Terms & Conditions

This hiring policy and the Kickstart Memorandum of Understanding aim to enable the Directors of Congerstone Kickstart Community Interest Company to ensure the effective management, including hiring, of Kickstart property and to meet all necessary legislation for use of a public building.

Ensure the process of hiring Kickstart premises is consistent, fair and equitable.
Encourage and facilitate public use of the Kickstart community facility and the school’s MUGA outside of school hours.
Maximise opportunities offered to the community and pupils in an efficient and cost-effective way.
Ensure the Hirer of the premises abides by the necessary policies and procedures, including ensuring the safety and wellbeing of those using the facilities.

Whilst all uses of the accommodation will be considered the Directors retain the right to refuse an application for hire, without having to state reasons and if necessary in consultation with Congerstone Primary School, or other relevant advice.

2. What is available for use and when can it be used?

Directors encourage use of the Kickstart Community Facilities together with the use of Congerstone Primary School’s Multi Use Games Area (MUGA) to endorse and facilitate educational, social and inter-generational opportunities for our local community.

The MUGA measures approx. 29 x 17m and is marked out for a netball and football. The changing room measures 6.5m x 6.5m

Congerstone School use the MUGA and changing facilities during term time and within the hours set out below.

The community can hire the community facility which could be used as a meeting or changing room/toilet facilities in order to use the MUGA or use the indoor changing facilities as a base without the MUGA e.g for a local walking group wanting a base to start from.

Use of Congerstone Primary School’s playing field may also be made available for properly supervised activities out of normal hours (particularly by organised youth groups and other similar bodies) However this must be agreed in advance and is at the discretion of the Directors and provided the Congerstone Primary School Headteacher deems the field to be in a fit state for such activities. The Hirer should still undertake all necessary checks before any activities and the ultimate responsibility lies with the Hirer to satisfy normal operating procedures and risk assessments.

The Directors reserve the right to:

levy additional charges to recover unforeseen costs including damage to the facilities incurred as a result of the hire
cancel any hiring if the premises or any part thereof are rendered unfit or become unavailable due to unforeseen circumstances. There shall be no liability to the Hirer other than to refund any hiring fee for the cancelled hiring.

3. Who can use the facility?

The facility can be used by small groups of adults or groups of children for the purpose of training, sport, indoor or outdoor recreation.

The MUGA measures approx. 29 x 17m and is marked out for a netball and football.
The maximum number of children who can be accommodated safely within the MUGA is 25. The number of adults depends on the activity; ideal for 5/6 aside football, however up to 20 for sessions like circuit training.
The maximum number of children who can be accommodated safely within the inside community space is 25. The number of adults would be 15 at a time,
It is the hirers responsibility to ensure that occupancy is not exceeded

4. Is car parking available?

Car parking is available outside of the school site. Please park responsibly observing all statutory highways regulations so as to avoid; obstructing the road; restricting access to farm gates/ lane by farm machinery; keeping the school access gate clear at all times. No liability is accepted for damage to vehicles or their contents.

5. What is expected of the Hirer?

The Hirer must be at least 18 years of age.

Expectations and conditions of Hire are contained within Appendix 1 (p4)

Kickstart facilities and the School MUGA are designated non-smoking areas

Failure to observe the guidelines will bring the community facility into disrepute and jeopardise future use

The hirer’s use is restricted to the community facility and MUGA and access to the rest of the school site is only permitted with agreed advance permission.

The hirer and any other users attending with the hirer’s permission should act responsibly undertaking due care and consideration for safety of all participants.

6. Promotion

The website will be the main source of promotion

Kickstart CIC are happy to promote events that meet the following aim;

To maximise opportunities for social, physical, educational and inter-generational wellbeing activity for our local community.

We will consider the distribution of promotional material which supports these aims however separate advertising or sponsorship costs maybe requested if appropriate. This will be at the discretion of the Directors.

Promotion should not be seen or taken as a sign of endorsement.

7. Monitoring and Evaluation

· Directors will monitor lettings and usage of premises and consider cost effectiveness.

· Hiring Policy and hire costings to be reviewed annually at the end of the Summer Term for changes to be implemented at the beginning of the following academic year.

Appendix 1 – Expectations and conditions of Hire

Expectations and conditions of Hire

Before use

The HIRER will, in preparation and leading up to the hire, be responsible for:

ensuring the premises is only used in a lawful and purposeful manner in line with our stated community objectives
reading and being familiar with this policy and the hirer’s responsibilities contained within it.
holding any public liability insurance or professional indemnity relevant to the nature of the services the hirer is conducting.
ensuring risk assessments relevant to the hirer’s activities are in place to ensure the safety of all of the hirer’s users.
ensuring adults working with or in charge of children and vulnerable adults have relevant Disclosure and Barring Service clearance

Please note the HIRER shall not

sub-hire the premises
bring or consume alcohol on the site
smoke (vape or e-cigarettes) or any illegal substance
use the premises for any activity outside the specified details of use

During use

The HIRER will, during the period of hire, be responsible for:

supervision of the premises and its contents, their care, and safety from damage.
the behaviour and safety of all persons using the premises whatever their capacity.
ensuring users do not use or bring anything onto the site which might endanger premises or people.
ensuring no food is eaten within the MUGA area.
ensuring the access door to the changing facility is kept unlocked at all times, whilst onsite, as this is the fire exit.
following Fire Safety Procedures and Health & Safety guidelines supplied
evacuation of the facility in the event of a fire (please see additional FRA notes)
ensuring parked cars do not obstruct the road or access to farm gates and lane by farm machinery and keeping the school gate clear at all times.
ensuring use is limited to your booked hours of hire, so subsequent bookings are not impacted. Set up and clear down time must be included within the hours you have booked.
ensuring no animals except guide dogs are brought onto the site.
requiring any person causing such a nuisance to leave the premises
observing all the terms and conditions of the hire arrangement.
ensuring alcohol is not consumed within the changing rooms or within the school site.
Ensuring the security of the building is not compromised by sharing details.
Requiring all users leave the premises quietly.
Ensuring there is no interference with school property during the hiring and any items moved must are replaced.Interference with any fixed installation or the removal of any fire or safety notices or equipment is not permitted
any accident or incident which occurs whilst using the Community Facility must be reported on an Accident / Incident Report Form at the earliest opportunity, by

After use

At the end of the hire the HIRER shall be responsible for:

leaving the premises and surrounding areas in a clean and tidy condition.
removing all food items and refuse and disposing of it in a lawful manner Please take it home.
ensuring the heating is not left on. (Leaving it on will incur an additional charge)
ensuring all taps are properly turned off.
properly locking and securing the premises, including the MUGA gate and entrance gate.
notifying us of any spillages or damage occurring during the course of the hiring

Appendix 2 – Fire risk assessment notes and guidance for hirers

We have a duty of care to ensure all persons hiring the facility are aware of their responsibilities in the event of the fire:

A copy of our full Fire Risk Assessment Document along with a copy of Emergency Plan in case of Major Fire are available on clip board on the noticeboard. In the event of a fire please take this clipboard as it contains a copy of any contact numbers that you may need.
In the event of a FIRE call 999 from a mobile telephone. The changing facility is located on in the grounds of Congerstone Primary School, Gopsall Lane Congerstone, CV13 6NH.
Evacuate the facility. There is no fire alarm and so the building must be evacuated by raising an audible oral alarm message. Leave by the nearest fire exit and ensure the toilet facilities are both vacated.
The Evacuation Assembly Point is the bus drop off to the left of the passenger access gate on Gopsall Lane. You should roll call all users of the facility at this point.
If the facility is used by a person who suffers any physical or mental impairment, such as mobility issues, visual or hearing impairment, in the event of a fire, it is your responsibility to ensure they are made aware of any danger and are also evacuated from the building.
There is one external door for access/egress of the changing room when in community use. The second external door is used during school hours to provide access to the school site, this door will be locked.
Fire Extinguishers are located in the changing room adjacent to the community door. Kickstart Directors make the provision of firefighting equipment for the safety of all who use the changing facility. It is our policy to advise all users in the event of the discovery of a fire to GET OUT & STAY OUT. However, should the fire stand between you and your route of escape the extinguishers are provided for use.
To activate a fire extinguisher, point the nozzle at the base of the fire and gently squeeze the handles together.
- RED water fire extinguishers are provided and may be used on combustible material such as wood, paper, material etc.
- BLACK CO2 fire extinguisher is provided and should be used on electrical fires.
- A FIRE BLANKET is provided and is located above the boiler in the disabled toilet
The FIRST AID KIT is wall mounted next to the community door as is the ACCIDENT/INCIDENT FORM which is stored in the same location
The areas around the exit door must be kept clear both internally and externally.
All appliances brought into the facility by the hirer or any third party (who for the period of the booking shall be the responsibility of the hirer must ensure that electrical appliances are suitably tested and safe for use under PAT testing regulations.
This is a NON-SMOKING venue; it is illegal to smoke or use e-cigarettes in the changing room and toilets. Please ensure all users are aware of this legislation. It is the responsibility of the hirer to ensure this requirement by law is adhered to.

We hope that you will find these brief instructions helpful and wish you an enjoyable and above all safe experience in our community changing room facility.

Appendix 3 – Health and Safety information for hirers

To ensure your time spent on our premises is a happy and safe one, we would like to draw your attention to the following health and safety issues that become your responsibility during the hire period:

Hirers should consider undertaking their own risk assessment regarding the proposed use of the facilities. It is your responsibility to complete any relevant risk assessment, to take account of the activities you and your participants will be undertaking.

You should tour the premises at the start of your hire period, in order to familiarise yourself with the following:

Fire evacuation procedures, routes and assembly point, are posted on the wall
Location of the First Aid Kit - If used please email us so items can be replenished
Emergency contact details provided for Kickstart CIC
Entrance and Exit access and security systems.
Toilet access.
Drinking water access.
The location of the Accident/incident Form – if an entry is made or an accident occurs please notify us using the email address or in an emergency using the emergency contact details.

In accordance with the premises Fire Evacuation Plan, you will be required to:

Keep a register of people in the building and people who leave early.
Familiarise all participants with the position of a phone, fire evacuation route and fire assembly point.
Ensure you have made specific arrangements to evacuate wheelchair bound participants from the building to the fire assembly point.
You are also advised to carry out a practice evacuation of the premises to highlight any causes for concern.

Whilst we will endeavour to maintain the building and equipment to very high standards, if you have cause for concern about the state of the building or equipment, please ensure you report it immediately to us so that the issue can be rectified as soon as possible.

Hirers must ensure they have the relevant professional or public liability insurance in place to ensure the safety of any participants