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Hirer’s Agreement:

Regular Hirings

LICENCES

1. A licence should be used in any situation where non-Guiding activities will be carried on in Guide

properties. The attached model draft will be appropriate in most circumstances, but careful

consideration should be given to its contents and it is usually sensible to delete provisions which

are not relevant to the particular circumstances. A monthly letting to a literary society is not

likely to require the detailed precautions which would be appropriate in the case of a weekly

letting to a youth club.

2. In the case of leasehold properties it is important that the terms of the lease should be checked

before the licence is granted, in case the proposed licence contravenes the provisions of the

lease. Lettings for commercial purposes, such as an antiques fair, may contravene the planning

regulations, or prejudice charity rate relief. In most cases the local authority is unlikely to take

enforcement action without a warning, or to object at all unless complaints are prompted from

the adjoining owners. Some sensitivity for their feelings should avoid this.

3. The draft licence contemplates that the licensee will effect its own public liability insurance

cover. The Association’s policy offers public liability cover for all Guiding activities, and

conrmation has been obtained that protection would extend to cover all those serving on a

Management Committee who are not members of the Association.

4. Two copies of the licence should be prepared and signed. One copy should be kept by the unit,

and one by the licensee.

December 2019 • page 1

MODEL DRAFT LICENCE FOR GUIDE PREMISES

(REGULAR HIRINGS)

Note 1: insert full name of Guide unit or area

Note 2: insert an address to which the Licensee can send or deliver notice to end the Licence,

which may be the address of the building or a private address if felt to be more secure

Note 3: insert full names and addresses of representative(s) of the Licensee

Note 4: give name of the Licensee - i.e. club/institute/playgroup

Note 5: give address of Guide Hut etc.

Note 6: e.g. a nursery school, dancing lessons, playgroup

Note 7: insert period of notice e.g. one month

Note 8: insert name of signatory

December 2019 • page 2

THE GUIDE ASSOCIATION

LICENCE FOR REGULAR HIRING OF PREMISES

THIS LICENCE

is made the _____ day of________________ 20___ between: ___________________

(1) (Note1) ___________________________________________________________________________

of The Guide Association care of (Note 2) ________________________________________________

which is its address for service of notices (‘the Licensor’)

(2) (Note 3) _______________________________ of _______________________________________

and ______________________________________ of _______________________________________

for and on behalf of (Note 4) __________________________________________________________

(‘the Licensee’) of the other part

WHEREBY IT IS AGREED as follows

1. The Licensor hereby licenses and authorises the Licensee to enter upon and have the use of

the premises known as (Note 5) _____________________________________________________

(‘the Premises’) for the purpose mentioned in Clause 3(4) hereof between the hours

of ______________ and ______________ on ______________to ______________ of every week

(both days inclusive) (complete as appropriate)

2. The licence fee shall be at the rate of £ ________ for every week for the period of this Licence

payable in advance on _________________ of every week the rst payment to be made on the

day of _______________ 20[___] (complete as appropriate)

3. In consideration of this Licence the Licensee hereby agrees as follows :-

(1) To pay the licence fee in accordance with clause 2 whether the same be demanded or not

(2) To refund to the Licensor all charges for gas or electricity consumed by the Licensee

on the premises

(3) To refund to the Licensor any increase in the national non-domestic rate (or its

equivalent) or water rates or other rates or charges occasioned by the use by the

Licensee of the premises for the purpose permitted by clause 3(4)

(4) To use the premises for (Note 6) ______________________________________________

and for no other purpose

(5) Not to use the premises for any purpose other than the permitted use and not to cause

or allow to be caused any damage to the Premises or any part thereof or to the xtures

ttings furniture and effects therein

(6) To exercise the rights hereby granted and to ensure that the same shall be exercised

in such manner as to cause as little damage as possible and to make full compensation

for any damage which is caused

(7) Not to conduct their activities or exercise the rights hereby granted in any way which

interferes with or adversely affects the enjoyment of the Premises by the Licensor or

by others authorised by the Licensor

December 2019 • page 3

(8) To use their best endeavours to expel any persons trespassing on the Premises during

the periods referred to in Clause 1

(9) To keep the Premises clean and tidy and clear of litter

(10) Not to allow the rights to be exercised by any person other than by members of

the Licensee

(11) Not to sub-licence or part with the rights hereby granted or any of them

(12) Not to assign the benet of this Licence

(13) To issue each member of the Licensee with a card or certicate of membership or

some other written form of authority which is to be produced if and when required

by any representative of the Licensor (delete if not required)

4. (1)(a) Neither the Licensor nor any trustee for the Licensor nor The Guide Association nor

the unit shall be liable to the Licensee or to the members of the Licensee or any

other person exercising the rights hereby granted at the invitation of the Licensee

for any personal injury damage loss or inconvenience howsoever or whatsoever

caused to them or to any property brought by any person upon the Premises

(b) It is the intention of and agreed between the parties hereto that the License and

its members and any other person exercising the rights at the invitation of the

Licensee or its members shall do so at the risk of the Licensee and its members

Clause 4(2) below) by any lawful visitor to the premises who shall have entered

thereon for the purpose (in whole or in part) of lawfully visiting the Licensee or its

members or any of them or who shall have entered thereon with the permission of

the Licensee or its members or any one of them

(2) The Licensee hereby covenants to keep the Licensor the trustees for the Licensor and

The Guide Association and its or their employees or agents and all those authorised by

the Licensor to use the premises indemnied against all claims (meaning all demands or

liabilities in respect of damage loss or injury of any description other than those arising

out of any act or omission of the Licensor or its trustees or The Guide Association and

its or their employees or agents and all those authorised by the Licensor) which may be

brought against or occur to or affect the Licensor or such persons as aforesaid or their

property and which arise from or through the exercise of any of the rights hereby granted

or the non-observance of any of the terms of this Licence whether express or implied

(3)(a) The Licensee hereby covenants effectively to insure the Licensee and all its

members and all their lawful visitors against all claims arising from the exercise of

the rights or from any negligence or default (including any breach or non-observance

of any of the terms of this Licence whether express or implied) in connection with

the rights or with the Premises or any activity thereon (whether authorised or not)

for a limit of Indemnity of not less than Five Million Pounds each and every claim

and so as to fully satisfy all claims for which the Licensee and its members or other

persons as aforesaid may be liable whether under this Licence or otherwise

(b) On demand the Licensee shall produce the policy and the last receipt to the

Licensor before the Licence comes into operation and if so requested use best

endeavours to secure that the interest of the Licensor be endorsed on such policy

suspend the operation of the Licence until either is produced

December 2019 • page 4

(d) Where the Licence intends to provide activities for children the Licencee hereby

undertakes that relevant Criminal Records Bureau checks on all employees and/

or volunteers involved in providing such activities will be carried out before the

activities take place

5. (1) This Licence may be determined forthwith by notice given by the

Licensor on any breach or non-performance by the Licensee of any of the terms and

conditions herein contained but without prejudice to any claim by the Licensor against

the Licensee in respect of any such breach or non performance

(2) delete option not required

This Licence may be determined at any time by either party giving to the other

(note 7) ______________ calendar months notice in writing

OR This Licence is granted for a period of ________ months/years from the date hereof

and may thereafter be determined at any time by either party giving to the other

(note 7) _________ weeks/calendar months notice in writing

6. It is hereby agreed between the parties hereto that this Agreement constitutes a Licence and

confers no tenancy upon the Licensee and that possession of the premises is retained by the

Licensor subject however to the rights created by this Licence

AS WITNESS the hands of the parties the day and year rst above written

SIGNED BY _________________________________________ (note 8)

duly authorised on behalf of the Licensor _______________________________________________

in the presence of ____________________________________________________________________

SIGNED BY the said _________________________________________ (note 8)

duly authorised on behalf of the Licensee _______________________________________________

in the presence of: ___________________________________________________________________

SIGNED BY the said _________________________________________ (note 8)

duly authorised on behalf of the Licensee _______________________________________________

in the presence of: ___________________________________________________________________

Ref: sl-59

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and how you can contact us, please read our full privacy notice at: girlguiding.org.uk/privacy-policy/

December 2019 • page 5

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