General Information (Also See Terms and Conditions)

Appendix B

Application for Hire of Facilities March 2017 onwards

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

General Information (also see Terms and Conditions)

The School reserves the right to cancel or move any bookings without notice.

1. Cancellations as per terms and conditions of booking
2. Payments for one-off bookings will be invoiced in advance and are due within 14 days or before date of hire, whichever is soonest. Regular block bookings will be invoiced ½ termly in advance and payment is due within 14 days.
3. Payments may be made by cash or cheque and sent for the attention of the Finance Office. Cheques are payable to Friesland School. BACS payments are also accepted (details provided on invoice).
4. Any booking that exceeds its allotted time slot by more than 15 minutes will incur an extra charge to cover caretaking costs.

Declaration by the Hirer (please tick to confirm)

VAT Regulations relating to the use of School Facilities

The letting of school facilities is standard rated for VAT purposes. However, if the conditions detailed below are fully met, the letting may be exempt from VAT. The conditions are:

1. The series of letting is for 10 or more sessions.
2. Each session is for the same sport or activity.
3. Each session is at the same place.
4. The interval between each session is at least one day and not more than fourteen days.
5. 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.
6. The facilities are let to a school, a club, association or an organisation representing affiliated clubs or constituent associations (such as a local league). If the facilities are let to an individual or private organisation rather than any of the above, the exemption does not apply, even if the other conditions are met.
7. The organisation to which the facilities are let has exclusive use of them during the session.

Appendix C

Lead contact for booking issues and disciplinary matters

Please complete the form below and return to the Site Office with the initial application form from your club

FIRST CONTACT

SECOND CONTACT

Appendix D

Rules and Regulations for all Users

•Hirers will be advised by Friesland School 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 that all coaches/trainers of youth activities have a valid DBS disclosure and have undertaken child protection training. Friesland School reserves the right to request evidence of any training and checks.

•First Aid provision will be the responsibility of the hirer

•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 and outside space)

•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 Friesland School accepts no responsibility for any damage to vehicles or property whilst you are using the facilities

•Organisations/clubs are asked to inform the School 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 School 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 bike racks provided and not left inside or outside the school premises.

•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 will not be permitted

Revision 4 | March 2017