Scroll to content
CEOP
Tudor Primary School home page

Tudor Primary School

Letting Policy

Tudor Primary School

Lettings Policy

Conditions for Letting Policy

  1. Booking Deposit:
    • A non-refundable deposit is required to secure a booking. This deposit will be deducted from the final balance.
    • If the booking is made with less than two weeks' notice, both the deposit and the hire charge must be paid in cash immediately.
    • The person making the booking must be over 25 years old and present at the function.

Deposit Schedule Based on Notice Period:

    • Less than 4 weeks' notice: 25% of total hire charge
    • Less than 3 weeks' notice: 50% of total hire charge
    • Less than 2 weeks' notice: 75% of total hire charge
    • Less than 1 weeks’ notice: 100% of total hire charge
  1. Cancellation by the School Governors:
    • The school governors may cancel a letting at any time by providing written notice to the hirer. Upon cancellation, any money paid will be refunded.
    • The school governors are not liable for any additional claims or losses arising from such cancellations. The hirer indemnifies the school governors against claims from third parties related to the cancellation.
  2. Damage or Additional Costs:
    • A £200 charge will be retained (along with the deposit) for any damages, breakages, or if caretaking staff are required to stay beyond 30 minutes after the booking period to clean up. Refunds will be processed after the event if no issues arise.
    • A £50 weekend supplement applies to all bookings to cover additional caretaking and cleaning costs.
  3. Payment of Hire Charge:
    • The full hire charge must be paid at least one month before the booking date. Failure to do so will result in cancellation.
  4. Public Liability Insurance:
    • Hirers must provide evidence of adequate third-party public liability insurance before the hire begins. Insurance can be arranged at approximately £55–£75 per event, depending on the event's day and time.
  5. Minimum Booking Period:
    • Bookings must be for a minimum of 2 hours plus 30 minutes for setup and clean-up, totalling 2 hours and 30 minutes.
  6. Hire Charge Alterations:
    • The hire charge is subject to change at the discretion of the school governors.
  7. Refusal of Booking:
    • The school governors reserve the right to refuse any booking and accept no liability for cancellations.
  8. Licenses:
    • The hirer is responsible for obtaining any required occasional licenses for events open to the public.
  9. Stewards for Large Functions:
    • The hirer must provide a sufficient number of stewards for large events. A list of stewards must be supplied to the school upon request.
  10. Maximum Occupancy:
    • The maximum number of attendees is 150. Specific areas and numbers must be agreed upon with the school and enforced.
  11. Restrictions on Substances and Noise:
    • Hazardous substances are prohibited. Noise levels must not disrupt occupants of adjacent buildings.
  12. Room Usage:
    • Only the hall and toilet facilities are available for use. Kitchen facilities are not provided.
  13. Smoking and Alcohol:
    • Smoking is strictly prohibited on the premises.
    • Alcohol consumption is not allowed at any time.
  14. Premises Usage:
    • Premises cannot be booked beyond 11:00 PM and must be vacated by the stated finish time. Failure to vacate may result in forfeiture of the deposit.
  15. Restrictions on Event Type:
    • Premises cannot be used for public party-political or religious meetings. They are only available for private functions such as weddings, birthdays, and receptions.
  16. Site Management and Security:
    • A responsible person, such as a Site Manager, must attend all bookings to ensure the security and condition of the premises.
    • The Site Manager reserves the right to intervene in cases of excessive noise or property abuse, involving the police if necessary.
  17. Entertainment Restrictions:
    • Music and entertainment must cease by 10:30 PM. Entertainment services must have their own public liability insurance and copy provided to the school.
  18. Fire Safety:
    • Fire exit lights must remain on, and exits must not be obstructed at any time.
  19. Furniture and Waste:
    • Tables and chairs must be returned to their original positions at the end of the event.
    • The hirer is responsible for removing all rubbish. Failure to do so will incur an extra £50 deduction from the deposit.

Current Hire Rates (Effective May 2023)

Weekdays:

  • Hall or Hut:
    • 4:00 PM–6:00 PM: £30/hour
    • 6:00 PM–11:00 PM: £40/hour
  • Hall/ Hut & Carpark:
    • 4:00 PM–6:00 PM: £45/hour
    • 6:00 PM–11:00 PM: £60/hour

Weekends:

  • Hall or Hut:
    • 8:00 AM–6:00 PM: £40/hour
    • 6:00 PM–11:00 PM: £50/hour
  • Hall/ Hut & Carpark:
    • 8:00 AM–6:00 PM: £60/hour
    • 6:00 PM–11:00 PM: £70/hour

Car Park Only:

  • Maximum of 30 cars
  • £50/hour (Weekends: 8:00 AM–11:00 PM, Weekdays: 6:00 PM–11:00 PM)

Cleaning (Weekends only)

  • Cleaning charge £50

 

 

 

 

 

 

 

Facilities Booking Application Form

 

Tudor Primary School

 

Full Name:

Address:

Telephone (daytime)

 

 (Evening)

 

E-mail:

If acting on behalf of a business, club organisation etc. Please state its full name and address plus your position there.

 

Name of Organisation:

 

 

Address:

 

 

 

Your position in the organisation

 

 

 

Areas and facilities Hired

 

This should include setting up /breakdown times. No extension can be agreed at the time of the event

Day and date of

Event(s)

Area/ Facilities

 

Time of hire

 

 

 

 

 

 

Further details

You must accurately disclose the purpose for which the site and/or space is required at the time of booking. Any misrepresentation will entitle the school to cancel the event and retain the deposit /hire fee

Event Title

Equipment Required

 

Chairs…………………….

 

Tables…………………….

 

Car Park………………......

 

Please note that hirer’s own electronic equipment must be PAT tested and in-date

Is the event /activity

 

Exclusively for 0–19-year-olds?

 

 

 

Expected Numbers:

 

 

Insurance

 

All Hirers should have public liability insurance with a minimum cover of £2,500,000*

 

Name of insurer……………………

 

…………………………………….

 

Policy Number…………………….

 

…………………………………….

 

Expiry Date…………………….

 

Limit of Indemnity:

 

……………………………………

 

Please enclose a copy of the insurance

Certificate when returning this form.

 

 

If you are planning to deliver coaching activities, does the coach/leader possess appropriate qualifications?

 

 

Certificates/ Qualifications

 

 

 

 

 

 

 

DBS Checks

 

Yes…….     No

 

If yes please give details …………………………………….

 

………………………………………………………………..

 

 

   

 

 

 

If this coaching involves young people (Under the age of 18), has the coach been DBS checked?

 

    
  
   
 

 

         Yes             No 

 

If yes, please give number and date on the certificate

 

DBS number……………………………..

 

Date ………………………………………

 

 

 

 

  

 

 

 

 

 

Declaration

 

 

 

 

 

 

 

 

  1. I undertake to pay the appropriate hiring charges
  2. I have read and agree to be bound by the Term and conditions of use.
  3. I agree to Indemnify the school against any claims for loss or damage or personal injury or any associated costs arising from this agreement.
  4. The school reserves the right at any time, including during the event, to refuse or cancel the hire of the site which they consider to be objectionable or in any way detrimental to the reputation of the school.

 

 

    Signature:

 

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

 

   Date:

 

              ……………………………………………………………………

 

 

 

 

 

 

 

Once Fully Completed, this application form and a copy of your public liability insurance certificate, and risk Assessments (Optional) should be returned to:

 

The Finance Department

Tudor Primary School

Tudor Road

Southall, UB1 1NX

 

 

Insurance can be arranged at a charge through the LBEaling Insurance section   -0208 825-8816

 

 

 

 

For Office use only

 

 

 

Agreement

 

Approval of hiring

 

Signed…………………………………………………………………

 

 

Name…………………………………………………………………...

.

Position…………………………………………………………………

 

Date……………………………………………………………………..

 

 

 

 

Payment

 

For regular hires you can elect to pay via invoice (A £200 refundable deposit to be included in the first payment in advance). Please indicate below:

 

 

 

 

Termly Invoice:                   Monthly Invoice                  Other

 

A deposit of £200 and 50% is due at the time of application. The balance is to be paid not less than 14 days before the commencement of the let.

                                      

 

 

 

 

Tudor Primary School

 

Terms & conditions for letting policy

Hire Facilities

Thank you for your interest in hiring our facilities. To help us assist you better, please provide the following details: Date of Event: Event Start and End Times: Number of People Attending: Do You Require a Car Park? (Yes/No): We look forward to receiving your enquiry and will respond promptly.