HIRING OF PREMISES POLICY SEPTEMBER

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1 HIRING OF PREMISES POLICY SEPTEMBER

2 Introduction The Governors recognise the value of making the college facilities available for hire, provided that any hiring is not detrimental to the college or its students. The purpose of this policy is to ensure that any group or person hiring the college does so in a manner that is safe and acceptable. Every hiring will be at the discretion of the governing body or its representatives who may refuse a booking if they consider it is in the interests of the college to do so. The aim of the policy is to ensure that the process of hiring is consistent, fair and equitable. The scale of charges is agreed by Governors and reviewed annually. Regular Bookings / Groups Groups providing educational or leisure services to the local community, including voluntary and private sector providers using the premises on a regular basis, should complete an Online Enquiry to Hire Premises each time their session hire expires. An confirmation will be sent once facilities have been allocated. Priority is given to groups renewing their booking. Failure to ensure you maintain your bookings through the online portal may mean that the facility / room requested may not be available and could be offered to another user. Payment is in advance of each month. If a group does not pay the invoice by the due date, the college reserves the right to suspend the use of the premises until the debt is cleared. The group may be prevented from re-booking the facilities on future occasions. Non-Profit Making Governmental and Voluntary Sector Lettings Groups providing educational, public health or information services to the benefit of the local community will be charged at the same rate as regular bookings and will be invoiced in arrears. An Online Enquiry to Hire Premises must be completed. Private and Commercial Lettings Bookings for private and commercial lettings should be made through the Online Enquiry to Hire Premises. A deposit of 10% of the hire charge is required to confirm the booking. The balance of the amount due must be paid 10 days prior to the event. The hirer will be solely responsible for the cost of repair and / or replacement in the event of damage to premises, fixtures or fittings. To cover any damages, a refundable deposit of 250 (Main Hall and Sports Hall) or 75 (other rooms) may be required. The cheque will be returned after the event, should no damage be found. If the repair of any damage exceeds the damage deposit, the hirer is liable to pay the outstanding amount. A charge for reasonable cleaning costs is included in the hiring fee. Any excess costs incurred by the college in respect of additional cleaning will be deducted from the damage deposit. Attended and Unattended Lettings Whenever an event is open to the general public, there must be a Premises Officer or other responsible person authorised by the College in attendance throughout the event. For other occasional hire when there is no access for the general public it may be acceptable for the function to operate as an Unattended Letting. This means that the Premises Officer will be present only to unlock and lock at the beginning and end of the booking and that the hirer will delegate a responsible person for the period of the booking. It is essential that the premises are not left unattended during that time. Racist organisations The premises shall not be hired to the following organisations : The National Front, The New National Front, The British Constitutional Movement, The British Movement, The League of St. George, Column 88, The British Democratic Party, The British National Party, any other Organisation which has racist aims. Page 1 of 4

3 Implications of Crime & Disorder Act 1998 The governors ensure, as far as possible, that particular lettings or types of lettings do not cause a nuisance to neighbours, lead to anti-social or disorderly behaviour, or adversely affect the local environment. Public Entertainment / Alcohol The Licensing Act 2003 controls the sale and supply of alcohol, the provision of regulated entertainment and the provision of late night refreshment. The Premises Licence for the College has been issued by Hinckley & Bosworth Borough Council. The Licence covers music, dancing, plays or any other entertainment of a similar description to which the paying public is admitted. If it is intended that alcohol should be brought onto the premises, whether for sale or otherwise, then the hirer must obtain prior approval. A Licence (Temporary Event Notice) may be required. The Hirer shall not allow alcohol to be brought on, or consumed in, any part of the college site or buildings or grounds other than designated areas. The hirer shall obtain and present to a member of college staff for inspection at the time of payment of the hire any licence, insurance certificate, permit or permission required in respect of any activity which the Hirer intends shall take place on the Premises during the period of hire. The Hirer shall have any necessary licence, permit or permission available for inspection on the premises by college staff and any authorised person throughout the period of hire. The Hirer undertakes to indemnify the Governors of John Cleveland College against the consequences of any activity undertaken without the Hirer being in possession of the relevant licence, insurance certificate, permit or permission and against any contravention of any statute, bylaw or regulation governing such activity. Equality Act 2010 and SEN and Disability Act 2001 John Cleveland College complies with the provisions of these Acts. The Equality Act provides protection from discrimination on the grounds of sex, race, sexual orientation, disability, religion or belief, age, gender reassignment and marriage and civil partnership. In relation to the hiring and community use of premises, consideration is given to all these areas of discrimination. Smoking John Cleveland College operates a no-smoking policy in all of its rooms and outside areas. It is a condition of hire that the hirer makes sure that all members of the group are aware of this policy and comply with this rule at all times. Use of the Premises College use takes precedence over the hire of premises. There are occasions throughout the year when areas of the college are required for events such as Open Evening or for examinations. If the premises or any part are rendered unfit or become unavailable due to unforeseen circumstances the college may cancel the hiring. The college will endeavour to give as much notice as possible if such events impact on a group hiring the premises. If possible, alternative venues are offered. Whilst every effort is made to satisfy demand, a balance has to be maintained between the needs of the college and those of the hirers. The Hirer acknowledges that they do not have exclusive rights to occupy the college premises and that there may be another hiring taking place. The Hirer will not be allowed to gain access to areas of the college or to equipment that has not been booked. Under no circumstances are groups allowed to use the facilities without prior booking. The hiring is personal to the hirer and/or the organisation that they represent and they agree that they will not sublet any hiring without written authority or use the premises for any purpose other than that described on the booking form. The Hirer must not use the premises for any auction sale, trade, business or manufacture without written agreement or for any illegal or immoral act or purpose. Page 2 of 4

4 Use of Kitchens Please note that there is no automatic right of access to any kitchen area. If the use of a kitchen is required, this must be agreed with the Estates & Facilities Manager and Catering Manager, who may require an attendant to be present throughout the period of use, paid at the appropriate rate. A refundable damage deposit will also be required. Invoicing Schedule Invoices will be raised in advance around the 20 th of each month for facility use the following month. Payment will be due within 10 days of the invoice date. Bookings Plus + System Bookings Plus allows group hirers to access an online portal and view bookings, invoices and book future facilities. It is down to group hirers to check the dates booked for facility hire and accept the terms and condition of hire. Group hirers will need to ensure that they monitor their bookings that are due to expire, and renew in advance if required. Cancellation The Governors reserve the right to cancel any hiring if reasons beyond its control make the premises unavailable or if, in its opinion, the presence on the premises of the person(s) organisation for whose purpose the premises are hired might be the cause of disorder on or in the vicinity of the college, or might reasonably be held to be damaging to the reputation of the college, regardless of the stated reason for hiring the premises. There shall be no liability to the hirer other than to refund any hiring fee or deposit paid for the cancelled hiring. The college shall not be liable or required to compensate for any loss or inconvenience caused as a result of such cancellation. Complaints We take all complaints seriously and investigate them thoroughly. If you feel that our service is unsatisfactory, in the first instance please contact the Estates & Facilities Manager. Conditions of Hire The Governors of John Cleveland College 1. The Hirer shall be responsible for obtaining any licences and for completing any returns that may be required by the Performing Rights Society, Phonographic Performance Limited, the Copyright Licensing Agency Limited and all other similar bodies in connection with the hiring and the Hirer shall indemnify the Governors against the consequences of the Hirer s failure to do so. 2. For single bookings, to pay a non-refundable deposit of 10% of the hiring fee on making the booking, and the balance not less than 14 days before the event is to take place. 3. For regular bookings, all invoices must be paid by the due date. If payment is not made by the due date, or if any of these conditions of hire are not complied with, then the Governors reserve the right to cancel the hiring. 4. During the period of hiring, the Hirer shall be responsible for all damages, losses, claims and costs arising out of their use of the premises and shall indemnify the Governors from and against any expense, liability, loss, claim or proceedings including claims for personal injury to or the death of any person whatsoever arising out of the course of or caused as a result of the hiring, except where due to the negligence of the Governors or their respective servants or agents. Page 3 of 4

5 5. The Governors may cancel any hiring if in their opinion the organisation by, or on behalf of which, the premises are hired has racist aims or policies regardless of the stated reason for the hiring of the premises. In such event the Governors shall not incur any liability to the Hirer whatsoever other than to return any hiring fee paid by the Hirer in respect of such cancelled hiring. 6. If the Hirer cancels the hiring of the premises for any of the dates specified in the application to hire form or booking confirmation, then the Governors will be entitled to retain the whole of the hiring fee paid in respect of the cancelled hiring provided always that if notice of the cancellation of a hiring is received by the Governors or respective agents at least 14 days before the hiring was to take place then the Governors may at their absolute discretion repay to the Hirer an amount not exceeding 90% of the hiring fee. 7. The Hirer is required to have adequate Public Liability Insurance in place for the use of the College premises. An additional charge of 10% of the Hiring Fee (min 5) plus 6% Insurance Premium tax, will be incurred on all letting charges to cover the Hirer for the Public Liability Insurance. If your group already has Public Liability Insurance, this must be through a reputable provider and a copy of the insurance certificate must be provided to the College Governors. Once a copy has been received, the additional fee will be waived. 8. The Hirer agrees that if any provision of this hiring is or becomes illegal or invalid, it shall not affect the legality and validity of the other provisions and that if the Governors choose not to enforce any provision this will not constitute a waiver of their right to do so in future. 9. To comply in full with the following conditions and with the Special Conditions in Clause 10 below (if any) : a) The Hirer shall ensure that the number of persons attending their hiring / function is reasonable having regard to the intended use and the type of persons likely to attend and in any event is within any maximum limits determined by the fire risk or health & safety assessment for the premises; b) The Hirer acknowledges that they have been advised how to access the Health & Safety Information for the premises to be hired (via the internet) and that as responsible persons they must carry out their own fire risk assessment for the premises hired and provide the Governors with a copy; c) No preparation is to be applied to the floors of the premises and any spillages or any damage to the premises or injury to any person occurring during the course of the hiring, must be reported to the Premises Officer / school as soon as possible. Any accident or injury must be recorded and the Hirer shall co-operate fully and assist the Governors in that connection; d) There must be no interference with school equipment during the hiring and any furniture moved must be replaced and the premises must be left in a clean and tidy condition and clear of all rubbish. Interference with any fixed installation or the removal of any fire or safety notices or equipment is not permitted; e) Fires and stoves must be left safe with the minimum of fire burning and no adjustment or interference with any central heating system is allowed; f) The premises shall be vacated at the end of the hiring time specified in the application to hire form or booking confirmation or at such later time as may be permitted by the Governors; 10. Special Conditions applicable to the hiring :These are set out in the Policy for the Hiring of Premises, Health & Safety Information for Hirers, and Normal Operating Procedures & Emergency Action Plans when using the Swimming Pool. Contact Information To enquire or book facilities please visit in the first instance and generate an enquiry through our dedicated facility hire website by clicking the facility hire tab. To speak to our Estates & Facilities Manager about an enquiry, issue, prospective or current booking please telephone: or To contact the on duty Premises Officer in emergencies please telephone Page 4 of 4

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