Lettings Policy
Lettings Policy
- Date created - September 2024
- Reviewed - September 2025
- Next review date - September 2026
- Policy owner - Co-op Academy Princeville
Contents
General 3
Application 3
Payment / Fees 3
Purpose of use 3
Access 4
Footwear 4
Cancellation 4
Equipment 4
Competence/Health & Safety 5
First Aid 5
Food and Drink 5
Indemnity & Insurance 6
Performance Rights 6
Advertising 6
Seating Capacity 6
Security 6
Property 7
Car Parking 7
No Smoking 7
Subletting 7
Respect 7
Lettings Agreement 8-9
General
It is the policy of the Governors that academy premises and facilities shall be available for use by outside bodies at the discretion of the Headteacher, subject to them not being required for use by any organised activity within the academy. It is a basic principle that premises and facilities are provided for use in the normal educational and extra-curricular life of the academy, hence any use by external bodies, groups or individuals will always be of a lower priority than any internal use.
Application
All bookings are to be made using the attached booking form, and the person signing the application shall be deemed to be the hirer and will be required to produce evidence of ID before hire commences. Upon receipt of the booking form, the booking will be confirmed in writing.
Payment/Fees
Following the booking, an invoice for the charges will be forwarded. Charges shall be due and payable either 10 days before the date of the hire, as detailed on the invoice, or on other terms subject to the approval of the Business Manager. If the charges required are not paid, the letting may be deemed as void and the premises re-let. If there is found to be any damage after the letting, then a further charge may be made.
At the end of each hire period, the Hirer will leave the accommodation in a tidy condition, all equipment being returned to the correct place of storage and litter disposed of correctly. If this condition is not adhered to, an additional cost may be charged.
Hire charges are reviewed annually. Payments must be paid directly to the Academy via bank transfer prior to any booking taking place.
Purpose of use
All hirers must state the purpose of the hire. The purpose of each application for hire will be checked and any concerns over the nature of the letting will be reported to the Business Manager before approval is given. The academy’s Safeguarding Policy must be consulted and followed when dealing with external organisations that work with children or young people. The premises must only be used for the purposes for which they are hired, and the hirer shall not assign the whole or any part of the benefit of this agreement nor may the premises be used for a longer period than that specified at the time of hiring.
The Facilities Manager/Caretaker will submit an incident report if they suspect that the letting has been used for political purposes not previously authorised, the dissemination of inappropriate material or other purposes which could be reportable under the new statutory Prevent duties or which contravene current legislation in any way. No interference is to be made with academy property/equipment/premises which do not form part of the letting.
Access
Hiring of the gym facilities will be provided via the top entrance gates and doors to the school together with access to the disabled toilet.
Footwear
Gym: No high or pointed heels are permitted
Cancellation
The academy reserves the right to cancel a booking at any time without notice and without assigning any reason, but would endeavour to give as much notice as possible. In such circumstances, the academy will accept no liability for loss incurred as a result of the cancellation, but undertakes to refund any payment made, or re-arrange the booking. In the event of the hirer wishing to cancel the booking, then a minimum of 7 days notice must be given. If less than 7 days notice is given, the charges for all days booked within 7 days shall be due and payable.
Equipment
Hiring of Academy equipment can be pre-booked via a request form from the Academy.
Avoid dragging goal posts or placing sharp and/or heavy objects onto the surface.
Electrical appliances brought on site are to be safe and carry a current safety test certificate/label as required by law.
Access to storage areas is prohibited without prior consent.
The Academy reserved the right to charge the hirer for any damage caused to the facility and/or equipment.
Intoxicants or hazardous chemicals are not to be brought onto the premises without prior written authority.
Competence/Health & Safety
Hirers must have their own Health & Safety Policy in place, which includes risk assessments, first aid and emergency procedures.
All Fire doors must be kept clear and closed at all times except in the case of an emergency.
You need to be aware of the location of fire exits and routes available to you and where the nearest fire alarm call points are located, as well as where you should evacuate to. Fire notices are displayed around school that provide this information and you should familiarise yourself with the notices in the areas you are using.
are to provide competent instructors/supervisors suitable for the activity for which the letting has been made, and they must ensure such persons are present throughout the whole lettings period as well as ensuring the highest levels of Health & Safety at the academy.
The academy’s fire, emergency and evacuation procedures are available from the academy’s Main Office. It is your group’s responsibility to ensure that your whole party is aware of these.
Any dangerous incident, injury or damage to any academy property is to be reported to the Business Manager without delay.
All hirers must have a first aid kit. You must provide a qualified First Aider on site for the duration of the letting.
Your group should also have an adequate Child Protection Policy.
First Aid
There is no legal requirement for the Academy to provide first aid facilities for the Hirer. It is the Hirer's responsibility to make their own arrangements, such as the provision of first aid training for supervising personnel, and the provision of a first aid kit, particularly in the case of sports lettings. Use of the Academy’s resources is not available.
Food and Drink
No food or drink may be prepared on the property without the direct permission of the Trust, in line with current food hygiene regulations. All litter must be placed in the bins provided.
Indemnity & Insurance
The hirer agrees to indemnify the academy against actions, proceedings, claims, damages, awards or costs in respect of loss, damage, death or personal injury occurring during the period of hire. The indemnity must be covered by insurance - public liability cover of £1,000,000 including fire damage to the premises and contents. It will be necessary to produce documentary evidence of the cover in effect when making the booking.
For small community groups who may have no insurance, then the hirer should complete the attached form on behalf of the group and accept full responsibility for any injuries or damages that may occur during the letting.
Performance Rights
No copyright dramatic or musical work or lecture shall be performed, sung or delivered without licence of the owner or copyright, and all such licences shall be produced to the academy before the commencement of the hiring. The hirer shall indemnify the academy against any infringement of copyright which may occur during the hiring. The academy reserves the right to censor and cancel without liability for loss as a result of such censorship or cancellation, any stage play, sketch, lecture or other performance or event.
Advertising
No advertising shall be permitted without prior written consent of the academy.
Seating Capacity
The academy may stipulate a maximum number of persons to be admitted. The hirer must ensure that attendees do not exceed the stipulated figure at any time during the hiring. Where the room is laid out with gangways in the interests of public safety, the hirer shall not interfere with such gangways.
Security
It shall be the hirer’s responsibility to protect and safeguard the premises during the period of hire, and if any damage or destruction occurs or is sustained during the period of hire, the hirer shall be liable and will be charged. The hirer should provide stewards to maintain order as required.
Property
The academy shall not be responsible for any article brought or left in any part of the premises, or theft or loss of, or damage to vehicles parked in any car park provided.
Car Parking
Subject to availability, the hirer, and other adults involved in the letting may use these.
No Smoking
The academy operates a no-smoking policy. All hirers must adhere to this. If any damage is caused due to smoking, the hirer will be liable for any defects and will be charged.
Subletting
The hirer shall not sublet the premises to another person or group.
Respect
We expect our staff, other users and local residents to be treated wih courtesy and politeness on all occasions. Anti-social behaviour will not be tolerated under any circumstances.
Please dispose of litter responsibly using the bins provided around the site.
Please do not climb on goal posts, fencing or netting.
Please report any problems to a member of the Site Team
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I have read the terms and conditions above and understand that it is my responsibility to ensure the above conditions are adhered to and understand that failure to adhere to these conditions may result in the termination of the letting.
Name of Club/Organisation:
Lettings Booking Day/Date & Time:
Group Leader Name:
Signed:
Lettings Agreement
Co-op Academy Princeville, Willowfield Street, Bradford, BD7 2AH
I agree to the terms and conditions on behalf of ……………………………………
Hirer’s name (Responsible Person in charge):
………………………………………………………………………………..
Hirer’s address (inc. Postcode):
………………………………………………………………………………………………
………………………………………………………………………………………………
Tel No: …………………………………………………………………………………..…
Email: ………………………………………………………………………………………
I/We would like to book the following accommodation:
……………………………………………………………………………………………….
for the purpose of:
………………………………………………………………………………………….……
Date(s) required:
………………………………………………………………………………………….……
……………………………………………….………………………………………….…
Times required:
…………………………………………………………………………………………….…
Number of people attending (min and max):
…………………………………………………………………………………………………
I/we have read, understood and agree to abide by and conform to all regulations and other conditions set out in Co-op Academy Princevilles Lettings Policy currently in force, including the emergency procedures.
Signed: ………………………………………………………………………………...………
Dated: ………………………………………………………….
This application together with a copy of appropriate insurance and Child Protection documentation must be returned to the above address.