The Governing Body has a commitment to extending the use of the school premises to the local community in order to provide for the wider educational, recreational and spiritual needs of children, young adults and adults.
Priority use of the school premises outside school hours will be given to school based activities, adult education, LA educational activities, church activities and local authority approved activities (other requests for the use of the school premises to be considered by Governors. Account must be taken of any LA exclusions, which might apply).
Representatives of the School Governors shall, at all times, have free access to the premises for the purpose of inspection.
No letting will be considered which is deemed to be detrimental to the day-to-day running of the school.
No letting will be allowed which involves a cost to the school. In addition, the school will recover from the hirer the cost of any damage to premises and property.
A minimum charge will be levied. Lettings will be in half hour blocks charged on a pro-rata basis. Hirers will be allowed a period of 15 minutes before and after the charged letting period for organisational purposes. Charges will be reviewed on a regular basis.
For users such as the community, charitable or other comparable organisations, excluding commercial or private users, the letting fee may be limited to the direct costs incurred by the school, e.g. key-holding charge, electricity, etc. For the non-commercial lettings fees charged are at the discretion of the Governing body. In these instances, the Resources Committee will decide the appropriate fee. For this purpose, authority is delegated to the Headteacher and the Business Manager.
When Kingsholm School PTFA hold either meetings or functions, the hire charges for the rooms and kitchen may be waived.
It is not the schools responsibility to ensure that the hirer complies with any legal obligations and requirements. However, the school will need confirmation from the hirer that appropriate insurance arrangements have been made.
Under no circumstances will smoking be permitted anywhere on the school premises.
In the event of school equipment being hired, then specific Health & Safety conditions may be imposed on the hirer. Hirers are advised that any equipment brought into school should be checked on a regular basis. The school will not be liable for any injury or damage caused by such equipment.
The hirer shall take regard of all fire regulations, shall comply with them and at no time block fire exits.
An application form must be completed on all occasions by the hirer prior to the commencement of the let. The Conditions of Hire form part of the Lettings Policy.
The school reserves the right to refuse permission for letting any of its property, or to cancel any letting. No reason for refusal or cancellation will necessarily be given.
The Governing Body retains the right to amend or vary the conditions of hire without prior notice having been given or explanation provided.
KINGSHOLM C OF E PRIMARY SCHOOL
CONDITIONS OF HIRE
1. Lettings will only be approved when the activity is suited to the accommodation, bearing in mind the normal usage of the premises.
2. The use of the premises must be restricted to the use and accommodation specified on the letting application form.
3. Lettings will be subject to the availability of a key holder/Site Manager.
4. The school reserves the right to refuse permission for letting any of its property. No reason for refusal will necessarily be given.
5. The school reserves the right to cancel any letting without necessarily providing an explanation.
6. Representatives of the school shall at all times have free access to the premises for the purpose of inspection.
7. The wearing of footwear likely to cause damage to floors is forbidden. Persons found wearing such footwear will not be permitted on the premises.
8. The Hirer shall be required to pay for any breakage, losses or damage to property arising out of the letting. The School Governors will not be responsible for claims arising from the way in which the premises were used (excluding claims arising from defects in the premises).
9. The School Governors shall not be responsible for the loss or damage to any property whatsoever or death or injury to any person whatsoever. Hirers must provide their own insurance against their liability towards the premises, the public and their own employees/representatives in this respect. A minimum of £2 million insurance cover is required. Evidence of cover will be required.
10. The sub-letting of any premises is prohibited.
11. Licences are generally required for:
a) Performing plays.
b) Public dancing, music, or other public entertainment of a like kind under the Local Government (Miscellaneous Provisions) Act 1982.
c) Games of Bingo.
d) Hirers of educational establishments are required to give details direct to the Performing Rights Society of all musical works, whether published or in manuscript performed at the premises vocally, instrumentally or mechanically at entertainments for which a charge is made. Where appropriate, a form should be completed and forwarded direct to the Performing Rights Society Limited immediately after the letting has taken place.
e) Anyone hiring the school for the performance of Copyright music is required to obtain and complete a form entitled Declaration of Live Music Performed and return it to the Performing Rights Society Limited, Copyright House,
f) The sale of alcoholic drink is forbidden by law, without a licence.
It is not to be sold on the premises without express consent of School Governors.
The School will not be responsible for the failure to obtain an appropriate licence or comply with any relevant statutes.
12. It is the policy of the Governors not to allow smoking on school premises. All hirers are therefore to ensure that the condition not to smoke is rigidly enforced.
13. Only under special circumstances will the school playing fields and grounds be available for hire.
14. The charge for accommodation includes the use of furniture within the room. In the event of the hirer requiring additional furniture, a separate charge may be made according to circumstances.
15. On days when the school is in session, articles for use during the letting may not be delivered to the school before 4.30pm on the day of use, unless arrangements for early delivery are agreed with the Head Teacher or Business Manager at the time of booking.
16. Access to the premises will be allowed 15 minutes prior to the commencement of the let. The hirer shall remove all chairs or other furniture, decorations, or any other materials introduced into the premises within 15 minutes after the period of hire.
17. Definition of Rooms
A room includes the use of toilets and access within the premises (e.g. entrance hall and corridors) for which no additional payment will be required.
Hirers will not have access to a telephone as a matter of course.
In the event of an emergency refer to the Health & Safety Guidance Notes.
Kitchen areas will also be treated as additional rooms for payment purposes but must be hired for the same period as the other rooms or hall.
18. Charges
There is a minimum letting fee of £17.50 (charges will be reviewed on a regular basis).
Scale of Charges
Hall £17.50 per hour for the first hour then
£12.00 per hour for all subsequent hours.
Other rooms including kitchen £10.00 per hour per room.
A cancellation charge may be charged at the discretion of the Governing Body.
Please note no letting will be allowed without the prior completion of an application form by the hirer.
These can be obtained from the Business Manager at Kingsholm C of E Primary School
APPLICATION FORM FOR HIRE OF FACILITIES
AT KINGSHOLM C OF E PRIMARY SCHOOL
HIRE OF ROOM/HALL/PITCH/FIELD/PLAY AREA/KITCHEN/OTHER (delete as applicable)
DATE(S):
HOURS:
..
FOR THE PURPOSE OF:
..
BY:
(Applicants name, address & post code)
..
Tel.No.:
HIRING FEE: £
..
.(FOR EACH DATE TOTAL £
.)
DEPOSIT: £
SMOKING IS NOT PERMITTED
1. APPLICATION
All communications for the hire of Premises must be returned to the Headteacher/Centre Manager on behalf of Gloucestershire County Council (the Manager) who may call for more details before the hiring is permitted.
2. APPLICANT
The Applicant who signs this Form must be over 18 years of age and shall be responsible for all payments and terms of hire.
3. FEES AND DEPOSIT
i. The hiring fee and any deposit shall be paid to the Business Manager at the time of booking, unless it has been agreed that payment is made on receipt of an invoice.
ii. Special arrangements may be made for payment for multiple bookings at the discretion of Head Teacher.
iii. The deposit will be used towards making good any damage connected with the hiring and any balance will be returned to the Applicant. Paying a deposit does not limit liability of the Applicant.
4. CANCELLATION
In the event of cancellation by the Applicant the hiring fee may not be returned. Any unused balance of deposit will be returned to the applicant.
5. PERMISSION TO USE THE PREMISES
The Applicant may use the premises for the purpose stated above and no other purposes on payment of the hiring fee and the terms of this permission.
6. APPLICANTS UNDERTAKINGS
The Applicant shall:
i. be responsible for the premises and the behaviour of all persons connected with the hiring and their car parking arrangements so as to avoid any obstruction.
ii. take all precautions for the safety of all persons entering/using the premises during the period of hire.
iii. prevent the premises being used in such a way which does or may cause a nuisance or annoyance to others in the vicinity.
iv. prevent damage to any part of the premises which includes but is not limited to any decorations, furniture, fixtures and fittings, building fabric and be liable for any damage to the premises connected with the hiring.
v. in the event of any damage to the premises connected with the hiring to pay the Head Teacher on demand the costs of any such repair and any loss of income resulting from the premises not being used which is attributable to the damage.
vi. not move or alter or add to any furniture or equipment or electrical or heating or lighting systems at the Premises without the prior agreement of the Head Teacher.
vii. prevent the consumption of alcohol and gambling and gaming on the premises unless the prior written approval of the Head Teacher has been obtained and all legal requirements are met in full.
viii. obtain any necessary consents and comply with all regulations connected with the permitted use of the premises (for example, copyright, performing rights, licensing and gaming laws, fire and health and safety requirements).
ix. indemnify the Head Teacher and Gloucestershire County Council from and against all actions, proceedings, costs, claims and demands or other liability which may arise in any way whatsoever in connection with the hiring or in connection with any breach of the terms of this permission provided that such indemnity shall not apply to the extent that such actions proceedings, costs, claims and demands or other liability are directly caused by the acts or omissions of the Head Teacher or Gloucestershire County Council or their employees, servants or agents (but not contractors). The Applicant confirms that s/he is insured in the minimum sum of £2 million in support of this indemnity and if required will, on demand, produced to the Head Teacher evidence of such insurance. Failure to produce satisfactory evidence of such insurance may result in cancellation at any time of the hiring by the Head Teacher in which case any unused deposit will be returned but the hiring fee may not be returned. In this event of any unused deposit shall be the limit of Gloucestershire County Councils liability.
x. prevent smoking on any part of the Premises if smoking is prohibited.
xi. if required by the Head Teacher leave the Premises in a clean and tidy condition and securely locked.
xii. observe any security requirements for the use of the premises as the Head Teacher may specify.
7. GENERAL
i. The Head Teacher gives no warranty that the premises are legally or physically fit or suitable for the Applicants purposes and the Applicant must satisfy him/herself as to its suitability.
ii. The Head Teacher and all persons authorised by the Head Teacher has the right to enter the Premises at all times.
iii. The Head Teacher reserves the right to cancel this hiring (or some part of it) without notice in the event of the premises being rendered unfit or unavailable for use. In the event the Applicant shall be entitled only to a refund of the hiring fee and any unused deposit and the refund shall be the limit of liability for such cancellation
iv. This licence is personal to the Applicant and may not be transferred.
v. The hiring does not grant any interest or estate in the premises.
I, accept the above terms of hire
SIGNED:
(Applicant)
PRINT:
. DATE:
..
KINGSHOLM C OF E PRIMARY SCHOOL
HEALTH & SAFETY GUIDANCE FOR LETTINGS
1. Access to a telephone is not normally available. In the event of a telephone being required the nearest public call box is situated on
2. On hearing the fire alarm, which is a continuous bell, visitors should leave via the nearest fire exit, which is clearly labelled. No effort should be made to fight the fire, collect personal belongings or return to the premises once having left, until advised that it is safe to do so by the relevant authority.
3. Hirers to provide their own appropriate first aid facilities.
4. Kingsholm C of E Primary School cannot be held responsible for the safety of any equipment brought into the school. The hirer is strongly advised to have such equipment checked on a regular basis.
5. It is the duty of organisers to carry out their own specific risk assessments for their activities.
6. Due to Health & Safety requirements the school may need to restrict the numbers of people attending functions or activities.