Terms & Conditions
1 - School Responsibilities
Ensuring all required rooms are available, along with all necessary equipment and furniture on the agreed date(s).
Ensuring school staff are contactable for the duration of the letting and the site is opened and closed.
Ensuring school staff have emergency contact details and fully understand the emergency plan processes.
Ensuring day-to-day Health and Safety of the school staff/visitors/site is maintained at all times.
Ensuring the security of the site at all times.
Ensuring all steps are taken to implement safeguarding checks for bookings with children under the age of 18.
2 - Applicant Responsibilities
Ensuring compliance with the conditions of hire below
Ensuring the room is appropriate for need
Ensuring if the activity involves children and/or vulnerable adults all DBS checks are in place
Ensuring if the activity involves teaching/coaching all relevant insurance, DBS checks and coaching certificates are in place. These must all be uploaded to client dashboard prior to booking.
To report any incidents to the staff on duty and the lettings team on [email protected] or [email protected] as soon as possible.
To understand the emergency procedures and the evacuation plan of the school, in order to implement their own, appropriate emergency plan, and ensure all attendees are fully aware of this plan.
Comply at all times with the Health and Safety requirements of the School.
Maintain a register of attendees.
Ensuing appropriate arrangements are in place to welcome all attendees, direct them to the booked facility, and inform attendees of the parking arrangements.
3 - Payment Procedures
Payment must be made in full before the facility can be hired. Invoices are generated monthly in advance. Payment options available are Card or BACs.
Card Payments
Payment must be made before the facility can be hired. Where the booking is for more than one occasion, invoices can be issued monthly and payment must be made at least 5 days in advance of the first occasion of the month. Card payments are to be made online through our secure payment provider Stripe - please follow the payment link at the foot of your electronic invoice. Proof of payment will be available on your online BookingsPlus account.
BACS Payment
To make a BACS payment the relevant box must be ticked on the application form. Payments must be made 6 working days before the letting to allow the payment to be fully processed.
4 - Hirer Responsibilities
4.1 Liability and Indemnity
The School grants facilities for public use on the express condition that those responsible for hiring the rooms undertake to conduct the event with propriety and accept liability for any damage incurred. The School has insurance cover for liabilities it incurs as a result of lettings, but personal accident insurance and any liabilities incurred by the hirer are the responsibility of the hirer. Any damage arising from the hiring of School premises will be repaired by the School and charged to the hirer. Hirers must indemnify the school against all actions, claims, demands, losses, costs, damage, and expenses arising out of use of School premises.
4.2 Safeguarding and DBS Checks
Hirers must comply with all safeguarding legislation and the School safeguarding policy. Where activities involve children or vulnerable adults, all relevant DBS checks, supervision, and training must be in place. Any safeguarding concerns must be reported immediately to the Duty Caretaker or via [email protected] or [email protected]. Failure to comply may result in suspension or termination of the booking.
4.3 Damages and Littering
Hirers will be held responsible for any damage to premises or property which occurs during or as a result of their use and should satisfy themselves that the accommodation and furnishings requested are suitable for the purpose required. Furniture may not be moved by the hirer. Hirers must ensure that premises and grounds are left in a clean and tidy state after their use and that all litter is removed. Expenses incurred to rectify poor cleaning or littering will be borne by the hirer. Hirers must also comply with the conditions set out in clauses 4.7 and 4.8 regarding booking times and the use of school equipment.
4.4 The School Prohibits
The following are prohibited on School premises:
Use on floors of polishing matter other than chalk
Gambling
Screws, nails, or similar articles being driven into any part of the School’s property
Sale or consumption of intoxicants unless authorised in writing by the Business Manager
Loitering at entrances, corridors, or playgrounds
Smoking and vaping
4.5 Restrictions
Hirers are not permitted to use or enter accommodation other than that stated on the permit.
4.6 Supervision and Responsibility
Hirers must ensure full supervision during lettings, especially on playing fields. The School will not be responsible for any claims arising from negligence on the part of hirers or their supervisors.
4.7 Booking Confirmation, Times and Access
All bookings must be confirmed on the client dashboard to be applicable.
All bookings are scheduled to begin and end strictly on the hour. Hirers and their participants are not permitted to access the facilities before the official start time, including for setup. All set-down, packing away, and vacating must be completed within the booked period. Activities must cease in sufficient time to allow for equipment removal and departure by the end of the hour. Entry before or departure after the booked time may incur additional charges and/or restrictions on future bookings.
If a hirer fails to confirm their booking in time, the school reserves the right to charge for any costs already incurred, including staffing or caretaker arrangements, even if the hirer subsequently does not use the facilities.
4.8 Use of School Equipment
Where the School’s equipment is used as part of a booking, hirers are responsible for ensuring all items are properly cared for and returned to the designated storage area immediately after use. Failure to return equipment appropriately or to leave the facilities in a satisfactory condition may result in additional charges, formal warnings (“strikes”) being placed against the hirer’s account, and potential suspension or termination of future hire privileges.
4.9 Equipment Brought in by Hirers
All equipment brought onto the premises must be removed immediately after use. Electrical equipment should not be used unless PAT-tested. Items left or stored on the premises are at the owner’s risk. The School cannot accept responsibility.
4.10 Stage Licensing
Where the premises are used for a public performance, the hirer is responsible for complying with all relevant licensing requirements.
4.11 Car Parking
Parking facilities, where available, are at the owner’s risk. Vehicles must only use designated areas; grassed areas, pedestrian walkways, and yellow cross-hatching must be avoided. Disabled bays are reserved for badge holders only.
Whilst in the car park, Hirers must ensure that noise levels are kept to a reasonable level. Amplified music, idling car engines, horns (unless for emergency use), are not permitted within the car park.
4.12 Consequences of Breach
Failure to comply with the School conditions may result in refusal of future bookings.
4.13 Cancellation by the School
The School reserves the right to cancel lettings without notice if the premises are required for statutory purposes such as elections or examinations, or if deemed necessary by the Head or Business Manager. Grounds may be closed if considered unfit for use.
In addition, the School shall not be liable for any loss, damage, or expense incurred by the hirer as a result of cancellation due to circumstances beyond the School’s reasonable control, including but not limited to severe weather, power failure, industrial action, emergency closure, or other events of Force Majeure.
4.14 Cancellation by the Hirer
Hirers can cancel bookings via the Client Dashboard on the KJS Lettings website - https://king-jamess.schoolbookings.co.uk/ . Clients at BHS hirers can cancel bookings via the Client Dashboard on the BHS Lettings website – https://boroughbridge-high.schoolbookings.co.uk. Clients can also notify the school in advance of any cancellation either via email or telephone. If the booking is cancelled with less than 24 hours, the full cost of the letting will be applied.
5 - Fire Safety and Emergency Procedures for Hirers
5.1 On entering the building, the hirer must examine the Fire Regulations posted at the fire alarm point nearest to the accommodation to be used, and ensure that these are understood and where running an activity, all participants are fully aware of the nearest exit points.
5.2 In the event of a fire, follow the FIRE DRILL procedures indicated on posted notices. All booking Leads must have their own emergency plan for their group to work alongside the schools. Ensure you agree a designated assembly point with your group.
5.3 Any suspicious incidents should be reported immediately to the staff on duty and, if necessary, the Police.
5.4 In the event of an accident or incident:
In the event of an accident, follow First Aid procedures. Call 999 immediately if serious.
Inform the Duty Caretaker as soon as possible.
Record all accidents, including names and addresses of witnesses where possible.
Do not move or touch school equipment involved in the accident until examined by a school representative.
5.5 In the event of any other emergency, immediately inform the Duty Caretaker. If it is felt necessary, evacuate all your party from the area to a safe place. DO NOT return to the building until you are assured that it is safe to do so by the Duty Caretaker or Officer in charge.
5.6 Please report any damage or fault to buildings or equipment to the Duty Caretaker and [email protected] or [email protected]
5.7 Do not prop open or use Fire Doors as exits / entrances.
6 - Use of Premises
6.1 Hirers and participants may only use the rooms and areas allocated in the hire agreement.
6.2 Preparing beverages and food must be specified in the hire agreement and supervised by the Hirer or other responsible persons. Food cannot be taken into the indoor facilities such as the Sports Hall, gyms, or classrooms without this being specified in the agreement.
6.3 Any equipment required must be included in the hire agreement and used under appropriate supervision.
6.4 Hirers must ensure that their activity does not interfere with the normal operation of the school or other users of the premises.
7 - Car Parking
7.1 Vehicles must only be parked in designated parking areas
7.2 Parking on grassed areas or in marked disabled bays without authorisation is prohibited.
7.3 Please respect areas marked with yellow lines as access routes.
8 - Smoking
8.1 We operate a NO SMOKING & NO VAPING policy throughout the school and grounds.
9 - Alcohol
9.1 Alcohol must not be consumed or brought on site without prior agreement with the Business Manager.
10 - Additional Services and Charges
10.1 The Hirer agrees that the school may, at the discretion of the Lettings Manager or Business Manager, provide additional services not included in the original hire agreement.
10.2 Such additional services may include, but are not limited to, extra staffing, car parking support, equipment hire, cleaning, security, caretaker support, or facility modifications.
10.3 The Hirer shall be notified of any additional charges in advance where reasonably possible and agrees to pay such charges promptly.
10.4 Failure to pay for additional services may result in the withholding of future bookings or termination of the current hire agreement.
11 - Safeguarding commitment and procedures
King James’s and Boroughbridge High School Federation are committed to safeguarding and ensuring the welfare and safety of all children. We expect all staff, Governors and volunteers using our site to share this commitment and ensure that everyone is aware of their safeguarding responsibilities.
In accordance with the Statutory Guidance for Schools and Colleges, we are dedicated to:
protecting children from maltreatment;
preventing impairment of children’s mental and physical health or development;
ensuring that children grow up in circumstances consistent with the provision of safe and effective care; and
taking action to enable all children to have the best outcomes.
What to do if you are worried about a child:
Where there are significant immediate concerns about the safety of a child, you should contact the police on 999.
Everyone has a responsibility to refer a child when it is believed or suspected that a child:
Has suffered significant harm and /or;
Is likely to suffer significant harm and/or;
Has developmental and welfare needs which are likely only to be met through provision of family support services (with agreement of the child’s parent).
If you believe the situation is urgent but does not require the police, please call 0300 1312131 to speak to the Local Authority Safeguarding Team or Emergency Duty Team out of hours. A written referral using the universal referral form must be completed and submitted within 24 hours of your telephone call. Follow this link for more information.
Familiarise yourself with and follow your organisation’s safeguarding policies and procedures to record and report issues appropriately. Alternatively, if you are a private hire, please pass all concerns onto the Duty Caretaker in the first instance or email [email protected] or [email protected]
If you have any concerns that a young person is at risk of harm or if there is an allegation against a member of staff/volunteer contact the school office on 01423 866061 and ask to speak to our Designated Safeguarding Lead, a member of the Designated Safeguarding Team or e-mail [email protected] to inform school. Alternatively call BHS on 01423 323540 or email their DSL at [email protected].
Further information and our child protection policy is available publicly via our website or a hard copy is available at School Reception.
Safeguarding and Toilets
Safeguarding guidance from the Children Act 1989 & 2004, and the Keeping Children Safe in Education (KCSiE) statutory guidance requires that:
Children cannot be left unsupervised in areas where staff cannot reasonably observe them.
Access to toilets should be safe and monitored appropriately, without compromising privacy.
Adults supervising children (staff, volunteers, or hirers) must not be in a position where allegations of abuse could reasonably occur.
We encourage all hirers, both private and business, to follow these practices below:
Separate facilities for adults and children should be used where possible
Safeguarding and Photography
Hirers must not take photographs or record videos of children or vulnerable adults without prior written consent from the parent/guardian, in line with safeguarding policies. Any unauthorised photography or filming may result in termination of the hire agreement.
The school may take photographs or record video of events held on its premises for promotional or social media purposes. Where children are involved, verbal consent will be obtained from parents or guardians before publication. Hirers must ensure that all participants are aware of this policy, as the school may also record or film adult bookings for promotional purposes.
Safeguarding and Unauthorised Persons
Hirers must ensure that only participants included in their booking are present in their booked facility. Any suspicious persons or individuals not associated with the booking should not be challenged directly. Instead, the Hirer must immediately inform the Duty Caretaker or any member of school staff, identifiable via a green KJS lanyard or blue BHS lanyard, and follow any instructions given. The school reserves the right to remove or refuse entry to any person.
Appendix 2 VAT on lettings
RE: VAT on lettings
Dear Hirer,
Where you are the hirer of sports and physical recreation facilities for a series of sessions, your supply is only VAT exempt when you either provide a valid VAT exemption letter issued to you from HM Customs & Excise, and you meet ALL the following conditions:
1. The series consists of 10 or more sessions.
2. Each session is for the same sport or activity.
3. Each session is in the same place
A different pitch, court or lane, or different number of pitches, courts or lanes is acceptable.
4. The interval between each session is at least 1 day but not more than 14 days.
The duration of the sessions may be varied, however there is no exception for intervals greater than 14 days through the closure of the facility for any reason.
5. The series is to be paid for as a whole and there is written evidence to the fact.
This must include evidence that payment is to be made in full whether or not the right to use the facility for any specific session is actually exercised. (Provision for a refund given by the provider in the event of the unforeseen non-availability of their facility would not affect this condition)
6. The facilities are let out to a school, club, association or an organisation solely representing, and conducting the activity of, a club currently affiliated to the local league.
DOCUMENTARY EVIDENCE OF THIS MUST BE PROVIDED BY:
1) Copy of paid receipt issued by the sporting league as evidence of affiliation quoting affiliation reference number for the current season and name of registered club
2) The booking must be in the same name as the affiliated club.
7. The person to whom the facilities are let has exclusive use of them during the sessions.
It is the responsibility of the hirer to provide this evidence and if the evidence is found to be incorrect the hirer will be liable for any additional vat charges incurred.
For further clarification and information please see the HRMC website.