·         The hirers must report to reception on arrival and sign in. Hirers are responsible for signing in and for monitoring persons on site, so that in the event of a fire alarm, all persons can be accounted for. If some other arrangement is agreed with the school the agreement must be recorded in writing.

·         All statutory requirements, including those relating to health and safety matters, must be observed. School specific requirements must also be complied with. In all cases, the hirer must ensure that risks associated with the activity are properly controlled throughout the hire period and that the premises are returned to the control of the school in a clean and satisfactory condition. Any specialist cleaning or disinfection required as a result of the hirer’s/user’s activity in the premises will be the sole responsibility of the hirer (this applies in particular to animal and bird fairs, pottery work using high silica clays and more toxic glaze materials, etc).

·         The cost of any maintenance or repair work which is necessary because of the hirer’s/user’s activities will be borne by the hirer.

·         The school will ensure that hirers are acquainted with the emergency and evacuation procedures (which should be on display), including the location of the fire alarms, extinguishers and emergency exits and muster points. This can be done during a premises familiarisation session in advance of the actual hiring. Once completed the hirer takes responsibility for briefing other users associated with the hiring.

·         It is the responsibility of the hirer to provide first aid equipment and trained personnel. They must also carry out their own fire drills and organise their own fire procedure, including calling the Fire Service if a fire is suspected or has been seen, identifying a muster point and carrying out a check of users.

·         Fire appliances must not be removed or tampered with other than for fire fighting purposes.

·         The hirer will ensure that the users’ activity is not so loud or otherwise obtrusive as to render the fire alarms ineffective. Where a modern, electronic fire detection and warning system is not available in the school the hirer must provide the means for alerting the hirers of the need to evacuate. This is particularly important where the school’s normal fire alarm system may not be suitable for those with special needs. For example, a fire alarm that provides an audible warning only may not be suitable for a deaf person and the hirer must make suitable compensating arrangements for all similar circumstances. The hirer is responsible for drawing up specific evacuation plans for any disabled people.

·         The hirer must ensure that only that part of the building actually hired is used and must observe any instructions given by the site supervisor/ member of school staff concerning the area available.

·         Smoking is not allowed in any part of the school premises.

·         All mains powered electrical equipment brought onto the premises must be safe and evidence may be required that it has a valid test and inspection certificate (the certificate should be less than one year old for earthed equipment, or less than 4 years old for double insulated equipment). Lower voltage equipment must also be safe and in good condition.

·         Fire exits must not be blocked or locked, nor should furniture, equipment, or other obstructions be placed in corridors during the hiring.

·         The hirer shall not allow so many users into the premises as to exceed the seating and/or dancing capacity of the premises declared in the hiring agreement. Even if the stated capacity is not exceeded, the hirer will not use the space provided in such as way as to create conditions of over-crowding or to impede safe and effective escape from the premises in an emergency.

·         The hirer shall provide a sufficient number of stewards as may be necessary to ensure adequate and efficient supervision of the users during the letting. Attendants and stewards should ideally wear badges identifying them as such.

·         The hirer is asked to arrange for users to park in designated areas only. Grass or roadways may be used with the school’s expressed permission. This information must be conveyed to any person who may attend an event/activity

·         All scenery, costumes and drapes used for stage performances or the like should be of a fire resistant material.

·         The Headteacher reserves the right to have a member of school staff present throughout the letting and to put a stop to any event that is not properly conducted.

·         The hirer is responsible for providing access to a mobile telephone for emergency purposes, but should the school wish to make a land-line available to the hirer during lettings, the agreement should be included in the hiring contract. The hirer must contact a representative of the school as soon as practicable in the event of an emergency that puts the premises or school property at risk. The school must provide a contact number for such emergencies.

·         Should children be present, adults must directly supervise them at all times.

·         Hirers must have regard to the national standards of qualification, experience and overall competence of instructors/supervisors/coaches for sporting and other activities. Where the hirer is providing a service endorsed by Hartismere School then national competence standards and the Children and Young Peoples Services Directorate’s supervision requirements must be met in all cases.

·         If coaching children or vulnerable adults, requirements on Criminal Record Bureau checks must be followed.

·         The hirer is responsible for ensuring that premises are left in a clean and tidy condition, including replacing any furniture that may have been moved. Any additional expense incurred by the school in the moving and replacement of furniture and equipment, or extra cleaning that may be necessary in returning the premises to a satisfactory condition, shall be recharged to the hirer.

·         When hiring the field or other outdoor services, the hirer should consider the need for changing facilities, toilets etc. and negotiate with the school about availability. Where practical, these will be made available.

Insurance

·         It is the responsibility of the hirer to effect suitable public liability and other relevant insurance cover. The School has taken up the option of purchasing the Hirers Liability Insurance Policy for non-commercial hirers and the cost of this is 10% of the lettings charge, unless evidence of a valid policy is submitted with the booking.  This insurance indemnifies the hirer not the school.

In the event of an incident, fire or near miss

·         The school will ensure Incident Report forms are made available to the hirer who, in turn, must ensure one is completed whenever necessary. The school should follow up the report to ensure that it is completed correctly and that an investigation is undertaken. A review of the risk assessment for the activity will be required. If the hirer has produced a risk assessment then the hirer is responsible for undertaking the review and informing the school of any findings that may be relevant. Schools are NOT responsible for undertaking risk assessments for hirer’s activity(ies).

In the event of the fire

·         The Hirer will call the Fire Service (if school staff are not present and supporting the activity)

·         All users will evacuate the building via the nearest fire exit and muster at the designated point.

·         Users must not re-enter the building until the "all clear" has been given. The Fire Service will give this.

·         Fires must be reported using Hartismere School Incident Report form.

Copies of our health and safety and booking procedures will be handed out in hard copies.