Premises Lettings Policy

Policy details

• Date created - February 2024
• Date reviewed - July 2024
• Next review date -February 2024
• Policy owner -Kelly Potts

Contents

1. Aims and scope        

2. Areas available for hire        

3. Charging rates and principles        

4. Application process        

5. Terms and conditions of hire        

6. Safeguarding        

7. Monitoring arrangements        

Appendix 1: Hire request form        

1. Aims and scope

The Governing Body recognises the role of the school within the community and welcomes the use of the School’s premises for a variety of community, leisure and commercial purposes.

We aim to:

• Make sure the school’s premises and facilities can be used, where appropriate, to support community or commercial organisations
• Allow the hiring of the premises without using the school’s delegated budget to subsidise this
• Charge for the use of the premises to cover the costs of hire and, where appropriate, raise additional funds for the school
• Not let any hiring out of the premises interfere with the school’s primary purpose of providing education to its pupils
• Hire out facilities in a way that is safe, following government guidelines and the school’s risk assessment(s)

2. Areas available for hire

2.1 Available areas

Designated areas within the school are available for hire unless required by the school. No letting will be agreed for bank or public holidays.

The school will permit the hire of the following areas:

• Hall
• Swimming Pool
• Training/ Meeting Room
• Classrooms
• MUPA
• Soft Play/ Rebound Room

2.2 Categories of Lettings

The use of the school premises is divided into the following three categories:

1. Community and Leisure Learning (e.g. adult education by a local community group)
2. Public bodies (e.g. Bradford Council departments, the NHS Bradford District Care Trust)
3. Commercial (e.g. any private sector organisation, including Education Bradford)

2.3 Capacity and charging rates

The Governing Body reserves the right to make a charge for the use of the school premises. The charge will vary according to the category of the letting

The Categories rates and maximum capacities for hiring each area are as follows:

Click here to see Charges for hire

3.Charging rates and principles

3.1 Rates

The rates for hiring out different areas are listed in the table in the section above. We may decide that certain organisations or activities can use the premises for a reduced rate, or free of charge, if it supports the core aims of the school.

Note

We may decide to impose additional fees on top of the hiring rates.

• A weekend and out of hours supplement will be added to the total hourly charge for all categories of  letting to cover the additional cost of receptionist, caretaking and cleaning incurred by the school  outside the standard school week. The amount of the weekend supplement for each category is;

∙ Community use £20

∙ Public bodies £25

∙ Commercial £40

• Charges will be levied on the basis of full hours, rounded up to the next hour, irrespective of the actual  duration of the letting.
• Refreshments can be provided if requested at the time of the booking. The cost will vary depending on  the type required and confirmed numbers but as a guide, basic refreshments comprising of tea, coffee, bottled water, fruit juice and a selection of biscuits for 20 people can be  supplied at a total cost of £40.
• A small number of flipchart easels are available but hirers will be required to provide their own flipchart  paper and any other stationery that they need. The school will not be able to provide any stationery or  access to photocopying, fax or the internet.

3.2 VAT

Certain bookings are exempt of VAT charges. If further clarification is required then please contact the school.

3.3 Cancellations

We reserve the right to cancel any agreed hiring with a minimum of 24hrs notice.

A full refund will be issued if we do cancel a hire. The school shall not be liable for any indirect or consequential losses, including (without limitation) any loss of profits, loss of business or the loss of any revenue arising out of the cancellation of any hire.

The hirer of the premises can cancel any hire with a minimum of 24hrs notice]. If less notice than this is given, the licensee shall not be entitled to a refund.

3.3 Review

The revenue raised from hiring out will be reviewed by the Business Manager and will be fed into the school’s financial reporting, to ensure best value is being achieved.

4. Application Process

The school recommends that before making an application for hire, a visit be made to the school to confirm the  suitability of the facilities provided. Visits can be arranged by contacting the Operations Manager- kelly.potts@coopacademies.co.uk

The following process is to be followed for any proposed letting;

Those wishing to hire the premises should fill out the hire request form, which you can find in appendix 1 of this policy, and read the terms and conditions of hire set out in section 5.

The person signing the form will be considered to be the hirer and should fill out and sign the hire request form and submit it to the school office at least two weeks before the first day of the proposed letting. In the case of a block booking four weeks notice should be given where possible.

If the request is approved, we will contact the hirer. We will return a copy of the hire request form signed on behalf of the school by the Operations Manager or Business Manager. We will also send on details of the emergency evacuation procedures and other relevant health and safety documents. The hirer will also need to provide proof of its public liability insurance.

When the letting has been confirmed a 50% deposit of the cost of the hire must be made to the school at least one week prior to the date of the letting.

The outstanding balance will be invoiced by the school to the hirer following the letting and must be paid within seven calendar days. Separate payment arrangements will be mutually agreed in the case of a regular booking.

We reserve the right to decline any applications at our absolute discretion, in particular where the organisation does not uphold the values of the school or reputational damage may occur.

The Governing Body reserves the right to:

-Refuse applications without giving a reason

-Have a representative present at any function

-Terminate any activity not properly conducted

5. Terms and conditions of hire

The following terms and conditions must be adhered to in the hiring of the school premises. Any breach of these terms will result in cancellation of future hires without refund.

1. “Hirer” means the person or entity identified in the relevant hire request form.
2. The hirer shall pay the full amount as stipulated by the school, and shall not be entitled to set off any amount owing to the school against any liability, whether past or future, of the school to the licensee.
3. The hirer shall occupy the part(s) of the premises agreed upon as a non-exclusive licensee and no relationship of landlord and tenant is created between the hirer and the school by this licence.
4. The hirer shall not sub-let any of the premises under the licence.
5. The hirer shall not use the premises for any purpose other than that agreed upon in the licence, as set out in the hire request form.
6. Any additional uses of the premises not agreed in writing by the school will result in the immediate termination of the licence.
7. The school shall retain control, possession and management of the premises and the hirer has no right to exclude the school from the premises.
8. The hirer shall be responsible for all matters relating to health and safety and shall be responsible for those in attendance during the specified time.
9. The hirer must take out its own public liability insurance with a reputable insurer approved by the school and, where requested by the school, shall provide a copy of the relevant insurance certificate no less than [10 days] before the start date of the licence.
10. The hirer shall not conduct, nor permit or suffer any other person to conduct, any illegal or immoral act on the premises, nor any act that may invalidate any insurance policy taken out by the school in relation to the premises.
11. The hirer shall indemnify and keep indemnified the school from and against:

1. Any damage to the premises or school equipment;
2. Any claim by any third party against the school; and
3. All losses, claims, demands, fines, expenses, costs (including legal costs) and liabilities, arising directly or indirectly out of any breach by the hirer of the licence or any act or omission of the hirer or any person allowed by the hirer to enter the premises

12. Any cancellations by the school made with at least 24 hrs notice will be refunded.
13. Any cancellations by the hirer received with less than 24hrs notice means the Hirer will  forfeit the 50% deposit paid. In the event of a cancellation being made at the appropriate time, the school will  credit the Hirer for a booking the following term, if applicable, or refund the 50% deposit paid if no further  bookings are required.
14. The hirer will read the Fire Policy and emergency evacuation procedures and be ready to follow them in the event of a fire or other similar emergency.
15. The hirer will leave the premises in the condition it was found in, leaving the area clean and tidy and not leaving any of their own equipment behind.
16. The hirer will clean the premises after use including toilets and cleaning materials will be provided by the school. The hirer shall not display any advertisement, signage, banners, posters or other such notices on the premises without prior written agreement from the school.
17. If the hirer breaches any of the terms and conditions, the school reserves the right to terminate the licence and retain any fees already paid to the school, without affecting any other right or remedy available to the school under the licence or otherwise.
18. The hirer shall observe the maximum capacity rules of the part(s) of the premises being hired and not allow this to be breached.
19. The hirer will acquire all appropriate additional licences for any activities they are running, including those required for use of any third party intellectual property.
20. The hirer is responsible for carrying out any risk assessments of the premises relating to the activities it is running.
21. The hirer shall comply with all applicable laws and regulations relating to its use of the premises.
22. The school’s premises hire policy, and the relevant hire request form submitted by the hirer  shall apply to and are incorporated in the licence.
23.  When the school hall is hired for public entertainment or meetings the hirer shall ensure that sufficient stewards are available at exits and entrances. The maintenance of order shall be the entire responsibility of the Hirer. The number of persons attending a function should be in line with the current Fire Regulations which state :

a. For the Hall, a maximum number of 180 seated persons.

b. For classrooms, a maximum of 20 persons is allowed.

c. For the Meeting/ Training room a maximum of 20 persons allowed or 10 per room

d. For meetings and activities in other rooms maximum occupancy will be agreed following negotiation with the School.

f. For the swimming pool a maximum of 30 persons

 Compliance with these regulations will be the responsibility of the Hirer.

24. No intoxicants are allowed on school premises.
25. The school hall is licensed for MUSIC, SINGING and DANCING.
26. The Hirer must assume responsibility for providing any chairs or seats additional to those in the rooms hired and must undertake the removal of such chairs or seats before the commencement of school the following day. No responsibility for the acceptance or removal of any property can be taken by the school or the Governors. A fee will be charged for storage of any property not removed at the end of a hire period.
27. If the position of any moveable furniture is altered during the course of a letting, the Hirer shall be responsible for replacing any items ready for the commencement of school on the following morning.
28. The Hirer must provide their own First Aid Kit and qualified First Aid personnel. The hirer must have their own charged mobile phone available for use in the event of an emergency.
29. Items of school equipment such as stage lighting, projectors and piano may be used only by prior arrangement with the School Operations Manager. An appropriate additional charge will be levied. No alterations or additions shall be made to lighting or electrical installations.
30. No chalk polishes or other preparations shall be used on school floors. Shoes likely to damage the floor (e.g. stiletto heels) must not be worn.
31. No activity is to be permitted that is potentially dangerous to participants or third parties (e.g. hang gliding, parachute jumping and skate-boarding). Under no circumstances can the school’s PE equipment  be used unless it is included as part of the hire agreement.
32. The car parks must be used for vehicles.  Please be considerate to our neighbours when parking around school. Any damage caused in this way will be the responsibility of the Hirer.
33. The accommodation shall be open to inspection at all times by the School’s staff, Governors and the officers of the Authority.
34. Co-op Academy Delius has a strict NO Smoking Policy and this must be adhered to in all of the building and surrounding areas.
35. The Hirer is responsible for any damage caused to the premises during the period of hire.
36. Hirers expecting to use their own electrical equipment, powered by school’s supply must ensure that such equipment is covered by an appropriate safety certificate. All such certificates should be made available for inspection by the school caretaker. Electrical items must not exceed a 1kw (one kilowatt) rating.
37. There will be no access to the school staff room at any time.
38. Groups using the areas of hire  are respectfully requested not to arrive earlier than ten

minutes before the allotted start time and end their session with sufficient time to clear the venue for the next Hirer’s start time. Please ensure the areas are left suitable for use by the subsequent Hirers.

39. The Hirer is requested to ensure that participants refrain from smoking, chewing gum and spitting when using the facilities. In addition no food, glass bottles, animals or bicycles must be taken into these areas.
40. Due consideration must be shown to other persons using the facility simultaneously.
41. The Hirer must ensure that correct footwear (i.e. non-marking trainers/plimsolls) are worn. These should be changed upon arrival and not worn outside.

6. Safeguarding

The school is dedicated to ensuring the safeguarding of its pupils at all times. It is a requirement of hire that hirers abide by the schools’ requirements in respect of safeguarding. Any failure from the hirer in this respect will result in the hire being terminated.

It is the responsibility of the hirers to ensure that safeguarding measures are in place while hiring out the space.

If there is a chance that those hiring the premises will come into contact with pupils, for example if the hire occurs during school hours, or when pupils may be present in the school (during after-school clubs or extra-curricular activities), we will ask for confirmation that the hirers have had the appropriate level of DBS check.

The hirer will be required to have appropriate safeguarding policies in place, including safeguarding and child protection, and shall provide copies of these policies on request to the school.

The hirer confirms that, should any safeguarding concerns present themselves during the hire of the school premises, they shall contact The schools designated safeguarding lead, Richard Meredith or Headteacher Emma Hardaker; emma.hardaker@coopacademies.co.uk as soon as reasonably practicable.  

The hirer understands that if our school receives an allegation relating to an incident where an individual or organisation is using our school premises for running an activity for children, we will follow our usual safeguarding procedures and inform our local authority designated officer (LADO).

7. Monitoring arrangements

We will review and update this policy when the guidance on which it is based changes, or when this version of the policy otherwise stops being applicable.

Any updates to this policy will be shared with the full governing board.

Appendix 1: Hire request form

Before filling out a request form, please familiarise yourself with our terms and conditions for the hire of our premises and our rates of hire, which you can find in sections 2 and 5 of this policy. If you have any questions, please contact the School Operations Manager; Kelly Potts 01274 666472

I/We agree

        aTo pay the agreed fee of —----------------------------------------------------------------

b To pay Co-op Academy Delius the cost of making good any damage to the       premises, furniture or fittings arising out of our use of the premises.

        c Ensure the premises are left clean and tidy.

d To abide by the decision of the school should any question arise on any point.

        e To have valid insurance on behalf of the hirer

Signed------------------------------------- On behalf of ------------------------------------

Address ---------------------------------------------------------------------------------------- Telephone No --------------------------------------- Date ---------------------------------- ----------

Office use only

Has a valid insurance document been evidenced YES/NO

If the hirer is bringing their own electrical equipment the PAT Test date must be seen:

Type of equipment being used which is PAT tested —----------------------------------------

Date of PAT Test—---------------------------------------

Confirmation that site staff have explained the location of the toilets, fire procedures and emergency contact number to Hirer

Signed________________________________________

Name_________________________________________

Position in school_________________________________

Date—--------------------------------------------------