VENUE AND LETTINGS AGREEMENT

For our Premises Hire Policy, Click Here.

GENERAL

1. These Terms and Conditions apply to your lettings of STRS Sports Centre.

2. Please read these Terms and Conditions carefully and let us know if there is anything which you do not understand or which you are unsure about.

3. This agreement is between Sir Thomas Rich’s School and you. References to "You", and “Your”, means the person(s) named on the application form.

4. STRS Sports Centre is a trading name of Sir Thomas Rich’s School and in these Terms and Conditions, "STRS Sports Centre" means Sir Thomas Rich’s School. “Lettings” or “Bookings” refers to the hiring of a facility as specified above. “Commercial Lead” refers to the liaison with STRS Sports Centre and You and the position is currently held by Vicki Lynn ([email protected]).

5. STRS Sports Centre may vary these Terms and Conditions where necessary in order to comply with a change in the law.

6. STRS Sports Centre will give you 30 days’ notice of any such change. If you do not accept the change, you may cancel your booking.

7. You must tell us promptly if any information you provide becomes out of date or is no longer correct. This includes, for example, your contact details or medical information which may be relevant to your use of the facilities.

8. The STRS Sports Centre gives no warranty that premises are legally or physically fit or suitable for your purposes and you must satisfy yourself as to its suitability.

9. Any and all employees and agents of the STRS Sports Centre, as well as any person or persons authorised by STRS Sports Centre have the right to enter the premises at all times, including during your booking.

10. All amendments must be agreed in writing with the Commercial Lead.

11. If you are hiring the facilities for groups of children, or where a group is entering upon school premises during usual school times, all group leaders must possess an enhanced DBS check and have carried out all relevant recruitment checks on their staff including Right to Work in the UK, Overseas and DBS (and childcare Disqualification check if relevant) with satisfactory outcomes, in accordance with the requirements of the Department for Education “Keeping Children Safe in Education”.  Photographic ID checks on staff to confirm their identity must also have been carried out. For one off bookings hirers must declare if there is any possible reason they may not be allowed near or on the school premises.

12. The Commercial Lead, or any other member of staff, reserves the right to be present at any event hosted in the School.

13. Upon entering the building, you and any users, agents and any other authorised person you permit to have access during your booking slot are to ensure that they have read the emergency procedures. All questions regarding these can be addressed to the Commercial Lead.

14. Smoking is strictly prohibited on School grounds.

SAFEGUARDING

1. The School premises are provided for hire with the understanding that the safety and welfare of children and young people are of paramount importance. All Hirers must comply with relevant legislation, including child protection laws and data protection regulations. The STRS Child Protection Policy can be found on the School website.

2. Hirers who have participants under the age of 18 must appoint a designated safeguarding lead who will act as the primary point of contact for safeguarding concerns during the hire period. The designated safeguarding lead of the organisation must provide their contact details to the School before the commencement of any hire agreement.

3. The Hirer must create their own safeguarding policy based on the guidance provided in “ Keeping children safe during community activities, after-school clubs and tuition: non-statutory guidance for providers running out-of-school settings - GOV.UK (www.gov.uk) " and submit confirmation of their policies existence to the CL prior to the commencement of hire.

4. The Hirer must ensure that appropriate levels of supervision are provided for the activities taking place on the School premises. The School retains the right to monitor activities and may conduct periodic visits or inspections to ensure compliance with safeguarding requirements.

5. Safeguarding Allegations (2025 update): In line with Keeping children safe in education 2025 (paragraph 377), if Sir Thomas Rich’s School is made aware of an allegation involving a hirer or their personnel, the School has a statutory duty to contact the Local Authority Designated Officer (LADO). All hirers and their personnel are required to cooperate fully with this process and must sign and upload the Acknowledgment of Compliance with Safeguarding Requirements document prior to their visit. By entering into this agreement, you acknowledge and accept this safeguarding obligation.

6. The Hirer must conduct appropriate vetting and background checks, including an up-to-date Disclosure and Barring Service (DBS) check for group leaders or staff responsible for children. Group leaders must submit a copy of their valid DBS document to the CL, before the hire period begins. Group leaders must provide a letter of assurance to the CL (template sent to Hirers by CL), confirming that their staff have been correctly vetted, and DBS checked.

RISK ASSESSMENTS

1. All potential Hirers, who hire facilities to provide a service or business for others, must complete their own risk assessment process before being granted permission to hire our school premises. All Hirers must acknowledge the School's existing risk assessments which will be sent by the CL prior to the commencement of bookings. The School has its own risk assessments for all facilities, which can be found on the School's website and will be sent out annually by the Commercial Lead.

2. Depending on the activity or event, Hirers will be required to provide proof of adequate insurance coverage for their event or activity- Sir Thomas Rich’s Sports Centre will not be held responsible or liable for any loss, damage, injury, or claims arising from the event or activity conducted by the Hirer.

3. While the School has risk assessments in place, it is the Hirer's responsibility to report any damaged or faulty equipment, potential risks, or concerns related to the premises or facilities. Hirers should submit their reports to the CL, who will take appropriate action. The School will make reasonable efforts to address reported risks and mitigate potential hazards. If a Hirer identifies a risk on the day of the activity that they think could cause any damage or harm to another person, they must immediately report it to the Sports Centre supervisor on shift.

USE OF EQUIPMENT / FACILITIES

You must not use any equipment or facilities unless you are satisfied that you and any users of the equipment and facilities you permit to use said equipment and facilities during your booking slot are competent to do so safely and properly. you must check with STRS Sports Centre staff if you are in any doubt.
You must use all equipment and facilities safely and properly and take care to safeguard your own and other users’ health and safety.
You must follow any relevant guidance or instructions on any equipment signs or notices.
Admission is subject to the facility operating within safe capacities and during times of peak demand STRS Sports Centre staff reserve the right to control activity session times.
STRS Sports Centre reserves the right to make reasonable changes to members’ facility access times and will provide reasonable notice of changes to members.
Access to the free weights room is only for STRS pupils and staff.
You and any users you are responsible for are required to wear appropriate clothing, swimwear and footwear on the courts, hall, and swimming pool and fitness suites as determined by STRS Sports Centre.
Any electrical equipment that is brought into the School must be PAT tested and certification of this must be produced if requested by the Commercial Lead.
Failure to comply with any of the terms of this agreement will result in cancellation of your current and any future hirings of the facilities.

ADDITIONS AND ALTERATIONS

You will make no alterations or additions to any of the facilities

1. You shall not treat or apply any substance whatsoever to the floor or any part of the floor of any of the facilities.

CANCELLATIONS

A minimum of 24 hours is required if you wish to cancel your booking. You will be liable for the cost of the booking if you fail to provide the required notice.
Bookings cancelled within 24-48 hours notice are entitled to a 25% refund.
Bookings cancelled within 48-168 hours notice are entitled to a 75% refund.
Bookings cancelled with more than 168 hours (i.e. 7 days) notice are entitled to a 100% refund.
Bookings must be cancelled from your client account Dashboard, or cancellation notice should be sent in writing to the STRS Sports Centre.
The Commercial Lead and/or STRS Sports Centre reserves the right to cancel this booking (or some part of it) without notice in the event of the premises being rendered unfit or unavailable for use. In that event, the Applicant shall be entitled only to a refund of hiring fee and the refund shall be the limit of liability for such a cancellation.
STRS Sports Centre will not be responsible for any loss or damage suffered by you or any other person in the event of the accommodation not being available by reason of war, civil commotion, force majeure, strike or any other industrial action, accident, natural disaster or other like cause.
STRS Sports Centre may in such event and at its sole discretion, return any fees paid, but will not pay any other compensation in respect of such loss or damage to the extent that such exclusion is permissible by current legislation from time-to-time.
Events and/ or bookings can be cancelled by STRS Sports Centre in the event of a school event taking place at that time.
In the event that you miss more than three bookings in any 6 month period, the Commercial Lead and/or STRS Sports Centre has the right to cancel all of your future bookings. You will be notified that your booking reservation is under review for cancellation. If you continue to miss bookings, the Commercial Lead and/or STRS Sports Centre may cancel your bookings entirely, advertise your booking slot, and award it to another person or persons.

LIABILITY

STRS Sports Centre does not have any liability for any items (such as clothes, money or sport’s equipment) brought onto STRS Sports Centre premises which may be lost, stolen or destroyed.
STRS Sports Centre does not have any liability for any loss, claims, demands, actions, proceedings, damages, costs or expenses or other liability incurred by you (including loss of personal possessions, injury or death) to the extent that the loss was caused by you.
STRS Sports Centre does not have any liability for any loss (including loss of personal possessions, injury or death) to the extent that the loss was caused by a third party (such as another member). This does not apply if the third party causes you a loss because of STRS Sports Centre's negligence.
Subject to the provisions of these Terms and Conditions, STRS Sports Centre does not exclude or limit in any way its liability for:

death or personal injury caused by its negligence;
fraud or fraudulent misrepresentation;
any other matter for which it would be illegal or unlawful for us to exclude or attempt to exclude our liability.

EMERGENCY PROCEDURES AND FIRST AID

1. The CL will send out a document containing all the emergency protocols annually to all Hirers. It is the responsibility of the group leaders to familiarise themselves and, in some instances, their staff with the protocols outlined in the document. If any Hirer has not received the emergency protocol documents, it is their obligation to promptly notify the CL.

2. Hirers must take it upon themselves to contact relevant emergency services dependent on the situation. Hirers must then notify the employee on shift of the event. The shift worker should be easy to identify with a green ‘staff’ lanyard. If the Hirer cannot find the shift worker or leave the situation, they should press the intercom button, located outside the sports centre office or in the swimming pool reception. This will alert the shift worker via a phone notification.

3. Hirers must familiarise themselves with the emergency exits, evacuation routes, and emergency procedures specific to the areas they are hiring. Emergency exits should always be kept clear and accessible. Hirers should ensure that all participants or attendees of their event or activity are aware of the emergency exits and evacuation procedures.

4. In the event of an emergency requiring evacuation, Hirers and their participants must immediately follow the evacuation procedures specified by the School. Hirers should maintain a calm and orderly environment, guiding participants towards the designated evacuation assembly point outside the premises. If necessary, Hirers should assist individuals with disabilities or special needs to evacuate safely. Group leaders should account for all participants and report any missing individuals to the designated school personnel.

5. Group leaders who are in the sports centre, sixth form centre, classrooms or swimming pool areas should report to the field, behind the access road. Group leaders who are in the main school hall or the Business Block should report to the tennis courts. The shift worker can then assess if everyone on site is accounted for.

6. Hirers should have appropriate first aid provisions available during their event or activity, as required. The School is not responsible for any medical or first aid action during a premises letting (see Premises Hire Policy for more information). Sports Centre Supervisors or School staff are not liable for any medical actions or outcomes.

7. All Hirers must read the emergency protocol information provided to them at the start of each year and be familiar with all processes.

8. Hirers of the swimming pool must be familiar with the School's Normal Operating Procedures (NOP) and Emergency Action Plan (EAP) specific to the swimming pool area.

Sir Thomas Rich’s will periodically review and update the emergency procedures to ensure their effectiveness.

CIRCUMSTANCES BEYOND STRS SPORTS CENTRE'S CONTROL

Occasionally STRS Sports Centre may have to close some, or all, of the facilities due to circumstances beyond STRS Sports Centre's control. "Circumstances beyond our control" means anything which STRS Sports Centre could not prevent by taking reasonable precautions such as, but not limited to, an outbreak of swine flu, extreme adverse weather conditions or industrial action. Should this happen, then STRS Sports Centre will not be in breach of these Terms and Conditions if you are unable to use our facilities. Please note that STRS Sports Centre is part of Sir Thomas Rich’s School and is subject to unavoidable closures as part of the normal school timetable. These closures have been calculated within the price of your membership and as such STRS Sports Centre will not be in breach of these Terms and Conditions if you are unable to use our facilities.
STRS Sports Centre reserved the right to cancel any booking whereby a School Event is taking place on that date. Sir Thomas Rich’s School holds priority over all facility bookings.

DATA PROTECTION

When you complete the application form, you will be providing personal information about you and additional family members (if any). For example, you will be providing your contact details and information about your reasons for joining. STRS Sports Centre may also obtain personal information about you during the course of your membership - for example, if you tell STRS Sports Centre that you have a medical condition which affects what activities you do.
STRS Sports Centre will only use this personal information for the following purposes:

to administer your membership. For example, STRS Sports Centre may keep a record of your preferences to enable it to deliver a better service and STRS Sports Centre may need to contact you if, for example, you have not paid your membership fee;
to enable us to improve the services STRS Sports Centre offers to members (including you)
to help us comply with our legal obligations (for example, STRS Sports Centre may need to keep a record for health and safety reasons if you hurt yourself).

STRS Sports Centre may share the personal information with Sir Thomas Rich’s as the School is responsible for STRS Sports Centre's accounting and processes membership applications.
We do not sell your personal information to third parties.

USE OF FACILIITES

STRS Sports Centre will provide facilities for use in a clean, safe manner, and upon accepting these terms and conditions, you accept responsibility for leaving facilities in the same condition in which they were found. Additional cleaning may be required where this clause has not been complied with. The Commercial Lead will contact you and instruction will be provided.
Any damage or mess which is deemed to be more than ‘normal usage’ will be cleaned and/or repaired by STRS Sports Centre and the cost will come out of any deposit taken. If the deposit is insufficient to cover all the costs associated with the cleaning and/or repair, or no deposit was taken, you will be liable for the additional costs, such costs to be treated as a debt immediately repayable.
‘Normal usage’ will be decided in the sole discretion of the Commercial Lead, and anything deemed more than normal usage will be photographed as evidence.
You shall take every care to ensure that no undesirable person is permitted to enter or remain in the premises or otherwise make use of the facilities and shall be responsible for good order and conduct during the term of engagement.
You shall meet the cost of making good any damage to the building, goods or other property either of the school or of any other person caused during the period of, or arising in connection with, the hiring, (except such damage cause or arising from the act of the school or its servants or agents)
You shall not cause or permit any animals to be brought into or onto any of the facilities except with the specific prior consent in writing of STRS Sports Centre and subject to such conditions as may be required by STRS Sports Centre.
You will ensure that alcohol is not consumed or sold at any of the facilities.

PAYMENT

For one-off bookings, payments for bookings will be made prior to use of the facility.
Payments are made through BookingsPlus, using our integrated STRIPE account. If you are unable to use STRIPE, please discuss this with the Commercial Lead and a more suitable method of payment can be agreed.
Regular bookings will be invoiced on the 1st of each month prior to use and must be paid within two weeks of invoice receipt.
STRS Sports centre reserves the right to freeze use of facilities if you fail to make payments on time, and where necessary remove the booking completely.
If a period of a month passes with no payment, the outstanding payment shall be considered a debt owed immediately and STRS Sports Centre reserves the right to take legal procedures in order to collect money that is outstanding.
Administration fees additional to any missed payments in connection with clause 54 may be charged if payment is not made on time.
For events with attendance of over 100 people, a damage deposit may be charged.

ASSIGNMENT AND SUB-HIRING

This Hire Agreement is personal to you and you must not assign or sub-hire the whole or any part of your booking or allow any third party to use your booking.

CARS & OTHER VEHICLES

You shall ensure that no car or vehicle used in connection with or in attendance at the booking is parked in an unauthorised or dangerous position, and that any instructions given by the Commercial Lead or STRS Sports Centre in regard to parking are strictly observed.
Those attending the hire are responsible for the safety of their vehicles and the contents thereof, and STRS Sports Centre will not in the absence of liability accept responsibility for any loss or damage caused to vehicles or their contents during or in connection with the hirer.
NO VEHICLE shall under any circumstances block access any entrance of the school, the sports facility, or any other access road leading on to or giving egress from the school.