Multi-Use Games Area
Hire Procedure
Contents
Page
Procedures
1
1
2
3
1
1
2
3
4
6
7
8
9
4
Responsibilities
Letting Procedure
Administrative Procedure
Letting Policy
Letting Conditions
Hire of Outdoor
Hire of Outdoor Facilities Form
Health & Safety Checklist Form
Multi-Use Games Area Rules & Regulations
This document is available in large print or in an alternative format that meets your needs. Please
contact the HR Officer. February 2008
Ref:POL0037
Multi-Use Games Area
Hire Procedure
Procedures
1
Responsibilities
The Kingsway Fitness Suite Manager is responsible for letting the outdoor facilities outlined in the hire of outdoor facilities
policy, and to ensure that all such letting activity complies with agreed terms and conditions.
2
Letting Procedure
All administrative functions relating to letting are undertaken by Kingsway Fitness Suite.
Details of any letting including customer correspondence, hire agreements and other related documentation are kept by
Kingsway Fitness Suite
The hirer will receive a copy of hire agreement and letting details. Where the facility has been hired on behalf of another
identified key person, it is the responsibility of the hirer to ensure the identified key contact also receives a copy of the
agreement.
The key person will be on the College premises during a letting event and will be the customer point of contact throughout
the period of the letting. The key person will also assist the customer to ensure the lettings agreement and related letting
conditions are followed. February 2008
Page - 1 -
Ref:POL0037
Multi-Use Games Area
Hire Procedure
Procedures
3
Administrative Procedure
1
New Enquiry (post or telephone/fax)
1.1
Use booking checklist to ascertain as much information for the booking as possible. Check availability at this time.
1.2
Offer to arrange for the customer to view the facilities.
1.3
Send the customer a booking form/agreement form by post/fax with all terms and conditions.
1.4
Customer makes provisional booking by sending booking form back by post/fax.
1.5
Customer is sent by post/fax a quotation for the booking.
1.6
Customer will confirm with the acceptance slip.
1.7
The hire agreement will be signed by a member of staff and sent by post/fax to the customer.
1.8
The letting will now be confirmed.
1.9
Payment is due 7 days in advance unless customer is to be invoiced.
2
Enquiry in person
2.1
Use booking checklist to ascertain as much information for the booking as possible. Check availability at this time.
2.2
Offer to arrange for the customer to view the facilities.
2.3
Give the customer a booking form/agreement form with all terms and conditions.
2.4
Customer makes provisional booking by sending booking form back by post/fax or over the counter.
2.5
Customer is sent by post/fax a quotation for the booking.
2.6
Customer will confirm with the acceptance slip.
2.7
The hire agreement will be signed by a member of staff and sent by post/fax to the customer.
2.8
The letting will now be confirmed.
2.9
Payment is due 7 days in advance unless customer is to be invoiced.
3
Enquiry from existing customer user/s. Repeat business.
3.1
Use booking checklist to ascertain as much information for the booking as possible. Check availability at this time.
3.2
Send the customer a booking form/agreement form by post/fax with all terms and conditions.
3.3
Customer makes provisional booking by sending booking form back by post/fax.
3.4
Customer is sent by post/fax a quotation for the booking.
3.5
Customer will confirm with the acceptance slip.
3.6
The hire agreement will be signed by a member of staff and sent by post/fax to the customer.
3.7
The letting will now be confirmed.
3.8
Payment is due 7 days in advance unless customer is to be invoiced. February 2008
Page - 2 -
Ref:POL0037
LETTINGS POLICY
Statement
Regulations
Kingsway Fitness Suite has a range of facilities
available for letting.
All hirers should read the Letting Conditions
and Health and Safety Information before
signing the Letting Agreement. The purpose of
these rules are to protect the hirer and the
college.
Individuals, groups, business and
organisations can apply to use this range of
facilities using the Fitness Suite letting
scheme.
What is available
All hirers are required to complete and sign the
Letting Agreement. Failing to sign the Letting
Agreement will be regarded as the letting
being void.
Flood-lit Multi-use Games Area (MUGA)
The MUGA hosts a variety of sports and games
such as Tennis, Football, Basketball, Netball and
Hockey
In the event of a breach of these regulations
the Fitness Suite reserves the right to cancel
any planned event without notice.
Junior Football Pitch
7-a-side football pitch.
Access for Disabled People
Full Size Football Pitch
NB: Kingsway Fitness Suite will hire out
equipment at extra cost subject to availability.
Applications
Applications for hire and details of
accommodation type, availability cost and letting
conditions together with more detailed
information can be obtained from:
Kingsway Fitness Suite, North Lindsey College
Kingsway, Scunthorpe, North Lincolnshire DN17
1AJ
Tel: (01724) 294150, Fax: (01724) 294152
email: [email protected]
February 2008
Kingsway Fitness Suite seeks to improve the
services it offers and in doing so, aims to take
account of the needs of disabled people who
might use its facilities.
The letting of facilities agreement requires
potential customers/hirers to consider the
needs of their customers when assessing the
suitability of our facilities for their use.
On request, specific information relating to
accessibility and emergency evacuation
procedures for disabled people can be
provided for individual facilities. We strongly
recommend hirers/users visit our facilities prior
to booking to ensure the facilities meet the
needs of all their potential users.
Page - 3 -
Ref:POL0037
LETTINGS CONDITIONS
General
Facilities may only be used for the purpose for
which they have been hired.
The hire does not include the use of any
equipment that belongs to the Fitness Suite or
that the hirer has not included in the
application for hire documentation.
Equipment is available at extra cost and
subject to availability.
The hirer must be over 18 years of age and
shall be the person who signs the hire
application. If the application is on behalf of a
group, business or organisation the signatory
will be that of a duly authorised officer or
representative.
The hirer, if called upon by the College will
furnish for approval a copy of a programme of
entertainment.
Should the programme not be approved by
the College the hirer will be allowed to cancel
without payment.
Advertising for an event held on college
premises must specify that North Lindsey
College is not the organising body.
Fees
Fees for hiring Kingsway Fitness Suite
facilities shall be in accordance with a scale
of charges, which is available in the
application document. Further charges may
be levied if additional running costs are
incurred by the hiring of the facilities. These
fees are subject to revision from time to time
by the Fitness Suite without notice.
The Manager of the Fitness Suite has the
authority to wave or reduce the fee in
appropriate circumstances.
A returnable deposit may be required to
cover damages at the time the hire fee is
paid and on receipt of confirmation of the
booking.
Equipment not specified in the hire
application is subject to a hire fee and also a
returnable deposit to cover any damages.
NB: All equipment hire is subject to
availability, to avoid the possibility of
equipment not being available, a request
should be made to the Fitness Suite well in
advance to determine if the equipment is
available at certain times.
Sub letting is strictly forbidden.
Payments for hire of facilities are due a week
in advance of booking.
Whilst on College premises you are required
to adhere to college’s policies including equal
opportunities, health and safety, misuse of
substances, data protection, harassment etc,
all copies can be obtained from the Fitness
Suite Manager.
Insurance
All hirers should ensure that they have
adequate public liability insurance and where
appropriate, appropriate employers liability
insurance. Evidence of this insurance liability
may be requested at the time of booking.
Failure to comply with the conditions detailed
on the hire agreement may incur additional
charges. There shall be no variations of these
conditions without the approval of the Fitness
Suite in advance.
Care of Premises
The hirer shall at the end of the hire period
leave the facilities in clean and orderly state.
Failure to do so may result in a charge for
cleaning at a commercial rate.
The Fitness Suite reserves the right to refuse
a particular activity if it is felt not appropriate
use of the facility or is not compatible with the
college's equal opportunity policy.
The hirer shall be liable to all damages to the
premises arising out of the hiring howsoever
and whomsoever caused, and shall
indemnify the College against all loss,
damage and expense. Any damage caused
shall be reported immediately to the hirer, the
Fitness Suite will confirm this in writing within
ten days.
The hirer is responsible for the preservation
of good order during any hiring. This includes
items of small equipment which will be
monitored at the point of issue and return.
Appropriate action should be taken by the
hirer to ensure good order.
February 2008
Page - 4 -
Ref:POL0037
The hire of facilities does not include the use
of Fitness Suite equipment other than that
which is identified within specific facilities and
stated on the hire documentation. Other
equipment may be hired only with the
approval of the Fitness Suite who will specify
conditions and charge appropriate fees in
respect of use as seen fit.
Health and Safety
The hirer is responsible for the health and
safety of all persons using the hired facilities.
The hirer must, prior to the booking, be fully
aware of the fire precautions and the
College's evacuation procedures. A copy of
these procedures is enclosed in the lettings
documentation pack and also displayed in
the facilities.
In the event of conditions or circumstances
beyond our control such as adverse weather
conditions, loss of power or any other
circumstances, the Fitness Suite reserves the
right to cancel the activity at a moments
notice.
In the event of a hiring being cancelled, the
amount of the scale or other fee payable
thereunder will be refunded to the hirer, but
the college shall not be held liable or required
to pay compensation for any loss sustained
as a result of or in any way arising out of the
cancellation of the hiring.
Kingsway Fitness Suite will not take
responsibility for injury, loss or damage to
equipment provided by the hirer.
No smoking will take place inside the college
premises or facilities.
The hirer must ensure that section 12 of the
Children's and Young Persons Act of 1993 is
strictly complied with:
(1) -Where there is provided in any facility an
entertainment for children, then, if the
number of children attending the
entertainment exceeds 100, then it
should be of duty of the person providing
the entertainment to station and keep
stationed sufficient number of adults in
attendance. Adults in attendance must be
properly instructed as to their duties.
(2) -The hirer should ensure that adults
working with children and young people
must be suitable persons in line with the
1993 Act.
Cancellation
By the Kingsway Fitness Suite
The right is reserved to cancel any hiring
without notice, where the college considers it
necessary for any cause. The Fitness Suite
will always make every effort to give 7 days
notice of cancellation.
By the hirer
Hirers will be allowed to cancel or postpone
bookings subject to the following conditions.
The Fitness Suite will levy a fee calculated as
a balance of the proportion owing. E.g. 40%
at 7 days prior to commencement of hire.
25% at 14 days prior to commencement of
hire. Cancellation fees are at the discretion
of the Head of School.
Breach of Regulations
In the event of a breach of these regulations
the Fitness Suite reserves the right to cancel
the letting without notice.
The Kingsway Fitness Suite reserves the
absolute right to decline any hiring application
and shall be under no obligation to give any
reason or explanation in the event that a
hiring is declined.
Kingsway Fitness Suite, North Lindsey
College, kingsway, Scunthorpe, North
Lincolnshire DN17 1AJ
Tel: 01724 294150 Fax: 01724 294152
email: [email protected]
February 2008
Page - 5 -
Ref:POL0037
School of Arts, Sport & Hospitality
HIRE OF OUTDOOR FACILITIES (LETTING AGEEMENT)
Name of Club/Group/Organisation:_____________________________________________________________
Contact Name: ______________________________________________________________________________
Address: ___________________________________________________________________________________
____________________________________________ Postcode: ______________________________________
Telephone Number: (Home) __________________________ (work) ___________________________________
Facilities Required:
Multi Use Games Area
Tennis (3 Courts)
Netball (2 Courts)
Basketball (2 Courts)
Football
Hockey
Grass Area
Full Size Football Pitch
Junior Football Pitch (2 Pitches)
Number of courts/pitches required: _____________________________________________________________
Date(s) of activity/Event: From ________________________________To ______________________________
Days of week: ______________________________________________________________________________
Time(s) of activity/event: From________________________________ To ______________________________
Number Attending: Adults ___________________________________ Juniors __________________________
Equipment Required: _________________________________________________________________________
Payment Method: Cash/Cheque, Visa/Mastercard or to be Invoiced __________________________________
Amount: ___________________________________
Date:_________________________________________
I hereby apply for use of facilities detailed above in accordance with the scale of charges and conditions of
hire.
Signature:____________________ Print Name: _______________________ Date:________________
FOR OFFICE USE ONLY
Date
Booking Received
Entered on system
Cost per session
£
Initials
Amount
(KFS) Signature:_______________________________________
February 2008
Initials
Amount Paid
Balance Owing
Balance Paid
Page - 6 -
Date:_____________________________
Ref:POL0037
School of Arts, Sport & Hospitality
HIRE OF OUTDOOR FACILITIES
Booking Checklist
Enquiry Date
Name
Position
Tel. No.
Email
Fax
Address
Enq. No.
Event
Dates/Days
Weeks
Facilities
Access
Postcode
Numbers
Equipment Requirements
Equipment
Football Goals (MUGA)
Football Goals (Junior)
Football Goals (Adult)
Hockey Goals (Pair)
Basketball Posts (Pair)
Netball Posts (Pair)
Tennis Nets & Posts (Set)
Other:
Other:
Equipment (Subject to Availability & Charge)
Equipment
Amount
√
Footballs (Grass)
Footballs (MUGA)
Hockey Sticks
Hockey Balls
Basket Balls
Netballs
Tennis Bats
Tennis Balls
Bibs
√
Amount
Setting up Requirements (Internal Use Only)
Quotation for Facility
Quotation for Equipment
Total of Quotation
£
£
£
Other Requirements
Hire Agreement Returned
Notes:
Date:
Acceptance Slip (Please send back asap to confirm booking)
Name:
Date:
Enquiry Number
I accept the quotation, terms and conditions and wish to proceed with the booking.
Signature:_____________________________________________________ Date:____________________________
February 2008
Page - 7 -
Ref:POL0037
School of Arts, Sport & Hospitality
Health & Safety Checklist
(MUGA)
Day: _______________________ Date: ______________________ Time: _______________________
Check
Ok
Not
Ok
Comments/Action
Surface
Lighting
Fencing
Surface Covers for Tennis posts
Equipment (Please list below)
Please list any other comments which may effect the safe use of this area:
Checked By: _____________________ Signature:___________________________ Date:__________
School of Arts, Sport & Hospitality
Health & Safety Checklist
(MUGA)
Day: _______________________ Date: ______________________ Time: _______________________
Check
Ok
Not
Ok
Comments/Action
Surface
Lighting
Fencing
Surface Covers for Tennis posts
Equipment (Please list below)
Please list any other comments which may effect the safe use of this area:
Checked By: _____________________ Signature:___________________________ Date:__________
February 2008
Page - 8 -
Ref:POL0037
Multi-Use Games Area
Hire Procedure
Procedures
4
Multi-Use Games Area Rules & Regulations
•
The facilities will be inspected by Kingsway Fitness Suite staff prior to the hiring period If the risk increases during
the hiring period due to unforeseen conditions or circumstances for example, snow, ice, loss of electricity, heavy
downpour or any other unforeseen happening, the hirer must stop the activity and inform the Fitness Suite as
soon as possible.
•
Participants are reminded that they must follow the letting conditions, which can be obtained from the Fitness
Suite. Also whilst on college premises you are required to abide by all college policies and procedures such as
Health & Safety, Child Protection, Misuse of Substances etc, copies of which are available on request.
•
Any unruly behaviour will be reported to the Fitness Suite as soon as possible and may result in the participant/s
being asked to leave the facility and in extreme cases the College.
•
Any damage caused whilst using the facility will be reimbursed by the participant/s.
•
The Fitness Suite reserves the right to refuse facilities at any given time and reason, the Fitness Suite also
reserves the right to cancel any activity at a moments notice.
•
In case of an accident or injury first aiders can be found at the Fitness Suite. A first aider should see all injuries. If
the injury was seen by a first aider that is not a member of the Fitness Suite Staff the Fitness Suite should be
informed at the earliest moment. An Accident Report Form will be completed in all cases.
•
Spectators are not permitted to watch inside the facility as they are at risk of injury whilst events are held.
•
All facilities must be left as they found it unless an agreement has been made in advance with the Fitness Suite.
February 2008
Page - 9 -
Ref:POL0037