Co-op Academy North Manchester

Premises Hire and Lettings Policy

 Policy details

• Date created - April 2026
• Next review date - April 2029
• Policy owner - Co-op Academy North Manchester

Contents

Introduction                                                                                        2

Definition of a letting                                                                                 2

Types of Lettings                                                                                        3

Charges                                                                                                 4

Security                                                                                                4

Management of lettings                                                                                5

Considering applications for lettings                                                                5

Safeguarding                                                                                        6

Monitoring, Evaluation and Review Date                                                                7

Appendix 1:
Terms and Conditions for use of Premises                                                        8

Introduction

The Governing Body recognises the role of the school within the community and welcomes the use of the School’s premises for a variety of community, leisure and commercial purposes.

We aim to:

• Make sure the school’s premises and facilities can be used, where appropriate, to support community or commercial organisations
• Allow the hiring of the premises without using the school’s delegated budget to subsidise this
• Charge for the use of the premises to cover the costs of hire and, where appropriate, raise additional funds for the school
• Not let any hiring out of the premises interfere with the school’s primary purpose of providing education to its pupils
• Hire out facilities in a way that is safe, following government guidelines and the school’s risk assessment(s)

Definition of a letting

A letting may be defined as:

“Any use of the academy buildings and grounds by parties other than the academy and its partners. This may be a community group (such as a local music group or football team), or a commercial organisation (such as the local branch of ‘Weight Watchers’)”.

The following activities fall within the corporate life of the academy. These activities are not considered to be lettings and costs arising from these uses are therefore a legitimate charge against the academy’s delegated budget:

• Academy Community Council meetings
• Extra-curricular activities for students organised by the school
• School performances
• Family learning
• Parents’ meetings
• Meetings of the PTA
• PTA organised events
• Services provided by partner organisations such as Sure Start or Connexions

Priority for lettings

The academy is mindful of the needs in the local area and has carried out an assessment of local needs. This information has been used to assess the priorities for lettings.

The following lettings are especially encouraged;

• Lettings to ethnic minority groups such as mother tongue or supplementary schools
• Educational activities open to academy students and their families
• Recreational activities open to academy students and their families
• Activities organised by local community groups for the benefit of the local community
• Lettings to parents/carers attached to the academy
• Lettings to people living in the academy’s local community
• Lettings to voluntary organisations
• Lettings to parent/carer support groups
• Lettings to self help groups
• Faith groups
• Lettings to women’s groups
• Lettings to people with a disability
• Lettings to low income groups
• Lettings to children’s groups
• Lettings to youth groups

The following activities are not considered to be appropriate for lettings as they are either well provided for in the local area; are not deemed to be compatible with the ethos of the academy or are not able to be accommodated within the schools facilities;

• Commercial activities with little potential to generate income or support for the academy
• Events selling alcohol
• Activities promoting gambling

Types of Lettings

The academy has agreed to define lettings under the following categories:

• Lettings for activities for students or their parents and carers that provide educational benefit to students, which the academy wishes to subsidise
• Community Lettings for other community activities which should be made on the basis of full cost recovery
• Commercial lettings which will be charged on a cost plus an income margin for the academy

Charges

The scale of charges will be reviewed annually for implementation from the beginning of the next financial year, with effect from 1st September of that year. Details of current charges will be provided in advance of any letting being agreed.

For the purpose of charging, the Lettings Officer is delegated to determine to which group any particular individual or organisation belongs. They are also able to offer any discounts or agree a subsidy for any lettings, as they deem appropriate. The basis of charging will be determined by the purpose for which a letting is arranged.

The academy is constrained by law to apply value added tax to all transactions where this is appropriate.

The minimum hire period will be one hour. The academy reserves the right to require a deposit over and above the hiring charge as a surety against damage to the premises (including any equipment) or the premises being left in an unacceptable condition necessitating their incurring additional cost for cleaning, caretaking or other expenses.

The academy will seek to recover any costs incurred by the school that are unavoidable and result directly from the cancellation of a letting. The timescale and charges for cancellations are set out in the Terms and Conditions of use

Conduct of users

This is set out in the Terms and Conditions for use of academy premises.

Security

The Principal has responsibility for the security of the academy during lettings. Authority is delegated to the Lettings Officer, Facilities Manager and other staff as appropriate to determine the security risk for each letting and for ensuring appropriate control measures. The Lettings Officer and Facilities Manager must share any concerns about security risks for lettings and hirers to the Principal.

Management of lettings

The Governing Body has delegated responsibility for lettings to the Principal in accordance with the Governing Body’s policy. Day-to-day responsibility for lettings lies with the Lettings Officer, who ensures that the Lettings Policy is carried out.

If the Lettings Officer has any concern about whether a particular request for a letting is appropriate or not, she or he will consult with their line manager, the Principal and the Chair of the ACC as appropriate.

The academy should ensure that the terms of any contract for lettings such as supplementary schools; theatre groups; sports activities; cubs and scouts etc, that will require the contractor to employ staff or use volunteers to work with, or provide services for children, regardless of whether they attend the school or not, also requires the contractor to adopt and implement the measures described in this guidance. The academy should also monitor the contractor’s compliance.

An annual report on lettings will be made to the Governing Body and will include information on users, finances, incidents and accidents, enquiries, and any lettings refused.

Considering applications for lettings

Organisations seeking to hire the academy premises should approach the Lettings Officer. Details of charges and conditions of use should be given to them or referred to.

An Initial Request Form should be completed at this stage. A record of all enquiries should be kept on file.

The Lettings Officer will decide on the application with consideration to;

• The priorities for lettings agreed by Governors and set out in the academy’s lettings policy
• The availability of the facilities and staff
• The academy’s equal opportunities, health and safety, safeguarding and child protection policies
• The health and safety considerations such as numbers of users, type of activity, qualifications of instructors etc.

Issuing a Lettings Contract

Once a letting has been approved, a letter of confirmation will be sent to the hirer, enclosing a copy of the terms and conditions and the Lettings Contract.

The Lettings Contract should then be signed and returned to the academy. The academy shall be in receipt of these signed copies before a letting takes place.

The person applying to hire the premises will be invoiced for the cost of the letting, in accordance with the Governing Body’s current scale of charges. We will seek payment in advance in order to reduce any possible bad debts and or a deposit to cover damage.

An official receipt will be issued for all payments received. All lettings fees received will be paid into the academy’s individual bank account. The income and expenditure relating to lettings should be clearly recorded by the academy and reported under the guidelines for Consistent Financial Reporting.

The Lettings Officer on behalf of the Governing Body has the right to refuse an application, and no letting should be regarded as “booked” until approval has been given in writing and payment received in full. The reason for refusals should be recorded on the bottom of the application for lettings form and fully explained to the enquirer.

Safeguarding

The Hirer shall ensure that where a hiring involves activities aimed predominantly at children, and/or the activity is positively supported by the school for the attendance of children, they have appropriate safeguarding policies and procedures in place and that they, themselves and those persons likely to have contact with children, have been subject to Enhanced Disclosure and Barring Service checks. The governors reserve the right to require the Hirer to produce evidence that enhanced DBS checks have been carried out on all persons and to review safeguarding policies and procedures and to impose any additional requirement they consider appropriate in connection with the hiring. If for any reason the governors are not satisfied then they reserve the right to cancel any hiring and there shall be no liability to the Hirer other than to refund any hiring fee or deposit paid. The latest guidance can be found at:

http://publications.education.gov.uk 

Monitoring, Evaluation and Review Date

The Governing Body will review this policy every two years and assess its implementation and effectiveness.  Feedback will be sought from external users in addition to school staff, parents and students.

Appendix 1:

Terms and Conditions for use of Premises

All groups / organisations that use the premises are required to read these terms and conditions and agree to abide by them by signing the Lettings Contract. This will be signed by the nominated person from each group / organisation.

Interpretation

‘The academy’ means the Governing Body of the academy, its employees and agents.

Purpose of use

1. The accommodation shall only be used for the purposes stated on the application, and within the hours agreed in the letting agreement issued by the academy. The Hirer shall be responsible for ensuring these conditions of occupation are observed.

2. The Hirer shall not assign or sublet the whole or any part of the benefit of this agreement.

3. No interference is to be made with Academy property / equipment / premises which do not form part of the letting.

Health and Safety

4. The Hirer is responsible for the effective supervision of the arrangements and activities in the premises during the period of hire and for the prevention of disorderly behaviour so as to ensure that no nuisance or annoyance arises to the occupiers of adjoining premises or neighbouring residents and shall behave reasonably at all times.

5. The academy fire, emergency and evacuation procedures will be forwarded to the Hirer and it is the Hirer’s responsibility to ensure that the whole party is aware of these procedures. The Hirer shall be required to take any precautions necessary to ensure the safety of those attending during the period of hire, including ensuring the means of escape from fire are not blocked or impeded.

6. The Hirer will immediately inform the academy of any emergency, accident or serious incident that occurs on the academy’s premises. This should be done in person and may require the applicant telephoning the Lettings Officer, the Principal, the Facilities Manager, or other senior member of the academy duty staff. The Hirer will be responsible for reporting to the Health and Safety Executive any accident that arises from activities that it organises.

7. The Hirer must be responsible for their members’ and spectators’ health and safety including having a fully trained First Aid officer at every session and the provision of a first aid kit, particularly for sport lettings. Use of the school’s resources is not available.

8. Hirers providing services to children, whether pupils at the academy or others, must have policies and procedures in place to ensure children’s safety, and must provide evidence of these to the school as required e.g. Safeguarding Policy and Use of Mobile Phone Policy, DBS Checks.

Disclosure and barring service checks

9. It may be necessary for the Hirer to undergo a disclosure and barring services check via the Disclosure and Barring Service (DBS). If a particular letting involves contact with children and young people, it is the responsibility of the hirer, as advised by the Lettings Officer, to ensure that they have complied with the DBS Code of Practice.
   
   When there is a requirement for DBS checks to be undertaken, the hirer must keep appropriate records in line with the DBS Code of Practice and report to the academy any safeguarding concerns which may arise.
   
   The hirer will be required to provide evidence that DBS checks have been carried out on request.

Payment of Hire Charges and Deposit

10. Hire charges shall be due and payable before the start of the booking.

11. The academy reserves the right to require a deposit over and above the hiring charge as a surety against damage to the premises (including any equipment), or the premises being left in an unacceptable condition necessitating their incurring additional cost for cleaning, caretaking or other expenses.

Responsibility of the Hirer for Good Order and Safety

12. Where the premises does not have a Public Entertainment Licence the Hirer will be responsible for obtaining such a licence. Any fees for such licences are to be paid for by the Hirer.

13. The Hirer shall comply with any reasonable instructions given by the Principal, Lettings Officer, Facilities Manager, or other member of the academy staff.

14. The academy shall not be responsible for any article brought or left in any part of the premises, or theft or loss of, or damage to vehicles parked in any car park provided.

15. There shall not be brought onto the premises anything of an inflammable, dangerous or noxious character.

16. Illegal drugs are not to be brought onto or consumed on the academy premises. Smoking and the use of electronic cigarettes are not allowed on the academy premises at any time. This includes outdoor facilities e.g. 3G Pitch. Chewing and bubble gums are also prohibited on site.

17. Alcohol is not allowed to be imbibed or sold on the premises unless prior permission is given by the academy and a licence obtained by the Hirer.

18. No nails or fastenings shall be driven into any wall, floor, ceiling or partition of the premises without the permission of the academy

19. The Hirer shall be responsible for any damage to the academy property, equipment or buildings caused by them or their guests. The Hirer must report any such damage to the academy immediately. The Hirer shall repay to the academy on demand the cost of reinstating or replacing any part of the premises or any of the property on the premises  which shall be damaged, destroyed, stolen, or removed during the period of hire  or prior, or subsequent thereto if in relation to or by reason of the hiring. Any such costs will be in addition to the specified lettings charges.

20. It is the Hirer’s responsibility to leave the accommodation in a satisfactory condition that is clean and tidy and to move the furniture and equipment (e.g. stage and lighting) back to its original position or to such a place as will facilitate cleaning. Failure to do this may result in an extra charge for the additional time spent cleaning / resetting the accommodation.

21. The Hirer must obtain express permission from the academy to leave any equipment on the premises. The Hirer is responsible for any equipment they leave on the premises and shall ensure that such equipment is in good repair and after use, safely stowed away. Items no longer required by the Hirer, or deemed by the academy to be unsafe, or beyond repair, or else unsafely stored on the Premises shall be promptly removed by the Hirer on demand. If such request is not complied with by the Hirer within 30 days, the items may be disposed of by the academy and the Hirer shall reimburse the academy for any expense which it incurs.

Indemnity & Insurance

22. Co-op Academy North Manchester disclaims liability for injury or damage to persons or property upon its premises (so far as they are legally able to do so).

23. The Hirer agrees to indemnify Co-op Academy North Manchester, its employees and agents against all actions, proceedings, claims, damages, awards or costs in respect of loss, damage, death or personal injury during the period of hire or before or after that time if such death or injury in any way related to the hire of the premises except where such death or injury occurs as a result of the negligence or breach of duty of the academy or their agents or employees. The indemnity must be covered by public liability cover to the sum of £5 Million including fire damage to the premises and its contents. Co-op Academy North Manchester reserves the right for the hires to produce documents of the cover / policy as proof.

Advertising

24. No advertising shall be permitted without the prior consent of the academy. The academy logo / branding should not be used.

Cancellation

25. The academy reserves the right to cancel the booking at any time without notice and without assigning any reason, but will endeavour to give as much notice as possible. In such circumstances, the academy will refund any monies paid but will not be responsible for any loss or expenditure whatsoever in relation to the letting which the Hirer may have incurred or be liable to pay. The academy reserves the right to refuse any application for Hire as it may deem fit or withdraw permission for any letting at any time.

26. If the Hirer cancels their booking 10 or more working days before the date of the booking, the full fee and deposit (if applicable) will be refunded to the Hirer. At the discretion of the Co-op Academy North Manchester, the academy reserves the right; if less than 10 working days notice is given, to return only 50% of deposit. If less than 5 working days notice is given by the Hirer, the academy reserves the right to issue no refund of the deposit.

The applicants will complete all relevant paperwork in a true and accurate way. False information may lead to an application being terminated

ACADEMY ETHOS 

As part of the Co-op Academies Trust, we follow our ‘Ways of Being’. No matter what we do, they are the way that we do it.

We take pride in showing these values in all of our relationships with hirers, customers and our community. Guests and visitors should demonstrate these values with Co-op Academy Staff and when using the academy venue. This is expected as part of the lettings/hirings contract.

No letting should be regarded as “booked” until payment is received in full or deducted directly from hirers revenue by Co-op Academy North Manchester and all requested paperwork has been submitted and signed. The academy has the right to refuse any application or cancel bookings.

 Lettings Policy: Terms and Conditions.

The Trust supports the use of the Academy out of academy hours as a community resource. Charges will reflect the additional costs to the Academy and significant discounts will be available for groups using the premises during normal opening times and when another group is using the premises. There will also be discounts for groups using more than one facility at the same time

Bookings will be accepted subject to the needs of the Academy, which will have priority. In particular, external use of facilities such as halls, dance studio, multimedia zones and sports facilities may be very restricted during examination periods

Bookings for events such as car boot sales, jumble sales, political meetings (except when authorised by the Chief Executive during an election) and events involving livestock will not be accepted

Bookings during Academy holidays and weekends will be subject to staff availability

If a booking is cancelled by the Academy for urgent cause, all practicable notice will be given and a full refund made and/or an alternative date or facility offered. Bookings are only accepted on the understanding that the Trust accepts no other liability in respect of cancellations.

If you need to cancel your booking please inform us by email: enquiries@northmanchester.coop

If you do not attend the booking without previously informing us, the full booking fee remains payable. Cancellations will incur the following charges.

Should circumstances mean that you need to transfer to a different venue on an alternative date, a £25.00 admin charge will apply if less than 10 working days’ notice is given. In the event of there being insufficient numbers attending your event, CANM reserves the right to cancel or postpone the booking. We will endeavour to inform all participants via their named booking representative at least five working days before the event is due to take place. All event fees paid will be reimbursed in full, or the payment will be transferred in full to another CANM event. CANM shall not accept liability for any consequential loss and shall have no liability to reimburse any other costs that may have been incurred, including transport costs, accommodation etc - To book contact – School Enquiries - Tel; 0161-681-1592 main reception

All terms and conditions set out below must be adhered to. The “Hirer” shall be the person making the application for a letting, and this person will be personally responsible for payment of all fees or other sums due in respect of the letting.

Status of the Hirer

Lettings will not be made to persons under the age of 18, or to any organisation or group with an unlawful or extremist background. The hire agreement is personal to the hirer only, and nothing in it is intended to have the effect of giving exclusive possession of any part of the Academy to them or of creating any tenancy between the Academy and the hirer.

Persons may have to undergo, at the discretion of the Trust, a criminal record check via the Criminal Records Bureau (CRB). If a particular letting involves contact with the Academy’s pupils, all personnel involved must undergo a CRB check, in accordance with Manchester College policy. These checks must be made by prior arrangement with the Principal, with at least half a term's notice in advance to ensure that the checks can be carried out in time.

Any adults working with the Academy’s pupils (for example, at an after Academy sports club) must be appropriately qualified.

Priority of Use

The Principal will resolve conflicting requests for the use of the premises, with priority at all times being given to Academy functions.

Attendance

The Hirer shall ensure that the number of persons using the premises does not exceed that for which the application was made and approval given.

Public Safety

The Hirer shall be responsible for the prevention of overcrowding (such as would endanger public safety), and for keeping clear all gangways, passages and exits. The Hirer shall be responsible for providing adequate supervision to maintain order and good conduct.

Own Risk

It is the Hirer's responsibility to ensure that all those attending are made aware of the fact that they do so in all respects at their own risk.

Damage, Loss or Injury

The Hirer warrants to the Trust that it has appropriate public liability insurance to cover all its legal liabilities for accidents resulting in injuries to persons (including all participants in the activity for which the premises are being hired), and/or loss of or damage to property, including the hired premises, arising out of the letting. The minimum limit for this insurance cover is £25 million. The Hirer must produce the appropriate certificate of insurance cover before the letting can be confirmed.

The Academy will not be responsible for any injury to persons or damage to property arising out of the letting of the premises.

All clubs must have a first aid kit and qualified first aider on site.

Furniture and Fittings

Furniture and fittings shall not be removed or interfered with in any way. No fittings or decorating of any kind necessitating drilling, or the fixing of nails or screws into fixtures which are part of the Academy fabric, are permitted. In the event of any damage to premises or property arising from the letting, the Hirer shall pay the cost of any reparation required.

Academy Equipment

Responsible adults must supervise the use of any equipment, which is issued and ensure its safe return. The Hirer is liable for any damage, loss or theft of Academy equipment they are using, and for the equipment's safe and appropriate use.

Electrical Equipment

Any electrical equipment brought by the Hirer onto the Academy site MUST comply with the LA code of practice for electrical equipment. Equipment must either have a certificate of safety from a qualified electrical engineer or be inspected by the LA. The intention to use any electrical equipment must be notified on the application.

Car Parking Facilities

Subject to availability, the Hirer, and other adults involved in the letting, may use these.

Toilet Facilities

Access to the Academy’s toilet facilities is included as part of the hire arrangements.

First Aid Facilities

There is no legal requirement for the Academy to provide first aid facilities for the Hirer. It is the Hirer's responsibility to make their own arrangements, such as the provision of first aid training for supervising personnel, and the provision of a first aid kit, particularly in the case of sports lettings. Use of the Academy’s resources is not available.

Fire Regulations

The person responsible for the security of the premises before, during and after the hire will explain the fire procedures to the hirer. The advice will specifically relate to emergency evacuation procedures, fire alarm points and firefighting equipment, assembly points and roll call of personnel, location of telephone and how to summon the Fire Brigade and emergency services. A written copy of Academy’s fire evacuation procedures will be issued to hirers.

Included with this policy are your fire evacuation procedures.

Food and Drink

No food or drink may be prepared or consumed on the property without the direct permission of the Trust, in line with current food hygiene regulations. All litter must be placed in the bins provided.

Intoxicating Liquor

No intoxicants shall be brought on to or consumed on the premises.

Smoking

The whole of the Academy premises is a non-smoking area, and smoking is not permitted.

Copyright or Performing Rights

The Hirer shall not, during the occupancy of the premises, infringe any subsisting copyright or performing right, and shall indemnify the Local Education Authority and or the Trust against all sums of money which they may have to pay by reason of an infringement of copyright or performing right occurring during the period of hire covered by this agreement.

Sub-letting

The Hirer shall not sub-let the premises to another person.

Charges

Hire charges are reviewed annually and the current charge includes VAT. A 10 week block booking paid via Parent Pay in full and in advance will exempt you from VAT charges.

Licenses

The Hirer is responsible for obtaining all necessary licences, consents and/or permissions that may be required from any source in connection with this letting and the activity stated in the Lettings Request Form.

Variation of Scales of Charges and Cancellations

The Hirer acknowledges that the charges given may be increased from time to time (they will be reviewed by the Trust on an annual basis) and that the letting may be cancelled, provided that in each circumstance at least 28 days’ notice either way is given. It is the Hirer's responsibility to notify interested parties in writing (where appropriate) of any changes in dates or venues at least a week in advance. Any cancellation of bookings will incur a possible addition to VAT cost to the remaining sessions.

Security

The Governors will hire and pay for a person to be responsible for the security of the premises before, during and after the hire, and for the cleaning of the premises after its use. This cost will be included in the charge for the letting. If no suitable person can be employed, then the letting will not be allowed or will be cancelled. Only named key holders may operate the security system. Keys should not be passed to any other person without direct permission of the Trust or the Academy.

Right of Access

The Trust reserves the right of access to the premises during any letting. The Principal or members of the Trust may monitor activities from time to time.

Conclusion of the Letting

The Hirer shall, at the end of the hire period, leave the accommodation in a reasonably tidy condition, all equipment being returned to the correct place of storage. If this condition is not adhered to, an additional cost may be charged.

Vacation of Premises

The Hirer shall ensure that the premises are vacated promptly at the end of the letting. The Hirer is responsible for supervising any children taking part in an activity until a responsible adult collects them.

Promotional Literature/Newsletters

The Principal must sanction a draft copy of any information to be distributed to participants or through the Academy, a week prior to distribution by the Hirer.

Facilities Price List

Sports related booking only

All non-block bookings are subject to VAT at a rate of 20%. Block bookings are exempt to qualify for exemption from VAT a full rate must be paid for the block of 10 sessions. No income will be refunded and cancelled booking will still be required to pay for the session. If for any reason the booking is cancelled the remaining session will be required to have VAT charged at the rate of 20% included in the price.

I agree to the terms and conditions on behalf of ………………………………………………..

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

Name………………………………………………………………………………………….

Position held within the organisation….................................................................................

Date……………………………………………………………………………………………

CANM. contact name………………………………………………………………………..

Full organisation address…………………………………………………………………….

Email…………………………………………..Telephone number………………………..