the fences, hedges or other walls on the Showground without first having obtained the Company's written permission.
   • keep free from obstruction all approaches, fire doors and passages within the building(s) and not place any seats, whether moveable or otherwise, in any gangways or passages.
   • pay for all electricity, water and other services provided by the Company;
   • pay for any damage caused to the premises in the course of hiring whether by the hirer or by any other person;
   • ensure all cloakrooms are supervised at all times and that these are left in a clean and tidy condition;
   • keep the vehicle gates properly closed and secured each day after use;
   • at the conclusion of the hiring period return all keys to the Company and to ensure that the premises and facilities are left clean and tidy and available for subsequent hirers.
8. Where the full hire charge has not been paid the hirer agrees that the Company may demand from the hirer the full amount due on the hiring fee if the hirer shall for any reason whatsoever seek to withdraw from the hiring before its expiration and after such demand, the balance of any such amount remaining unpaid shall be a debt owing by the hirer to the Company and recoverable as such.
9. The hirer must ensure that any caterer employed by him/them complies in all respects with the provision of these Conditions, and is approved by the Company.
10. The hirer must ensure that any contractor employed by him/them complies in all respects with the provision of these Conditions, and is approved by the Company.
11. Licences will be required if alcohol is on sale. Licensed bars must be set up only in the parts of the premises approved for that purpose by the Company and, at the conclusion of any function, all catering stock and equipment must be removed forthwith.
12. The hirer shall not allow any lewd, obscene or indecent performances to take place on the premises, or allow any indecent poster, advertisement, film, photograph or programme to be displayed or shown therein.
13. No exhibition, demonstration or performance of hypnotism (as defined in Section 6 of the Hypnotism Act 1952) shall be given on any person on the Showground except with the express prior written consent of the West Lindsey District Council and in accordance with any conditions attached to such consent.
14. Real or artificial smoke shall not be produced in the premises. Laser effect lighting shall not be used except with the prior written consent of the West Lindsey District Council.
15. At all times during an event not less than two persons shall be on duty at the premises who shall have suitable first aid qualifications (being at least those qualifications accepted by the British Red Cross Society or St John Ambulance) and who shall have ready access to suitable first aid equipment.
16. All stewards in attendance (1 for every 50 members of public) shall wear armbands or other device clearly identifying them as such. All stewards must be familiar with the building layout and exits and at all times during an event carry cards upon which the evacuation plan and their part in the plan are recorded.
17. The hirer will be permitted to use the facilities only on the dates entered on the booking forms. Therefore hirers must ensure that they complete the forms stating all dates required to set up and clear down as well as the date(s) of the event.
18. No Warranty is given as to the fitness of the Showground for any specific purpose.
19. Health and safety requirements for hirers. It is the Hirer's responsibility to ensure the safety of the general public. Any areas of potential danger should be clearly marked and warning signs posted and if necessary stewarded.
    • The Hirer is advised to prepare a written safety policy document. This should state their policy in respect of the overall safety of the event and cover matters of public safety that are within the Hirer's control. The policy should also set down standards of safety expected from exhibitors, retailers, caterers and others. A written procedure for dealing with emergencies should be prepared and included in the document.
    • The Hirer should appoint a competent person as the Event Safety Officer with the responsibility to control the overall safety of the event. The Safety Officer should be involved in the preparation of the written safety policy document and the emergency procedures. The Safety Officer should be given authority to act on their own initiative wherever necessary.
    • A chain of command between all responsible officials and helpers should be set up and everyone should be fully briefed on the duties delegated to them. They should understand their roles in any emergency procedures. They should have a personal copy of the written safety policy document.
    • Exhibitors, traders, contractors and caterers etc should also be aware of the safety policy and of the need to cop-operate with the Event Safety Officer.
20. Fire Precautions
    • It is the Hirer's responsibility to consult the local Fire Safety Department on all matters connected with the fire prevention and emergency fire procedures. In particular their advice will be required on:
    • Emergency access for the fire brigade and other emergency vehicles to all parts of the event site at al times irrespective of the build up of traffic on the internal roads, entrances and exits.
    • The provision of adequate emergency fire fighting equipment and the training of officials and stewards in its use.
    • The adequacy of fire precautions especially in temporary structures.
    • That adequate spacing is provided between structures.
    • The flame retardant qualities of marquee fabrics and the need for production of satisfactory fire test reports.
    • The number and location of adequately trained stewards to ensure fire precautions are observed and to assist with rapid evacuation.
21. All residual current devices, earth leakage circuit-breaker or similar devices used to connect equipment to the electrical installation of the premises should be checked to ensure that it is functioning correctly.
22. No gas cylinders or flammable liquids are to be stored in any of the company buildings where the public are going to be admitted.
23. Machinery
    • It is the Hirer's responsibility to ensure that any plant or machinery used prior to, during, or after an event should be operated by an adult who is fully trained in its safe use. The person operating the machine must do so in a safe manner.
    • It is the Hirer's responsibility to ensure that static exhibits must be erected in a way to ensure they do not present a risk to any person prior to, during, or after the event.
    • It is the Hirer's responsibility to ensure that no fairground devices should be operated unless the “Code of Safe Practice at Fairs” have been observed.
24. The maximum number of persons to be admitted to the premises shall be:
    • Exhibition Hall - 1000
    • Members Lounge - 400
    • Vice Presidents Lounge - 350
      (Maximum Capacity at any one time - 1,300)
      
      All figures stated are standing.
      
      Lincolnshire Agricultural Enterprises uses ‘The Event Safety Guide' (The Purple Guide). Asks you the Hirer to sign the confirmation to affirm that you have read all paper work pertaining to the hire of Society's property and will comply with any reasonable requests made by the Societies management to protect the safety of the public.

For special electricity, water and public address system connections please contact:

Electricity:
Mr R Fall, Inter-Lec Ltd Holland Hill, Low Road, North Wheatley, Retford, DN22 9DS
Telephone: 01427 880021

Water:
Mr R Taylor, M J Baldwin 3 High Street, Lincoln, LN5 8BQ
Telephone: 01522 522003

PA Systems:
John Wand, National Radio Bank Pinfold Road, Bourne, PE10 9HT
Telephone: 08081 727800 (freephone)
Email: johnwand@roadphone.co.uk