Lettings Policy 2025-2026

Policy details

• Date created - September 2025
• Date reviewed - N/A
• Date approved - September 2025
• Next review date - September 2026
• Policy owner - Co-op Academy Swinton

Co-op Academy Swinton

Sefton Road, Pendlebury, Manchester, M27 6JU

0161 794 6215

www.swinton.coopacademies.co.uk

General

It is the policy of the Governors that academy premises and facilities shall be available for use by outside bodies at the discretion of the Headteacher, subject to their not being required for use by any organised activity within the academy. It is a basic principle that premises and facilities are provided for use in the normal educational and extra-curricular life of the academy, hence any use by external bodies, groups or individuals will always be of a lower priority than any internal use.

Application

All bookings are to be made using the attached booking form, and the person signing the application shall be deemed to be the hirer. Upon receipt of the booking form, the booking will be confirmed in writing.

Payment

Following the booking, an invoice for the charges will be forwarded. Charges shall be due and payable seven days before the date of the hire (or on other terms subject to the approval of the Director of Finance & Resources). If the charges required in advance are not paid, the letting may be deemed as void and the premises re-let. If there is found to be any damage after the letting, then a further charge may be made.

Purpose of use

All hirers must state the purpose of the hire. The purpose of each application for hire will be checked and any concerns over the nature of the letting will be reported to the Director of Finances and Resources before approval is given. The academy’s safeguarding policy must be consulted and followed when dealing with external organisations that work with children or young people. The premises must only be used for the purposes for which they are hired, and the hirer shall not assign the whole or any part of the benefit of this agreement nor may the premises be used for a longer period than that specified at the time of hiring. The Facilities Manager/Caretaker will submit an incident report if they suspect that the letting has been used for political purposes not previously authorised, the dissemination of inappropriate material or other purposes which could be reportable under the new statutory Prevent duties or which contravene current legislation in any way. No interference is to be made with academy property/equipment/premises which do not form part of the letting.

Cancellation

The academy reserves the right to cancel a booking at any time without notice and without assigning any reason, but would endeavour to give as much notice as possible. In such circumstances, the academy will accept no liability for loss incurred as a result of the cancellation, but undertakes to refund any payment made, or re-arrange the booking. In the event of the hirer wishing to cancel the booking, then a minimum of 7 days notice must be given. If less than 7 days notice is given, the charges for all days booked within 7 days shall be due and payable.