1.APPLICATIONS

Applications for use of premises must be made on the official booking form and sent to the Operations Secretary.

An application only becomes a booking when the Hirer is sent an invoice by the Finance Department.

2.PAYMENT

Upon acceptance of a booking, an invoice will be sent prior to the event date. All cheques should be payable to ‘The Treasurer of the States’. Payment is required at least 7 days before commencement of the event or first session.

3.CANCELLATION

By the Hirer

All cancellations of events must be notified in writing to the Operations Secretary. Telephone calls will not be accepted.

The total charge for the booking will remain payable unless the facility is re-let. It is to the Hirer’s advantage to notify the Operation Secretary of any cancellations as far in advance as possible to increase the possibility of re-letting.

If the Hirer cancels on a regular basis, permanent bookings will be reviewed for the next session.

By the School

The School reserves the right to cancel or close any facility at its discretion. In these circumstances monies paid for unused bookings, or booking period, will be refunded in full.

4. USE OF FACILITIES

The premises may only be used for the purpose specified in the application and in the event of it being used by the Hirer for any other purpose, the School will be entitled to stop the activities and to terminate the booking immediately. The booking fee will not be returnable in such circumstances.

5. BOOKING TIMES

These shall include a 30-minute preparation and cleaning up time. An extension of the period booked can be granted if the requested times are available. Extension time for an event is made at the discretion of the School.

Preparatory operations will not be allowed to commence before the time of the booking and the facility must be cleared of all equipment and persons by the end of the booking except where prior arrangements have been made.

6. EQUIPMENT

All equipment available to the school may be used by the hirer at the discretion of the School. All equipment used must be replaced to the location it was found and any faults must be reported to the Operation Secretary as soon as possible. All Hirers will need to complete the “Responsibility for Equipment During Hire” form. Please see Indemnity below.

7. CLEANING

The Hirer shall leave the premises tidy and ensure all furniture is returned to the original layout. All hired events would normally require at least one cleaner in order to return the school to operational standards. Cleaning costs can be found in the Hire Charges Schedule.

8. DAMAGE

The Hirer shall not cause damage to the premises of any kind.

Should accidental damage occur, the Hirer shall notify the School at the first opportunity. If such notice does not occur or if, in the opinion of the school, the damage was caused by willful action or inaction on the part of the Hirer, the Hirer will be charged the full cost of repairs or replacement.

9. ACCESS

Access to other areas of the premises, not included in the booking, may be agreed at the discretion of the School. Unless such agreement is granted, access to all areas such as staff rooms, classrooms, and laboratories is forbidden.
The Hirer shall be responsible for the observance of these conditions of entry by all persons permitted by the hirer to enter the premises under the agreed booking.

10. CONTROL

The Hirer or Hirer’s representative shall be in attendance at all times throughout the period of the booking and shall, at all such times, be responsible for the safe practice of any activity undertaken.

11. ADMISSION

The School reserves the right to refuse admission to any person to the establishment. The School shall have the right to expel or cause to be expelled any drunken or disorderly person, or any person acting in an unacceptable manner.

12. SAFETY, HEALTH & SECURITY

The Hirer must at all times comply with any or all safety and security policies and procedures in force on the premises. Access to the doors and passages must not be obstructed at any time and any layout of equipment and/or seating must be agreed in advance and must not be altered without the permission of the School. The Hirer must also, at all times, comply with any reasonable instruction given by the School, in connection with safety and/or security. The Hirer shall not bring onto the premises any articles of an inflammable or explosive nature. The hire of the caretaker/s for the safety and security of the premises is included within all hire costs.

13. INDEMNITY

Though it is very comprehensive, the insurance cover maintained by the States of Jersey, does not insure Hirers for accidents or injuries caused by or during the activity undertaken. The Hirer must be in possession of a Public Liability Insurance Policy, which shall be endorsed to note the interest of the States of Jersey, in respect of any hired facilities. The limit of indemnity is to be not less than £5 million and proof of such cover, noting the interest of the States of Jersey, will be required before the hiring commences and before an invoice is sent. The Hirer must complete and return to the School, the ‘Responsibility for Equipment on Loan’ form. The Hirer, in the event of loss, theft, or damage to an item of equipment belonging to the School and on loan to the Hirer must reimburse the Education Sport and Culture up to the first £500 in the event of a claim, subject to the policy excess, if an increase occurs.

14. PROPERTY BELONGING TO THE HIRER

Neither the School nor any of its employees shall be responsible for any damage to, or loss of, any property, whether belonging to the Hirer, or to any person using the premises during a booking or at any other time. In addition, equipment and materials may only be stored on the premises by prior arrangement with the School.

15. ALCOHOL AND REFRESHMENTS

No refreshments may be brought onto or sold within the premises without the prior consent of the School. Smoking is prohibited in all internal and external areas. No alcohol of any kind may be brought onto the premises. With the School’s agreement, the Hirer may wish to contact an external licensed catering provider prior to the booking to arrange an alcohol license.

16. BROADCASTING / TELEVISION / MEDIA

The School must be consulted and must give their permission before broadcasting / television rights are agreed to, or film, video or photographs for any professional use or publication are taken.

17. NOISE

The operation of any recording devices or amplification equipment shall only be carried out with the consent of the School. If such consent is given, the Hirer shall at all times respect the requirements of other users and neighbours of the premises and the School may at any time require that the level of sound be reduced. During the summer months all doors and windows must be shut at 7.00 pm and winter months 6.00 pm in order to prevent noise pollution. In the event of non-compliance with this condition, the School may immediately prohibit the use of the equipment or, failing this, terminate the booking.

18. ADVERTISING / PUBLICITY

Advertising posters or other such publicity may only be erected in the areas designated and with the consent of the School. Under no circumstance should any posters be secured to painted walls.

19. FIRST AID

Adequate first aid precautions must be taken as appropriate by the hirer. Hirers must provide their own first aid kit at all times. Any injury to a person is the responsibility of the hirer and not the school. The hirer must keep a record of any first aid given and all injuries must be reported to the school at the earliest possible time. The school holds no responsibility for injuries and accidents.

20. THE HIRER IS ALSO RESPONSIBLE FOR

The administration, organisation, and running of a particular event. Ensuring that all participants are appropriately dressed including footwear, that is appropriate for the particular activity and area in use.

21. CHARGES

Charges for the use of the facilities shall be laid down by the School, which reserves the right to vary them with appropriate notice.

22. BREACH OF REGULATIONS

If any period of hire is cancelled or terminated by the School, as a result of a breach of any of these conditions, the Hirer shall remain liable for the charges due up to and including the time of hire termination.

23. EMERGENCY EVACUATION

The Hirer must make all attendees to any event aware of the emergency procedures and assembly point(s) designated for the premises. An evacuation procedures document is included in this pack.

24. PARKING

Often events have large numbers of people attending. If parking attendants are required an additional caretaker/s will need to be hired.