lettings policy secondary schools olympus academy trust · 2019. 10. 7. · all weather pitch –...

Lettings Policy

Secondary schools

Olympus Academy Trust

Version and issue date 1.2 Issued on 28 March 2019

Approved Finance and Resources Committee 5 March 2019

Scheduled review date March 2020

Olympus or School policy Olympus

Statutory or Optional Non-Statutory

Access Published at

https://www.olympustrust.co.uk/Olympus-Policies-

non-statutory/

Appendices Appendix A

i. Booking Form BSCS

ii. Booking Form ACS

iii. Booking Form PCS

iv. Booking Form WA

Appendix B Rules and Regulations for Users (P15)

Appendix C Terms and Conditions of Hire (P.18)

1) Purpose:

The Olympus Academy Trust (Trust) wishes to make available to the community the facilities of

the schools within the Trust to ensure that the schools are part of the community in a practical as

well as metaphorical sense. The Trust will consider all requests for letting the school facilities

with power to give consent delegated to the Headteacher/Associate Headteacher and/or the

Business Manager.

School activities will have first call on the facilities but every effort shall be made to allow

community groups and individuals to use the facilities, for example unused rooms during the day,

sports facilities in the evening.

The hiring fees are set to cover the costs of caretaking, maintenance etc. Any profit, if there is

some, will be used to improve the learning environment.

School activities shall not have to pay for the hiring of facilities e.g. enrichment activities, school

plays and concerts.

2) Consultation process:

This policy was discussed with staff and directors

https://www.olympustrust.co.uk/Olympus-Policies-non-statutory/

https://www.olympustrust.co.uk/Olympus-Policies-non-statutory/

3) Relationship to other policies:

Health and Safety Policy

4) Roles and responsibilities:

The Headteacher/Associate Headteacher may delegate the organisation of lettings to other staff

in school e.g. the Head of Business Operations or Business Manager.

Records of hiring fees generated shall form part of the regular reports to the school leadership

team and Finance and Resources Committee. Any Health and Safety issues will be reported to

the Premises Manager immediately.

The Business Manager will ensure that all legal requirements are satisfied by any hiring group

(e.g. registration, licences, insurance)

Hiring fees, terms and conditions, rules and regulations and booking forms will be available

through the Business Team (see related appendices) and available on the school website. The

hirer must comply with all conditions outlined in these documents.

5) Monitoring and review:

The school will review this policy in a three-year cycle and assess its implementation and

effectiveness.

The hiring fees will be reviewed annually and agreed by the Finance and Resources Committee.

Application for Hire of Facilities September 2019 to August 2020

This form should be read and completed in conjunction with the Terms and Conditions document

To be posted to the Finance Office or sent by e-mail to [email protected]

Applicant Details (to be completed by the Applicant)

Name of Club/Group:

Users Age category (please circle) Senior 16+ Junior U16

Booking Details

Location/Facility

Pls select below and then complete the

row across, L to R

Activity (e.g.

football,

netball,)

Changing

Rooms

(£10.95per

session)

Start

date

dd/mm

End

date

dd/mm

Start

Time

Finish

Time

Approx

No. of

Users

OUTDOOR – All weather surface. Please include details of activity taking place on the artificial surface. Sessions

are for 55 minutes duration – commencing on the hour, ending 5 minutes to the hour.

Artificial Pitch – Half Size (£38.25/55mins) Yes/No

Artificial Pitch – Full Size

(£69.80/55mins)

Yes/No

Cricket Nets (£25.40/55mins) Yes/No

Grass Training (£13.00/55mins) Yes/No

Netball Court (£17.45/55mins per court) Yes/No

Tennis Court (£6.85/55mins per court) Yes/No

Half Hardcourt Area (£35.50/55mins) Yes/No

Cricket Pitch (Artificial/Grass) (£61.95/

match, no discounts available)

Yes/No

Football/ Rugby Pitch (£50.80/match) Term 1 to Term 4 only

Yes/No

Rounders Pitches (x5) (£15.65/55mins) Terms 5 & 6 only

Yes/No

Softball Pitches (x 2) (£15.65/55mins) Terms 5 & 6 only

Yes/No

INDOOR – Please include details of activity taking place in area required. Sessions are for 55 minutes duration

– commencing on the hour, ending 5 minutes to the hour.

School Sports Hall – Full Size

(£38.25/55mins)

Yes/No

School Sports Hall – Half Size

(£19.15/55mins)

Cricket Nets Single/Double

(£45.05/£56.30/55mins, includes hire of

sports hall)

Yes/No

Main Hall (£44.25/55mins) (250 people max)

Yes/No

Main Hall for performances1 or

Conferences/Meetings2 (£339 half day

(up to 5 hrs), £678 full day)

Yes/No

Dining Hall (£31.00/55mins) (180 people max)

Yes/No

Dance Studio (£24.80/55mins) Yes/No

Drama Studio (£18.00/55mins) Yes/No

Primary Hall (£30.20/55mins) (96 people max)

Yes/No

Primary Kitchenette3 (£10.65 per session) Yes/No

Classroom Single (£13.30/55mins) Yes/No

Classroom Double (£27.55/55mins) Yes/No

Conference Room (£31.52/55mins) (20 people max)

Yes/No

Green Room (£15.85/55mins) *Only with

authorisation from Drama Yes/No

EQUIPMENT requirements

Retractable Seating for 122

(£27.55/session)

Yes/No

Trestle Tables

(£25.50/session per room)

Yes/No

Urn (£6.70/session) Yes/No

Technical Support (£25.95/hr) Yes/No

TV/Video (£16.65/session) Yes/No

Projector – Dining room – bring own

laptop not mac (£47.75/session)

Yes/No

Microphones (£21.25 each) clip on or hand held

Yes/No

Playground and carpark are also available to hire, please contact the school for further information. 1 Main hall hire for performances includes lights, sounds, microphones and technical support. 2 Main hall hire for meetings/ Conferences includes sound/projector/large screen & 1 hours technical support. 3Kitchenette hire does not include use of the fridge.

Letting Hours for Public Use Sports facilities Other facilities

Monday to Friday (incl school holidays) 6.00pm –10.00pm* 5.00pm – 10.00pm*

Saturdays - no evening lettings 8.30am – 5.30pm 8.30am – 5.00pm

Sundays 8.30am to 9.30pm Sept 1st to April 1st then 8.30am to 2pm til Aug 26th *Primary building closes at 9pm. Facilities will be closed on all Bank Holidays

Declaration by the Hirer

• I, the hirer, agree on behalf of my organisation to be bound by the Terms and Conditions and Rules and Regulations

of Hire as laid down by The Olympus Academy Trust.

• I confirm that I have enclosed a copy of our organisation’s public liability insurance or supplied requested details

• I understand that first aid cover is not provided by the school

• Any out of hours concerns or questions regarding the booking must be addressed to the out of hours Trust staff,

whose decision is final.

• I confirm that my organisation has a Safeguarding/Child Protection Policy and that all staff working with children under

the age of 18 years old have undertaken Keeping Children Safe in Education training and are aware of their

responsibilities for reporting concerns under this legislation (https://www.gov.uk/government/publications/keeping-

children-safe-in-education--2)

• We will make ourselves familiar with the fire evacuation procedures

Signature ……………………………………….. Date …………………………..

Printed Name ……………………………………. Position ……………………………..

https://www.gov.uk/government/publications/keeping-children-safe-in-education--2


VAT Regulations Relating to the use of School Facilities

Letting of facilities to individuals or associations where the beneficiaries are the individuals taking part in sport are exempt from VAT. If the

letting is to a business this would normally be taxed at the standard rate, however, if the conditions detailed below are fully met, the letting

will be exempt from VAT. The conditions are:

1. The series of letting is for 10 or more sessions; each session is for the same sport or activity and must be in the same space.

2. The interval between each session is at least one day and not more than fourteen days.

3. The whole series is to be pre-paid (there must be written evidence of this). Payment can be in total or instalments with a written

agreement in place (a formal agreement, exchange of letters or invoice would be sufficient). Provision for a refund in the event of

unforeseen non-availability of the facility would not break the condition, but provision for a refund in other circumstances would.

4. The organisation to which the facilities are let has exclusive use of them during the session.

I have read the conditions outlined above. I/we fulfil the criteria and apply for an exemption from paying

VAT.

Signed

On behalf of (club name)

Date

Club Main Contact, Insurance & Treasurer Details - Mandatory

Public Liability Insurance

Details:

Main Contact Name Treasurer (Invoice) Address:

Post Code:

Policy Name:

Main Contact Mobile

Main Contact Email

Policy Number:

Amount Covered:

Treasurer Name:

Expiry Date: Treasurer e-mail address:

______________________________________________________________________________________

For Office Use Only Approval Details

I recommend that this application is approved/not approved.

Comments:

Signed: Designation: Date:

Application for Hire of School Facilities September 2019 to August 2020

This form should be read and completed in conjunction with the Terms and Conditions Document

To be posted to The Finance Office or sent by e-mail to [email protected]


Name of Organisation:


Booking Details

Location/Facility

Pls select below and then

complete the row across, L to R

Activity (e.g.

football, netball,

match, training)

Changing

Rooms

(£10.95per

session)

Start

Day &

Date

dd/mm

Finish

Day &

Date

dd/mm

Start

Time

Finish

Time

Approx

No. of

Users

OUTDOOR – All weather surface. Please include details of activity taking place on the all weather surface.

Sessions are for 55 minutes duration – commencing on the hour, ending 5 minutes to the hour.

All Weather Pitch – Half Size

(£38.25/55mins)

Yes/No

All Weather Pitch – Full Size

(£69.80/55mins)

Yes/No

MUGA’s

Netball –Yellow Marking

(£17.45/55mins per court)

Tennis - White Marking

(£6.85/55mins per court)

Yes/No

INDOOR – Please include details of activity taking place in area required. Sessions are for 55 minutes

duration – commencing on the hour, ending 5 minutes to the hour.


(£38.25/55mins)

Yes/No

Main Assembly Hall

(£45.30/55mins)

Yes/No

Dining Hall/ Atrium Area

(£27.49/55mins)

Yes/No

Dance Studio (£27.95/55mins)

Yes/No

Drama Studio (£27.95/55mins)

Yes/No

Classroom Single

(£13.30/55mins)

Classroom Double

(£27.55/55mins)

Specialist Classroom (e.g.

Food Tech.) (£33.95/55mins)

ICT Room incl.30 computers &

1 teaching station

(£33.95/55mins)


Retractable Seating for 300

(£27.55/session)

Yes/No

Bench Style Dining Tables (20

available) (£27.55/session)

Yes/No

Freestanding Chairs (200


Yes/No

Sound and lighting system

(Main Hall) (£27.55/session)

Music System (Dance Studio)

(£16.65/session)


Additional caretaking staff

(£23.75/hr)

Yes/No

Projector and pack

(£31.85/session)

Yes/No

Playground and carpark are also available to hire, please contact the school for further information. Letting Hours for Public Use

Term time Monday to Friday 5.00pm – 9.30pm

Saturday and Sunday 8.30am – 5.30pm

Holiday time Monday to Friday 8.30am – 9.30pm

Saturday and Sunday 8.30am – 5.30pm

Facilities will be closed on all Bank Holidays


• I, the hirer, have read and agree on behalf of my organisation to be bound by the Terms and Conditions and Rules

and Regulations of Hire as laid down by The Olympus Academy Trust.










Signature ……………………………………….. Date ……………..















VAT.

Signed


Date

Club Main Contact, Insurance & Treasurer Details – only BLOCK HIRERS MUST COMPLETE all

the Insurance details requested


Details:


Post Code:

Policy Name:

Main Contact Mobile

Main Contact Email

Policy Number:

Amount Covered:

Treasurer Name:


______________________________________________________________________________________



Comments:


Lettings Policy-Secondary v 1.1

Application for Hire of Facilities September 2019 to August 2020

This form should be read and completed in conjunction with the Terms and Conditions document to

be posted to the Finance Office or sent by e-mail to [email protected]


Name of Organisation:


Booking Details

Location/Facility


row across, L to R

Activity (e.g.

Football,

netball)

Changing

Rooms

Start

Date

DD/MM

End date

DD/MM

Start

Time

Finish

Time

Approx

No. of

Users

SPORTS CENTRE OUTDOOR - Please include details of activity taking place in area required. Sessions are for

55 minutes duration – commencing on the hour, ending 5 minutes to the hour, unless otherwise stated

3G Pitch

Full Pitch (£69.80/55mins)

Half Pitch (£38.25/55mins)

MUGA

Netball (£17.45/55mins)

Tennis (£6.85/mins)

Grass Training Adults (£19.90/55mins)

Grass Training Juniors (£13.00/55mins)

Yes/No

Cricket Pitch (Artificial Wicket) Adult

(£77.55/ match)

Cricket Pitch (Artificial Wicket) Junior

(£44.90/match) (no discounts available)

Yes/No

Football Pitch

Adults (11v11) (£74.00/match)

Junior (11v11) (£43.50/match)

Junior (9v9, 7v7, 5v5) (£35.00/match)

Yes/No

SPORTS CENTRE INDOOR – Please include details of activity taking place in area required. Sessions are for

55 minutes duration – commencing 5 minutes past the hour, ending on the hour, unless otherwise stated.

School Sports Hall – 4 Badminton courts

Full Hall Adults (£51.00/55 mins)

Full Hall Junior (£35.00/55 mins)

Yes/No

Badminton Courts (per court)

Adult (£10.20/55 mins)

Junior (£6.55/55 mins)

Yes/No

Squash Court (per court)



Yes/No

Table Tennis (per table)



Yes/No

Fitness Room (per person)

Adult (£4.10)

Junior (£2.05)

Yes/No

Party Room (per 30 mins) (£15.30) Yes/No

Storage (per week)

Large Storage (£10.20)


Small Storage (£5.10)

MAIN SCHOOL FACILITIES

Location/Facility Event/Activity

Start Day

& Date

Finish

Day &

Date

Start

Time

Finish

Time

Approx

No. of

Users

Main Assembly Hall

(£44.25/55mins) (300 people max)

Dining Hall (£31.00/55mins) (200 people max)

Gymnasium (£24.80/55mins)

Dance Studio (£24.80/55mins)

Library (£24.80/55mins)

Classroom Single

(£13.30/55mins)


Trestle Tables (£25.50/session

per room)

Yes/No

Bench Style Dining Tables (20


Yes/No

Freestanding Chairs (200


Yes/No

Urn (£6.70/session)

Yes/No

Projector (Main Hall)

(£47.75/session)

Yes/No

Letting Hours for Public Use Sports facilities School facilities

Monday to Friday (incl school holidays) 5.00pm –10.00pm 5.00pm – 10.00pm

Saturdays 9.00am – 5.00pm 9.00am – 5.00pm

Sundays 9.00am - 6.00pm 9.00am – 6.00pm












Signature ……………………………………….. Date …………………………….…..
















VAT.

Signed


Date

Club Main Contact, Insurance & Treasurer Details - Mandatory


Details:


Post Code:

Policy Name:

Main Contact Mobile

Main Contact Email

Policy Number:

Amount Covered:

Treasurer Name:


______________________________________________________________________________________



Comments:



Application for Hire of Facilities September 2019 to August 2020 This form should be read and completed in conjunction with the Terms and Conditions document to be posted

to the Commercial Operations Manager or sent by e-mail to [email protected]


Name of Club/Group:


Booking Details

Location/Facility


row across, L to R

Activity (e.g.

football,

netball,)

Changing

Rooms

(£10.95per

session)

Start

date

dd/mm

End

date

dd/mm

Start

Time

Finish

Time

Approx

No. of

Users

OUTDOOR – All weather surface. Please include details of activity taking place on the artificial surface. Sessions

are for 55 minutes duration – commencing on the hour, ending 5 minutes to the hour.

All Weather Pitch – Half Size

(£38.25/55mins)

Yes/No

All Weather Pitch – Full Size

(£69.80/55mins)

Yes/No

Outdoor Netball Court (£17.45/55mins) Yes/No

Sports Field Pitch Football/ Rugby

11 v 11 (£61.95/match including

changing rooms, no discounts)

Sports Field Pitch Football/ Rugby

9 v 9 (£39.50/match including changing

rooms, no discounts)

INDOOR – Please include details of activity taking place in area required. Sessions are for 55 minutes duration

– commencing on the hour, ending 5 minutes to the hour.


(£38.25/55mins)

Yes/No

School Sports Hall – Half Size

(£30.80/55mins)

Yes/No

Small Fitness Room (£15.95/55mins) Yes/No

Badminton Court (£8.50/55mins)

Party including room after

Football/ Cricket (£55.70/party)

Dining Room (£31.00/55mins)

Auditorium (£47.75/55mins)

Drama Hall (£31.85/55mins)

Arts Centre (£42.45/55mins)

Interactive Theatre (£33.95/55 mins)

Classroom Single (£13.30/55 mins)



Urn (£6.70/session) Yes/No


Facility Staff (£21.25/hr) Yes/No

Audio Visual Facilities (£47.75/session) Yes/No

SWIMMING POOL – please include information on number of swimmers and their skills

Pool Hire (£71.05/hr, no discounts)

Lifeguards (£21.25/hr, no discounts)

Where Academy lifeguards are not required for Club hire, please also include the name, copies of qualifications

and evidence of ongoing training of lifeguards present during the hire

Lane Hire (£15.30/hr, no discounts)

Pool Party including lifeguards (£95.55)

Primary Academy Hire (£63.65/hr, no

discounts)

Letting Hours for Public Use Sports facilities

Monday to Friday 5.00pm –9.00pm

Saturday 8.30am – 6.00pm

Sunday 8.30am - 7.30pm

Facilities will be closed on all Bank holidays













Signature ……………………………………….. Date …………………………..
















VAT.

Signed


Date

Club Main Contact, Insurance & Treasurer Details – Mandatory


Details:


Post Code:

Policy Name:

Main Contact Mobile

Main Contact Email

Policy Number:

Amount Covered:

Treasurer Name:


_________________________________________________________________________________________



Comments:


Appendix – B Rules and Regulations for all Users

• Hirers will be advised by the individual schools if facilities are not available due to a school

activity.

•

•

For the period of the hire at least one responsible adult must be present and be responsible

for the state and security of the area hired for the duration of the letting.

It is the responsibility of the hirer to ensure they have an up to date Safeguarding/Child

Protection Policy that reflects current policy and practice.

• It is the responsibility of the hirer to ensure that all coaches/trainers of youth activities have a

valid CRB disclosure and have undertaken child protection training.

•

•

First Aid provision will be the responsibility of the hirer.

The hirer is responsible for the behaviour of any attending supporters as well as participants.

• Requests for setting up and/or clearing of furniture may incur an additional charge

• For use of the school kitchen please see appendix G.

• Rudeness, foul or abusive language will not be permitted at any time.

• Alcohol is not permitted on the site (this includes any building / pitch location)

• Hirers should apply to the school for a temporary event licence if they wish to serve alcohol

at an event. The school reserves the right to refuse permission for a temporary event licence.

• All litter to be left in the bins provided.

• Smoking is not permitted on site or in any building or facility (including changing rooms, car

parks and other outside spaces).

• All vehicles must park in the school car park in appointed spaces. Parking in disabled spaces

is for disabled badges users only. Parking is at your own risk and the Olympus Academy Trust

accepts no responsibility for any damage to vehicles or property whilst you are using the

facilities.

• Organisations/clubs are asked to inform Trust staff of any damage/repairs required across the

site and must not use unsafe equipment/facilities under any circumstances.

• Compensation to the full repair amount must be made to the Trust for any damage caused

during the hire.

• Consideration to be shown at all times to local residents by keeping the noise level down and

leaving the premises quietly.

• Organisations/clubs must observe the booking times allocated to them according to the

Booking Agreement.

• All cycles must be kept in the bikes racks provided and not left inside or outside the facilities.

• The following are not permitted within the school grounds, playing enclosure or facility:

• Chewing gum

• Animals (excluding guide dogs)

• Glass containers or receptacles

• Skateboards / scooters

•

Urinating in areas other than the toilet facilities

Facility Specific Rules

Astroturf/All

Weather Pitch • Equipment moving – under supervision of a Trust member of staff

• Equipment must not be dragged over the surface

• Footwear – only clean trainers with moulded rubber studs to be worn – no

spiked, bladed or metal studs

• Hockey goals must not be used for football and must be moved away from

football touchlines at all times

• Users waiting to use the pitch must warm up outside of area

• No spectators are allowed inside the fence boundary due to the risk of

serious injury resulting from being struck by a hockey ball / football

• No climbing on the fences or goalposts or sitting on the goal posts

• All litter must be removed before leaving the pitch

• No smoking or drinking of alcohol is allowed on the school premises

Hard Court

Areas - BSCS • Equipment – only to be moved by trained personnel

• No football studs or blades to be worn on the hard court surface

• All litter must be removed before leaving the courts

• Organisations/clubs must wait outside the hard court area until their booking

time begins


Multi Use

Games Area –

ACS & PCS

• Tennis nets to be erected/moved by school staff only

• Netball posts to be erected/removed by school staff only

• Only clean trainers to be worn on the hard court surface

• Organisations/clubs must wait outside the hard court area until their booking

time begins

• All litter must be removed before leaving the courts


Football/Rugby

Field - BSCS ,

PCS, WA

• Spectators must supervise all children at all times – compensation will be

requested for any damage caused.

• All litter must be removed before leaving the field.

• Organisations/clubs must not access the pitch until their booking time

begins


• No dogs are allowed on the school premises

• No parking on the Academy Field

Changing Rooms • No football boots (studs or blades) to be worn in the changing rooms or

corridors

• Football boots to be cleaned outside the premises and not in the showers or

sinks

• If members require changing rooms to be locked, the last to leave needs to

inform the duty manager to lock door

• Changing rooms must be left in a tidy and acceptable condition –

compensation will be requested for changing rooms that are left dirty.

Swimming Pool -

WIN • All Club hire should have sufficient lifeguards to maintain a safe

environment all times

• All Club hire will be asked to read and understand the Pool Safety

Operating Procedures and confirm they have done so

• There will be STRICTLY NO ACCESS to poolside until sufficient lifeguard

cover is on site

• Overshoes should be worn on poolside by spectators at all times

• No electrical items on poolside

• No photography on poolside without prior arrangement

• No eating on poolside

Sports Hall

Dance Studio

Drama Studio

Gymnasium

Squash Courts

• Only clean trainers without black soles to be worn

• No studs, spikes blades or stiletto heels to be worn

• No spectators are allowed in the sports hall due to the risk of injury

• Only safe and appropriate equipment can be used for the relevant activity

• Cricket netting must only be moved by Trust staff

• Cricket balls to be used in the netting area only. Softer balls to be used

outside the cricket netting

• Organisations/clubs must wait outside the room until their booking time

begins

• Only qualified instructors are allowed to supervise activities on the climbing

wall

• Use of climbing ropes & bar are only allowed with prior agreement of the

Business Manager

Main Hall • The retractable seating may only be operated by duty manager or

appropriately trained users

• Lighting and sound equipment may only be moved and operated by Trust

personnel.

• On occasions the school may permit appropriately qualified users to operate

the sound and light equipment; this must be agreed in advance with the

Business Manager

• Organisations/clubs must wait outside the hall until their booking time

begins

Meeting room • If moved, any furniture must be returned to its’ original position

Dining room –

BSCS, PCS, WA

Atrium - ACS

• No stiletto heeled shoes to be worn

• No food or drink to be taken out of the dining room

• No ball games

BSCS – Bradley Stoke Community School

ACS - Abbeywood Community School

PCS – Patchway Community School

WA – Winterbourne Academy

Appendix C - Terms and Conditions of Hire

GENERAL

1. These regulations apply for the letting of all premises and grounds for schools in the Olympus Academy

Trust.

2. In the case of the use of school premises required by an Act of Parliament, these regulations apply so

far as they are not inconsistent with the provision of the Act concerned. This act covers the use of school

premises for electoral purposes should local or national elections or referenda be called.

3. In these regulations Trust means: The Olympus Academy Trust. School means: an individual school

within the Trust.

4. Anybody wishing to hire the facilities must be 18 years or over.

PROCEDURE

5. All applications must be on the form provided by the individual school and must be completed in full.

Failure to do so may result in the application not being approved.

6. Applications will only be accepted for a maximum of one year between the first day of September and

the last day of August of the following year.

7. The hirer must personally sign the application form or provide an electronic signature, where the

application form is sent by e-mail, and may not assign or sub-let the premises or grounds hired.

8. All lettings must be approved by the individual school or their delegated authority. The hirer will receive

confirmation in writing that their application has been accepted. This may be in the form of an e-mail.

9. The school may cancel any letting at any time; the fee will not be charged for that session(s) or an

alternative date will be offered, except in the case of misconduct, in which case a fee will be charged.

10. No letting shall be considered approved or any charge confirmed until done so in writing on behalf of the

school.

11. No person or persons shall use premises or grounds covered by these regulations without a current

approved application form. Any person or persons who knowingly act in contravention of the regulation

will be charged at the appropriate rate and refused permission to use any of the school facilities in the

future.

12. The school reserves the right to impose special conditions in respect of letting, series of lettings or class

of lettings in order to protect its employees or property.

13. The school may exercise this right or authorise any other person to do so. Special conditions will be

notified to hirers and may include any requirements considered by or on behalf of the Trust to be desirable

including (without prejudice to the generosity of the foregoing) requirements as to fire precautions;

security of person or premises; the employment of security or other staff; the exclusion or admission of

any person, persons or class or person or of any animal, animals or equipment; the giving of bonds or

the effecting of insurance.

CHARGES

14. All regular bookings will be invoiced at the end of each month for that month’s hirer cost. Payment must

be made in full within 28 days. For non-payment of invoices over 2 months old the school may cancel

the letting(s). For late payment (beyond 28 days) an additional 5% of the value of the outstanding invoice

may be charged. All single bookings will be invoiced in advance and must be paid in full prior to

commencement of hire. We reserve the right to request payment in advance for any other bookings.

15. The Trust reserves the right to request a refundable deposit of £150.00 in addition to the cost of hire for

single bookings or large events. This will be returned after the letting providing all is in order following

the event.

16. Cheques should be made payable to The Olympus Academy Trust.

17. Charges will be made at rates which will be determined from time to time by the Finance and Resources

Committee and shall be liable to change without prior notification. In cases where the incorrect charge

has been quoted, the school reserves the right to charge the correct rate.

18. The school requires 21 days’ notice of cancellation of a regular session and will charge the hirer for the

sessions during this period. Cancellations should be made in writing or by email to:

a [email protected] – for Bradley Stoke Community School

b [email protected] – for Abbeywood Community School

c [email protected] – for Patchway Community School

mailto:[email protected]

d [email protected] – for Winterbourne Academy

19. A minimum of 24 hours’ notice is required for cancellation of ad hoc or individual bookings otherwise the

full amount of the hire is due.

CARE OF PREMISES

20. The hirer shall ensure that there is a responsible adult present and able to supervise at all times during

the letting.

21. The hirer is responsible for supervision, safety, control, stewarding, admission and removal of those

attending.

22. The hirer is required to pay the school the cost of making good any damage to property or equipment

which may be the result of letting. The hirer is required to clear away any rubbish and leave the premises

and/or grounds in the condition in which they were found. The hirer will be responsible for reimbursing

the school for any additional costs incurred in cleaning the premises or clearing the grounds after a letting.

23. The electrical and mechanical installations of the premises are not to be supplemented or altered, nor

are any specialist equipment such as public address systems to be installed by the hirer, except if agreed

in advanced with the Business Manager.

24. The hirer will allow access at all times to school or Trust members of staff or their representatives.

25. No desks, fixed furniture or equipment that may be in the accommodation hired shall be used or interfered

with, without the prior approval of the school. Standing on equipment, seats, furniture, and window sills

etc is not permitted.

EQUIPMENT AND ACCOMMODATION

26. The school does not provide first-aid medical facilities for hirers nor does it guarantee access to the

school telephone systems for calling assistance during lettings. Hirers should make their own

arrangements in this respect.

27. Storage facilities for hirers cannot normally be provided, any items that are stored are done so at the

hirers’ risk.

28. Specialist rooms and equipment (including gymnastic equipment, public address systems, stage lighting

and pianos) are not included in the letting arrangements, unless specifically requested in the application

form and approved by the school. Such applicants must ensure that a suitably qualified person takes

responsibility for proper use.

29. Where classrooms are used, any furniture that is moved during the period of the hire must be placed

back in its original position at the end of the hire.

30. Chairs and tables installed in the premises may be used by special arrangement with the school, but the

school does not undertake to provide suitable chairs or seats for use by the hirers. Any furniture provided

by the hirer must be removed immediately after the end of the letting.

31. Posters/displays must not be stuck to the wall. Decorations of any kind shall not be permitted other than

purely temporary arrangements which require no permanent fixing.

32. Chalk, resins or polishing materials may not be used on floors.

33. Public areas within the school i.e. main entrance, reception and corridors are not to be used for ad hoc

activities.

34. Guest access for the wireless network can be made available

35. Refreshments can be requested, please contact the school for prices.

CONDITION OF PREMISES

36. Whilst the school gives no guarantee as to the fitness, suitability or condition of the premises or grounds

at the commencement of the letting, every effort will be made to see that they are in a reasonable state.

37. Where facilities booked by the hirer prove not to be available during the lettings, the school will ensure

that the proportionate part of the hiring fee is not charged. The school’s decision shall be final in respect

of any charges not made.

INSURANCE

38. It is the responsibility of the hirer to effect £5million Public Liability Insurance to cover liabilities.

Occasional hirers may request to be covered by the school’s insurance policy; this must be agreed in

advance with the Business Manager.

mailto:[email protected]

OUTDOOR FACILITIES

39. The Business Manager will be the officer responsible for the final approval of lettings of the school’s

facilities.

40. The school does not give any guarantee as to the standard of any pitch or field nor to the maintenance

or improvement of this standard during the season. The hirer shall be aware of the state of any pitch or

field upon submitting his application and such application will be deemed to be for the particular pitch or

field as seen.

41. The Trust shall deem whether any pitch or field is fit for use and this decision shall be final.

LEGAL REQUIREMENTS

42. The hirer shall comply with all legal requirements concerning consumption of intoxicating liquor, music

singing and dancing licences, theatres licences and copyright. The hirer shall be fully responsible for

obtaining any licence or any other permission required, always providing that no such application shall

be made without the prior approval of the school. The school is able to apply for a temporary event

licence to allow the sale of alcohol at events. At least 3 weeks notices notice is required to apply for the

licence which is subject to approval by the local council and police. The school reserves the right to

refuse permission for a temporary event licence.

43. The hirer shall comply with Section 12 of the Children and Young Persons Act 1933, that is to say where

any play or entertainment is provided at which the majority of persons attending are children, then if the

number exceeds 100, it shall be the duty of the hirer to station and keep stationed wherever necessary

a sufficient number of adult attendants, properly instructed as to their duties, to prevent more children or

other persons being admitted to the building or to any part of it than can be safely accommodated there

and to control the movement of the children and other persons admitted while entering and leaving the

building and to take all other reasonable precautions for the safety of the children.

44. Broadcasting (sound or vision), filming or photographic rights cannot be exercised without the prior

permission of the school.

45. The hirer will to the best of his endeavour ensure that the requirements of the Race Relations Act 1976

(in particular the need to promote good relations between persons of different racial groups) can be

observed at all times throughout the letting.

46. The hirer is specifically forbidden to use, or allow the use of the hired premises or grounds for any illegal

or immoral purpose and shall not carry on any activity so as to cause nuisance or annoyance to other

users of the premises or neighbouring or adjoining premises.

COMPLIANCE WITH REGULATIONS

47. Failure by the hirer to comply with any or all of the foregoing terms and conditions and the rules and

regulations where applicable, whether intentionally or not, may be deemed by the school to be just cause

for the immediate cancellations of any letting or series of letting.

48. Other than where required to comply with statutory regulation in the People Act 1983, the use of the

school and the facilities for political campaigning and canvassing is not permitted.

PRIORITY FOR THE ALLOCATION OF ANNUAL SESSIONS & AGREED DISCOUNTS

49. The following priority order will be used to identify allocation of facilities and time slots on an annual basis.

a) Delivery of agreed enrichment – this must agree with the individual school

b) Providing activities for youth activities

c) Providing activities for the community

50. The following discounts will be applied:

a) 10% discount will be applied if 10+ sessions are booked without a break of more than two weeks.

b) A discount of 15% per term will be granted for the provision of enrichment sessions suitable for

the enrichment programme as agreed by the PE department. If this is outside of school hours,

the club takes full responsibility to organise and run the enrichment activity.

c) Both of the above discounts can be applied to bookings if the criteria are met as above.

RIGHT TO APPEAL

51. Where a dispute arises from a letting, the Trust will delegate power to the Headteacher/ Associate

Headteacher and to the Business Manager to resolve it. When a dispute cannot be settled in this way

please refer to the Trust Complaints Policy.

HEALTH AND SAFETY

Accident & Injury

The person in charge during the letting must notify the duty member of staff in the event of any accident or

injury immediately. An accident/incident report form from the school will require completion before leaving

the school premises.

Fire Drill & Evacuation

The school ‘Duty Person’ is in overall control in the event of any emergency.

Hirers using the school premises must make themselves familiar with the emergency procedures which will

include:

• Ensuring that the instructor/supervisor is competent to organise the activity safely and to promote the safety

of all persons in their charge throughout the letting. The instructor/supervisor must brief all persons in their

charge on fire safety procedures before any activities commence.

• The instructor/supervisor must be aware that he/she is responsible to ensure that all persons in their care

evacuate the building in the event of an emergency.

• The fire alarm is a continuously sounding siren – if this is heard the instructor/supervisor must immediately

ensure that all the people in their charge evacuate the building. All equipment and belongings should be

left in the room or area. The ‘Assembly Point’ is at the front of the building in the Car Park.

• On discovering a fire the instructor/supervisor should activate the nearest call point break glass and then

immediately ensure that all the people in their charge evacuate the building.

• Fire extinguishers are only used to assist in the evacuation from a room or area if the route is blocked by

fire – do not try to put out other fires under any circumstances.

• The school ‘Duty Person’ will ensure that the emergency services are called if required.

• Following an evacuation, the instructor/supervisor will conduct a roll call at the Assembly Point and must

notify the school ‘Duty Person’ of any missing or suspected missing persons.

• No one must re-enter the building until the school ‘Duty Person’ gives the all clear.

• Liaison with the school ‘Duty Person’ for further guidance on dealing with emergencies.

Hirers must accept that the fundamental principle is that the safety of persons overrides all other

considerations and they must be responsible for communicating these procedures to its agents.

Unauthorised activation of the Fire Alarm will result in the Fire Brigade arriving. Any hoax calls or

misuse will result in serious consequences including contacting the police and a charge to the hirer.

lettings policy secondary schools olympus academy trust · 2019. 10. 7. · all weather pitch –...

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