St Josephs Catholic Primary School
Dobbin Close, Harrow, Middx, HA3 7LP
Hiring of Premises - Conditions of Use
The use of St Joseph’s Catholic Primary School is permitted under the following conditions, which may change from time to time. Any reference to the School includes the Governing Body and the Head teacher of the School.
GENERAL CONDITIONS
1. The Hirer, who must be over the age of 18 years, must sign these Conditions of Use.
2. The School reserves the right to cancel the letting if the Hirer fails to comply with the fire and health and safety regulations.
3. The Hirer shall not assign or sublet the premises or any part of the premises without the permission of the School.
4. The Hirer shall not carry out any alterations to the Premises, nor fix or cause to be fixed any apparatus, equipment, notice or decoration or adhesive material without the previous written permission of the School.
5. Authorised Officers of the School may enter the premises at any time for any reason during the period of hire.
6. The School reserves the right at its absolute discretion to refuse the admission or to evict any person from the Premises.
7. The Hirer is responsible for the area of the premises hired and access and egress routes for the period of hire.
8. The Hirer is responsible for the control of all persons and parties who are admitted to the facility and that they conform in all respects to the regulations governing the use of the facility. The Hirer, or their named representative, must be present throughout the booking and take all reasonable steps to ensure the rules listed here are followed and the premises are vacated in an orderly manner at the end of the booking.
9. It is the responsibility of the Hirer to ensure that the accommodation used is left in a clean, neat and tidy condition, and that any rubbish created is removed from the property and disposed of away from the property. If in the opinion of the Caretaker the premises are not left clean the Caretaker will clean the premises and the cost will be recovered from the Hirer.
10. When classrooms are hired for use the Hirer will be responsible for ensuring that pupils’ property, work and school equipment is not interfered with in anyway.
11. Any damage, litter or disorder upon your arrival to the premises should be reported to the school.
12. Bills of announcement of meetings or any form of advertising of forthcoming events taking place in the premises may only be displayed on school premises only by agreement with the Head teacher.
13. All public announcements of any function or event for which the hiring is made and all admission tickets and other documents issued in connection therewith shall contain in a conspicuous position the name and address of the Hirer and the purpose of the event.
14. No dogs, except recognised assistance dogs (eg guide dogs for the blind), or any other animals will be admitted to the School without the previous consent of the School.
15. No Hirer shall grant sound or television broadcasting or filming rights without the prior written conditional consent of the School. If such conditional consent is given, the School reserves the right to be a party to any negotiations and to the terms and conditions of any agreement reached between the Hirer and any third party or parties to share any income and publicity derived therefrom.
16. No cameras or other photographic apparatus may be brought into the Premises for commercial purposes without written permission from the School.
RATES, DATES & PAYMENT TERMS
17. Rates are detailed in the attached schedule. Discounts for Group B bookings will apply depending on the number of hours and length of contract required at the discretion of the School.
18. An additional fee is payable by the Hirer for each hour or part thereof that the premises are retained by the Hirer from the expiry of the contractual period until the Hirer has returned control thereof to the School ready for use by a subsequent Hirer. The additional fee is calculated pro rata to the total fees paid or payable for the contractual period to the nearest complete hour.
19. The premises are normally available for hire:
Monday to Friday 18:00 – 22:00 hrs
Saturday 09:00 – 22:00 hrs
Sunday 09:00 – 18:00 hrs
20. Payment for hire must normally be made at the time of booking.
21. The Hirer shall be entitled to cancel the proposed letting and the return of any appropriate fees paid if written notice is received by the School at least seven days prior to the proposed letting. If written notice is received by the School less than seven days prior to the proposed date the letting fee shall not be refunded. An administration fee of £10 may be charged.
22. The School reserves the right to close or prohibit the use of the Premises at their discretion. Any amounts paid by the Hirer in respect of a booking cancelled in respect of or in accordance with this condition will be refunded but the School will not be liable for any other expenditure incurred, or losses sustained, directly or indirectly by the Hirer, arising from the cancellation.
23. If the School cancels any letting the fee shall be refunded. The School must also give at least seven days’ notice to cancel the letting.
24. Variations in rates, dates and payment terms may be agreed at the discretion of the School. Where such variations are agreed they will be detailed in a schedule specific to the Hirer.
25. The school reserves the right to introduce any terms and conditions that are felt necessary to ensure premises users’ safety and that the premises and its surrounding area are safeguarded.
SECURITY
26. The Hirer must sign in and out of the visitor’s book whenever the premises are used.
27. The Hirer must ensure that the premises are opened, closed and secured following instructions supplied by the School. If the Hirer is not an authorised keyholder, one will be assigned by the school, and the security requirements above will be the joint responsibility of the Hirer and keyholder.
CHILD PROTECTION
28. The Hirer is responsible for carrying out Disclosure and Barring Service checks where necessary.
HEALTH AND SAFETY
29. There will be NO SMOKING on school premises, which includes any area within the school gates and perimeter.
30. Permission to use the premises will not be granted if in the opinion of the School it is likely that the occupation would create unreasonable disturbance or inconvenience to the residents in the neighbourhood or interferes with any existing occupation or with school activities.
31. The Hirer must secure the preservation of the law and order and take all reasonable steps to prevent injury, loss, or damage to any person or property on all occasions during the hire.
32. The Hirer must arrange for an adequate number of responsible stewards to be present throughout the period of hire to assist in the preservation of order.
33. The Hirer is responsible for arranging any first aid provision for their organisation’s members whilst on the premises.
34. It is the responsibility of the Hirer to ensure that any equipment brought into the Premises conforms to all current safety regulations. Hirers should not bring on the Premises any hazardous materials such as compressed gas cylinders, paraffin heaters etc. No naked flames are allowed anywhere on the premises.
35. Where permission has been granted to enable the premises to be used for the purposes of a youth organisation no member of the organisation may enter the premises unless the Hirer (or deputy previously notified to the school) is present on the premises and members of the organisation may remain on the premises only as long as the Hirer or his deputy is present on the premises.
ALCOHOL
36. No alcohol shall be included in the refreshments available at any function held on the premises without the written consent of the School.
37. The Hirer shall not sell alcohol on the premises without the written consent of the School and the Hirer shall previously obtain any necessary licences and approvals which shall be produced to the School prior to the date of the hire.
ADDITIONAL FACILITIES
38. The use or movement of school pianos is granted only on application to and at the direction of the school which shall be satisfied that any movement will be carried out by specialist piano removers, the hirers to pay the fees.
39. Chairs and furniture may not be removed from classrooms or staff rooms without written permission of the Head teacher. Chairs located in halls are included in the hiring charge. Chairs must not be removed from the school for use on playing fields or playgrounds unless prior approval has been obtained from the school.
40. The use of the car park by hirers is subject to the approval of the school. The parking of vehicles will not be permitted on any service road or approach drive where such parking would impede the easy passage of emergency services or obstruct resident’s driveways.
INSURANCE COVER
41. The School has arranged adequate insurance for its property and public liability Insurance against injury, loss or damage caused to third parties or their property.
42. Public liability insurance should also be arranged by Hirers to protect them against claims of this nature, which may be made against them by the School or other third parties.
43. The use of the Premises is at the Hirer’s risk and the Hirer shall indemnify the School against any liability incurred towards any third party or parties arising out of or incidental to the hire of the facilities or equipment and due to the negligence or default of the Hirer or person of parties under their control. The Hirer shall adequately insure with an insurance company approved by the School against the foregoing, and produce evidence thereof on demand.
44. The School, its employees and Governors, shall not be responsible for any loss or damage, whether direct, indirect or consequential to any property suffered or sustained at the Premises unless such loss or damage occurs as a result of the defective state of repair of the Premises or the equipment at the facility.
COPYRIGHT AND PUBLIC PERFORMANCES LICENCES
45. The requirements in connection with the issue of Licences for public dancing, music or any public entertainment must be strictly fulfilled. A copy of the licensing regulations can be obtained from the Department of Education Services. A hirer who is organising entertainment for children must have regard to the requirements of Section 12 of the Children and Young Persons Act 1933.
46. No musical works in the repertoire of the Performing Rights Society may be performed in public on the premises except on payment to the Society of the appropriate fee, this fee to be paid in the first instance to the Department of Education Services. It is the responsibility of the hirer to ascertain whether works to be performed are in the repertoire of the Performing Right Society. A list of works included in the repertoire is obtainable on application to the
Secretary of the Performing Right Society Ltd,
29/33 Berners Street, London. W1.
47. No lecture, play, opera, dramatic, musical or other work in which a copyright subsists shall be delivered or performed on the premises unless the consent of the owner of the copyright has been previously obtained by the hirer and all the necessary fees paid. No performance of any recording on disc or tape, etc., in which any copyright subsists shall be given on the premises unless the previous consent of Phonographic Performance Limited, Ganton House, 14-22 Ganton Street, London W1U 1LB. Telephone Number 0207437 0311, or other owner of the copyright has been obtained by the hirer and all necessary fees paid. The Hirer must make his own enquiries as to the existence of any such copyright as aforesaid.
48. The Hirer and guarantor shall indemnify and keep indemnified the school, from and against all costs and claims and demands, which may be made against the School for any breach or infringement of copyright.
49. The use of a film projector with non-flammable films may be permitted subject to the approval of the school of the type of projector and to any conditions prescribed by the school and other appropriate authorities as precautions against fire and panic.
DEPOSITS
50. A deposit may be requested for certain lettings.
51. The deposit will not be returned should a breach of any term or condition or cancellation of the letting by the organisation. The school reserves the right to retain the deposit for any damage, loss, cancellation, amendment or alteration. Where appropriate, the deposit will be returned to the hirer 7 days after conclusion of the hire period
DAMAGE
52. The hirer agrees to pay to the school on demand the cost of repairing or making good any loss or damage (fair wear and tear excepted) arising out of or incidental to the hiring.
PLEASE COMPLETE THE FOLLOWING DETAILS AND RETURN
NAME:______
OCCUPATION: ______
ADDRESS: ______
DAYTIME CONTACT NUMBER: ______
AREA WITHIN SCHOOL BEING HIRED: ______
AGREED HOURLY RATE:______
HIRER’S OWN INSURANCE COVER IN PLACE: Y / N (Delete as appropriate)
Authorisation: I hereby acknowledge that I have read and fully understand the Conditions of Use set out overleaf which solely govern the provision of all services supplied by the school and I agree to be bound by them.
Signature of Applicant: ______
Date: ______