CONDITIONS OF USE FOR HIRING & COMMUNITY USE OF PREMISES

Transcription

1 CONDITIONS OF USE FOR HIRING & COMMUNITY USE OF PREMISES King Edward VII Science & Sport College Warren Hills Road Coalville Leicestershire LE67 4UW Tel No: Fax: King Edward VII Science and Sport College is an exempt charity and a company limited by guarantee, registered in England with Company Number and has a registered office at Warren Hills Road, Coalville, Leicestershire LE67 4UW

2 Thank you for your interest in booking our facilities. This booklet has been produced in order to provide essential and important information regarding the terms and conditions of your booking, as well as providing a reference point for any queries relating to the use of our facilities. If there is anything you require further clarification on, please contact us. This booklet is also available on our website at CONTENTS Insurance provision 3 Accidents & First Aid 3 Alcohol 3 Bookings Block & Occasional Lettings 4 Booking Alterations 4 Cancellations 4 College Closure Dates 4 Communication/Contact Whilst On Site 5 Complaints 5 Conduct 5 Damage 5 Disabled Visitors 5 Electrical Equipment 6 Fees 6 Fire Evacuation Procedures 6 Lost Property 7 Notice Boards/Digital Signage 7 Political Parties & Religious Organisations 7 Safeguarding/Child Protection 7 Site Security 8 Smoking 8 Special Events 8 Vehicles on Site/Parking 8 Appendices Sports Bookings additional guidelines & information 9 Theatre Bookings additional guidelines & information 10 Health & Safety Information Checklist 12 May

3 INSURANCE The College draws your attention to this statement prepared by the County Council and users/hirers should ensure that adequate insurance is in place. During the period of hiring, the Hirer shall be held responsible for all damages, losses, claims and costs arising out of the use of premises and shall indemnify the County Council and the Governors from and against any expense liability loss claim or proceedings including claims for personal injury to or the death of any person whatsoever whether arising under any Statute or at Common Law or out of the course of or caused as a result of the hiring except where due to the negligence of the County Council or the Governors or their respective servants or agents. All clubs are advised to arrange insurance cover for personal accident and loss of or damage to equipment. Neither the Local Authority nor the College Governors can accept liability for loss or damage to personal property whilst on site. Vehicles on site are at the owner s risk, however, the College assures its users that security measures are in force and are continually reviewed. The hirer is required to have adequate Public Liability insurance in place for the use of any College facilities. If you already have Public Liability Insurance through a reputable provider, or are covered by another policy, please tick the box on the booking to acknowledge this. (A copy of your insurance certificate must be provided for the booking to be accepted.) You are advised that Public Liability Insurance is necessary if you are organising a public event. Hirers without their own Public Liability Insurance wishing to be included in the Colleges scheme, will have this fee added to their letting charge. The fee is currently per annum. ACCIDENTS & FIRST AID A number of Facilities Staff are qualified to provide emergency first aid until qualified help arrives. Valuable time may be lost in locating a College First Aider at weekends and during unattended lettings. It is advisable to have at least one group member who is qualified in emergency first aid and a group first aid supply. It is essential where sports groups and children s groups are concerned that you give particular attention to this. The College runs a regular programme of day and evening First Aid courses details are available on request. In the event of an accident to a member of the public, this should be reported to the Facilities Department as soon as possible and an Accident Report Form filled out. The injured party should not complete the form. The location of College First Aid boxes and Accident Report Books can be found in reception. ALCOHOL Alcohol is strictly prohibited on the College Premises May

4 BOOKINGS BLOCK & OCCASIONAL LETTINGS Bookings are made by submitting a signed official Facility Booking Form (available from the Facilities Department and also on the website Bookings will only be accepted when the box indicating that you agree with the Conditions of Use for Hiring & Community Use of Premises has been signed, or if sent by , marked with an X. The booked time includes setting up and clearing away, so please take this into consideration when stating times required. All hirers are required to provide proof of insurance (public liability). Hirers who block book facilities without their own Notification of confirmation will be given in writing within 14 days of receipt. One-off hirers will be invoiced for the hire of the facility on receipt of the booking form. All invoices must be paid in full in advance of the booking date. All other hirers will be invoiced monthly in advance and payment must be made within 14 days. BOOKING ALTERATIONS There are occasions throughout the year when areas of the College are required for events such as Parents Evenings and special events. To avoid too much disruption to club programmes, these events are organised over different evenings of the week and where possible, an alternative venue is offered. On occasions, your booking may need to be altered or cancelled and we reserve the right to do this. We will give adequate notice of any change and additional session or refund to compensate. CANCELLATIONS With the exception of extreme circumstances, all cancellations will be charged for, unless 7 days notice is received in writing, or an alternative booking can be found. Please note that for special weekend events in the Old House, a 50 cancellation fee will be incurred. Telephone cancellations will not be accepted for any bookings. No charge will be made if the cancellation is caused by College events, snow/ice, or unavoidable damage to building fixtures or fittings. COLLEGE CLOSURE DATES There are occasions when the facilities will be unavailable, either for scheduled cleaning/maintenance work, or because exams/ other College related events. Please note that the College is closed during August. The Facilities will advise of any other closure dates, as and when they are known. We will endeavour to contact hirers if inclement weather causes closures, but please check our website: in the first instance for updates. May

5 COMMUNICATION/CONTACT WHILST ON SITE In the event of an emergency, telephones are located in the Main Reception, The Old House Conference Centre, Post 16 Centre and Swimming Pool. To call the emergency services dial 9 for an outside line, followed by 999. For weekday lettings, and for weekend lettings, hirers will be provided with a contact number for the member of staff on duty. Please note the Facilities officers primary function is the care and maintenance of the buildings / site and the person on duty may have many tasks to perform. It is essential therefor that requests for seating, furniture and equipment etc. are arranged in advance. COMPLAINTS If you feel that our service to you is unsatisfactory, we ask that in the first instance you voice your concerns to a member of staff on duty, by contacting reception or a facilities officer. We take all complaints seriously and investigate them thoroughly. A copy of our complaints procedure is available on request. CONDUCT All hirers are expected to:- Respect the facilities provided Make every effort to conserve energy by switching off unwanted lights Leave areas clean and tidy No preparation is permitted to be applied to floors Return all furniture or equipment that is re-arranged during a booking to its original position. Report any damage to equipment/breakage to the Premises Officer as soon as possible. (Hirers will be required to meet the cost of repair or replacement in the case of non-accidental damage.) Act courteously towards College staff. Any hirer found to be using foul/abusive language to College staff will have their access to facilities withdrawn. DAMAGE The College endeavours to comply with its obligation by ensuring that the facilities you have hired are in reasonable repair. During your booking, if you become aware of any maintenance issue, or damage occurs to the facility, please inform a member of staff as soon as possible. DISABLED VISITORS The College makes every effort to ensure that visitors to the site are given access to our facilities and any special requirements can be discussed at the time of booking. Any difficulty experienced in gaining access to any of our facilities should be highlighted immediately. May

6 ELECTRICAL EQUIPMENT All electrical equipment used on site must be tested under the Portable Appliances Regulations and certified by a competent electrician. Only approved equipment is allowed and care must be taken not to overload sockets. FEES Invoices will be issued for lettings one month in advance and payment must be made within the following 14 days. Failure to comply with this may result in access to the facilities being withdrawn and the College reserves the right to do this. Please note: The College will not accept adjustments to invoices unless you have given 7 days notice in writing. (not applicable in the case of College cancellations). VAT is no longer charged on any letting following the College s conversion to an academy on 1 October FIRE EVACUATION PROCEDURES In the event of a fire, the premises must be evacuated immediately. When there is a member of the Facilities staff on duty, please act under their direction and do not re-enter the building until permission has been given. In the case of an unattended letting, if it has been necessary to call emergency services, please act on the instructions of the officer in charge. In the event of a fire or other emergency, which necessitates the evacuation of the buildings, please note carefully the following procedures: 1. Alarm sound (continuous rings) 2. Groups evacuate building and make for assembly point 3. No one may re-enter buildings until permission has been given by duty staff/ officer in charge THE ASSEMBLY POINT FOR EVACUATION IS THE ASTRO-TURF PITCH (During out of hours Ball Court) All users of the premises should familiarise themselves with the location of their nearest fire alarms, emergency exits, fire extinguishers, assembly point and fire blankets and inform their members. In the event of emergency, hirers are authorised to contact emergency services direct. After dialling state: 1. Which service or services you require (Fire, Police or Ambulance) 2. The College location (King Edward VII Science & Sport College, Warren Hills Road, Coalville) 3. The nature of the emergency 4. Contact College Staff as soon as possible for assistance All user groups must ensure that a register has been taken and inform College staff if there are any missing persons in your group. (Please see appendix for more Health & Safety information.) May

7 LOST PROPERTY All lost property should be handed to the member of staff on duty so that it can be claimed. All users are reminded that the College cannot be held responsible for any losses incurred whilst on site and care should be taken not to leave possessions lying around. NOTICE BOARD/DIGITAL SIGNAGE A Community notice board is available for use by all users in the Sports Foyer and digital signage screens are located around College. Please contact a member of Facilities staff for more information. POLITICAL PARTIES & RELIGIOUS ORGANISATIONS Political parties and religious organisations, where approved by the Governors, will be subject to the following regulations, in order to ensure that the College remains neutral:- All activities shall be restricted to private and social events (e.g. discussion groups, committeemeetings etc.) No public meetings shall be held except under the existing regulations of the Education Committee concerning the hire and use of College premises. No propaganda shall be displayed or distributed within the College and its grounds to members of the public or other students in the College. No attempt shall be made within the College to recruit membership. The premises shall not be hired to the following organisations:- The National Front The New National Front The British Constitutional Movement The British Movement The League of St George Column 88 The British Democratic Society The British National Party Any other organisation which has racist aims. The College may cancel any hiring if, in its opinion, the organisation for which the premises are hired has racist policies, regardless of the stated reason for hiring the building. In such an event, the College shall incur no liability to the hirer whatsoever, other than the return of the fee paid in respect of such cancelled engagement If your booking relates to juniors, you are required to ensure that you have appropriate child protection policies and procedures in place and that those persons likely to have contact with children have been subject to the requisite checks. The College reserves the right to ask the Hirer to produce evidence that checks have been carried out on all persons and to review child protection policies and May

8 procedures and to impose any additional requirement they consider appropriate in connection with the hiring. If for any reason the College is not satisfied, it reserves the right to cancel any hiring and there shall be no liability to the Hirer, other than to refund any hiring fee or deposit paid. The College is not responsible for monitoring standards or maintaining quality checks or activities or events which are not part of the College s programme, or are not provided directly by the College. Parents/Carers are advised that they are responsible for ensuring that activities and events provided by a private Hirer of College facilities, are appropriate for their child/ren. They should also ensure they have satisfied themselves that the organisation or Hirer has taken steps to ensure the safeguarding, health, safety and general welfare of participants. Parents/Carers are strongly advised to check that any group, club or individual has undergone appropriate checks before placing a child/ren in their care. SITE SECURITY Hirers will appreciate the difficulty of securing the campus. It is extremely difficult to patrol the whole site and prevent unwanted visitors. Do not leave valuables unattended, especially in the Sports area. Avoid confrontation if you observe intruders, but report immediately to the member of staff on duty or the Premises Officer. Similarly, report any incident of vandalism. For your safety and security whilst using our facilities, please be advised that CCTV cameras are in operation across the site. SMOKING The College operates a NO SMOKING policy and there are signs displayed around the College site stating that smoking is not permitted. It is against the law to smoke on any part of the College campus, including car parks and walk ways. Hirers are responsible for ensuring that members of the public attending functions, special events and club sessions, abide by this rule. SPECIAL EVENTS Hirers must ensure that the details of the procedures for dealing with emergencies and/or evacuation are understood; and the location of the fire extinguishers and emergency telephone are known. The Facility Booking Form requires the name of a designated person who will accept responsibility for and be familiar with the above and who will attend during the booking period, communicating the above information verbally to other members. It is also the Hirer s responsibility to ensure that the appropriate Licenses, Insurances and Permissions have been obtained and complied with (see separate details for theatre bookings). VEHICLES ON SITE/PARKING Facility users are reminded that the College cannot accept responsibility for damage to vehicles on site. Drivers must observe directional signs and not exceed 5mph. Care must be taken not to block access for emergency vehicles. Do not park in a manner that would prevent another vehicle from moving. Please do not block the Design steps and ramp area, including during out of school hours. Do not leave your vehicle in Castle Rock High School s car park, as this is maintained and locked by their premises staff. Disabled parking areas are clearly marked. May

9 APPENDIX 1 - SPORTS BOOKINGS: ADDITIONAL GUIDELINES AND INFORMATION USE OF SHOWERS For the last booking of the evening, shower facilities will be available for 15 minutes after your booking time ends. ALL FACILITIES All facilities should be left ready for use by subsequent bookings i.e. all groups are requested to respect the facilities provided, make every effort to conserve energy by switching off unwanted lights, equipment should be cleared away, the area tidied and checked. Failure to do this may affect your future booking and a charge may be incurred. If the previous booking has failed to follow the above procedure, please inform the Facilities Officer as soon as possible. ASTRO TURF PITCH BOOKINGS Please note that the gates to the ATP are locked at 9.50pm. COMMUNICATION Your first line of communication is with the Facilities Officer on duty. The Facilities Officer files a report each day, so please report any concerns you may have about the facility to them in the first instance. FOOTWEAR & SPECIAL CONDITIONS Sports Hall 1. No black footwear is allowed in the Sports Hall 2. No outdoor footwear in the Sports Hall 3. No food or water must be consumed in the Sports Hall 4. Cricket nets must be in place before each cricket training session Swimming Pool 1. NO OUTDOOR shoes are allowed in the Swimmer Only areas 2. Use changing rooms provided 3. Slippery Surfaces - Caution must be taken in changing rooms and pool surround (see Swimming Pool Operating Procedures) 4. Please enforce the No Running signs 5. All Coaches/Helpers must observe the NO OUTDOOR SHOES signs 6. Replace all floats/goals and lane ropes to the correct place 7. Place all unwanted plastic bottles/training schedules in the bin provided 8. DO NOT use the emergency rescue equipment for teaching purposes Astro Turf Pitch May

10 1. No football studs 2. No moulded studs 3. No spiked running shoes 4. No Outdoor shoes 5. No mud please ensure all users have clean appropriate footwear before access is allowed onto the playing surface 6. Ensure all users walk on pathways to eliminate mud collecting on footwear or put clean appropriate footwear on at the entrance to the synthetic pitch 7. DO NOT drag goals, weights or any other equipment on the surface 8. DO NOT allow spectators to bring food or drink into the facility 9. Damage caused because of failure to comply with the above will affect future bookings. FOOD & DRINK No chewing gum in any SPORTS FACILITY No glass bottles in any SPORTS FACILITY No food or drink is permitted in the Sports Hall For your convenience, a water fountain is available in the Sports Foyer No food & only water in plastic bottles is permitted on the Synthetic Pitch No food & only water in plastic bottles is permitted in the Swimming Pool APPENDIX 2 - THEATRE BOOKINGS: ADDITIONAL GUIDELINES AND INFORMATION BOOKED TIME This includes the setting up and tidying away of equipment USE OF CHANGING ROOM/AREAS Please be aware that any areas used for changing must be left as found. An extra charge will be added in the event of rooms not being fit for purpose after your booking. AUDITORIUM Written permission from the College must be sought for any alterations to fixtures or fittings. Tampering with any electrics, plumbing, curtains or stage props is strictly prohibited. The use of smoke or pyrotechnics is not permitted. The auditorium must be cleared of any rubbish/litter before leaving. FIRE EXITS & PROCEDURES All theatre users must be made aware of all fire exits and fire appliances, and the procedure for evacuation in case of emergency (see page 4). This should be done before the commencement of every performance. May

11 RISK ASSESSMENTS A full risk assessment must be made for each individual booking and must be returned to the Leisure & Learning and Facilities Manager before the hire can be confirmed. TECHNICAL ASSISTANCE College technical assistance will be available to help you in the setting up of your show and the technician will be responsible for using the light and sound during your performance. Please note:- there is a charge for this service. THEATRE LICENCE A copy of the College licence is issued to the special event organiser and the regulations must be adhered to. It is the organiser s responsibility to ensure that all other Licences/Permissions are obtained (e.g. Performing Rights/Copyright etc) and shown to the Leisure & Learning and Facilities Manager before the event. May

12 Health & Safety Information Confirmation Form for Events Please complete this form when you have been made fully aware of all items detailed below and return it to the College with amended risk assessments. Name or organisation:. Name of Person in Charge: Address: Tel No:.. Mobile:. Address:. No. Issues/Items Tick to indicate you have received information and/or instruction about these issues/items 1 Facilities Risk Assessment(s) 2 Fire Alarm Points 3 Fire Evacuation Procedures 4 Evacuation Routes 5 Fire Assembly Point 6 Location of a telephone 7 Duty officer contact telephone number 8 First Aider/s and Location of the First Aid Kit 9 Toilet Access 10 Drinking Water Access 11 Entrance/Exit Access & Security Systems 12 Information about requirements of the Fire Evacuation Plan 13 Information about reporting damaged or faulty building infrastructure and/or equipment 14 Information about reporting accidents 15 Other I have been made fully aware of my health and safety responsibilities for the hire of facilities at King Edward VII Science & Sport College. Signature of person in charge: Date: May