Lady Margaret Primary School supports the community and private organisations by letting the school premises for appropriate activities that are carried out under the supervision of suitably trained people.
It is a condition of hire that the procedure detailed in the “Terms and Conditions of Hire” section is accepted and followed
The school’s primary aim for lets is to raise funding to enhance development of the school. The secondary aim is to assist organisations that help children to develop in a whole and balanced way and to learn the skills necessary to reach their full potential. Priority will be given to staff running extra-curricular clubs and the P.S.A. privately run organisations – or those not directly connected to the school – will be charged at differentiated rates. The school is committed to providing a safe environment and takes all reasonable precautions to ensure that events that take place on the school premises are properly supervised.
This policy covers all private hire activities on the school premises and applies to all those attending such activities, whether or not they are pupils at the school.
1. General Conditions
1.1. The routine of the school must not be disrupted. This means that the earliest time any part of the school may be let is 4.45 pm during term time. In many cases, the school will use its discretion to decide the most appropriate time for lettings to commence and cease.
1.2. Any let must be agreed by the Executive Headteacher to ensure it is practical.
1.3. Every effort must be made by the Hirer before a let to protect school books, instruments, displays or anything else that is in the area of the let. Damage to any property will be charged directly to the Hirer.
1.4. The premises must be left in good order and vacated not later than the time booked. A charge will be levied for any time used over and above that booked. Money may be deducted from the deposit should a letting run overtime.
1.5. No Hirer shall sub-let the premises to another party.
1.6. No announcement or advertisement shall be made as to the proposed event or activity for which a hiring is requested until the application for such hiring has been accepted by the Executive Headteacher and Governing Body.
1.7. The final decision to let the school rests with the Executive Headteacher, in consultation with the Governing Body. The organisation of lets are an operational matter although their occurrence should be in line with the strategic aims of the school.
1.8. The Executive Headteacher, in consultation with the Governing Body, reserves the right to decline any applications at their absolute discretion, in particular where the organisation does not uphold the values of the school, or reputational damage may occur.
1.9. Governors will be notified of lettings periodically.
2. Application and Fees
2.1. The person signing the form shall be an officer of the hiring organisation and shall be deemed to be the Hirer and the person responsible for ensuring that the hiring conditions are complied with, if the school accepts the application.
2.2. Lettings are charged on the basis of the level of space/services used see appendix 1. Charges are levied on the time the building is open, not the duration of the let. This allows an adequate level of time for cleaning and security checks.
2.3. Every application must state the exact nature and purpose of the meeting/activity for which the premises is required; failure to correctly identify the nature and purpose of the meeting may result in access being denied, or hiring terminated early.
2.4. Charges for hire are at the discretion of the Governing Body. Cover may be arranged for a Hirer where the Hirer will be indemnified.
2.5. The hiring form includes a clause making the Hirer responsible for any damage wilful or accidental or any theft. (The school’s insurance will cover any major structural damage). A returnable deposit of £200.00 will be asked for and will be used to contribute towards the cost of damage repair/replacement should any be necessary.
2.6. Hirers will have access only to the particular room(s) let to them. The use of the W.C. accommodation will be made available. No access will be permitted to other parts of the building other than those specifically hired.
2.7. The Executive Headteacher reserves the right to cancel a letting if the premises are closed or required for official purposes.
2.8. The new contract should specify room rate charges and the maximum number of pupils allowed in each class (normally 28).
2.9. Full payments of agreed price including the deposit must be made at least 14 days prior to the date of each hire.
3. Insurance
3.1. Schools advise Ealing Council’s insurance section of the intention to hire by supplying the name, address and date and time of hire, so that confirmation of cover may be provided to the Hirer. The attached form must be completed Appendix 2.
3.2. Insurance Company’s liability in respect of any one event is limited to £2,500,000. The first £250 of any claim in respect of third party property damage is not covered.
4. Cancellation
4.1. For ad hoc lets 7 days’ notice of cancellation (in writing) by the Hirer must be given. Deposits will not be refunded on cancellations of less than 7 days.
4.2. Where block bookings have been made on a termly basis, the school requires at least 8 weeks’ written warning of the cessation of the contract (not including school holidays). The school would in turn give the same notice to the Hirer. If the Hirer requires a longer period of notice by the school, then the school would require identical notice from the Hirer.
4.3. The contract for long term lettings will run from 1st April until 31st March. Any review by the school of charges and/or conditions would be made by the previous December and the Hirer informed. The school would expect the Hirer to adhere to similar procedures when informing the school of any changes it proposed to make
5. Licences
5.1. The hired premises shall not be used for the sale or supply of intoxicating liquor without the school’s consent and such consent shall be subject to the Hirer first obtaining the necessary licence or permission required under current legislation, and producing this for the scrutiny if required. Notification of intention to sell and/or consume alcohol must be made on Hire Agreement Form.
5.2. The hired premises shall not be used for the holding of any public entertainment as the school building is not licenced for public entertainment purposes. Responsibility rests with the Hirer to obtain the appropriate licence from PRS (Performing Rights Society) or PPL (Phonographic Performance Licence) if required. If in any doubt, the Hirer is advised to contact Ealing Council’s Environmental Health Officer for confirmation if a licence is required.
5.3. Lettings for music, dancing or stage plays are permissible only if the entertainment is for a closed organisation where admission is by invitation or ticket. The maximum group size is 80 people. Entertainments are regarded as private if admission is restricted to members of a club or similar association and their guests. The Hirer is advised to ensure that only members or persons specially invited, are admitted to any entertainment.
5.4. The hired premises shall not be used for any betting, gaming or gambling.
5.5. The Hirer shall indemnify Lady Margaret Primary School against any infringement of copyright which may occur during the hiring.
6. Furniture and Equipement
6.1. The Hirer’s use of the hired premises shall be deemed to include the use of chairs and tables only.
6.2. Where additional equipment is required by the Hirer this will be subject to an additional charge according to our published rates.
6.3. No equipment or furniture other than that provided may be used or left on the premises without written prior authorisation from the Executive Headteacher.
6.4. The Hirer will be required to ensure that any item of furniture used during the hire is returned to its original position in its original condition prior to leaving the premises.
6.5. The school does not hold insurance to cover loss or damage to Hirer’s property which is stored, kept or brought on to these premises. It is up to the Hirer to take out such insurance.
6.6. No preparations are to be applied to the floor or paintwork.
6.7. Use of equipment which may cause damage to the floors is forbidden.
6.8. The Hirer must undertake to make good any loss of property or damage to premises or property and to compensate the school against all actions, expenses, claims, damages, penalties and demands arising out of or in any way connected with the hiring. A guarantee or security against loss will be demanded prior to confirmation of booking if considered necessary by the Governors.
6.9. Any damage to the premises or its contents by the Hirer must be reported on the day of hire to the Site Manager or person from the school supervising the letting. This must be followed by a written report on the damage caused
7. Good Neighbour Clause
7.1. Lady Margaret Primary School is situated in a residential area and as such we are anxious to be good neighbours.
7.2. Loud music/noise must be kept to a minimum. No letting shall continue beyond 10.30 pm unless permission is obtained in writing from the School.
7.3. All outside activities must be curtailed by 10 pm on any day.
7.4. Music/noise should not be heard from the premises at the school perimeter.
7.5. The Hirer must take responsibility for the clearance of litter and other such waste.
8. Health and Safety
8.1. The Hirer/Hirers shall during the hiring be responsible for:
8.2. The Hirer shall at the end of the hiring be responsible for:
Failure to comply with these conditions may lead to additional charges
8.3. The Hirer shall ensure that:
8.4. The Hirer shall not permit or suffer any damage to be done to the hired premises or any furniture or equipment therein and shall make good to our satisfaction and pay for any damage thereto (including accidental damage) caused by any act or neglect by himself, his agents or any person on the hired premises by reason of the use thereof by the Hirer.
8.5. The Hirer shall not display any advertisement, signage, banners, posters or other such notices on the premises without the prior written agreement from the school.
8.6. It is understood and agreed that Lady Margaret Primary School does not, either expressly or by implication, warrant the premises to be fit or suitable for any sporting or recreational purpose for which the Hirer intends to use them but rely entirely on the skill, knowledge and expertise of the Hirer in choosing so to use them and require the Hirer to discontinue that use immediately upon it becoming reasonably foreseeable that by reason of their condition a participant in or spectator to that sport or recreation or any other person is in danger of suffering injury, loss or damage.
8.7. Except insofar as the Unfair Contract Terms Act, 1977 (or any statutory modification or re-enactment of it) otherwise requires, Lady Margaret Primary School will not be responsible or liable in any way whatsoever or to any person whatsoever (and whether or not there shall be any negligence by its servants or agents) in respect of:
8.8. The Hirer shall be responsible for and shall indemnify Lady Margaret Primary School against all claims, demands, actions and costs arising from the Hirer’s use of the hired premises or from any loss, damage or injury suffered by any person arising in any manner whatsoever out of the use of the hired premises by the Hirer.
8.9. Smoking or vaping anywhere on the school site or grounds is prohibited.
8.10. No animals or livestock may be brought onto the premises without prior written permission from the Executive Headteacher.
8.11. Hirers must have and must provide evidence of first aid training, public liability insurance and any other insurance that Lady Margaret Primary School reasonably considers necessary.
8.12. The views of the school expressed by a member of school staff or governors will be final with regard to Health and Safety issues.
9. DBS Checks
9.1. If a particular letting involves contact with children and young people under 18, children they must follow the guidance issued in Working Together to Safeguard Children 2024.
9.2. The Hirer must ensure and be able to fully demonstrate that they have complied with the Disclosure and Barring Service (DBS) Code of Practice. The Hirer specifically undertakes to ensure that all of its staff and volunteers providing or offering a service on behalf of the Hirer are subject to a valid enhanced disclosure check undertaken through the DBS including a check against the adults’ barred list or the children’s barred list, as appropriate.
9.3. It is the responsibility of the Hirer, as advised by the Executive Headteacher, to ensure that they have complied with the above requirement and any relevant Ealing Safeguarding Children Board requirements for working with young people. When there is a requirement for DBS checks on associated staff to be undertaken, the Hirer must keep appropriate records in line with current Safeguarding and Child Protection best practice and report to the school any safeguarding concerns which may arise.
9.4. A copy of the DBS registration for the event organiser will be requested for lettings involving children under the age of 18
9.5. The Hirer will be required to provide evidence that DBS checks have been carried out on request. They will also be expected to show they have robust Safeguarding arrangements in place and that there is a named “designated person” for referring Child Protection and Safeguarding concerns.
9.6. The policies and procedures related to Safeguarding and Child Protection should be robust enough to stand up to scrutiny in line with the expectations of the school.
9.7. National organisations may have their own safeguarding policies and procedures that stand up to scrutiny and the school should satisfy themselves that the person responsible for the lease is fully aware of Ealing’s policies and procedures as well.
9.8. Where the Hirer is providing sporting activity or coaching, valid and current first aid certificates must be in place when school or First-Aiders are not present.
9.9. A certificate of public liability insurance must also be in place for the provider. Coaches working for that provider must also be able to show evidence of public liability cover if that is a requirement of their role within the organisation that is hiring or letting the school premises.
9.10. An initial Safeguarding meeting may be appropriate prior to the beginning of a lease, to allow a briefing on how to report a child protection concern in Ealing and how to contact the Local Authority Designated Officer LADO if there is a concern about the suitability of an adult to work with children, meeting the criteria stated below –
9.11. Lady Margaret Primary School specifically reserves the right to terminate this agreement with immediate effect if the Hirer does not have in force the appropriate arrangements with regards to the safeguarding of children in their care.
9.12. The Hire Agreement includes an Annual Safeguarding Declaration, Appendix 3, which must be signed by the Hirer.
10.1. The Executive Headteacher, Headteacher, Head of Business, Facilities Manager, Leadership Team and others appointed by the Governors, shall have right of entry to the premises at any time during the hiring
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Approved by:
Executive Headteacher
Last reviewed on:
September 2025
Next review due by:
September 2026