Operations

Hiring Procedures

When an interested party has indicated that they wish to hire other facilities the following procedures will be followed.

Arrange for the hirer to meet with the Operations Secretary and the Site Manager.

Find out dates and times required.

Find out what type of event.

Find out rooms required.

Find out how many people will be attending.

Inform the hirer that if more that 80 people will be attending that a minimum of 2 caretakers will be required.

Inform the hirer that the school will be able to provide technical assistance if only one technician is required for the use of sound and lighting. For larger function the school will make the necessary technical arrangements with an appropriate external conferencing provider.

Inform the hirer that they will also be charged for a cleaner or cleaners depending on size of function.

Inform the hirer that they will need to approach an external catering provider directly to make the necessary arrangements if catering is required.

Explain to the hirer about giving the school a copy of their up to date insurance document, showing public third party indemnity no less than £5,000,000.

On gaining information from the hirer.

Operations secretary to calculate the overall cost of the event.

Arrange meeting with Assistant Headteacher (Operations), Operations Secretary and Site Manager to discuss requirements of hirer.

After discussion, decide upon the availability of the resources required.

Agree or amend costing of event.

Inform the hirer if event can take place along with related costs.

The Site Manager to liaise with caretakers and cleaners and confirm availability and make necessary arrangements to work.

On agreement of the hire of the school premises.

Agree the cost with the hirer.

Send the hirer all booking documents by post or via e-mail.

Operations Secretary to put the provisional booking on the whole school electronic calendar.

Inform staff which rooms / areas will be required, times and dates.

On receipt of booking forms and Insurance

Operations Secretary to check booking forms received.

Operations Secretary to check and to contact hirer if documents are not accurate.

Finance Manager to check Insurance Document and contact hirer if additional insurance information is required.

Operations Secretary to file original completed documentation in the Community Bookings File and give a copy to the Finance Assistant.

Operations Secretary passes on copy of the agreed costing to the Finance Assistant.

Finance Assistant invoice the hirer. In her absence the Finance Manager will make the necessary invoice arrangements.

Finance Assistant to inform Operations Secretary when invoice has been sent to the hirer and when the invoice has been paid.

Operation Secretary to check that the hirer has paid 7 days in advance of the arranged event. If payment has not been received, Operation Secretary to remind Finance Assistant to chase payment.

Operation Secretary will arrange necessary technical requirements either in house or with an appropriate external conferencing provider.