Venue Hire Terms & Conditions

Conditions of Hall Hire

USE OF FACILITY

  • The hall/room must only be used for the purpose stated on the application form.
  • The Hirer must not sub-let the hall and School Staff must have access to the hall at all times.
  • The Hirer is responsible for the conduct and behaviour of all persons attending their function. This includes both inside and outside of the hall.
  • All persons entering School property do so at their own risk.
  • The Hirer is responsible for familiarising themselves with the Evacuation Plan on display at the hall/rooms, including the location of emergency exit doors, before commencing any activities.
  • Emergency exits must remain clear at all times.
  • The Hirer must only use the hall/rooms within the times of your booking or additional costs will apply.  If extra time is required for preparation purposes, you must notify the Schools Office. At least 7 days’ notice must be provided for changes to be made to the booking.
  • Special conditions may be imposed for some types of events including, but not limited to additional security requirements, traffic control plans, safe work method statements and/or event safety plans.
  • Please inform the School of any entry fees or fundraising tickets being sold for the function.
  • Prior to using the hall/room please note any damage or required maintenance e.g.  a broken chair or table, inadequate cleaning, missing or broken equipment (including cleaning items) to the Facility Manager or Events Manager beforehand. 
  • The Hirer should count the number of tables and chairs at the start of the function, note on the Facility Assessment Form and confirm at the end of the function.
  • The tables and chairs that School provides are the maximum limit for each hall/room; you cannot bring any additional furniture with you.
  • No fire, including fire performances and ceremonies, with the exception of birthday candles are permitted within the hall or surrounding grounds at any time.
  • Barbeques, spits, pizza ovens and cooking appliances such as deep fryers and /or naked flame appliances are not permitted inside the hall or within the surrounding grounds under any circumstances.
  • No smoke machines or any other equipment that may cause the smoke alarm to activate, are to be used inside the hall/rooms. Current Fire Brigade fees are approximately £500.00 per call out and will be payable by the Hirer.
  • No graffiti art or spray painting is to be conducted within the hall/rooms or surrounding grounds.
  • Animals are not permitted in any school premises with the exception of registered assistant animals.
  • To avoid permanent damage to the hall we ask that decorations are limited to the tables and not attached to walls, ceilings or windows. If you do have wall decorations they must not be fixed to the wall with anything that will mark, scratch or damage the surface in any way.
  • School does not insure any goods or equipment that is brought into the hall or left in the hall by the Hirer or their invitees. The School will not compensate the Hirer for any losses of any goods or equipment or consequential losses arising out of the damage or loss of the equipment. Hirers are advised that they should obtain insurance for their own equipment and goods.
  • Continued abuse of the conditions of hire will lead to cancellation of rights to book school halls/rooms in the future.

NOISE

  • The level of noise must not inconvenience surrounding residents. 

JUMPING CASTLES/OTHER AMUSEMENTS (eg juke boxes, karaoke machines)

  • If a jumping castle or other amusement is being considered the Hirer must provide the School with a copy of the amusement hirer’s Certificate of Insurance for Public Liability.  This must be received at least 14 days prior to the function date.
  • Each request will be considered on an individual basis.
  • Any equipment used in the hall/rooms by the Hirer is/will be the Hirer’s responsibility.
  • Elmhurst Primary School will not accept any liability in regard for the use of a jumping castle. The Hirer must bring a silenced generator to power this equipment. Jumping castles are to be weighted down and not pegged.
  • No water castles are permitted to avoid flooding or damages to the grounds.
  • All equipment must be removed at the end of the agreed hire period for that day.

SMOKING

  • Smoking is not permitted in any of the Schools hall or building or within surrounding grounds.

ALCOHOL

  • Alcohol is not permitted in the Schools hall or building or within surrounding grounds.

CLEANING

  • Please consider the time required to set up, tidy and clean the hall when choosing your hire period as Hirers will not be permitted to remain in the hall/rooms after the finish time specified in the Agreement.
  • All of our halls have a mop, a bucket and a broom but you will need to provide your own surface spray cleaner along with sponges/paper towels to clean any of those unavoidable spills on table tops and chairs.
  • All the tables and chairs must be cleaned before you pack them away neatly.
  • The floor needs to be swept and spills mopped up.
  • The Hirer is advised to bring extra garbage bags as all rubbish must be bagged, tied up and left in a neat pile inside the hall, next to the doors for our cleaners to collect.
  • Failure to clean the hall will result in a deduction in your bond refund.

HIRERS

  • All Registered or Incorporated Organisations hiring Schools halls/rooms must provide a copy of their Certificate of Insurance for Public Liability. 

SAFEGUARDING

Statutory Requirement for recurring activities working with children.

Section 1.1

Safeguarding

 

Any activities involving work with children should adhere to the  following DfES safeguarding guidance:

Safeguarding Guidance for Providers of After School Clubs, Community Activities and Tuition

Provider Leaflet for Keeping Children Safe During Clubs, Tuition and Activities

 

Details

This guidance applies to all out-of-school settings, including:

  • community activities, such as youth clubs
  • before- and after-school clubs
  • holiday clubs
  • supplementary schools, such as those set up for language, cultural or religious purposes
  • private tuition
  • music lessons
  • sports training

It includes information on the policies and procedures you should have in place for:

  • health and safety
  • safeguarding and child protection
  • safe and suitable people
  • governance

 

7 steps towards running a safer setting for children - Check List

Start on the path to running a safer club, study group or activity for children by completing these 7 easy steps:

I have a child protection policy and safeguarding procedures in place.

I have appointed a person who has lead responsibility for safeguarding children in the setting (a designated safeguarding lead).

I have undertaken appropriate safeguarding training.

I know the referral routes to use when I have a concern.

I do appropriate pre and post-recruitment checks on staff and volunteers, such as identity and DBS checks.

I have assessed the health and safety risks and have taken steps to reduce them.

I have more than one emergency contact number for each child.

 

1.2 Health and Safety

Upon confirmation of a sign agreement the Provider will schedule an induction with the Renter to cover the following:

  • Health and Safety Policy and Procedures
  • Fire Safety 
  • Evacuation procedures 
  • Emergency procedure

 

We would also expect the Renter to share their current procedures with us to ascertain the current status of health and safety practice and control measures in place.

  • Risk assessments - ( including procedures for the safe  use of toilet facilities for adults and children) and guidance on limiting  mobile phone use.
  • First aid procedures and competent person
  • Vetting – DBS for all staff - Provide the School with up to date details of DBS check for all volunteers.

 

Failure to disclose any relevant safeguarding concerns to the appropriate authorities (School or LADO) in a timely manner will be considered as a breach of safeguarding protocol and  will result in immediate suspension of all activities.