TERMS & CONDITIONS OF HIRE

Transcription

1 TERMS & CONDITIONS OF HIRE The Finance Office Western Way Basingstoke RG22 6HA Tel

2 TABLE OF CONTENTS 1) ACCEPTANCE OF AND COMPLIANCE WITH CONDITIONS 2) PROCEDURE FOR ARRANGING HIRE 3) PROVISIONAL BOOKINGS 4) HIRE OF THE ALDWORTH BAR 5) CANCELLING A HIRE 6) USE OF EQUIPMENT & PAT TESTING 7) GYMNASIUM/SPORTS HALL 8) SMOKING 9) GAMBLING 10) DOOR STAFF 11) FETES 12) FIRE PRECAUTIONS 13) ATTENDANCE AND BEHAVIOUR 14) SUPERVISION OF CHILDREN UNDER 16 YEARS OF AGE 15) PARTIES FOR TEENAGERS 16) PARKING 17) ENTERTAINMENT LICENCE 18) PAYMENT CONDITIONS 19) METHODS OF PAYMENT 20) INSURANCE 21) VAT REGULATIONS AS APPLICABLE TO ALL LETTINGS OF SCHOOL FACILITES 22) STORAGE

3 TERMS AND CONDITIONS OF HIRE Please note At Aldworth, we are committed to giving the protection of young people and adults the highest possible priority. Please see the enclosed leaflet in your information pack for a directory of contact number should you have any concerns about the safety of young people or adults. Additional information is also available from centre staff and published on the school notice boards. (Please see Appendix Safeguarding Children and Vulnerable Adults Policy and Guidelines for Community Users) New hirers are invited to view the premises by appointment before booking rooms or facilities. Please telephone the Finance Office on Office staff can assist hirers who may require help completing their forms. Large print versions of these details are available on request. 1) ACCEPTANCE OF AND COMPLIANCE WITH CONDITIONS The hiring of accommodation is permitted only on the conditions outlined in the following regulations. Acceptance of the hire agreement is deemed to be acceptance of these conditions. The Hirer (the person or body to whom the hire is granted) shall be responsible for compliance with these conditions. 2) PROCEDURE FOR ARRANGING HIRE 2.1 Bookings made by telephone or in person can only be taken on a provisional basis and will be held for two weeks ONLY (or less if the event is due to take place within one month). 2.2 The hirer must complete and sign the booking form. All hirers need to sign the booking form in order to be covered by the County Council s Public Liability Insurance Policy. This condition applies to both day and evening use and is still necessary when the letting is free or subsidised. Please remember to put accurate times (including setting up/clearing up time) on the form the facility will not be available before the time stated. 2.3 Hirers booking facilities for events open to the general public will be required to complete a risk assessment to comply with Health & Safety regulations. 2.4 Applications for the hire of the premises should normally be made at least three weeks in advance 3) PROVISIONAL BOOKINGS Initial enquiries to book facilities will be taken on a provisional basis only. A provisional booking will be held for two week only. No bookings will be accepted without a completed booking form and deposit.

4 4) HIRE OF THE ALDWORTH BAR 4.1 Only beverages purchased at the Aldworth Bar may be consumed on the premises, if the bar is booked as part of the hire. If this condition is breached, the School reserves the right to charge the hirer 60 to defray the associated costs. The Bar staff or caretaker on duty, at their discretion, may ask the necessary persons to leave the premises. 4.2 A charge will be made for CORKAGE to hirers bringing their own alcoholic beverages charges to be agreed in advance based on 1.50 per adult. 4.3 Hirers are asked to note that no drinks may be purchased during the 20 minute Drinking up time and customers should vacate the premises. 4.4 If you have any special requests for alcoholic or non-alcoholic drinks please contact the School. 4.5 An additional charge will be made to hirers requesting additional staff in the Aldworth Bar see booking form 5) CANCELLING A HIRE 5.1 Cancellation by the School If a cancellation has to be made for any reason beyond our control, as much notice as possible will be given to the hirer. 5.2 Cancellation by the hirer. (to be read in conjunction with point 16.1 & 16.3) The hirer must give as much notice as possible of a cancellation. If less than 7 day s notice is given, the School reserves the right to pass on to the hirer any costs unavoidably incurred. 6) USE OF EQUIPMENT AND PAT TESTING 6.1 Certain equipment (hot water urns/cups/saucers etc.) may be hired at the request of the hirer, and the details should be included on the booking form. A charge will be made for the use of urns, projectors, screens etc. If, during use, any damage to the equipment occurs, the hirer will be asked to meet the full cost of repair or replacement. School equipment no use may be made of any apparatus e.g. stage fittings and lighting, pianos etc. without prior permission. 6.2 Any electrical equipment brought on to the site must have been agreed with the facilities staff and have a current Portable Appliance Testing (PAT) certificate or be less than 12 months old and must be used with a Residual Current Device (RCD). 6.3 Electrical Extensions Leads/Multi Plug Adapters Extension cables are acceptable as long as PAT tested and of sufficient length multiple cables must not be joined. Multi plug adapters should not be used. 6.4 Activity Bouncer the hirer must take full responsibility for and supervise all children while they are using the Activity Bouncer. The conditions of use are: - no children over the age of 12 are allowed to use the activity bouncer. - no shoes, food or drink are allowed on the activity bouncer. - no children to walk around the sides or the rear of the activity bouncer. The maximum number of children able to use the bouncer at any one time is: - Under 7 years old - up to 15 children maximum year olds - up to 8 children maximum.

5 Any damage must be reported to the Caretakers/site staff on duty as soon as this occurs and use of the bouncer cease at this point. The School reserves the right to charge for any repair costs incurred if the damage is as a result of these conditions not being adhered to. The bouncer must never be used when wet. 7) GYMNASIUM/SPORTS HALL Only suitable sports footwear should be worn in the gymnasium and sports hall. No food or drink is allowed in either area. No School equipment may be used without prior permission. 8) SMOKING In line with National Policy regarding smoking in public buildings and within restrictions in the Licencing of Premises Act Smoking is not permitted in the School buildings or grounds at any time. Please note we do not permit the use of smoke machines. 9) GAMBLING The school premises may not be used for gambling or betting in any form. 10) DOOR STAFF Hirers booking facilities for events which may attract teenagers or open to the general public will be required to confirm at the time of booking they will police the event appropriately with trained door staff. Extracts from the British Institute of Inn-Keeping (BII) May 2002 Door staff should never: - Carry offensive weapons - Drink alcohol on duty or prior to work - Use more force than is absolutely necessary Stopping people from entering licenced premises or persuading them to leave quietly is a difficult job and requires special skills and training. In carrying out their duties door staff may have to use physical force, but they must be aware that an inappropriate level of physical force may provoke reactive violence and could lead to prosecution for assault. The ability to use minimum force effectively is an essential skill for door staff and this must be combined with a confident, cool headed, persuasive, firm authoritative manner Door staff should always: - Co-operate with the Police - Comply with the law - Try to resolve problems without the use of force - Report all incidents to the site manager or community staff on duty - Carry out duties fairly and without discrimination - Be smart, pleasant, friendly and helpful 11) FETES When outdoor facilities are used for fetes and similar activities, the hirer should be responsible for clearing any litter that results from the hire and returning the site to its original condition.

6 12) FIRE PRECAUTIONS Evacuation Procedure for Fire and Emergency All Hirers must ensure they familiarise themselves with Fire Emergency Procedures and know where the Fire Exits are in the facility they occupy. On finding a fire, sound the alarm at the nearest fire alarm point. Fire alarms are located at the entry doors to buildings. The warning for evacuation is a continuous ringing of the bell; or the hand bell in the event of failure of the electrical supply. On hearing the fire alarm the group leader must ensure that everyone leaves the room by the most suitable route and makes their way in a calm and orderly manner to the ASSEMBLY POINT. The group leader must take a register or check their list to ensure that everyone is accounted for. All bags and personal belongings should be left in rooms. Room doors and external doors should be closed as soon as possible. The group leader must report to the caretaker that everyone in their group is accounted for, or if anyone is missing. ASSEMBLY POINT All hirers must assemble at the TOP PLAYGROUND No person may re-enter the buildings until told by the caretaker that it is safe to do so.

7 13) ATTENDANCE AND BEHAVIOUR The Hirer shall ensure that the number of persons using the premises does not exceed that for which the application was made and approved. The Hirer shall be responsible for ensuring the preservation of good order for the full duration of the letting and until the premises are vacated. The Hirer shall at all times provide an adequate number of supervisors for any activity and those supervisors shall be present throughout the hiring period. The Hirer shall be liable for damage caused by unruly or inappropriate behaviour. It is the Hirer s responsibility to ensure that all those attending are made aware of their responsibilities, and the County Council s and Hirer s insurance arrangements. Children should not be allowed to roam unattended on site or run around school buildings. They must be under the supervision of a responsible adult at all times. 14) SUPERVISION OF CHILDREN UNDER 16 YEARS OF AGE It is the hirers responsibility to ensure that children under the age of 16 are supervised at all times by supervisors who have DBS Clearance. 15) PARTIES FOR TEENAGERS We are unable to accept bookings for ANY teenage parties. 16) PARKING All vehicles must be parked on the hard standing areas at the front or rear of the School and are left at their owner s risk. 17) ENTERTAINMENT LICENCE All music must have ceased by midnight. The Entertainment Licence does not allow music to be played beyond this time. 18) PAYMENT CONDITIONS 18.1 Regular Hirers only Invoices will be issued at the end of each month to all the hirers using the premises during the month. All hire charges must be paid within one month of the date of the invoice. A late payment charge of 20% will be given if invoices are not paid within one month The School reserves the right to invoice the hirer for any charges arising from excessive cleaning time incurred as a result of the hirer failing to leave the accommodation in a reasonable condition. Events over running the pre-booked time will be charged the additional time in half-hour blocks One off Bookings The amount will be advised at the time of booking. Bookings require a 50% non-refundable deposit with your completed and signed booking form prior to our confirming your application. The remaining balance must be paid within 7 days PRIOR to the event. If these conditions are not met we cannot guarantee your booking will be held for you.

8 19) METHODS OF PAYMENT 19.1 By telephone Using CARDNET (Switch/Delta/Access/Visa) 19.2 By post (available to regular hirers ONLY). Please send a cheque made payable to Hampshire County Council and post to Aldworth School, Finance Office, Western Way, Basingstoke, Hampshire. RG22 6HA enclosing details of the hire. Please ensure to include your contact address/telephone number. A Cheque Guarantee Card must cover cheques In person The Evening Receptionist is available to take payments in the evenings and on weekend our site staff will take payment and give you a receipt. Contact them on duty mobile ) INSURANCE Public Liability insurance policy with Details of Insurance Cover HIRER S INSURANCE INDEMNITY CLAUSE In accordance with the terms of hiring it is customary to require persons / organisations to accept responsibility for damage to the premises and its equipment and for the Third Party claims involving injury to persons and / or damage to property. A INJURY TO PERSONS OR PROPERTY 1 The Hirer shall indemnify the school and Hampshire County Council against all claims for damages, compensation and / or costs in respect of : (i) bodily injury or illness to Third Parties, including the County Council s servants and agents and / or (ii) damage or loss to Third Party property caused by, or arising out of, or being incidental to the Hirer s use of the premises. 2 The Hirer shall effect adequate insurance to cover this liability with a minimum limit of indemnity of 10 million for commercial hirings except where otherwise agreed 5 million for non-commercial hirings B DAMAGE TO PREMISES AND EQUIPMENT 1 The Hirer shall be responsible for the loss of, or damage to the premises and contents therein, which is the property of the School and/or Hampshire County Council, except when loss or damage to the premises or contents are as a result of the negligence of the School or Hampshire County Council. 2 The Hirer shall effect adequate insurance to cover this liability with a minimum limit of indemnity of 10 million for commercial hirings except where otherwise agreed 5 million for non-commercial hirings

9 hirers must produce evidence that the required insurance cover is in place at least 7 days before the event. NON-COMMERCIAL HIRERS Due to difficulties experienced by non-commercial hirers in arranging Public Liability Insurance with a Limit of Indemnity of at least 5 million (the lowest limit acceptable for use of Hampshire County Council premises) the County Council has arranged for their Public Liability policy to be extended, and non-commercial hirers who cannot produce evidence of Public Liability insurance, must as a condition of the proposed hiring, take out the Hirer s Insurance organised by Hampshire County Council, (provided they do not fall within the definition of the exclusions listed below). HAMPSHIRE COUNTY COUNCIL ON BEHALF OF NON-COMMERCIAL INDIVIDUALS AND ORGANISATIONS HIRING COUNTY COUNCIL SCHOOLS, COMMUNITY COLLEGES, EDUCATION CENTRES AND OTHER HAMPSHIRE COUNTY COUNCIL PROPERTIES POLICY OF INSRUANCE WITH TRAVELERS INSURANCE COMPANY UNDER POLICY NO UC POP OPERATIVE CLAUSE The indemnity will cover individual hirers and organisations in connection with their hire of and activities carried on at the hired premises for their legal liability for bodily injury or illness to third parties and damage or loss to third party property, and loss or damage to the premises and contents hired, including such liability that may be imposed on the Hirer under the terms of the hiring agreement. LIMITATIONS Aggregate liability indemnified limited to 5 million EXCLUSIONS Political Meetings and Professional Entertainment Promotions Commercial, business or trade hiring NOTE This is a Public Liability insurance policy. It does not provide cover for: Employers Liability If the hirer has employees the hirer must provide this cover. Professional negligence of the hirer if the hirer is providing a professional service they must take out this cover for themselves. 21) VAT REGULATIONS AS APPLICABLE TO ALL LETTINGS OF SCHOOL FACILITIES - VAT will be charged at the standard rate to all hirers as necessary unless hirers provide evidence of exemption. General lettings of an open space are VAT exempt. However VAT will be charged if the hirer requires the use school facilities such as a projector, computer, or other equipment.

10 Sports lettings - A sports letting is defined as a physical activity undertaken in a space adapted for physical activities and is standard rated. The sports let may become VAT exempt if the following conditions apply; - The let is a one off for a continuous period exceeding 24 hours or, - a series of 10 or more lettings is booked by an eligible body * and each let is for the same activity and the interval between each let is not less than one day and not more than fourteen days and there is written agreement regarding the series of lets (schools booking form) and the hirer has exclusive use of the facilities *An eligible body is defined as a club or association whose articles/memoranda of association or constitution demonstrate that they are: - non- profit making or have in their constitution restrictions preventing the distribution of any profits except to other non-profit- making bodies or on winding up - do not have any paid officers or paid connected officers. It is up to the hirer to prove that the club or association is an eligible body before the series of lets rules can be applied. A copy of your articles/memorandum of association or constitution must be provided for the college to keep on record. A letter confirming you meet the requirements is not sufficient. 22) STORAGE Storage facilities cannot usually be provided. When Hirers are permitted to leave equipment on the premises, they do so entirely at their own risk.

11 LETTINGS PRICE LIST / CHARGES To all hirers please note the following: The Governing Body have approved the following hourly rates for hiring School facilities from 1 st April 2016 The premises are not available for hire on Bank and Public Holidays, including Christmas Eve, New Year s Eve and Good Friday Hirers using Sports facilities must pay VAT unless proof of exemption is provided. An additional charge of 50 per evening to hirers requesting each additional bar person in the Aldworth Bar. FACILITY REGULAR HIRERS Junior From 1 st April 2016 REGULAR HIRERS Senior From 1 st April 2016 Classroom Drama CASUAL USE From 1 st April COMMERCIAL ORGANISATION From 1 st April Dance Studio VAT VAT Youth Wing Dining Hall Library Activity Bouncer Gym VAT Not available for persons over 12 years old VAT VAT to be used onsite ONLY VAT to be used onsite ONLY VAT VAT Sports Hall VAT VAT VAT VAT Main Hall + Dining Hall With Bar extension to NOT AVAILABLE add add add 50 Field per match Netball/ tennis courts per court Special Party Rates for Adult and Children s Parties please call for details