Hire Terms and Conditions
Please refer to the relevant Terms and Conditions for the venue you are hiring with.
Lynn Grove Academy
These Terms and Conditions have been updated to reflect the DfE safeguarding advice for all persons using school facilities in line with Keeping Children Safe in Education 2023.
In addition the school has to comply with the All Weather Pitch Noise and Lighting Management Plan April 2023 which was approved by Great Yarmouth Borough Council in July 2023. Failure to adhere to this plan will result in the removal of planning permission for the floodlights. Therefore any hirer who does not comply with the Plan's specific terms and conditions will be asked to leave the site and will not be allowed to rebook the facilities.
Safeguarding
· Keeping Children Safe in Education 2023 [para 166 and 167] requires that the provider has appropriate safeguarding and child protection policies and procedures in place and ensure that there are arrangements in place for the provider to liaise with the school on these matters where appropriate. This applies regardless of whether the children are on the school roll or not. This should be a condition of use and occupation of the premise, failure to comply with this will lead to termination of the agreement.
· If the hirer needs to report any safeguarding concerns for any children or young people in their care whilst on the premises initial contact should be via the main school telephone number 01493 661406 or via email to [email protected]. Do not disclose any information at this point, please ask for a member of the safeguarding team to contact you.
AWP and Noise Plan Specific Booking Conditions
· Floodlights MUST be turned off by 9:30pm Monday to Thursday and 9pm on Fridays
· Users must ensure there is only low noise whilst they are on site in consideration of our neighbours - no revving of engines, sounding of horns, loud music, shouting or swearing
· Users should park their vehicles close to the sports centre and avoid parking alongside the perimeter fence
Original and unchanged Booking Conditions
· All Hirers must have Public Liability Insurance cover to the sum of one million pounds. Evidence must be provided to the school at the time of the first booking. Hirers cannot use facilities without insurance.
· All letting fees shall be paid by the Hirer as per the payment terms stated on the invoice. Non payment may lead to cancellation of the booking without notice.
· All new hirers are required to complete a one month hire probationary period, at the end of which the hire will be reviewed.
· We will ban for any serious breach of hire conditions at any time including during probation
· All Hirers of regular bookings are required to give a minimum of 1 weeks notice of cancellation of a session to enable a credit on their account to be processed. No refund will be allowed for cancellations made within the 1 weeks notice period. Cancellations can be made by emailing [email protected].
· Please note it is the Hirer’s responsibility to extend the booking, if required, beyond the end date.
· Specific bookings may be made for single lettings or for repetitive lettings.
· Where the school is obliged to cancel a specific booking for any reason other than at the Hirer’s instigation, the fee relating to the booking will be refunded.
Damage to Property
· The Hirer undertakes to make good any damage to the property of the school caused by the neglect or default of the Hirer or organisation of his or their agents.
Liability of Hirer
· The School shall not be liable for any injury (including injury resulting in death) or damage to or loss of property, which shall or may occur to, or be sustained by the Hirer, their assistants, servants or agents, or others entering the property in the exercise or purported exercise of the hiring (except such injury or damage as may occur by reason of the neglect of the school).
· The Hirer will indemnify and keep indemnified the school, its servants and agents, from and against all claims and liabilities in respect of such injury or damage and all actions, proceedings, costs, damages and expenses in regard thereto and also from and against all other liability, claims, demands, proceedings, costs, damages and expenses in respect of injury to person whomsoever (including injury resulting in death) and damage to or loss of property whatsoever which may arise from, or in the consequence of, the exercise or purported exercise of the hiring. In the particular case of damage to the school’s property being caused, the school’s insurers will deal with the case and may have a legal right of recovery from the Hirer. In view of the potential liabilities in respect of damage to school property, however caused, and the other liabilities referred to, all Hirers must have Public Liability Insurance cover to the sum of one million pounds.
Other Conditions / Information
· Boots with metal studs or metal tipped blades are not permitted on the AWP, or in the changing rooms.
· In the Sports Hall only soft balls permitted. Suitable footwear to be worn at all times in the Sports Hall, NO studs, blades or metal tips.
· Lynn Grove Academy is a Smoke and Vape Free Site.
· No dogs except guide dogs are allowed on site.
· Wherever reasonably possible, the claim of parties engaged in activities having direct impact on the education of pupils in the statutory age range 11-16 years should have precedence over lettings to other bodies / organisations.
· All user groups will have a named person responsible for the conduct and safety of their group, including access to a mobile phone. This person will be the main contact on the client account.
· Hirers are responsible for their own first aid administration, therefore will need to bring their own first aid kit.
· There will be a contactable member of school staff on site at all times in case of emergency. If you have any problems with regards to your letting do not hesitate to approach a member of our site team. If you cannot locate them easily please go into the lobby of the main school reception (before the automatic sliding doors) and press the 'caretaker bell' on your right - someone will then come to the entrance to see you.
· Hirers should note that the All Weather Pitch floodlighting is on a timer and will automatically switch off at 21:30 hours Monday to Thursday, 21:00 hours on a Friday and 20:00 hours on a Saturday and Sunday plus Bank Holidays. (Should the lights not switch off then the member of school staff on site will notify the school’s emergency electrician).
· The school car park will be open for use by the hiring group (we encourage car sharing especially on nights where we are very busy) - access to which is from Lynn Grove. If any member of your team/group needs to leave their vehicle in the carpark overnight please ensure a member of the site team is made aware.
· Consideration for neighbours must be paramount at all times. The school reserves the right to ban any person who is found to be causing a nuisance through irresponsible driving, revving of engines or playing loud music from using the car park
· Hirers of the school should note that CCTV is in operation on all areas of the school site.
· Hirers must note that they are restricted to the areas of hire, i.e. football pitch and changing facilities.
· The only beverages permitted to be taken onto the AWP are water and non carbonated drinks. Fizzy drinks are not permitted. Smoking and eating are not permitted anywhere.
· All school staff are to be treated with respect and have the right to remove any person from the site if they deem necessary.
· The school can ban any person from the site.
Use of Premises
· School equipment other than that specified at the time of the letting shall not be used. If you move any equipment including goals please put back in the correct place.
· School furniture shall not be moved by the Hirer except by arrangement with the Site Manager / Team.
· Nails, tacks, screws etc shall not be driven into, or adhesives fixed to walls, floors, ceilings, furniture or fittings and no decoration of any kind shall be put up.
· Footwear likely to damage the floors is not to be worn.
· Litter and property belonging to the Hirer or his agenda is to be removed by the Hirer at the end of the period of hire.
· Alterations to lighting or heating systems are forbidden.
Copyright
· The Hirer or their agents shall not infringe any copyright, or performing rights and undertakes to indemnify the School against costs for any infringement.
Charges for Sporting Use
· The Hirer is reminded that the charges for Sporting Use relate to facilities available and are at the standards provided for pupils. If a Hirer should require facilities of a higher standard, then the Hirer will be responsible for the additional costs incurred by the school in meeting the special demands.
Fire Safety
· The Hirer is reminded of the need to observe Fire Safety. The school is fitted with an automated fire alarm system. If this sounds please ensure all hirers are out of the building at a meeting point designated by the Hirer.
Wrenn School
1. These terms and conditions apply to the hiring of all facilities and grounds at WRENN SCHOOL.
2. The person, person(s) or corporate body making the application for the hire of any part of the facilities will be deemed the Hirer throughout these terms and conditions.
3. All applications must be on the booking system provided by the school and must be completed in full as required. Failure to do so may result in the booking not being approved.
4. The Hirer must personally sign the application form and must be over 18 years of age.
5. Advance block bookings will only be accepted by bona fide clubs and schools
6. In respect of safeguarding children and young people the Hirer shall ensure that:
· They have sufficient responsible adults always present to supervise children and young people that they have in attendance
· They hold appropriate qualification(s) for their activity
· Organisations and Clubs have in place a Child Protection Policy
7. Clubs may be required to produce copies of their Constitution and Child Protection Policy if required by WRENN SCHOOL.
8. All payments for bookings must be made in advance of the booking. Payments must be made to WRENN SCHOOL. Failure to make payments will result in cancellation
9. A block booking must satisfy all the VAT exemption conditions to qualify for VAT exemption.
10.The Hirer is required to pay WRENN SCHOOL the cost of making good any damage to the facilities. The Hirer is required to clear away any rubbish and leave the facilities and/or grounds in the condition they were found. The hirer will be responsible for reimbursing the WRENN SCHOOL for any additional costs incurred in cleaning the facilities or clearing the grounds after a booking.
11.All cancellations must be made in writing. NO REFUND WILL BE GIVEN FOR CANCELLATIONS that are received less than 1 week in advance of the date to which that booking relates to unless it has been possible to re-let the facility.
12.The time for which any part of the facilities is hired should commence at and finish at the time agreed between the Hirer and Wrenn School, such times being stated when the booking is made on the bookings system. This is to include setting up and breaking down of equipment required for changeovers.
13.All bookings and charges are subject to review at any time.
14.The school reserves the right to cancel at any time. Any fee paid will either be refunded, or an alternative date offered. The school will always endeavour to give a minimum of 2 weeks notice of any cancellation.
15.Black-soled shoes and / or outdoor shoes will not be allowed in the activity areas. Those participating are requested to wear suitable dress for the activity in which they are engaged.
16.The Hirer is responsible for maintaining the good behaviour of persons attending their events. Guests, visiting teams, etc. should be made aware of the Centre terms and conditions.
17.No private functions, such as birthday parties, wedding receptions, etc.
18.No cooking is allowed in the school kitchens. Advise to bring buffets/ refreshments.
19.Refreshments must not be taken into the activity areas or changing rooms.
20.Under no circumstances will alcohol be allowed to be brought into the building.
21.WRENN SCHOOL operates a strictly No Smoking policy. The hirer must ensure that this is adhered to.
22.No dogs or other animals are allowed into the building. Guide dogs are permitted.
23.The hirer must ensure that the person(s) responsible for the letting are familiar with the emergency procedures and have due regard for their general responsibilities for the health, welfare and safety of the public throughout the duration of the letting.
24.WRENN SCHOOL and the staff will not, under any circumstances accept responsibility or liability for:
· any loss or damage to any property or articles brought into, placed or left within the entirety of the facilities,
· any accident or injury suffered by any person(s) using the facilities during or arising from the use of the facilities by the Hirer or the organisation he/she represents.
25.WRENN SCHOOL is closed during bank holidays, bank holiday weekends and the weekend before, during and after school holidays.