Hire Terms and Conditions

WOODHOUSE COLLEGE TRADING

TERMS AND CONDITIONS OF HIRE 2024-2025

1. General Terms

Woodhouse College Trading (WCT) operates for and on behalf of the Frontier Learning Trust (FLT) and generates income through letting its facilities to the local community of Barnet and neighbouring boroughs. All profits are reinvested back into the Trust to improve facilities and services. WCT reserves the right to refuse or deny bookings where there is a clear conflict of interest that could result in reputational damage to the Trust or its partners.

All applications for hire must be made through the Woodhouse College Lettings Team, including all subsequent enquiries and correspondence. A booking form must be completed in full and returned in good time. No booking can proceed without a fully completed, signed application of hire agreement.

Lettings are managed via the online booking system BookingsPlus: https://lettings.woodhouse.ac.uk/. Bookings added by an administrator are created as provisional. The hirer must log in to confirm the booking, and check that all details are correct.

Changes to personal details or changes in organiser/treasurer must be submitted in writing in good time. Hirers will receive automated email notifications when bookings are processed; discrepancies should be reported to [email protected] immediately. Check your junk mail, as emails may be redirected as spam. Facilities can only be used once a booking has been confirmed.

The person confirming the booking is personally responsible for ensuring all terms and conditions are adhered to. If two people share administrative/paying responsibility, this must be clear on the booking form. The person confirming, but not attending, must appoint someone to be in charge on-site.

Hirers must only use the accommodation for the stated purpose and appoint a responsible adult (18+) to be in charge at all times, who must make themselves known to the Community Lettings Supervisor on arrival.

The College will not be liable for loss caused by equipment breakdown, utility failure, fire, explosion, government restrictions, pandemics, epidemics (including COVID-19), or weather-related closures or interruptions.

Sub-letting is prohibited.

No smoking (including e-cigarettes/vapes) is allowed.

Alcohol consumption requires written permission. Selling alcohol requires a license from the local authority.

Naked flames, flammable liquids, solids, or gases (including candles, gas burners, fireworks) are strictly prohibited.

Advertising banners, posters, and temporary structures require prior permission. Anything deemed unsuitable must be removed.

Only water may be consumed in the Sports Hall and Dance Studios.

Hirers have access only to the booked room(s), including washrooms if applicable. No access to other areas is permitted. Toilets are clearly marked—please respect this.

All property must be removed at the end of hire unless alternative arrangements are agreed in writing. The College is not responsible for left property. Storage requests are unlikely to be approved. Hirers should not assume room equipment (PCs, smartboards, lighting) is included unless confirmed in advance.

Music must not infringe copyright; hirers are responsible for obtaining licenses. Noise must be kept reasonable to avoid nuisance; repeated complaints may lead to booking review or cancellation.

The kitchen is unavailable for hire. Outside food may be brought in, and hotplates may be used in the dining room only if agreed in advance. Hirers undertaking catering must:

• Clean all serveries and eating areas, disposing of all waste
• Supply their own tableware and glassware
• Comply with H&S at Work and Food Hygiene Regulations
• Not cook on the premises

Filming or photography is generally prohibited; prior permission is required. If granted, the College and its students/staff must not be identified.

The College may hire premises to more than one group for similar activities. Facilities (including the 3G pitch) may be withdrawn without notice if unfit for use.

The College may refuse or withdraw permission for hire at any time. Refunds are limited to fees paid. Permission may be refused or cancelled if reputational risk is identified; the Principal makes these decisions.

Failure to keep accounts up to date may result in cancellation. Invoices and credit notes are stored in the booking system.

Disputes shall be settled by the Principal. Breach of terms may result in immediate termination without refund.

2. Concession Rate for Block Booking

Hirers are entitled to a 10% concession rate if:

2.1 The booking consists of 10 or more consecutive dates.
2.2 Each booking is for the same day(s).
2.3 Each booking is for the same activity(ies).
2.4 Each booking is at the same location (different rooms/pitches allowed at the same site).
2.5 Gaps between sessions do not exceed 14 days.
2.6 Payment for the entire block must be made before the first session.

Concession bookings cannot be changed once paid. Non-payment prior to the first session voids the discount; standard rates apply.

3. Cancellations

3.1 By the Hirer

3.1.1 Cancellations must be in writing to [email protected]. Telephone, voicemail, or text cancellations are not accepted.

3.1.2 Refunds or credit notes:

• 3.1.2.1 One-off bookings require 48 hours’ notice for full refund/credit. Less notice = full charge.
• 3.1.2.2 Block bookings require one month’s notice for full refund/credit.
• 3.1.2.3 One-off bookings within a block of 10 sessions are not refundable.

3.2 By the College

3.2.1 The College may cancel bookings anytime. Notice will be given where possible, and alternative accommodation offered if feasible. Credit notes or refunds will be issued if not. The College is not liable for hirer commitments incurred due to cancellation.

3.2.2 Once hire is confirmed, invoices are issued. Payment is required in advance unless agreed otherwise.

3.2.3 Standard invoices are raised monthly; concession invoices are raised before block booking starts. Hire rates are reviewed annually and may change.

3.2.4 Facilities must be left clean and litter-free. Cleaning fees may apply for non-compliance. Repeat offences may lead to booking review/cancellation.

3.2.5 Access is only during booked times. Premises must be vacated on schedule. Non-compliance may incur charges or cancellation of future bookings.

4. Health and Safety Protocols

4.1 Keep all doors, entrances, corridors, and exits clear.

4.2 Hirers must brief participants on emergency exits and procedures, evacuation routes, assembly points, fire alarms, firefighting equipment, and telephones (see Appendix 1).

4.3 Ensure sufficient first aid provision, including qualified staff and equipment.

4.4 CLS on duty has a first aid box and wheelchair; contact via 07958 202731.

4.5 Two defibrillators onsite: beside 3G pitch (code 3456) and in main office. Follow instructions or call 999.

4.6 Report all accidents to CLS; complete and return accident forms.

4.7 Comply with equipment signage and instructions.

4.8 Inform CLM of disabled visitors in advance for evacuation planning.

4.9 Hirers are responsible for attendees’ awareness of personal risk.

4.10 Footwear that may damage floors is prohibited; no floor treatments. On the 3G pitch, studded footwear or blades are not allowed. Spectators are not allowed (see Appendix 2).

5. General Housekeeping

5.1 Return furniture/equipment to original positions. Do not swap furniture from other rooms without approval. Confirm layout with CLS.

5.2 Do not alter, remove, or interfere with fittings, appliances, or IT equipment without prior approval.

5.3 Hirers pay for any loss or damage arising from hire.

5.4 Ensure litter is cleared at the end of bookings. Repeat offences may lead to booking review/cancellation. Lost property may be donated to charity each term.

6. Parking

6.1 Parking is available but cannot be guaranteed. Nearby street parking may be used. Park considerately.

6.2 Do not offend neighbours with inappropriate parking.

6.3 Observe 5mph speed limit and one-way system.

6.4 Keep access for emergency and service vehicles.

6.5 Children must be accompanied into the building.

6.6 Parking is at hirer’s risk; College is not responsible for damage or theft.

7. Safeguarding

7.1 Organisations with under-18s or vulnerable adults must have a safeguarding policy; College may request a copy.

7.2 Hirers must ensure staff/volunteers have valid DBS checks; College may request evidence.

7.3 College is not responsible for safeguarding external lettings. Hirers must not imply College involvement.

7.4 Children and young people must be supervised at all times.

7.5 Abuse or threatening behaviour toward staff/clients is prohibited and may result in immediate cancellation.

8. Privacy Notice

Personal information provided in the application form is used for:

• Facility hire administration
• Improving services
• Safeguarding
• Legal compliance (e.g., H&S records)

Information is not sold to third parties but may be shared with the College for these purposes.

Complaints: email [email protected]. If unresolved, contact the Estate Manager ([email protected]) and then the College Leadership Team.

By booking, the hirer acknowledges and agrees to all terms and conditions.