Regulations for the hire Woodlands School Premises and Facilities September 2015

Transcription

1 Regulations for the hire of Wood lands School Premises and Facilitiess Septe ember 2015

2 Regulations and charges for the hire of Woodlands School premises andd facilities September Acceptance of conditions The hiring of accommodation is permitted only on the condition outlinedd in the following regulations. Acceptance of the hire agreement is deemed to be b acceptable of these conditions. 2. Compliance with Conditions The hirer (the person or body to whom the hire is granted) shall be responsible for compliance with these conditions. 3. Procedure for arrangingg and cancelling a Hire Applications for the hire of the school premises shouldd normally be made at least l three weeks in advance. A prospective hirer shall submit a completed application form, in accordance with the procedure described on thee form. The School reservess the right too cancel any hire without notice. Every effort shall be made to give reasonable notice too a hirer, and, whenever possible, alternativee facilities offered. Regular/ Long Term Lettings For long term, established lettings the maximum booking term will be one year and the minimum one term. t Lettings rates and storage facilities will bee reviewed at the end of each year. If for any reason, a long term letting agreement is cancelled, the hirer is expected to pay 50% of the remaining costss of that letting. Any new long term lettings willl be initially offered a term s contract with the option for an extension. The full charge paid shall be reimbursed provided thatt written notice of cancellations is received by the School at least seven days before the period of time. In general reservations will not be accepted for dates more than 12 months in advance except for special events such as thosee needing extensive preparations. 4. Refusal of hire The Governors may refuse an application to hire the premisess if: The premises are equired by the School; There has been any damage too the property, or breach of these conditions during previous use of the premises by the hirer;

3 No compensation shall be payable by the Governors by reason of such a decision. 5. Cancellation by the Hirer The hirer must give at leastt 48 hours notice of cancellation too the Woodlands school Lettings Manager acting for the Headteacher and Governors. If any shorter period off notice is given, the Governors reserve the right to pass on to hirer any costs unavoidably incurred. 6. Indemnity & Insurance Indemnity The Hirer will accept responsibility for: : Insurance For any permit; Damage to premises and equipment being used. Third party claims involving injury to persons (including staff) and/or damage to property except when caused solely by the negligencee of (the School and/or Essex County Council) their servant ss and/or agents. Hirers are asked to confirm that suitable cover is in place before the hiring commences. This should include: Household Personal Liability orr one day event insurance for casual lettings. 5,000, Public Liability for regular lettings. other reason the Governors deem it necessaryy or expedient to withhold the Where applicable insurance cover on any equipment owned o by the hirer. All breakages or damage to the School Property will be charged and mustt be paid by the group responsible. 7. Risk Assessment The hirer must supply a written risk assessment for their activity (guidelines and a proforma are available) 8. Activities for Children For these activities, a hirer shall ensuree that two responsible adults a are present, and in charge throughout the whole period of hire. It is recommended that one adult is a qualified First Aider. Adult helpers must be DBS checked (Disclosure and Barring Service) a copy will need to be supplied to the School at the time of application. 9. School Equipment No use may be made of apparatus suchh as stage fittings, pianos, etc., without specific permission.

4 10. Fabric and Fittings The fabric and fittings (including electrical installations) and contents of the premisess shall not be interfered with in any way. No treatment shall be givenn to preparee a floor for dancing, and the wearing of stiletto heels is prohibited. The hirer shall, att the end of the hire period, leave the accommodation in a reasonably tidy condition, all equipment being returned to the correct place of storage. 11. Health & Safety The hirer must ensure that all hazards and potential dangers are a reportedd to the SFS site team on the day of the letting. 12. Storage The School has very limited storage facilities for lettings groups. In general storage facilities cannot be provided. When hirers are permitted to leave equipment on the premises, they do so entirely at their own risk. 13. Hirer s Property Furniture and apparatus may be brought on to the premises at a the hirer ss own risk. Hirer s shall not bring on to the premises, without prior consent of the Governors, any article of an inflammable or explosive nature, nor any article producing p an offensive smell, nor any other substances, apparatus, or article of a dangerous nature. Hire charges for regular events will be invoiced monthly. Occasional hiress will be invoiced prior to the hire. Receipts will be issued on request. The Governors reserve the right, on proper notification, to invoice the hirer for any charges arising from excessive cleaning time incurred as a result of thee hirer failing to leave the accommodation in a reasonable condition, or for repair of thee premises or equipment damage by the hirer, or resulting from the hirer failing to vacate the premises by the time stipulated in the hire form. The hirer shall pay at the time of booking a 10% (of the total cost) c refundable deposit to be held by the Governors against costs unavoidably incurred as a result of insufficient notice of cancellation of booking, and damage caused by the hirer, or additional a cleaning require as a result of the premises not being left in a reasonably tidy condition. The proportion of the deposit to be retained will be decided by b the Governors, and their decision will be final. Use of any School s catering service is subject to the same conditions.

5 14. Statutory Requirements All statutory requirements,, including those relating to health and safety and public entertainments, must be strictly fulfilled by the hirer. Film, musical (including disco) and stage events must be considered to bee public entertainments unless entrance is restricted to those who are bona fide members of the organisation hiring the t accommodation. For all public entertains, it is the hirer ss responsibility to informm the local Council s Licensing Officer and obtain the appropriate licence. This applies if tickets are to bee sold at the door or advertised to the public, but also if tickets are offered to friends and neighbours or even if admission is free and open to all. 15. Attendancee and Behaviour The hirer shall ensure that the numberr 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 off good orderr for the fulll duration of the letting and until the premises is vacated. The hirer h shall be liable for damage caused by unruly or inappropriate behaviour. It is the hirer s responsibility to ensuree that all those attendingg are made aware of their responsibilities and the School and/or hirer s insurance arrangements. In no circumstances shall alcoholic drinks be available at any function f without prior written consent of the Governors. Permission will be granted only in exceptional e circumstances. Applications must be made in writing at the time that the hirer applies for the use off the premises. If permission is granted for alcoholic drinks to be sold it will be the responsibility of the hirer to ensure that an appropriate licence is obtained from f the local Magistrates Court. 16. Gambling The premises may be used for games of chance, other than bingo, unless specific permission has been granted by the Governors and appropriate licenses and a permissions are obtained. 17. Fire Precautions Hirers shall familiarise themselves withh the fire precautions inn force on the premises,, and with the means of escape in the event of a fire. Fire and otherr exits must be kept clear at all times. The hirerr is responsible for ensuring that their party aree all out andd accounted for and report to the premises officer in charge. 18. First Aid First Aid is the responsibility of the hirer and the hirer is responsible for supplying a small s First Aid kit at all times. In case of an emergency alert the site team who will contact the t emergency services or dial SFS 24/7 helpdesk telephone number on for any other requirements.

6 19. Smoking Smoking is not allowed anywhere in the buildings nor surrounding grounds. 20. Premises Assistant The Premises SFS site team are required by the Governors to ensure that t the conditions of the Hire are fully complied with. All reasonable instructions given by the premises site team must therefore be followed. 21. Right of Access The Governing Body and itss agents reserve the right of access to the premise during the letting. 22. Heating The heating is provided throughout thee year and is controlled the buildings management system. 23. Access and lock up The site team will unlock att an agreed time beforee the event. This may differ from letting to lettings depending on the nature of thee activity. They will start to lock up 15 minutess after the end of the agreed letting time. 24. Car Parking Facilities Lettings co ordinators should note that due to security considerations thee only car park available for any parking whether it is in the evenings or weekends will bee the Nethermayne entrance car park. Letting co ordinator rs should ensure that their members/guest do not obstruct the car park as this could prevent emergency vehicles gaining access. 25. Hire of Football Pitchess and Sportss Hall In addition to all the conditions mentioned above the Hirer shall ensure that: Comply fully with the guidance instructions for use of 3G all weather pitch The sports hall shall be left clean & tidyy The changing rooms are kept clean & tidy Corridors and entrance are left clean & tidy All rubbish and debris surrounding thee pitches must be collected up, bagged and placed in the skip. The Hirer will: Supply their own nets, corner flags, etc. for grass pitches. Be responsible for the behaviour of all players supporters etc.

7 Be mindful of the close proximity of private housing and issuee instructions to ensure the use of foul and abusive language is not tolerated The the decision as to whetherr a pitch is playable is the School s alone. a The hirer must phone Lettings Manager 2 nights before each match to confirm. 26. Pricing Schedule Pricing as promulgated on the t Woodlands School website lettings page