Terms and Conditions of Hire

Venue Hire | Terms of Hire Agreement

  1. The Penllergare Trust site, Woodland Centre & Wildwood will be opened by a staff member unless agreed otherwise. Should the hirer be granted permission to open or close the site and venue they are excepting full liability and responsibility to do so.
  2. If keys are provided, they must be signed out and signed back in at the main office. If keys and/or padlocks are lost or not returned following hire then the person that has accepted liability will be required to pay the total cost of changing locks or replacing padlocks.
  3. Penllergare Valley Woods office car park area has several reserved spaces designated to woodland centre hirers which are included within the cost of hire however these are let on the understanding that the lower carpark will also be in use by members of staff and volunteers who have the right of entry at any time to the carpark. Hirers are also expected to ensure that participants parking do so in an organised manner ensuring access for emergency vehicles is retained in all access points at all times.
  4. Booking times should be adhered to at all times or further charges will apply. A setup/clean up slot of 30 minutes either side of your booking slot is assigned for preparing and packing away the area. The facilities must be left in a tidy state and within this time scale to allow for other groups to arrive and prepare for their slots.
  5. Should the member of staff that opens Penllergare Valley Woods, before the function or hire commences, be of the opinion that any activities, uses or persons are likely to prove of an objectionable and undesirable character, they reserve the right and have the full power to cancel the booking, return the hire fees and not be liable to pay any compensation.
  6. A security bond may be payable at the time of booking (at the Trust’s discretion) and this will only be refundable on satisfied inspection of the area used after the event.
  7. Damage – The hirer will be responsible for the cost of repairing any damage caused. In the event of this, the security bond if applied may be held back to help cover these costs.
  8. Conduct – The hirer will be responsible for the proper conduct of persons using the Woods as a part of their event. The hirer is responsible for all areas whilst on site and should ensure that all rules are adhered to whilst on site.
  9. Loss of property – The Trust does not accept responsibility or liability for any damage or loss of property or things that are placed and left upon the premises whilst being hired.
  10. Fire Risks – The hirer should make themselves familiar with the fire procedures for the site and inform Trust staff at the time of booking of any factor that involves extra fire risks.
  11. Indemnity – The hirer shall indemnify the Trust against all claims, demands, actions, or proceedings in respect of the default or injury caused by or to any person which shall occur whilst the person is in or upon Trust property or arise from an accident whilst at the premises, or in respect of any loss or damage suffered or sustained by any person.
  12. Groups – All groups should have their own insurance and appropriate staff checks such as DBS’ in place. Groups are responsible for undertaking their own risk assessments which must be made available to Penllergare staff before the day of hire. The Trust takes no responsibility for this and recommends if unsure you seek appropriate advice. All relevant documents outlined above must be presented to the staff member coordinating the hire along with a signed copy of this hire agreement before the event or hire commences.
  13. Outdoor Activities – The hirer may use Penllergare Valley Woods to undertake activities, but they must remain aware that other members of the public, and Trust staff and volunteers may also be in the same area. Lighting of fires is not allowed without prior arrangement. Vehicles may not enter the woods, apart from the designated parking areas. Organisers are fully responsible for monitoring weather conditions and taking relevant action should adverse weather or warnings be put in place. Area and location should be considered at all times.
  14. Cancellation – Cancellation policy is subject to the following agreement.
  • less than two weeks’ notice of cancellation, 50% of the hire fee will be payable.
  • less than 48 hours’ notice, 100% of the hire fee plus catering charges will be payable.
  1. The hirer accepts these terms and conditions on the basis that he/she as named will be held fully responsible during the hire period.