What is a Hiring Agreement?
Does my Council Need a Hiring Agreement?
If your Council rents out community spaces such as meeting rooms, halls, sports facilities etc, it's crucial to have a streamlined hiring agreement in place to ensure the proper, respectful use of public assets, and to protect the Council from potential liabilities. This agreement also offers an opportunity to clearly communicate the rules and expectations associated with using the facilities.
Key Features of a Hiring Agreement:
- Hire Details: This includes specifics such as the name & address of the hirer, the date and time, the venue, and the nature of the hire as well as the hire charge and deposit. This could also include specific requirements or limitations related to the hire, such as the maximum number of attendees.
- Agreed Terms: This can be a separate, standard Terms & Conditions document, applying to all hire activities, that is then attached to the hire details. This will set out the use of the venue and expectations of the hirer, payment terms, liability, cancellation & refund terms, and any other general terms.
Liability is an important one in this document. You want to make it absolutely clear that individuals on the premises are at their own risk (i.e. The Council are not liable for any damages or injuries that occur during the hiring period, unless it is something the Council have done as the building owner).
When establishing a Hiring Agreement, aim for simplicity and clarity. Agreements that are unnecessarily long and complicated can be off-putting for potential hirers. Instead, strive to create short-form documents that clearly lays out the T&C's in an easy-to-understand manner.
Take a look at other key legal documents your Council should have here.