South Lanarkshire Leisure and Culture

Signing a school let booking form binds you to a number of conditions of let which are necessary to ensure that your activity is carried out safely and responsibly. Your cooperation in this is essential. Please read the following conditions carefully. Failure to comply with conditions of hire may result in surcharges or cancellation of further lets.

Booking and amendments

At least 10 working days’ notice should be given to the hall and school letting staff when making a booking. An application form should be fully completed and returned to the booking office. Depending on demand, matters of efficiency, safety or suitability of buildings, you may be offered an alternative facility in the same area. If granted, the school should be used for the purpose stated and no other purpose. The lessee may not sublet the hall to another body without permission. When making a booking please ensure that sufficient time is allowed to set up before and clear up after the let. Exceeding the time stated on the booking form will result in a surcharge being levied. School lets are normally only available between 18.00 - 21.30 Monday to Friday.

Cancellation

At least five working days’ notice should be given. In the event of a hirer having to cancel their booking, charges may still apply – see separate Booking / payment conditions. The SCIO reserves the right to cancel lets at short notice without compensation, for reasons of statutory parents’ evenings, election, major event, safety, repairs, essential maintenance or civil emergency.

Specialist equipment

The grant of a let does not automatically allow the use of specialised equipment and facilities within the school premises

Supervision

As the person signing the booking form, the lessee should be 18 years or over and be responsible on behalf of their organisation, for the premises, its contents and those attending during the let. The lessee must ensure adequate stewarding and adherence to all safety requirements. In particular the lessee must follow the janitor’s instructions relating to fire exits, fire procedures and alarms, location of fire fighting equipment and first aid kits. Before the let takes place, the lessee must ensure that he / she is fully aware of the safety features of the school, including information displayed on notices posted therein. All accidents or dangerous occurrences must be reported to the janitor. Special conditions apply to discos, dances, concerts and other events to which the public is admitted. The lessee must accept responsibility for the supervision of cloakrooms and must relieve the SCIO from any claims arising from their use.

Loss injury or damage

The lessee is responsible for any damage to the school or its contents arising from their let, or for theft or loss of any contents. The lessee will be responsible for recompensing the SCIO for any loss or damage. Some lets may require a refundable deposit paid in advance as a guarantee against loss or damage. The SCIO will not be responsible for property brought into or stored in the hall by the lessee or for injury to any person attending a let resulting from the use of said equipment.

Insurance

The lessee is advised to take out insurance cover for loss, theft or damage to property belonging to users of the hall or the Authority. When the event is open to the public, the lessee is advised to have public liability cover and the let is accepted on the basis that this has been done.

Cleaning

In order to provide a service in a realistic and cost effective manner, lessees are expected to leave the building in a reasonable state of cleanliness.  Floors, desks and tables should be left clean and tidy after events. Failure to comply with this condition will result in a surcharge being levied.

Storage

Storage space in most schools is limited and lessees must recognize that the SCIO is not obliged to provide this facility. Where storage is permitted, the lessee must ensure that equipment is stored safely and tidily so that it does not present a hazard to others. The SCIO reserves the right to remove badly stored, disused or hazardous equipment from the hall. The lessee should not store large items of equipment without seeking permission from the janitor.

Preparation

For all events, other than social events, the lessee is responsible for the setting out and putting away of tables, chairs and other equipment. The janitor will undertake these tasks for social events but some assistance may be required from the lessee for larger events. Additional janitorial time, if required, is chargeable. (Please discuss any requirements with our staff.)

House rules

As the signatory to the booking form, you must ensure that the following house rules are followed during the let. No alcohol to be consumed (unless permission has been granted), no defacing of walls, no vulgar, obscene, improper or disorderly behaviour. All safety signs including “No Smoking” signs must be strictly obeyed and no items of large equipment are to be used or installed without the permission of the SCIO. Do not use any powders, chemicals or other materials on school floors. Stage lights, curtains and other equipment can only be used under instruction by a member of staff or by an approved competent person following guidance as may be issued by the SCIO form time to time.  All electrical equipment brought into the school should be in good condition and should have been tested in accordance with statutory electrical regulations currently in force. Nails or screws must not be driven into any part of the school structure or furnishings. Shows involving hypnotism require the special written permission of the Cultural Services Manager at least four weeks in advance. To protect floors during sports activities, games hall / gym hall users must wear non-marking shoes which are kept for indoor use only. Customers using any school premises are required to abide by the Authority’s legislation with regard to Health and Safety.

No smoking

The SCIO has a no-smoking policy in public buildings which applies at all times.

Use of kitchens

School kitchens cannot be used unless there is a member of Facility Services catering staff present. For safety reasons, no children under the age of five can be admitted to school kitchens. All other children must be accompanied by an adult. Perishable food items should not be stored anywhere in the school unless refrigeration equipment is available. If used, kitchens must be left clean and tidy.

Music and copyright

The lessee is responsible for ensuring that permission is obtained for all works covered by copyright. In addition, the hall and school letting staff must be informed of any event which involves the public performance of live or recorded music. (This does not apply to small, purely family events)  In certain cases you will be sent a programme return which must be completed under copyright law.

Raised platforms

Raised structures such as catwalks, stage extensions, ramps and platforms must be inspected by SCIO staff. In certain circumstances it is a legal requirement to obtain a licence from South Lanarkshire Council’s Building Control Service. Further details can be obtained from the hall and school letting staff.

Safety / maximum attendance

The maximum attendance for the type of function taking place in any part of the school must not be exceeded. Details are available from the janitor. Layout of tables and chairs must conform to current fire safety precautions. Fire exits or corridors should never be obstructed. In the event of an emergency the instructions of the emergency services and our staff should be followed.

Payments

All lets should be paid in advance. The SCIO reserves the right to require lessees to pay a non refundable deposit or for the entire cost to be met in advance. Accounts must be paid within 14 days of issue. Failure to pay within the required timescale will result in the cancellation of lets and possible future legal action.

Vetting / accreditation

The SCIO reserves the right to make bookings for children’s or vulnerable adult’s activities subject to a vetting / accreditation procedure.

Gambling

The use of Education premises for any form of gambling for commercial gain is expressly forbidden.

Additional conditions:

These may apply to specialist areas such as pitches, craft areas etc. Please consult the janitor for further information.

Booking and payment conditions

1. General

These conditions should be read in conjunction with South Lanarkshire Leisure and Culture’s (SLLC) Conditions of Let for Schools.

1.2 All hirers must be 18 years of age or over.

1.3 The hirer may not sublet the accommodation to a third party.

1.4 The hirer is responsible for any loss or damage that arises from the let.

1.5 SLLC reserve the right to grant or refuse any application for room hire.

2. Booking / payment

2.1 At least five working days’ notice should be given when making a booking.

2.2 Bookings will only be considered as confirmed once a confirmation of booking is signed by the hirer and has been returned to and received by SLLC.

2.3 For social events a non-refundable deposit of £100.00 (or the full charge if the total let charge is less than £100.00) must be paid before written confirmation of the booking will be issued.

2.4 For social events, SLLC reserve the right to require a cash bond to be lodged with SLLC at least 5 working days in advance of the let. This bond is refundable in part or in full after the event once confirmation has been received regarding compliance with conditions of let in relation to the event.

2.5 The balance of payments for social events must be made at least 28 days before the date of the event.

2.6 One off commercial lets must be paid in full at the time of the booking. For commercial block bookings, lets must be paid monthly in advance on the first working day of each month.

3. Cancellation

3.1 If the hirer wishes to cancel a booking, they should do so in writing or by e-mail to the booking office.

3.2 All deposits taken for room hire are non-refundable in the event of cancellation.

3.3 The following charges apply in the event of cancellation of social events:

• 30-60 days notice: 50% of the outstanding balance
• 14-29 days notice: 75% of the outstanding balance
• Less than 14 days notice: 100% of the outstanding balance

For more information or if you want this information in a different format or language, please phone 01698 476247 or email schoolshallslets@southlanarkshireleisure.co.uk.