HINCHINGBROOKE SCHOOL

Transcription

1 HINCHINGBROOKE SCHOOL Inspiring Excellence Fulfilling potential Policy Statement on LETTINGS Drawn up by: DHB Date: March 2010 Revised: January 2012 Date adopted by Governing Body: (Premises) (Resources) (Premises) (SLT)

2 GUIDING PRINCIPLES The Governing Body of Hinchingbrooke School is keen to see its premises at the school used for the benefit of the local community. As an extended school, we believe that as far as possible in such a busy school, access should be given to the wider community, whether it be ICT, sports or arts facilities. In deciding whether or not to let our premises the Governing Body will not let the premises to organisations whose purpose is, amongst other things, to encourage racial discrimination and/or disharmony between persons of different racial groups, or are otherwise involved in activities prejudicial to good race relations. The Governing Body will also take into account the likelihood of damage to the school, or neighbouring premises as a result of the booking. The Governing Body reserves the right to request a reference for a hirer, before allowing the letting. The terms and conditions of letting must be adhered to by the hirer. The final decision on compliance lies with the Governing Body. This Lettings Policy should be read in conjunction with the No Smoking Policy, Community Cohesion Policy, Health and Safety Policy and Safeguarding & Child Protection Policy. 1 GENERAL 1.1 All applications for letting of school premises (excluding Sports Facilities) shall be made through the Chartwells Booking Office. 1.2 Locking/Unlocking of premises to be agreed between Caretaking and Chartwells Staff. 1.3 Chartwells to organise cleaning of premises after events. 2 TERMS AND CONDITIONS 2.1 All persons hiring premises to receive a copy of Terms and Conditions (Appendix A) to be signed and returned to the Chartwells Booking Office. 2.2 All persons hiring Performing Arts Centre, for a production, to receive a copy of Production Guidance Notes (Appendix B) to be signed and returned to the Chartwells Booking Office. 3 FORMS OF AGREEMENT AND INDEMNITY 3.1 A booking form must be completed for each letting, giving full details of use of premises/equipment. To be signed and returned to the Chartwells Booking Office. 3.2 All bookings are covered by Chartwells Property and Public Liability Insurance. Chartwells reserve the right to request clients provide their own insurance depending on the nature of the event. Chartwells are responsible for pursuing any insurable losses that may occur as a result of a booking/event. 4 TARIFFS AND PAYMENTS 4.1 Hirers will be charged in accordance with the tariffs, which are reviewed on an annual basis by the Director of Operations and Chartwells as part of the budgeting process. For lettings that directly benefit Hinchingbrooke students, for example, a year group s parents evening, there will usually be no charge unless there are exceptional circumstances, which will discussed at the time of booking. They may, however, be subject to displacement to another suitable area of the school to maximise cost saving. For lettings that indirectly benefit school students, for example, registered charities relating to school or the local community; or friends to the school, such as the Malawi Education Link, or the Old Huntingdonians Association; charges will be at incurred cost rate only. They may, however, be subject to displacement to another suitable area of the school to maximise cost saving. All other hirers, such as private parties, or profit making organisations, or charitable organisations bearing no relation to school or the local community, will be charged at full rate. 4.2 When a space is let for school use and is a profit making venture, outside of normal school hours, a fee will be charged to recoup basic costs. These costs to include cleaning, caretaking, technical services and Front of House. Policy Statement on Lettings : March 2013 Page 1

3 HINCHINGBROOKE HOUSE & PERFORMING ARTS CENTRE CHARTWELLS TERMS AND CONDITIONS (OCT 2011): APPENDIX A Weddings, Conference and Banqueting Agreement 1. Definitions The Client means any person, company, organisation or entity wishing to book the services of Hinchingbrooke House & Performing Arts Centre. Event Conference, Banquet, Wedding or any other social or commercial booking. The Premises any suite, room or area operated by Hinchingbrooke House & Performing Arts Centre. The Venue Hinchingbrooke House & Performing Arts Centre. 2. Confirmations of Booking All bookings are provisional only until such as these Terms & Conditions are signed and returned to Hinchingbrooke House & Performing Arts Centre, where upon these Terms and Conditions shall become binding. 3. Deposits A deposit of 100% of the agreed venue hire will be required at the time of booking, 50% of this amount is Non Refundable 4. Cancellations All cancellations must be made in writing to the above address. In the event of cancellation the following charges shall be payable. We will endeavour to re sell any released space and will take this into consideration when charging cancellation costs. After signing of agreement loss of deposit and estimated cost schedule: 12 months to 6 months prior to the function 50% of the total venue hire. 6 months to 3 months prior to the function 100% of the total venue hire. 3 months to 28 days prior to the function 100% of the total venue hire plus 50% of the estimated cost. Up to 28 days prior to the function 100% of the total venue hire plus 100% of the estimated cost. 5. Catering Payment Full settlement of the account (venue hire plus estimated cost) is payable upon receipt of invoice, 21 days prior to the event. Post event accounts must be settled within 14 days after the event. The company reserves the right to charge interest at 4% above base rate on any payments outstanding after the due date. VAT at the prevailing rate where indicated. 6. Amendments to Numbers The client shall confirm to Hinchingbrooke House & Performing Arts Centre, the number of people attending the function 14 days prior. This figure may be increased subject to Hinchingbrooke House & Performing Arts Centre s agreement up to 48 hours prior to the function. 7. Corkage The Client may not bring food or drink onto the premises unless the prior written consent of Hinchingbrooke House & Performing Arts Centre has been obtained and for which a charge shall be made. 8. Liability Hinchingbrooke House & Performing Arts Centre accepts no responsibility for any property brought on to the Premises by or on behalf of the client, its servants, agents or guests. 9. Damage The Client shall be responsible for any damages caused to the Premises arising from the holding of the function and shall pay to Hinchingbrooke House & Performing Arts Centre upon demand the amount required to make good any such damage or replace such items as are lost or stolen. 10. Force Majeure. The venue, due to any unexpected and disruptive circumstances may not be able to undertake its contractual obligation. 11 It is the hirer s responsibility to ensure the overall behaviour of their guests and ensure they observe all legal requirements and requests from the staff and management of Hinchingbrooke House and Performing Arts Centre. 12 It is the responsibility of the hirer to observe the Hinchingbrooke House & Performing Arts Centre Health and Safety Policy. Comply with all applicable notices and signs. Immediately evacuate the premises by the nearest Fire Exit on the sounding of a continuous Fire Alarm. Hinchingbrooke maintains a No Smoking policy, and therefore there should be no smoking in any of Hinchingbrooke buildings or premises, with the exception of designated areas. The Hirer accepts that any property or equipment which is brought onto the Premises by the Hirer is at the risk of the Hirer and must conform to any current requirements of legislation regarding its serviceability, control and use. If the Hirer or an agent of the Hirer intends to bring in their own/hired equipment please contact the Hospitality Office for details of electrical safety policy. Fireproof all scenery and props etc to be used in any performances, in accordance with instructions issued by the County Fire Officer. Comply with all the provisions of the Copyright Act 1956 or any Act amending the same. Please see link for further information Immediately after any performance or function at which music has been performed or songs sung, complete, sign and return to the Performing Rights Society a Performing Rights Society Limited form obtainable from the said Society. Please visit for further information. Indemnify Hinchingbrooke, Governors and its staff against all intellectual property, actions, proceedings, costs, claims or demands whatsoever arising from intellectual property, performance of copyright and works on School premises or failure of the Hirer to complete and return the Performing Rights Society Form. Inform the Front of House Manager/Duty Officer immediately of any accidents/incidents. Vacate the premises by the time stated on the Booking Form. Leave the premises and equipment as found. I have read, understand and agree to the above Terms & Conditions: Signed: Please Print: Event Date:

4 PERFORMING ARTS CENTRE PRODUCTION GUIDANCE NOTES APPENDIX B 1. PRE SHOW MEETING: In order to ensure the smooth running of your event and to adhere strictly to all legislative requirements, a meeting will be arranged between the hirer, our technical staff and a member of the Hospitality Team. This meeting will take place at least two weeks prior to your event. 2. STEWARDS: The Centre will supply the statutory requirement of stewards for Health and Safety in addition to the Fire Regulations. It is important to remind all helpers, ticket controllers and seat stewards that they may not enter the auditorium at will, nor will they or any other member of the public be allowed to stand in any entrance or on any stairway during the show. All helpers, whether paid or not, shall be deemed as temporary staff of the venue and as such will be directed by the Centre s Front of House Manager or Head Steward. 3. CATERING: No intoxicating liquor or food shall be sold, supplied or brought on the Premises except under licence held by the Catering Manager or other properly appointed representative of Hinchingbrooke. Paying tea, coffee and licensed bars will be available throughout the production. Arrangements can be made for a paying snack bar to be available during rehearsals. Under special circumstances, permission may be given, by the Catering Manager, for own packed lunches to be bought in by individuals for consumption during rehearsals in designated areas. In this case the hirer will undertake cleaning of tables and disposal of rubbish. The hirer will then incur a charge if this is not carried out. If required, Hinchingbrooke can provide filled rolls. However, if we do not sell the required amount of rolls, you will be invoiced 50 pence per roll to cover production costs. Please note if Hinchingbrooke provide a coffee bar and filled rolls, then under no circumstances are packed lunches to be consumed on the premises. Under no circumstances can hot take away food be brought onto the premises. Food and drink is not permitted in the auditorium and these rules will be strictly adhered to, except in the case of disabled patrons when the Front of House Manager will make the necessary arrangements. If catering is to be provided by Hinchingbrooke, then under no circumstances is it permitted to bring in any means of refreshments (including kettle). 4. LICENCES: It is the hirer s responsibility to ensure that the following licences have been obtained, if applicable. You may be asked to produce these at any time by the appropriate authorities. Performing Right Society (PRS): for the playing of manuscript music PPL (Phonographic Performance ltd): for the playing of commercially available recorded music MCPS Mechanical Copyright Protection Society: for the re recording of music in actuality by means of audio and/or video recording devices. Please visit for further information. Radio communications Agency. The venue already holds an exclusive radio Frequency licence. No other radios to be used/hired. Under the conditions of the license issued by the Local Authority, the opening times are: Monday to Saturday 10:00 00:30 Sunday 10:00 00:00 Licensing hours are: Monday to Saturday 11:00 23:00 Sunday 12:00 22:30 All Bank Holidays 12:00 22:30

5 5. VIDEO RECORDING: If you are arranging to have your show video recorded, professional videographers will have the required licence. You should advise him/her that he/she will be under the direction of the Management and not the hirer. He/she will not be permitted to run trailing cables, use additional lighting or stand in such a way as to obstruct any exit with him/herself or any equipment. Similarly, he/she may not obstruct the view of any member of the audience. A sound feed can be supplied and a position in the control room made available by prior arrangement. Under the terms of his/her licence sales of videos will be limited to performers and their families. The venue also holds a licence for this purpose as issued by the MCPS (Mechanical Copyright Protection Society Ltd). Private video recorders and still cameras may not be used during any performance. 6. SEATING: It is a requirement of the venue that numbered seating will be utilised. The venue will print the required tickets upon written (or e mailed) receipt of the details. Details required are: Name of company presenting the show; name of show; Price of Standard and Concession/child, date(s) and time(s) of performance(s).the venue will supply a seating plan for these numbered seats. This information is required at least 7 working days prior to your proposed selling date. Pushchairs cannot be catered for. The venue reserves the right to refuse admission to children who are under four years of age. It is not permitted for children to sit on parent/carers laps during a performance. The Hospitality Office ( ) needs to be notified of the final ticket sales three days before your event. For dance productions and plays this will be no more than 258; concerts 450; seminars, talks and business meetings, no more than 475. Full floor and gallery plans can be supplied on request for set and lighting designs. 7. BOX OFFICE: Hinchingbrooke can provide a Box Office service on behalf of the client for a fee of or 7% commission on all sales made, whichever is the greater. The Box Office opening hours are Tuesday from 1pm 3pm and Wednesday Friday, 9am 3pm. Every effort is made to ensure all calls are answered. However during busy periods a voic system operates. 8. NAKED FLAMES/SMOKING: Hinchingbrooke is governed by County Council Regulations. Smoking is prohibited throughout the building. Prior notice has to be given at the pre show meeting if candles or pyrotechnic effects are intended to be used. Consent then has to be given by the appropriate authority. 9. HEALTH AND SAFETY: The Health and Safety liability cannot be passed to the hirer nor will the hirer or agents of the hirer be allowed to take over the Venue. Information concerning the use of video cameras and copyright is also broadcast to the foyer. If you intend to use strobe lighting effects during any part of the performance, this must be published in the programme. 10. CHAPERONES: Hirers/Event Organisers are required to supply Chaperones/Supervisors for groups of children. A child is a person under the age of 16 years. Groups of children cannot, under any circumstances be left unsupervised e.g. in a waiting or changing room, whilst others are performing in a room elsewhere. It is required that there be two adults for the first twelve children and a ratio of 1 to 12, thereafter. If the group is of mixed gender then there must be both men and women as supervising staff. These guidelines must be strictly adhered to for the safety of the children attending the function. Organisers should be aware that there are strict, nationally laid down guidelines for working with children and Hinchingbrooke must assume that organisers are familiar with such guidelines and operate within their bounds (see point 14 below). 11. INSURANCE: The Hirer may be liable for any damage caused to the premises by themselves or their party. It may be a necessity that you take out Public Liability Insurance to the sum of 5,000,000. (Please see leaflet enclosed with booking forms) insurance.co.uk. This will be discussed when booking the event.

6 12. RAFFLES: It is permitted for raffles to be run. However if raffle tickets are sold in advance of the day of the performance the raffle must be licensed. If tickets are sold on the day of the performance, to those people attending and the organisers, a licence is not necessary. As Raffles can take a very long time, it is preferred to make the draw during the interval and make arrangements to collect prizes after the show, thus keeping breakables out of the Auditorium. The Centre is a fully licensed premise and therefore alcoholic drinks may be given in the raffle. 13. ELECTRICAL EQUIPMENT: All electrical equipment to be connected to the electricity supply shall have a current test certificate and label, in order to ensure the safety of persons who may come into contact with the equipment and the permanent electrical installation. The Hirer or agent of the Hirer shall provide a portable 30mA RCD (an earth leakage circuit breaker) suitable for use with a 13A socket. All the electrical installation shall be supplied through the earth leakage circuit breaker. Trailing flexes must be protected against damage and secured or covered to minimise the risk of persons tripping and consequent damage to equipment and terminations. Joints shall not be made in cables, except by proprietary connectors. Conductor connections shall be within an enclosure with degree of protection IP4X and which provides cable/cord anchorage. The Hirer or agent of the Hirer, shall be aware of how to isolate the stall electricity supply in an emergency. All circuits must be protected against overcurrent by a suitable fuse or circuit breaker. Lighting fittings must be firmly fixed and so sited as to prevent risk of injury to persons or ignition of materials. Insulating piercing lamp holders shall not be used unless the cable and lampholder are compatible and providing the lamp holders are not removable once fitted to the cable. Electrical discharge lamps with a voltage exceeding 240v shall not be used. An adequate number of socket outlets shall be provided by the hirer or agent of the hirer, to allow his/her requirements to be met safely. No more than one flexible cord shall be connected to one plug. Multiway plug in adapters shall not be used. The use of portable trailing block multiple way sockets shall be restricted to one per fixed socket outlet and have a maximum cord length of 2m from plug to trailing block. Care shall be taken to ensure existing emergency signs, routes and alarm points are not obstructed or impeded. The hirer or agent of the hirer, shall visually check all electrical cables, flexible cords and equipment for damage after erection. 14. LEGAL OBLIGATION: Please see link below for the guidelines for legal obligations regarding Chaperones and Video Recording B4 47DE 86B4 37C771D99B57/0/InfoforChaperonesAug2006.pdf AE2 4A0A ADAF 082EA760E77B/0/ChildreninEntertainmentLicensingAug06.pdf