​

Code of Practice and Conditions of Hire and Use

 

 

Interpretation of terms:

 

“The Centre” means The Whiteinch Centre

TWC means The Whiteinch Centre

 

The purpose of this policy is to ensure that everyone who uses The Whiteinch Centre’s (TWC’s) facilities behaves in an appropriate manner consistent with TWC’s values. All bookings require a named individual who is responsible for their group/organisations staff and volunteers to adhere to this code of practice and conditions of use. Failure to comply with these may result in the withdrawal of the booking and forfeiture of any charges already paid.

 

The following conditions must be complied with by all hirers. Failure to do so may result in the withdrawal of the booking and forfeiture of any charges already paid.

 

All hirers must adhere to the following conditions:

 

Areas of use

Activities must be confined to the times and areas of the premises which have been approved and all areas must be left in the condition they were found. The hirer shall not transfer, assign, sub-let any part of the premises or equipment hired. Hirers should satisfy themselves that the facilities are suitable for purpose. TWC reserves the right to refuse/cancel any booking at any time.

 

Hire of the facility is for booked time only. Any time required for dis/assembly should be included in your allotted hire time. Failure to adhere to these usage conditions will result in additional charges.

 

Use of Equipment

The use of any equipment provided by TWC must be used in a safe and respectable manner that is compliant with TWC’s health and safety policies.

All areas used must be left as found and the usage of any equipment, resources or consumables are not permitted without prior agreement from a member of The Whiteinch Centre’s staff.

​

Room Rental Rates

Rooms are available for rent at varying rates depending on several factors, including:

 

• Type of Organisation: Different rates apply depending on whether the renting party is a corporate entity, public body, or third sector organisation. Corporate and public rates are higher due to the nature of their use and available budgets, while discounted rates are available for third sector organisations to support community and charitable activities.

 

• Room Size and Facilities: Larger rooms and those with additional facilities (e.g., audio-visual equipment, catering services, or special seating arrangements) may be subject to higher rates. Each room’s capacity and available facilities will be specified at the time of booking.

 

• Time of Booking: Peak hours (e.g., evenings, weekends) may be subject to premium rates due to higher demand.

 

• Special Requirements: Additional charges may apply for extra services or special arrangements such as security, cleaning, or technical support.

 

All rates are subject to change and will be confirmed at the time of booking. We strive to provide competitive and fair pricing, ensuring transparency and value for all renting parties.

 

Eligibility for Third Sector Rates

We are committed to supporting the third sector and offer a special rate to qualifying organisations. To qualify for the Third Sector Rate, the following conditions must be met:

 

• Registered Charity: The organisation must be a registered charity based in Scotland.

 

• Valid Scottish Charity Number (SCN): The organisation must provide a valid Scottish Charity Number (SCN) at the time of booking. This number is issued by the Office of the Scottish Charity Regulator (OSCR) and serves as proof of the organisation's charitable status.

 

The Third Sector Rate is exclusively available to organisations that meet the above criteria. This rate is intended to support charitable organisations directly involved in delivering services or support to communities. It is not available to:

 

• Non-profit Bodies Without SCN: Organisations that are non-profits or community interest companies without a registered Scottish Charity Number.

 

• Umbrella Organisations: Entities such as the Scottish Council for Voluntary Organisations (SCVO) or similar umbrella organisations unless they hold a valid Scottish Charity Number.

 

• Other Non-profit Entities: Clubs, societies, and other non-charitable entities, even if they operate on a non-profit basis, do not qualify unless they meet the specific criteria of holding a Scottish Charity Number.

 

Verification of Eligibility for Third Sector Rates

To ensure fairness and compliance, all organisations applying for the Third Sector Rate must undergo a verification process:

 

• Proof of Status: At the time of booking, the organisation must provide its Scottish Charity Number. We may also request additional documentation, such as a copy of the registration certificate from the Office of the Scottish Charity Regulator (OSCR).

 

• Verification Process: We reserve the right to verify the charitable status of any organisations claiming eligibility for the Third Sector Rate. This may include checking the SCN against the official OSCR register to confirm the organisation's status and validity.

• Annual Review: For organisations that book regularly, we may conduct an annual review to confirm ongoing eligibility for the Third Sector Rate. Organisations will be required to provide updated proof of their charitable status when requested.

 

• False Claims: Any organisations found to be providing false information or misrepresenting its status to gain access to the Third Sector Rate will be disqualified from receiving this rate and may be subject to additional charges at standard rates. We reserve the right to take further action if necessary.

 

Self-regulated Groups (SRG’s)

Self-regulated groups (SRG’s) may qualify for free use of the community room. In order to qualify for an exemption for charges of the community room should be submitted in a booking pack separate from The Whiteinch Centre’s booking pack to a member of TWC’s staff.

​

Child Protection

Anyone who works closely with children or vulnerable individuals on a regular basis should be a member of the Protection of Vulnerable Groups (PVG) scheme. Further information and guidance about this scheme can be found at www.disclosurescotland.co.uk

All groups and organisations hiring a facility within TWC must be willing to provide this information to a member of TWC’s staff when asked.

 

Health and Safety

The hirer shall appoint a competent and responsible “person in charge” who shall be present during the period of use, and that there shall always be an adequate number of competent persons for supervisory duties including fire evacuation, whose responsibility it is to take appropriate action in the event of an evacuation. These responsible persons will take appropriate action to safeguard the health and safety of all participants and prevent any form of damage to the premises or any misuse of the premises granted by TWC.

 

Efficient and safe door control must be maintained at all doorways within the premises to ensure that free ingress and egress for the various exits is maintained during the period of use. The person in charge will be responsible for completing and signing any attendance log. It is the responsibility of the hirer to ensure adequate Firs Aid Facilities/Personnel is available throughout the duration of their hire. Hirers may be asked to perform and provide a risk assessment before their hire can be confirmed.

 

Reporting of Accidents/Incidents

The hirer will be held responsible for any damage to the premises and equipment and for the conduct of the organisation/group during their period of use. Alterations to the premises, such as the fixing of apparatus, equipment or decorations are prohibited unless previously agreed in writing by a member of TWC’s staff. Any repairs required as a result of damage to the premises shall be charged to the hirer. TWC accepts no liability for accidents on the premises.

 

Damage to property and injury to persons during the time of use must be notified to TWC staff as soon as possible.

 

Uncontrolled Hazards

TWC staff will be responsible for informing the hirer and person in charge of any uncontrolled hazards which may pose a risk to the members of any group/organisation using the facilities, which may not be readily identifiable by the hirer and person in charge (eg damaged flooring, blocked access routes or other hazards which may be of a temporary nature due construction works etc.).

 

Electrical Equipment

Portable electrical equipment may only be used on the premises if it has been PAT tested to ensure that it has no electrical defects which could constitute a safety hazard.

Information on PAT testing certification can be obtained from the British Standards Institute.

​

Personal Property

TWC accepts no responsibility and will not be liable for any damage or loss of property brought to or left in the premises. TWC will not store any property left uncollected and these will be disposed of in an appropriate manner.

 

Evacuation

The hirer and person in charge will be provided with TWC’s fire procedures. It is their responsibility to acquaint themselves, and everyone in their care, with these fire procedures. Details of these procedures can be obtained from any member of TWC’s staff ahead of a hire. Persons in charge should be aware of the nearest fire point and emergency door release during their hire.

 

Licenses

The hirer shall be responsible for securing any permits required for the performances of copyright work. TWC accepts no liability for any damages and expenses claimed by any person or company as a consequence of the performance of copyright work for which the user did not obtain a license from any appropriate licensing body.

 

With any hire involving the sale of goods or public entertainment, the hirer is responsible for ensuring that the correct licence, if required, is obtained.

 

Broadcasting and Advertising Rights

The hirer is prohibited from granting broadcasting rights without the prior written consent from TWC. TWC reserve the right to be party to any negotiation and to the terms and conditions reached. TWC will reserve the right to stipulate how the premises shall be referred to in all literature and publicity.

 

Third party advertisement within the premises is prohibited without prior written approval by TWC.

 

Photography

The use of cameras, videos and other equipment with the capacity to photograph is allowable provided the hirer for the let has obtained written permission, i.e. from parents of children or persons being photographed. It should be noted that this may be audited at any time during the let period.

 

Alcoholic Beverages

Subject to the conditions imposed by either TWC or the Licensing Board, alcohol may, on certain occasions, be consumed, but not sold on the premises. The hirer must comply at all times with the conditions of licence issued by the Licensing Board.

 

Insurance

The hirer shall indemnify TWC against all costs, expenses, liabilities, injury, loss or damage howsoever arising due to any act or omission of the hirer, or any of his agents, volunteers or staff in connection with the hire of the premises or the activities carried out during the period of let.

 

The hirer must obtain and maintain in force a policy of insurance to cover such indemnity. The hirer must be prepared to exhibit to TWC staff, if requested, a certified copy of the insurance policy and evidence that all premiums are paid and up-to-date.

 

If you do not have insurance, you are personally liable for any damage to the facility or other liability claim associated directly as a result of your usage and/or actions.

 

Cancellation, Non-Payment, Advanced Bookings and Refund Terms

Written notification of cancellations must be received from the booking hirer a minimum of seven days before the day of the booking for facilities. Failure to provide this will result in the customer being charged the full amount of the booking value.

 

Payment arrangements will be agreed at the time of booking. If the hirer fails to comply with these payment arrangements, TWC may cancel and reject any future bookings.

 

Deposits terms differ depending on the type of booking being made. It is the responsibility of the hirer to familiarise themselves with these terms and conditions prior to hiring or using TWC’s premises.

 

No Smoking Policy

Smoking is prohibited in all TWC premises. All users will be required to adhere to The Smoking, Health and Social Care (Scotland) Act 2005 and The Prohibition of Smoking in Certain Premises (Scotland) Regulations 2006. Failure to comply with the law is a criminal offence.

 

Individuals may be fined a fixed penalty of £50 for smoking in no smoking premises. The user or person in charge of any group using no smoking premises could also be fined a fixed penalty of £200 for allowing others to smoke in no smoking premises.

 

Conduct

Behaviour deemed to be inappropriate may result in the cancellation of a booking. TWC reserves the right to investigate any incidents deemed to be serious in nature or where complaints have been received. TWC users must adhere to the TWC rules and regulations at all times. Any illegal activities and use or possession of illegal substances in The Centre will be reported to Police Scotland.

 

Failure to observe these Conditions may result in the withdrawal of the booking. In these circumstances any charges already paid will be forfeited.

 

Breaches of terms

TWC will consider any report of a breach of this code of practice and conditions of hire and use. In response to any reported breach, an investigation may be carried out, if appropriate. TWC is committed to resolving issues in a prompt and effective manner in order to maintain a positive and safe environment for all that use The Centre.

​