TERMS & CONDITIONS OF HIRE

Hinchingbrooke School Sports Lettings

(hereafter known as HSL)

 

1. Bookings and Confirmations

·    Bookings.   The Hinchingbrooke Sports Facilities are available for hire outside of normal school hours (5pm – 10pm), weekends (8am – 10pm) and during school holidays (8am – 10pm) with the exception of Bank Holidays.

·    Some of the Sports Facilities are also unavailable during exam periods.   These dates vary every year and customers are advised to refer to the HSL website for up-to-date information (http://www.hinchingbrookeschool.net/Sports Lettings/Sports Lettings Home.html)

· All bookings must be made through the HSL Office, c/o Hinchingbrooke School, Brampton Road, Huntingdon, Cambs, PE29 3BN. Telephone Number 01480 375700 ext 5758, sl@hinchbk.cambs.sch.uk

·    A Booking will only be accepted, subject to the availability of the required facility and upon completion of a Booking Form.

·    A Booking will be treated as provisional until a completed Booking Form is completed and returned to the HSL office.

·    Confirmation.   Once a booking has been received and availability confirmed, customers will receive confirmation by e-mail from the Bookings Manager.    Confirmation will also be confirmed in writing, along with the HSL booking terms and conditions.

 

2. Cancellations

·    If there is a requirement for individual bookings to be cancelled by the customer, 48 hours notice should be given.   Cancellations should, where possible, be made in writing.   Telephone cancellations must be confirmed in writing, within 24 hours.   Failure to provide the appropriate notice of cancellation may result in customers being charged for the hire.

·    Should customers wish to cancel bookings outright written notice of cancellation should be sent direct to HSL at least 7 working days prior to the cancellation date. 

·    HSL will advise customers of any unplanned cancellations as soon as possible.   Where possible customers will be notified by e-mail and a notice placed on the website.

 

3. Payments

·    All bookings will be subject to VAT unless bookings of 10 sessions are requested.   Such block bookings will not be liable to VAT.

·    All charges for facilities are listed on the HSL Price guide which can be viewed on the website (http://www.hinchingbrookeschool.net/Sports Lettings/Sports Lettings Home.html)

· HSL reserve the right to require payment of a 15% deposit prior to the holding of a major one off event.

·    Should a customer fail to pay such a deposit within 7 days of request, then the booking will be deemed as cancelled by the customer.

·   All customers will be invoiced at the end of each calendar month.   All invoices are due for payment within 30 days of the date of the invoice.   Any queries raised will not affect the immediate payment of the outstanding balance.

·    Non-Payment.   In the event of non-compliance of the above payment terms HSL reserves the right to charge interest on outstanding invoices.   Interest shall accrue from the date when payment becomes due, from day to day, until the date of payment at a rate of 4% above Barclays Bank PLC’s base rate.

·    Continual non-payment of accounts may result with legal proceedings.

 

4. Damage

·    Any damage which is caused to the facilities or equipment which arises from a hiring, other than that arising from an act, omission or negligence of the HSL staff, will be made good at the customer’s sole expense by a reputable contractor.

·    In respect of the above Item, the customer will be expected to insure this risk and hold legal liability insurance to cover claims directly arising from their group or organisation activities.

·    If any additional expense is incurred, arising from the letting, or any extra cleaning becomes necessary as a consequence of the use of the premises, the person/organisation hiring the facility will be responsible for any such expense and charged accordingly.

·    The hirer or their designated supervisor is responsible for the supervision of all persons attending the premises for the purpose of the hiring.   Whilst on the premises or any part of the Hinchingbrooke School site, the customer or their designated supervisor will be responsible for preserving good order of their clientele.

·    Neither HSL nor Hinchingbrooke School can accept responsibility for any loss, damage or injury arising during the customers use of the premises, or to any member of the customer’s clientele, unless it is a direct result of negligence of HSL staff.

 

Customers Responsibilities.  

 

General

 

5. It is the responsibility of the customer to:

·    Read all relevant documentation, including the Risk Assessment and to acknowledge understanding of the contents and responsibilities on the Booking Form.

·    Observe the school’s Health and Safety Policy and Swimming Pool Normal Operating Procedures.   Copies of these can be found on the HSL website (http://www.hinchingbrookeschool.net/Sports Lettings/Sports Lettings Home.html)

·    Comply with all applicable notices and signs.

·    Immediately evacuate the premises by the nearest fire exit on the sounding of a continuous Fire Alarm.  If the pulsating alarm sounds, prepare to evacuate if the alarm changes to the full continuous alarm.

·    The School maintains a No Smoking Policy, and there should be no smoking in any of the School buildings.

·    Ensure that no intoxicating liquor or food shall be sold, supplied or brought onto the school site except under licence held by HSL or by an appointed representative of the School.

·    The customer accepts that any property or equipment, which is brought onto the premises by their organisation, must conform to any current requirements of legislation regarding its serviceability, control and use.

·    Inform the Duty Supervisor immediately of any accidents/incidents.

·    Vacate the premises by the time stated on the Booking Form.

·    Leave the premises and equipment as found.

 

Insurance

 

6. It is the responsibility of the hirer to ensure that they have the appropriate public and personal liability insurance for use of the facility along with any other NGB insurance required to cover their activity.   School Insurance covering Hinchingbrooke facilities and activities does not give cover to any activity other than that conducted by Hinchingbrooke School employees for, or on behalf of Hinchingbrooke School.

 

7. SLS cannot accept responsibility for loss or damage to any customer equipment, unless it is as a direct result of SLS or Hinchingbrooke School negligence.

 

8. SLS cannot accept responsibility for any personal injury to customers, unless it is caused as a direct result of SLS or Hinchingbrooke school negligence.

 

HSL Responsibilities  

 

9. HSL reserves to itself, and to its staff the right to:

·    Enter the Premises during the period of the hire to ask any person to leave the facility or school site if they deem that their actions are considered to be a risk to the health and safety of other persons within that facility.  

·    Customers will also be request any person to leave whose actions are considered likely to cause damage to the premises or property of the School.

·    In the event of customers refusing to leave the site at the request of HSL or authorised staff, then the appropriate law enforcement agency will be contacted.

·    Cancel any hiring without notice in the event of unforeseen circumstances.   In the event of a hiring being cancelled and fee, which has been paid, will be refunded to the customer.  

·    HSL cannot not be held liable for, or required to pay compensation for any loss sustained as a result of the cancellation of the hiring.

 

10.    It is the HSL aim to provide the customer with the service they have requested for their activity, but in the unlikely event that either HSL or Hinchingbrooke School are required to have any aspect of the activity changed, they reserve their right to do so at any time.   HSL will notify the customer immediately this happens and will use their reasonable endeavours to provide alterations to an equal or higher standard.

 

First Aid

 

11.  Emergency First Aid.   Customers are responsible for ensuring that they have a qualified First Aider on site with their clientele, however, HSL staff are trained first aiders and can offer assistance if required.   First Aid boxes (contents limited to antiseptic wipes, distilled water, cotton wool and elastoplasts) are available for emergency use as detailed below:

·    Sports Hall - In the disabled toilets

·    Pavilion - Storeroom

·    Swimming Pool - Storeroom

·    Sports Facility Managers Office - Sportshall

 

12. Hinchingbrooke Hospital.   Where more professional treatment is required Hinchingbrooke Hospital has a 24hr Accident and Emergency unit.   The hospital  is situated within 500 metres of the entrance to Hinchingbrooke Lower School.  Sitemap/plan and directions enclosed.

 

Toilet Facilities

 

13. There are toilet facilities available in all facilities hired out by HSL.

 

14. Disabled facilities are also available in :

·    Sportshall,

·    Fisherhall, and

·    Pavilion

Parking

 

15. There is ample parking around the school site.  

 

16. Parking on grassed areas is not permitted.

 

17. HSL cannot not be held liable for, or required to pay compensation for any damage caused to vehicles parked on the school site unless it is of a direct result from negligence by either school or HSL staff.

 

18. A copy of parking spaces available is attached.