GRANGE SPORTS CENTRE

TERMS AND CONDITIONS OF HIRE OF PREMISES

1. Definitions and Interpretation  

In these Conditions of Hire:-

a) "Hirer" shall mean the person making the application for the hire of the whole or part of the Premises  

b) "Hiring Agreement" means the hiring agreement for the Premises which the Hirer will be required to sign, an example of which is attached to these Conditions of Hire  

c) "Period of Hire" means the premises identified in the Hiring Agreement  

d) "Premises" shall mean the area of hire identified in the Hiring Agreement and any additional areas that the  Hirer is permitted to use by virtue of clause 3 of these Conditions of Hire

e) "Governing Body" shall mean the governing body of Grange Academy and includes any person duly  authorised by the governing body  

f) "Academy" means Co-op Academy Grange acting by its Governing Body or any person duly authorised  by the Governing Body  

g) "Academy Representative" means the Head teacher of the Academy, or any person duly authorised by  the Head teacher to act on behalf of the Academy with regards to these Conditions of Hire  h) Any undertaking by the Hirer not to do an act or thing shall be deemed to include an obligation not to  permit or suffer such an act or thing to be done by another person.

2. Applications for Hire of Premises  

a) No person under the age of 18 years will be accepted as a Hirer.  

b) Applications for the hire of the Premises must be made to the Academy Representative in accordance  with any requirements of the Academy Representative  

c) Applications for hire of the Premises shall be treated equally, regardless of race, colour, nationality, sex,  religion, marital status or disablement.  

d) The Governing Body shall have the right to refuse any application for use of the Premises, subject to any  statutory requirements.

e) These Conditions of Hire of Premises together with the Hiring Agreement constitute all the terms for the  hire of the Premises.  

3. Payment Structure for the Hire of Premises  

a) All charges for the hire of the premises will be issued from Co-op Academy Grange and any payments  will be made to the same.

b) The cost of sessions is subject to change with 28 days prior notice being given.

c) Charges for the Hire of the Premises:  

i. Block Bookings  

a. Block bookings will receive a reduced rate due to VAT exemptions – see section 4

b. Invoice will be issued to Hirer at week 4 or 5 of hiring period.

c. Invoices will have a 30 day payment term where full payment for the booking period must be  paid in full.

d. If full payment is not received by the end of the booking period the Hirer will be suspended  from further games until full payment of any outstanding debt is received by the Academy.

Any suspensions due to non-payment will result in advance payments only.

ii. New Customers

a. New Hirer to the Sports Campus will have to make advance payments 14 days prior to the  booking for 12 months before credit can be applied.

b. New Hirer’s may still take advantage of the block booking VAT exemption (see section 4) but  payment for the full booking period will have to be paid up front, 14 days prior to the booking  for the first 12 months.  

iv. Events and one off bookings  

a. All charges must be paid 14 days prior to booking.

b. If payment is not received by the Academy 14 days prior to the event/booking, the Academy  has the right to cancel the agreement.

d) Where required in the Hiring Agreement, a deposit must be paid and returned to the Academy with the  signed Hiring Agreement.  

e) The Academy may at its discretion request an additional sum to be deposited with the Academy as  security for the Hirer complying with their obligations under these Conditions of Hire. Such sum will be  refunded to the Hirer on expiration of the period of hire if all obligations have been complied with.  

f) Payment for the hiring must be paid to the Academy as required by the Hiring Agreement and as directed  on invoices received by the Hirer.  

g) There shall be no subletting of the hired facilities.  

h) Instances where the Hirer is using the Premises for ‘commercial’ purposes the Academy Representative shall reserve the right to ensure that profiteering does not exist. If charges are to be levied at users from  the booker these must be supplied to Academy Representative. A commercial rate can be levied to take  into account the standard hire charge, levels of use, charges made for such hires and other factors.  

i) The Academy retains the right to cancel bookings and where possible to give 14 days’ notice.  j) The activities within any booked period must be complementary to the Academy’s ethos, values and  existing & planned activities and should not conflict or compete directly with the core educational  provision, extended or integrated services or the business of the Academy .  

4. VAT

a) The hire of the premises is subject to VAT, however under certain conditions the Academy is able to  exempt the booking. The following conditions must be met:

i. The booking consists of 10 or more sessions

ii. Each sessions must be for the same sport or activity

iii. The interval between each session is at least 1 day (24 hours) but no more than 14 days. iv. The booking is to be paid for as a whole and there is written evidence to the fact. v. The Hirer is either a School/Academy; Club; Association or Organisation representing affiliated  clubs of constituent associations, such as a local league

vi. The Hirer has exclusive use of the booking provisions during the sessions.

5. Facilities  

a) Use of the Premises only includes use of such adjacent hallways, foyers, access points and toilet facilities  as are expressly specified by the Academy Representative.  

b) The Academy will make available such chairs, tables, materials and other equipment as are available for  use and referred to in the Hiring Agreement. It is the responsibility of the Hirer to ensure these are  arranged to suit their needs.  

6. Cancellation by the Hirer  

a) If the Hirer wishes to cancel the hiring in whole or in part the Hirer must give written notice to that effect to  the Academy Representative.  

b) Charges in accordance with the following scale may be made for any cancellation:-

∙ Cancellation given later than four weeks prior to the Period of Hire (or the affected part of the Period of  Hire if this is for more than one occasion) = hiring fee to be paid in full.  

∙ Cancellation given between two months and four weeks prior to the Period of Hire (or the affected part  of the Period of Hire if this is for more than one occasion) = deposit fee is retained.  

7. Cancellation by the Academy

a) The Academy may cancel this hiring up to 14 days prior to the Period of Hire (or the affected part of the  Period of Hire if this is for more than one occasion) if the Premises are required for use for Academy activities. In the event of such cancellation, the Academy will give to the Hirer the maximum practicable  notice and refund any deposit paid, but shall not be otherwise liable to the Hirer.  

b) The Academy may cancel this hiring at any time before or during the Hiring if:-

∙ the Hirer fails to comply with any of these Conditions of Hire  

∙ Details of any particulars referred to in the Hiring Agreement have not been supplied as required, or if  supplied, are not approved by the Academy.  

In the event of such cancellation no refund of any deposit will be made to the Hirer and the Academy will  not be liable to the Hirer in any respect.  

8. Use of the Premises  

During the Period of Hire, the Hirer shall ensure that:-

a) No part of the Premises is used for any purpose other than that described in the Hiring Agreement.  

b) The Premises, or fittings, fixtures or furniture at the Premises are not subjected to undue wear and tear  c) No part of the Premises is used for any unlawful purpose or in any unlawful way or in any way likely to  invalidate any insurance relating to the Premises or the Academy

Grange Sports Centre

d) No animal is brought into the Premises or allowed to enter the Premises without the consent of the  Academy (except guide dogs for the blind or hearing dogs for the deaf).  

e) The Premises or any part of the Premises are not sub-hired.  

f) All users of the Premises under or by virtue of the hiring shall restrict themselves to the Premises and shall  not enter other parts of the Academy.  

g) The hirer shall employ a sufficient number of stewards as required by the Duty Officer to maintain good  order during the hire and comply with those policies stated in the previous paragraph.  

h) In respect of sporting events, the hirer, coaches, competition referees and event organisers must ensure  skilled supervision is provided throughout the period of use, ensuring correct use of equipment and  maintenance of good order and discipline.  

i) Where sporting sessions cater for juniors (under 18s) it is strongly advised that the hirer is registered with  the relevant National Governing Body, the relative quality accreditation is achieved and basic good practice  in child protection is adhered to, i.e. CRB checks for all officials/staff and published child protection policy  present.  

9. Maximum Capacities  

a) It is the Hirer's responsibility to ensure that maximum capacities as stated by the Academy for the Premises  are not exceeded.  

b) Maximum capacities as stated shall include all persons attending or present at the Premises including (but  not limited to) any supervisors, those participating in activities, parents and members of the public.  

10. Supervision  

a) During the period of hire the Hirer is to be responsible for the efficient supervision of the Premises  including:-

∙ the effective control of children  

∙ the behaviour of all persons using the Premises  

∙ the orderly and safe admission and departure of persons to and from the Premises  ∙ the safety of the Premises and the contents of the Premises  

b) The Hirer shall use sufficient stewards or assistants to maintain good order during the hiring and expel any  person acting in a disorderly manner, or disobeying Academy or Hirer instructions. In default, the Academy  acting by any authorised officer may expel such persons.  

c) The Hirer shall ensure that no undesirable person is permitted to enter, remain or otherwise make use of  the Premises and that no person shall trespass on parts of any Academy property not included in the hiring.  

11. Safety Requirements  

During the Period of Hire, the Hirer shall ensure that:-

a) They are fully familiar with the safety precautions of the Academy and safety precautions to be observed in  the Premises. A copy of the Academy’s emergency procedures for the Premises will be sent to the Hirer  with the Hiring Agreement. The Hirer is expected to be familiar with this document and shall take all  reasonable steps to ensure that all persons using the Premises by virtue of the Hiring Agreement are also  familiar with key aspects of this document e.g. meeting point following an evacuation. In the event that the  emergency procedures are not sent to the Hirer with the Hiring Agreement, it is the responsibility of the  Hirer to ensure that they contact the Academy Representative immediately in order to make arrangements  to receive the document.  

b) All necessary precautions for the safety of those persons attending the Premises during the Period of Hire  are taken by the Hirer, which shall include ensuring that all persons in charge are familiar with fire-fighting  equipment available  

c) Fire-fighting apparatus at the Premises is kept in its proper place and only used for its intended purposes.  d) The Fire Brigade is called by the Hirer to any outbreak of fire, however slight, and details of the occurrence  shall be given to the Academy Representative  

e) No obstructions are placed in gangways or exits, nor in front of emergency exits, and such exits must be  available for free access and egress at all times  

f) The emergency lighting supply is turned on throughout the Period of Hire and illuminates all exit signs and  routes  

g) No performances or uses take place which could involve danger to the public  

h) For safety and fire prevention reasons, no garlands or decorations are used other than those agreed in  advance with the Academy Representative, which must not be of a combustible nature.  i) No highly flammable substances are brought onto or used in any part of the Premises  j) No smoke machines are used, whether as part of a disco or band or otherwise  

k) No unauthorised heating appliances are used on the Premises  

12. Lighting and Electrical Safety

During the Period of Hire, the Hirer shall ensure that:-

a) No lighting, heating, power or other electrical fittings or appliances in the Premises are altered, moved, or in  any way interfered with.  

b) No additional lights or extensions from the existing electric light fittings are used without the previous  consent of the Academy Representative.  

c) Electrical appliances brought onto the premises have been tested for electrical safety (Portable Appliance  Test Certificates may be required for inspection by the Academy).  

13. Alterations, Advertising and Care of Premises  

a) No bolts, nails, tacks, screws, bits, pins, or other like objects shall be driven into any part of the Premises by  the Hirer nor shall any placards or other articles be fixed to any part of the Premises.  

b) No advertisements of any type are to be displayed inside or outside of the Premises by the Hirer without the  prior approval of the Academy Representative  

c) No alterations shall be made to the Premises by the Hirer, either in construction, arrangement of public  accommodation, lighting, heating, seating, fixtures, fittings, exits or otherwise without the prior written  approval of the Academy Representative.  

d) Gymnasium and hall floors are used by children for physical education and no substance is to be applied to  floors by the Hirer to prepare them for dancing or any other activity. No footwear liable to damage floors  may be worn in Academy buildings.  

e) Synthetic and grass multi-sport surfaces must not be interfered with in any way by the Hirer and the  management of their use, maintenance and repair is the sole responsibility of the Academy Representative.

14. Food, Refreshments and the Sale of Goods  

a) The Hirer may not sell or allow to be sold on the Premises any food, refreshments or goods without first  obtaining the written consent of the Governing Body.

b) The Hirer shall, if selling food, refreshments or goods on the Premises, comply with all relevant legislation.  

15. Prevention of Nuisance  

a) The Hirer shall ensure that any music played or provided at the Premises, or noise levels from functions or  activities taking place on the Premises, do not cause a nuisance either within the Academy or to  surrounding premises or any nearby residential accommodation.  

b) The Hirer must ensure that cars belonging to his patrons are not parked so as to cause an obstruction at the  entrance to, or exits from, the Academy and do not obstruct or delay access to the Academy by emergency  vehicles.  

c) The Hirer shall take all reasonable measures to ensure that cars belonging to his patrons do not obstruct  the public highway outside of the Academy or access to adjacent private property and that undue noise is  not caused on arrival or departure.  

d) The Hirer and shall comply with any requirements of the Academy with regard to parking of vehicles.  

16. Statutory Requirements  

a) The Hirer must not do or permit any act matter or thing that would or might constitute a breach of any  statutory requirement affecting the Premises.  

b) The Hirer shall comply with all conditions and regulations made in respect of the Premises by the Fire  Authority, Local Authority in its capacity as the Licensing Authority, or otherwise. Without prejudice to the  generality of the above, this includes any conditions or regulations in connection with any event which  includes public dancing or music or other similar public entertainment.  

17. Equal Opportunities  

The Hirer must not discriminate, or permit others acting on his behalf to discriminate, in any of its activities  held in the Premises, on the grounds of race, colour, nationality, sex, religion, marital status or disablement.  

18. Copyright and other Licences and Permissions  

a) In the use of the Premises the Hirer is not to infringe any copyright or allow any copyright to be infringed. It  is the responsibility of the Hirer to obtain any consent in respect of copyright and to pay all such fees  relating to the same. Save in certain circumstances, it is illegal to photocopy music or plays without the  express permission in writing of the copyright holder.  

b) The Hirer must give the Academy Representative at least 4 weeks’ notice of a stage play production and  the Hirer must obtain all licences required for the stage play production.  

c) Any Hirer who uses recorded music in its activities is responsible for checking whether a licence is required  from Phonographic Performances Limited (PPL) and if so, to obtain one. Any Hirer performing live music is  responsible for checking whether a Performing Rights Society (PRS) licence is required and if so, to obtain  one.

 d) The Hirer must obtain a public entertainments licence for any public music, singing and dancing.

e) The Academy reserves the right to request copies of any consents or licences obtained in order to comply  with the above provisions.

Grange Sports Centre 

19. Gambling  

Nothing shall be done in the Premises or at the Academy by the Hirer in contravention of the law relating to  betting, gaming and lotteries, and the Hirer shall ensure that the requirements of the relevant legislation are  strictly observed.  

20. Intoxicating Liquor  

a) During the Period of Hire, the Hirer shall ensure that no intoxicating liquors are permitted to be bought, sold  or consumed on any part of the Premises or the Academy without the express permission in writing of the  Governing Body.  

b) No application shall be made by or on behalf of the Hirer seeking any licence or permission to sell alcoholic  liquor without the prior express permission in writing of the Governing Body.  

21. Exhibition of Hypnotism  

The Hirer shall ensure that no person shall give at the Premises any exhibition, demonstration, or  performance of hypnotism, mesmerism or any similar act.  

22. Smoking  

The Hirer is advised that smoking is not permitted anywhere in the Premises, or anywhere on the Academy  premises or immediately outside the Academy premises and shall ensure that his patrons comply with this  requirement.  

23. Hours of Use  

The hiring does not entitle the Hirer to use or enter the Premises at any other time than the Period of Hire  unless prior arrangements have been made and agreed with the Academy Representative.  

24. Storage  

No goods or equipment shall be left at or stored on the Premises or the Academy without the prior  agreement in writing of the Academy Representative.  

25. Rights of Entry  

Throughout the Period of Hire the right of entry to the Premises is reserved to any duly authorised officers or  employees of the Academy, their agents or contractors and any emergency service.  

26. Expiration of period of hire  

a) At the expiration of the Period of Hire the Hirer shall ensure that all members of the public and other guests  leave the Premises.  

b) The Hirer must ensure the Premises are left in a clean and orderly state free of litter. All decorations of the  Hirer must be removed. If the Hirer fails to do so, the Academy will be entitled to charge the Hirer for the  costs of any necessary work required.

27. Damage to Academy Property

The Hirer is to take good care of Academy property and not cause any damage to be done to the Premises  or to any fittings equipment or other property in the Premises and the Hirer is to make good and pay for any  such damage caused by any act or neglect of the Hirer or anyone permitted by the Hirer to enter the  Premises.  

28. Injury to Persons and Damage to Property  

The Governing Body or the Co-op Academies Trust will not be liable for the death of or injury to a person  attending the Premises for the hiring or for any losses claims demands actions proceedings damages  costs or expenses or other liability incurred by the Hirer in the exercise of the rights granted by this  agreement except where such death or injury is due to the negligence of the Governing Body or the Co-op  Academies Trust.  

a) The Governing Body or the Co-op Academies Trust will not under any circumstances accept responsibility  or liability in respect of any damage to or loss of any goods articles or property of any kind brought into or  left at the Premises either by the Hirer for his own purposes or by any other person or left or deposited  with any officer or employee of the Academy or the Co-op Academies Trust.  

b) The Governing Body or the Co-op Academies Trust shall not be liable for any loss due to any flood, fire,  act of God or other cause beyond the reasonable control of the Governing Body or the Co-op Academies  Trust which may cause the Premises to be temporarily closed or the hiring to be interrupted or cancelled.

Grange Sports Centre 

29. Insurance and Indemnity  

a) Hirers are advised that the fees applied for the hire of the premise do not include the cost of insurance  against their liability for any damages or injury which their activities may cause either themselves or to  other persons or property.

b) The Hirer is responsible for providing adequate insurance cover for all users of the facilities during the  booking period.

c) The Hirer should ensure that the pitch hire and use of facilities is covered under a Public Liability Insurance  to a minimum limit of indemnity of £2,000,000.00.  

d) The Hirer may be required to produce the current insurance certificate to the Academy at any time prior to  or during the hiring.  

e) The Hirer will indemnify the Governing Body and Co-op Academies Trust against any damage theft losses  claims demands actions proceedings damages costs or expenses arising as a result of the hire of the  Premises by the Hirer including the cost of reinstating, repairing or replacing any part of the Premises or  Academy which is damaged, destroyed, stolen or removed as a result of the hire of the Premises by the  Hirer. The evidence of the Governing Body or Co-op Academies Trust as to the costs or expenses incurred  shall be accepted by the Hirer as final, on production of reasonable evidence to support the same.  

f) If any booking period or period of hire is cancelled or terminated by the Duty Officer, as a result of a breach  of any of these conditions (as to which the decision of the Duty Officer shall be final) the hirer shall remain  liable for the charges due up to that time, but without prejudice to any claim which the centre may have  against hire arising out of such breach of any of the above conditions.  

30. Additional Guidance

a) Spectators:

Spectator separation markings on grass and synthetic playing fields used for football activities are provided  to at least the minimum FA recommendations. Policing of visitors/spectators/players/officials and others  must be done by the club/team and is not the responsibility of the Academy , nor shall be the issuing of any  fines imposed on clubs or teams by league organisers due to the failure to adhere to these conditions. Further information can be found by visiting http://thefa.com/Leagues/Respect/SpectatorsAreas

b) Scheduled Fixtures for Sporting Events:

The Academy shall not be held accountable for the scheduling of sporting fixtures and/or scheduled  games/matches/tournaments. This is the sole responsibility of the individual, club, organisation or other  hirer.

c) Forced Closure of Facilities:

The Academy may enforce a closure at part of, or across all Premises on any given date, for any period of  time, due to any factor deemed appropriate and Acts of God including, but not limited to extreme weather  conditions. In respect of sporting and/or any other organised events, the Academy is not responsible for nor  will be held liable for decisions as to the postponement or cancellation of any individual event, fixture or  scheduled matches/games as this is the responsibility of the Hirer, club, team, organisation, individual or  any other official representative. Any cancelled or postponed game decided upon by the Hirer will be  subject to the cancellation protocol as outlined in section 5.

d) Official Representation:

It is the sole responsibility of the Hirer to arrange, organise and manage any official representatives required  for any event or other booking during the Period of Hire at the Premises.

e) Exceptions of Use:

The core use of facilities and Premises by the Academy are a priority over any third party use by any Hirer and may take precedence from any existing bookings and be excluded from any decisions made to postpone  the use of the Premises that may otherwise apply to an existing hirer.

f) Maintenance and Repair:

Maintenance of any facilities, parts of the Premises, sports pitches and other areas of the Academy are undertaken to very specific requirements, under the duress of contractual agreements as specified by any  external professional guidance and third parties. No attempt to alter, repair or in any other way change  playing surfaces or surrounding areas must be made. Any customers doing so may invalidate their booking.  Any defaults or concerns over indoor or outdoor sports surfaces must be directed to the Academy  Representative.

Grange Sports Centre

g) Facilitation of Events:

It is the sole responsibility of the Hirer to arrange the facilitation of events including but not limited to  meeting visitors, signage for car parking, risk assessments, hospitality, pre-event instructions and guidance,  provision of materials and event coordination. Any other arrangements must be agreed prior to the event or  activity, engrossed by both the Hirer and the Academy Representative.  

31. Booking Cancellation Form

To be completed by a Club / Organisation / Hirer Official in the event of a cancellation of all or part of a  block booking.  

Venue ……………………………………………………………………………………………………. Name of Club / Organisation …………………………………………………………………………..

Date (s), day (s) and times of cancelled sessions  

(a) ………………………………………………………………………………………………………… (b) ………………………………………………………………………………………………………… (c) ………………………………………………………………………………………………………… Name of Club / Organisation Official (please print) ………………………………………………….

Signature of Official ……………………………………………………………………….……………. Contact of telephone number ………………………………………………………………………….

32. Conditions for Cancellation by the Hirer  

a) Events:

In the event of the hirer cancelling with less than one calendar months’ notice in writing or failing to take  up any booked period, the charge shall remain  

b) Block Booking:

In the event of cancellation of a block booking, one calendar months’ notice will be required in  writing. Failure to comply with this requirement will result in the hirer being liable for payment of any  outstanding hire charged plus a further one month's charge from the date on which the notice of  cancellation is received.  

c) Cancellation of Occasional Dates

Cancellation of occasional dates during the period of booking must be paid for unless written notice  is received 14 days in advance of the date of the booking to the Centre and the facility is re-let. A booking  cancellation form must be completed in all cases.  

I confirm that I have read the Co-op Academy Grange Lettings Conditions of Hire ("the Terms and  Conditions of Hire of Premises") that have been supplied to me. I agree that this hiring is governed by  those Conditions of Hire and I agree to observe and perform the requirements of the Hirer as set out in  the Conditions of Hire.  

Signature of Hirer /  

Authorised representative of the Hirer

 Name in full:  ……………………………………….. Signed:...................................................            

 Date:                ………………………………………..