General Hiring Information
Incident Report Template Available Here
Hiring Information for the RGS Worcester Family of Schools
On behalf of the Governors and the Commercial Team, we are delighted that you have chosen to host your booking with the RGS Worcester Family of Schools. Please find the following essential information to assist you throughout the duration of your hire.
Access Information
1. Access Codes & Entry
● Indoor Venues: Site access details and indoor entry codes are issued once your booking is fully confirmed.
● Consistency: Codes remain the same for the duration of your hire unless otherwise stated.
● Grace Period: Codes are active 20 minutes before and after your booking. If access is required exceeding this period, this will be charged as additional hire time.
● Back-to-Back Bookings: To accommodate high demand, similar sessions may be scheduled back-to-back. You will be notified in advance if this applies to your booking.
2. Site Guidelines
● Outdoor Venues: Entry is via secure code or timed gate release.
● RGS The Grange: To prevent traffic congestion on Grange Lane, please do not arrive before your scheduled access time. Obstruction of local roads may result in a formal warning.
Emergency On-Call Number
For urgent support during your hire, please contact the On-Call Site Team member at 07875 716215. We strongly advise saving this number to your mobile contacts for the duration of your hire.
Please note that this is a voice-call service only; the mobile is not monitored for text messages or WhatsApp.
● When to call: Facility emergencies (leaks/damage), alarms sounding, emergency services attendance, serious accidents, or access code failure.
● When NOT to call: Early access requests, forgotten keys (the on-call staff will not attend for this; the session remains chargeable), or parking queries.
● Note on Misuse: The on-call service is for urgent operational support. Misuse of this number on three separate occasions will incur a £100.00 administrative fee.
Office Hours & Contact Information
For booking requests, invoice queries, or general administration, please contact Events & Hirings during core hours:
● Office Hours: Monday to Friday, 08:00 - 17:00
● Email: [email protected]
● Telephone: 01905 613391
● Emergency On-Call: 07875 716215 (Out-of-Hours only)
Hirer Code of Conduct
1. Respect for the Environment
● Cleanliness: Facilities must be left as found. Litter must be placed in bins or removed from site.
● Equipment & Furniture: Use only agreed equipment. Report damage immediately. Return furniture to its original layout.
2. Safeguarding & Security
● Access: Do not share codes or prop doors open.
● Designated Areas: Roaming the school grounds or entering non-booked buildings is strictly prohibited.
● Supervision: Children and vulnerable adults must be supervised at all times. A safeguarding policy may be requested.
3. Community & Logistics
● Parking: Park only in designated areas. Do not block entrances or mount grass verges/curbs.
● Noise & Conduct: Be mindful of neighbours. Shouting, offensive language, or excessively loud music is not permitted.
● Smoking & Alcohol: Strictly non-smoking and non-vaping. Alcohol requires prior license and written permission. Cigarette butts found on-site will result in a warning/cancellation.
4. Timing & Transitions
● Punctuality: Hire periods include setup and pack-down. Please respect the 20-minute grace period.
● Courtesy: Please be courteous to other hirers during back-to-back transitions.
5. Compliance & Safety
● Insurance: Hirers must maintain valid Public Liability Insurance and Risk Assessments.
● Reporting Accidents: A Hirer’s Incident Form must be submitted to [email protected] within 48 hours of any accident.
● Fire Evacuation: Prior to your hire, please familiarise yourself with the fire exits and the designated assembly point for your specific venue. If the fire alarm sounds, immediately vacate the building to the designated assembly point, call 999 followed by the on-call number, and do not re-enter until authorised by emergency services or school staff.
Failure to adhere to this Code of Conduct may result in a formal warning or the immediate cancellation of future bookings.