Hire Terms and Conditions

For the purposes of this agreement, “Hirer” refers to the individual or organisation that has submitted the request to hire the School’s facilities.  

1. GENERAL CONDITIONS OF HIRE

1.1 The School will make the booked venue available to the hirer for the period detailed. This is subject to the needs of the school and any circumstances that are beyond the control of the school. Due to the nature of the facility being within a school setting, the School reserves the right to cancel bookings at short notice should the situation demand it; however, the School will take all reasonable steps to ensure that the facilities are available for the hire periods shown.

1.2 In the event of a conflict, whereby the School requires priority access to the facilities, the School shall notify the Hirer at the earliest reasonable opportunity and shall endeavour to provide the Hirer with suitable alternative facilities onsite, where available.

1.3 The venue is only to be used for the permitted purpose and/or activity stated.                       

1.4 The “Booking Period” refers to the specific dates and times for which the venue has been approved for hire. Any dates or times outside the agreed Booking Period must be requested and approved separately. Access to the facilities before or after the stated times is strictly at the discretion of the School. Any attempt to make additional use of the premises outside the agreed Booking Period will result in termination of the agreement.  

1.5 The hirer must arrange to obtain access to the hired venue and follow the agreed access instructions. Any keys provided will remain the property of the school and must be returned to school after the duration of the hire. The Hirer will be responsible for the security of any keys during the period of the hire and should not be shared with any other person without direct permission and authorisation from the Events & Hirings Manager. In the event of a lost key, a £60.00 fine will be charged to the Hirer for replacement.   

1.6 The Hirer is responsible for maintaining security of the premise during usage and upon departure by ensuring all doors are closed and, where applicable, locked. Any lights are to be turned off prior to departure, rubbish to be disposed of and facilities are to be left in the condition they were found. Persistent non-compliance of this may lead to the withdrawal of the hire or fine being issued. 

1.7 Where equipment is agreed in the hire, the Hirer will ensure that all equipment used or moved during their hire is returned to its original place or cleared of the hall prior to departure. The Hirer shall be liable for any damage, loss or theft of School equipment caused-as a result- of its actions, and the Hirer shall be responsible for the equipment’s (School’s or otherwise) safe and appropriate use.

1.8 The Hirer shall be responsible for all matters relating to Health & Safety and must always ensure there a suitably trained first aider or appointed person available to deal with any medical emergency or injury that may arise. That person(s) and/or Hirer shall be responsible for those in attendance during the specified time. It is strongly recommended a register of attendees is taken for each individual period of hire. In the event of a medical emergency or accident, the on-call must be notified. Please see condition 6 for further details.

1.9 The Hirer must ensure that comprehensive risk assessments are in place for any sporting activities being carried out. This must be provided to the Events & Hirings Manager with no less than 7 days’ notice to confirm compliance of the activity.  

1.10 It is encouraged that the hirer familiarises themselves and their party with the emergency exits of the venue in the event of a fire. During the activities, all gangways, doorways, stairways, exits, emergency exits and entrances must be always kept clear and unobstructed at all times.  

1.11 Where requested, the Hirer should provide a valid copy of their public liability insurance to cover all its legal liabilities for accidents resulting in injuries to persons (including all participants in the activity for which the venue is being hired), and/or loss of or damage to property, including the hired venue, arising out of the hiring. The minimum insurance cover is £5 million. Where this is not possible, an appropriate agreement with the school must be in place before the hiring can be approved.

1.12 The Hirer will be responsible for any damage caused to the venue or other property of the school. All damages will be fully investigated and- where blame can be attributed to the Hirer- costs will be recovered by the school. The Hirer shall indemnify and keep indemnified the school from and against:

1.12.1  Any damage to the premises of school equipment

1.12.2  Any claim by any third party against the school

1.12.3 All losses, claims, demands, fines, expenses, costs (including legal costs) and liabilities, arising directly out of any breach by the hirer or any act of omission of the hirer or any person allowed by the hirer to enter the premises.  

1.13 Non-marking sports shoes are to be worn at all times in the playing areas of the sports halls. Where the hire involves the use of the artificial pitches, appropriate footwear for the surface must be worn. If activities involve outdoor use of sports pitches, participants should ensure that footwear is cleaned before if re-entering School premises.

1.14 Any electrical equipment brought into School by the hirer must have been inspected and/or tested within the preceding 12 months by a suitably trained and qualified person and proof of such testing will be required. Proof of PAT testing must be provided prior to the start of the hire.

1.15 Subject to availability and location, car parking facilities may be used by the Hirer. Parking shall be for the purpose and times specified in this agreement and not at any other times. Any parking facilities that are offered are not exclusive to the client and may be subject to School use also. All parking spaces are at a first come, first serve basis.

1.16 Whilst on School premises, including the outdoor areas, the Hirer must comply with the School’s code of conduct, which probits smoking and vaping. Additionally, alcohol must not be consumed on the premises except with the prior written approval of the School.   

1.17 The taking of photographs and video on School premises and subsequent distribution and use of the images must be approved in advance by the School. This includes the use of video recording by whatever means. When making a booking, the Hirer is responsible to seek permission of photography and filming before use.  

2. PAYMENT TERMS

2.1 The agreed rate will be presented to the hirer on the confirmation of booking and will be valid for the course of their agreement. 

2.2 The agreed rate is valid at the time of this agreement and may be subject to increase at a later review.  

2.3 Invoices will be automatically issued via the School’s third party platform which will detail the required payment date. 

2.4 For larger bookings or special events, a non-refundable, non-transferable deposit will be taken as guarantee at the time of booking and returning this agreement. 

2.5 Failure to pay invoices at the date specified may incur a late-fee or temporary termination of usage until all arrears have been settled. 

2.6 The School reserves the right to refuse venue services if repetition of arrears are not being settled. 

3. VAT CHARGES  

3.1 All hire charges quoted by the School for the use of its sports facilities (including, without limitation, sports halls, pitches, courts, and changing facilities) are exclusive of Value Added Tax (VAT). VAT shall be added at the prevailing rate and shall be payable in addition to the stated hire charges where applicable;

i. One-off or Occasional Lettings

Hire of sports facilities for single sessions, tournaments, events, or ad hoc use is subject to VAT at the standard rate.

ii. Series of Sports Lettings (Block Bookings)

Where the Hirer enters into a block booking that satisfies all of the conditions for VAT exemption under the “series of sports lettings” provisions (as set out in HMRC Notice 742, Section 5), no VAT will be charged. These conditions include (but are not limited to):

-        The booking consists of at least 10 sessions.

-        Each session is for the same activity.

-        Each session is held at the same facility.

-        The sessions are at intervals of not less than one day and not more than fourteen days.

-        The series is booked and paid for by one person or organisation.

-        The Hirer has exclusive use of the facility during each session.

iii. Community or Club Lettings

Community groups, sports clubs, or associations hiring the facilities for non-profit sporting purposes may also qualify for VAT exemption where the above criteria are met. If the hire is for a profitmaking organisation or for non-sporting activities (e.g. social events, parties, meetings), VAT will be chargeable at the standard rate.

3.2 If, after a booking has been made, any of the conditions for VAT exemption are no longer met (for example, if sessions are cancelled or rescheduled so the booking no longer qualifies as a “series”), VAT shall become chargeable from the date of that change, and the Hirer agrees to pay any VAT properly due.

3.3 The School reserves the right to adjust its charges to reflect any change in VAT law, HMRC interpretation, or the School’s own VAT registration status. Any such adjustment will take effect immediately upon written notice to the Hirer.

3.4 The School will issue VAT invoices where VAT is chargeable. The Hirer shall pay all VAT due at the same time and in the same manner as the hire charges.

4.      CANCELLATION TERMS 

4.1  No charge will be applied for cancellations made more than twenty-one days prior to arrival.

4.1  Fourteen days prior to the hire, 25% of the agreed rate will be charged.

4.2  Seven days prior to the hire, 50% of the agreed rate will be charged. 

4.4  Seventy-Two hours prior to the hire, 75% of the agreed rate will be charged.

4.5  Less than seventy-two hours prior to the hire, 100% of the agreed rate will be charged. 

4.6  In the circumstances where you may need to cancel due to a medical emergencies or weather, each case will be looked at individually and fairly.

5.      SAFEGUARDING

5.1  Where children and young persons (anyone under the age of 18) are involved, the Hirer must ensure that adequate safeguarding procedures are in place and that personnel are qualified and approved to work with children.  

5.2  A Hirings Safeguarding Agreement must be completed by the Hirer and returned prior to the commencement of the hire.  

5.3  All clubs which have a safeguarding policy must provide a copy to the Events & Hirings Manager and/or upload onto the School’s third party booking platform.

5.4  If your hire has the possibility to come into contact with pupils, for example if the hire occurs during school hours, or when pupils may be present in the school, the School will expect to see evidence of a valid DBS for the primary representative along with their safeguarding policy.  

5.5  The Hirer will ensure that all activities are properly supervised. The Hirer must provide details of qualifications and experience for those that are involved with coaching or supervising activities.  

5.6  Where changing rooms are required, the privacy of children when using the facilities must be ensured. Where possible and practical, welfare facilities must be segregated when children are involved with the hiring. Adults must use separate facilities to ensure safeguarding of children.

5.7  The School will follow Public Health England and Government guidelines regarding the use of changing facilities and where necessary, for example, may request people come to the venue ready to play, and not use the changing rooms.

6. ON-CALL

6.1 The on-call number is an emergency contact for the Hirer to utilise if/and/or when an emergency occurs.  

Examples of when to use the number includes:

-        Maintenance issue (such as a leaky pipe, building alarm going off)

-        Emergency services are called to the venue

-        Accident occurs during the hire

-        Access code is not working for the booking period only

Examples of when not to use the number includes: 

-        Asking for code access outside the agreed booking period  

-        Forgotten key- it is the Hirer’s responsibility to bring this with them  - Asking for more parking

6.1  Misuse of the on-call on three separate occasions will incur a £100.00 fee to the Hirer.  

6.2  In the event of an accident, please fill out the ‘Hirers Incident Report’ which will be provided at the start of your hire agreement and/or confirmation.  

7. SUMMARY

7.1 Save insofar as required by law, notwithstanding any agreement to the contrary, the School shall not be liable to the Hirer or any person using the venue pursuant to this agreement for any injury or damage to person or property. The Hirer shall indemnify the school against such liability and will ensure that public liability insurance is held to cover the event or activities where applicable (see condition 1.11).

7.2 Breach of any of these conditions by the hirer may result in immediate termination of this agreement by the school without the repayment of any hire charges paid in advance. This agreement may also be terminated by either party giving to the other notice in writing to that effect.

7.3 By agreeing to these terms and conditions, you, the Hirer, agree to the terms and conditions of booking and liable to pay the agreed costs listed.