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.

2. 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.

3. 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.

4. 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.

5. 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.

6. Equipment

No person shall use any stage lighting or other specialist electrical equipment without the prior permission of the academy.
The technician for Performing Arts can be hired to operate the equipment.
The hirer shall ensure that no additional lights or extensions from the existing electric light fittings are used without the prior approval and consent of the Performing Arts technician.
No person shall use any specialist equipment (eg dance floor) without the prior permission of the academy.
No footwear may be worn on the dance floor.
Electrical appliances brought on site are to be safe and carry a current safety test certificate/label as required by law.
Intoxicants or hazardous chemicals are not to be brought onto the premises without prior written authority.

7. Competence/Health & Safety/First Aid

• Hirers are to provide competent instructors/supervisors suitable for the activity for which the letting has been made, and they must ensure such persons are present throughout the whole lettings period as well as ensuring the highest levels of Health & Safety at the academy.

• The academy’s fire, emergency and evacuation procedures are available from the academy’s General Office.

• It is your group’s responsibility to ensure that your whole party is aware of these.

• Any dangerous incident, injury or damage to any academy property is to be reported to the Site Officer or Performing Arts technician without delay.

• You must provide a qualified First Aider.

• Your group should also have an adequate Child Protection Policy.

8. Indemnity & Insurance

The hirer agrees to indemnify the academy against actions, proceedings, claims, damages, awards or costs in respect of loss, damage, death or personal injury occurring during the period of hire. The indemnity must be covered by insurance - public liability cover of £1,000,000 including fire damage to the premises and contents. It will be necessary to produce documentary evidence of the cover in effect when making the booking.

For small community groups who may have no insurance, then the hirer should complete the attached form on behalf of the group and accept full responsibility for any injuries or damages that may occur during the letting.

9. Performance Rights

No copyright dramatic or musical work or lecture shall be performed, sung or delivered without licence of the owner or copyright, and all such licences shall be produced to the academy before the commencement of the hiring. The hirer shall indemnify the academy against any infringement of copyright which may occur during the hiring. The academy reserves the right to censor and cancel without liability for loss as a result of such censorship or cancellation, any stage play, sketch, lecture or other performance or event.

10. Advertising

No advertising shall be permitted without prior written consent of the academy.

11. Seating Capacity

The academy may stipulate a maximum number of persons to be admitted. The hirer must ensure that attendees do not exceed the stipulated figure at any time during the hiring. Where the room is laid out with gangways in the interests of public safety, the hirer shall not interfere with such gangways.

12. Security

It shall be the hirer’s responsibility to protect and safeguard the premises during the period of hire, and if any damage or destruction occurs or is sustained during the period of hire, the hirer shall be liable and will be charged. The hirer should provide stewards to maintain order as required.

13. Property

The academy shall not be responsible for any article brought or left in any part of the premises, or theft or loss of, or damage to vehicles parked in any car park provided. The premises should be left in a clean and tidy condition. The sports pitch should be left in a reasonable condition and all litter removed from the site area. If the condition of the pitch is deemed unsatisfactory following hire, the academy reserves the right to charge the hirer the costs to rectify the damage.

14. No Smoking

The academy operates a no-smoking policy. All hirers must adhere to this. If any damage is caused due to smoking, the hirer will be liable for any defects and will be charged.

Appendix 1

To:        Lettings Officer,
        Co-op Academy Swinton,
        Sefton Road,
        Swinton,
        Salford
        M27 6JU

From: Hirer’s name: …………………………………………………………………………………………………………………………………………………………………………………………………………...

Hirer’s address: ………………………………………………………………………………………………………………………………………………………………………………………………………

…………………………………………………………………………………………………………………………………………………………………………………………………………………………………………....

Postcode: ……………………………………………………………………………………

Tel No: …………………………………………………………………………………………………………………………………………………………………………………………………………..……………..

Email: …………………………………………………………………………………………………………………………………………………………………………………………………………………………....

I/We would like to book the following accommodation:

………………………………………………………………………………………………………………………………………………….…………………………………………………………………………………………………………....

for the purpose of:

Date required:

Times required:

Number of people attending:

I/we have read, understood and agree to abide by and conform to all regulations and other conditions set out in Co-op Academy Swinton School’s Lettings Policy currently in force, including the emergency procedures.

Signed: ………………………………………………………………………………………...……………………………………………………………….... Dated: ………………………………………………………….

This application together with a copy of appropriate insurance and Child Protection documentation must be returned to the above address.

Appendix 2

Schedule of Letting Charges
(with effect from September 2020)

	Community (per hour)	Commercial (per hour)
Swinton Globe (excl technician)	£30	£60
Drama Theatre	£30	£45
Drama Studio	£30	£45
Recording Studio (incl technician)	£30	£45
Music Room (IT suite)	£35	£50
Music Room (no IT suite)	£30	£45
Gym	£30	£35
Classroom	£30	£45
Technician time (per hour or part thereof)	£25	£30
Hire of Sports Pitch	£15	£30

All the above prices are per hour, and subject to availability.

The charges include the cost of caretaking and normal cleaning charges (excluding hire of the sports pitch).

The Gym and The Swinton Globe may be out of use for the majority of May and June due to GCSE exams - please check availability.

Lettings Policy-April 2021