Lettings Policy

Adopted: 12/11/2019     

Staff Lead: Mr A Joyce     Governor Committee: Finance & Resources Committee (FAR)

The Governors of Sturminster Marshall First School have formulated this Lettings policy, following advice taken from Dorset. The Governors have delegated the control of the lettings to the Head Teacher and have adopted the conditions for hire of educational establishments, as stated on the reverse of the booking form, with one exception: that there is no smoking permitted on school premises. Further hiring conditions relating specifically to Sturminster Marshall First School are listed on “Form A” and will be supplied to the hirer with the booking form.

APPLICATIONS FOR HIRING

Applications for the use of the School Hall, grounds or playing field are made directly to the Headteacher preferably 28 days before the premises are required. If the letting is agreed, a booking form and invoice will be completed and sent to the hirer together with the hiring conditions (Form A). Payment will be required prior to the event. If a series of lettings is required, payment will be due at the beginning of each half term period.

DAMAGE, LOSS OR INJURY

The hirer is responsible for taking out insurance as specified on the reverse of the DCC booking form. Hirers are responsible for any damage caused.

COST OF HIRING THE SCHOOL HALL, FIELD OR PLAYGROUND

In setting charges, the Governing Body will always, as a minimum, seek to cover its costs. However, due consideration is given to non-profit making organisations and any activity which will be of benefit to the children at the school. Generally, School Society and the Pre-school will not be charged.

This policy will be reviewed by the Buildings Committee on a regular basis as required.

The Hirer shall be the person making the application for a letting and such person will be responsible for payment of all fees or other sums due in respect of the letting to the Hirer and for the observance of regulations imposed by the Local Education Authority or their lawfully appointed agent.

DAMAGE, LOSS OR INJURY

The Hirer shall effect Third Party (Public Liability) Insurance within a minimum

indemnity limit of five million pounds for any one occurrence to cover its legal liabilities for accidents resulting in injuries to persons, including participants in the hiring activity, and/or loss of or damage to property, including the hired premises, arising out of the letting of educational premises.

The Education Authority/School will not be responsible for any injury to persons or damage to property arising out of the letting of educational premises unless such injury or damage results from the negligence or breach of statutory duty on the part of the Education Authority/School.

PROTECTION OF PREMISES AND MOVABLE PROPERTY

Furniture and fittings shall not be removed or interfered with in any way. No fittings or decorating of any kind necessitating the driving of nails or screws into fixtures forming part of the school fabric will be permitted. In the event of any damage to premises or property the Authority shall make it good and the Hirer shall pay the cost of such reparation.

PUBLIC SAFETY

I) The Hirer shall be responsible for the prevention of overcrowding such as would endanger public safety and for keeping clear all gangways passages and exits.

ll) The Hirer shall be responsible for providing adequate supervision to maintain order and good conduct.

COPYRIGHT OR PERFORMING RIGHTS

The Hirer shall not, during the occupancy of the premises, infringe any subsisting copyright or performing right, and shall indemnify the Dorset County Council against all sums of money which the County Council may have to pay by reason of an infringement of copyright or performing right occurring during the period of hire covered by this agreement.

SUB-LETTING

The Hirer shall not sub-let to another person.

No intoxicants shall be brought on to or consumed on the premises without the prior approval of the County Education Officer or Governing Body.

SMOKING

Smoking is strictly prohibited on school premises.

DANCING

Use of materials for preparing floors for dancing is prohibited.

VACATION OF PREMISES

The Hirer shall ensure that premises are vacated promptly at the end of the letting.

VARIATION OF SCALES AND CHARGES AND CANCELLATIONS

The Hirer acknowledges that the charges given below may be increased in accordance with the rates from time to time agreed by the Authority or where appropriate by the Governors of the School, or that the letting may be cancelled provided that in each circumstance at least 28 days notice either way is given.

Scales and Charges

Hall                                                        £12.00 per hour

Lodge                                                    £10.00 per hour

Playing Field                                        £12.00 per hour/£60 per day

Playground                                          £9.00 per hour