Contact:

Robert Jones LETTINGS POLICY

Updated : June 2013

HAYDON SCHOOL
Wiltshire Lane Pinner HA5 2LX Tel: 020 8429 0005 Fax: 020 8868 8213

LETTINGS POLICY
2013

Issue No: 3 Doc Ref: - LETTINGS POLICY - Mandatory Page 1 of 12

Author: R Colwill

Contact:

Robert Jones LETTINGS POLICY

Updated : June 2013

Lettings
1. Introduction Letting of the buildings and facilities is a way of increasing revenue for the school and forming partnerships within the local community. 2. Acceptance of Conditions The hiring of accommodation is permitted only on the conditions outlined in this policy. Acceptance of a hire permit is deemed to be acceptable of these conditions. 3. Compliance with Conditions The Hires (the person or body to whom the permit is granted) shall be responsible for the compliance with the conditions as set out in this policy. 4. Availability of Premises Accommodation is available for hire between 18.00 22.00 hours Monday to Thursday, 18.30 00.00 midnight on Fridays, 09.00 00.00 midnight on Saturdays and 09.00 18.00 on Sundays. Please note these times are discretionary and subject to change. 5. Charges Hire charges will be made in multiples of half hour. The charge includes the cost of the insurance, heating and lighting, supervision by the Schoolkeeper and the normal cleaning of the accommodation (see appendix 1 for list of current charges). 5.1 Review of Charges The scale of charges will be subject to periodic review by the Governors. 5.2 Payment of Charges Fees will be invoiced directly to the hirer and should be paid withing the agreed timeframes. 5.3 Additional Charges The Governors reserve the right to invoice the Hirer for any charges (a) Arising from excessive cleaning time incurred as a result of the Hirer failing to leave the accommodation in a reasonable condition. (b) For the repair of the premises or equipment damaged by the Hirer. (c) Resulting from the Hirer failing to vacate the premises by the time stipulated in the booking permit. 6. Applications An application form must be completed for the hire of accommodation. (see appendix 2 for internal and appendix 3 for external application forms). 6.1 Receipt of Applications Applications for the hire of the premises should be made at least three weeks in advance. Reservations will not be accepted for dates more
Issue No: 3 Doc Ref: - LETTINGS POLICY - Mandatory Page 2 of 12 Author: R Colwill

Contact:

Robert Jones LETTINGS POLICY

Updated : June 2013

than twelve months in advance, except for special events requiring extensive preparations. 6.2 Refusal of Application The Governors may refuse an application to hire the premises (a) If the premises are required by the school. (b) If there has been any damage to the property or a breach of these conditions during a previous use of the premises by the Hirer. (c) If for any reason the Governors deem it necessary or expedient to withhold the permit. No compensation shall be payable by the Governors by reason of such a decision by the Governors. 7. Deposits The Hirer shall pay at the time of booking a 50 refundable deposit to be held by the Governors against. (a) Costs unavoidable incurred as a result of insufficient notice of cancellation at the booking. (b) Any damage caused by the Hirer. (c) Additional cleaning required as a result of the premises not being left in a reasonable tidy condition. In the event of damage, or of additional cleaning being necessary, the proportion of the sum to be retained will be for the Governors to decide and their decision will be final. 8. Cancellations Whenever it becomes necessary to cancel a letting, The Governors will aim to give at least two weeks notice to Hirer. 8.1 Cancellation by Hirer The Hirer must give at least two weeks notice of cancellation to the Lettings Officer, acting for the Governors. If any shorter notice is given, the Governors reserve the right to pass on to the Hirer any costs unavoidably incurred. Such a charge may be made by withholding part or all of any deposit paid at the time of booking (see para 7). 9. Workshops, Science and Staff Rooms Staff rooms are not available for hire. Practical accommodation such as laboratories, Domestic Science rooms and workshops will be available for hire only to qualified teaching staff and the Adult Education Service. 10. Gymnasium Outdoor footwear must not be worn in the gymnasium. No school games equipment or gymnasium equipment may be used without permission and only then used if an adult with the recognised qualifications is in charge at all times. 11. School Apparatus Apparatus such as stage fittings, pianos etc may not be used without permission.
Issue No: 3 Doc Ref: - LETTINGS POLICY - Mandatory Page 3 of 12 Author: R Colwill

Contact:

Robert Jones LETTINGS POLICY

Updated : June 2013

12. Fabric and Fittings The fabric and fittings (including electrical installations) and contents of the premises shall not be interfered with in any way. No treatment shall be given to prepare floor for dancing and the wearing of stiletto healed shoes is prohibited. 13. Insurance Insurance cover has been arranged on behalf of the Hirer but does not cover; (a) The first 250 of any accidental loss or accidental damage to school property arising from any one claim. (b) Damage in excess of 1,000,000 arising from any one accident. (c) Articles of any description brought onto the premises by the Hirer. In the event of damage to premises by fire or explosion resulting from the Hirers negligence, the insurance company will pay the Schools expenses in restoring the premises but may look to the Hirer for reimbursement. Hirers are advised to provide their own cover against such eventuality. 14. Private Profit Use of the premises will be permitted for private hire but subject to any conditions which the Governors may wish to apply. 15. Statutory Requirements All statutory requirements, including those relating to Health and Safety and Public Entertainments, must be strictly fulfilled by the Hirer. Health and Safety The following documentation must be in place. (a) Areas of the school for hire will be covered by a risk assessment available to the Hirer. (b) The Hirer is required to carry out their own risk assessment of the areas for use before & after the hire. Fire Hirers shall familiarise themselves with the fire precautions in force on the premises and with the means of escape in the event of a fire. Fire and other exits must be kept clear at all times. Public Entertainment Film, musical, dancing (including discotheques) and stage events must all be considered to be public entertainments unless entrance is restricted to those who are bona fide members of the organisation hiring the accommodation. If admission is free and open to all, or of tickets are to be sold at the door or are to be offered to friends, neighbours or the public by way of advertisement, it is the Hirers responsibility to inform the Councils Entertainments Licensing Officer, Civic Centre, Oxbridge,. UB8 1UW. Musical Works

Issue No: 3 Doc Ref: - LETTINGS POLICY - Mandatory Page 4 of 12

Author: R Colwill

Contact:

Robert Jones LETTINGS POLICY

Updated : June 2013

No musical works in the repertoire of the Performing Right Society may be performed in public on the premises unless the Hirer has obtained permission from the Society. (The Society can be contacted at 29/33 Berners Street, London, WIP 4AA. Telephone 0171 580 5544). 16. Copyright No copyright material must be delivered or performed unless the consent of the owner of the copyright has been obtained by the Hirer. 17. Hirers Property Furniture and apparatus required may be brought onto the premises at the Hirers own risk. Hirers shall not bring onto the premises without the prior consent of the Governors, any article of an inflammable or explosive nature, nor any article producing an offence smell, nor any other substance or article of a dangerous nature. 18. Attendance The hirer shall ensure that the number of persons using the premises does not exceed that for which the application was made. 19. Behaviour The Hirer shall be responsible for ensuring the preservation of good order for the full duration of the letting and until the premises is vacated. 20. Own Risk It is the Hirers responsibility to ensure that all those attending are made aware of the fact that they do so in respects at their own risk. 21. Accident or Injury The Governors accept no responsibility for any accident or injury or loss of property that may occur to, or be sustained by, persons using the premises during the period of the letting. Hirers are therefore advised to provide their own cover against such an eventuality. In the event of any such accident, injury or loss, the Hirer must notify the Head Teacher on the following working day. 22. Alcohol Permission must be sought from the Governors where alcoholic drinks are planned to be available. Permission will be granted only in exceptional circumstances. Applications must be made in writing by the Hirer at the time of applying for the use of the premises. If permission is granted for alcoholic drinks to be sold it will be the responsibility of the Hirer to obtain an occasional licence from the Local Magistrates Court. 2.3 Gambling The premises may not be used for games of chance, other than bingo, unless specific permission has been granted by the Governors. 23. Smoking Haydon School is a non smoking site. Smoking is not allowed anywhere in Haydon School.
Issue No: 3 Doc Ref: - LETTINGS POLICY - Mandatory Page 5 of 12 Author: R Colwill

Contact:

Robert Jones LETTINGS POLICY

Updated : June 2013

24. Schoolkeeper The schoolkeper is instructed by the Governors to ensure that these conditions are fully complied with. All reasonable instructions given by the schoolkeeper on duty must therefore be followed.

25. Right of Access The Governing Body and its agents reserve the right of access to the premises during the letting.

Date 08/08 08/08 May 2013

Issue 1 2 3

Status Draft Final Update

Comments With Governors for approval Approved To F & P Committee 27.06.13 for approval Approved To FGB 11.07.13 - Accepted

Issue No: 3 Doc Ref: - LETTINGS POLICY - Mandatory Page 6 of 12

Author: R Colwill

Contact:

Robert Jones LETTINGS POLICY

Updated : June 2013

Issue No: 3 Doc Ref: - LETTINGS POLICY - Mandatory Page 7 of 12

Author: R Colwill

Appendix 1

Proposed Haydon School Letting Charges

VENUE St. Marys Hall Sports Hall St. Nicks Gym Tennis Courts + nets Pitch

CHARGES Monday Thursday per hour 50 + 50 35 15 first court +5 court extra 45

CHARGES Friday Saturday Per hour 50 + 50 35 20 first court + 5 court extra 55

Classroom Drama Studio/Library Sixth Form Room

30 35 45 +

30 35 55 +

Additions Changing rooms/showers/toilets Floodlighting Piano Upright Piano Grand 20 per session 15 per session 30 per session 50 per session

Appendix 2

HAYDON SCHOOL FORM FOR BOOKING ROOMS FOR FACILITIES FOR USE BY STAFF ONLY

Name of person organising booking

Date of Hire: Reason for Hire: Time facilities required for: Please allow for clearing up time Accommodation required: Please tick as required From: To:

Whole school How many . Dining Hall Showers Playground Tennis court Other:

Hall St Marys Gym St Nicks Gym

Classroom Changing rooms Playing field

Additional equipment required: Heating: Furniture: Other information: Yes No

Appendix 3

HAYDON SCHOOL LETTINGS APPLICATION FORM

Name of Organisation:

Purpose of the Booking:

Number attending:

Admission Charge (if any):

Dates required:

Times Required:

Accommodation required:

Furniture/Room requirements:

Heating required?

Do you wish to serve alcohol?

Agreed Fee:

Please Return to: Richard Colwill, Operations Manager, Haydon School, Wiltshire Lane, Eastcote, Pinner, Middlesex, HA5 2LX
Page 1 of 2

HAYDON SCHOOL LETTINGS APPLICATION FORM

To the Governors of Haydon School: Applicant: Name: Address: ________________________ ________________________ ________________________ ________________________ ________________________ ________________________ Guarantor: Name: Address: ______________________ ______________________ ______________________ ______________________ ______________________ ______________________

Tel (Home): ________________________ Tel (Work): Tel (Mob): ________________________ ________________________

Tel (Home): ______________________ Tel (Work): Tel (Mob): ______________________ ______________________

Relationship: _______________________
We, being over the age of 18, thereby apply for permission for the applicant(s) to use the accommodation and equipment set out overleaf, it being understood that if such permission is granted it will be subject to the Conditions Of Hire made by the Governors in relation to the use of the school premises, a copy of which we have received, and that the permission will only be effective so long as the Conditions are duly observed and performed. We agree to the cost of hiring the accommodation in accordance with the Governors current scale of charges. I/We, the Applicants jointly and severally hereby undertake and agree with the said Governors to perform and observe all the said conditions. Including applying for an entertainments licence when necessary, should such permission be granted.

We, the Applicant And the Guarantor, hereby jointly and severally agree to indemnify and keep indemnified the Council of the London Borough of Hillingdon and the Governors of the school from and against all loss, damage, costs, claims, demands, expenses or charges which the Council or the Governors may sustain or incur, including breach or infringement of copyright, insofar as the same are not covered by the policy of insurance effected by the Council and referred to in the Conditions of Hire, or the obligation to give notice of any accident, damage or proceedings as aforesaid is not fulfilled by us and to pay to the Governors on demand all such sums as may be payable by reason of this indemnity. Signed (Applicant): _____________________ Date: Signed (Guarantor): _____________________ Date:

_____________________

_____________________

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