NEWPORT CITY COUNCIL - Llanwern High School

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Llanwern High School Appl. No ………………………………….
APPLICATION TO HIRE SPORT & LEISURE FACILITIES
(Period 1st June 2014 - 31st May 2015)
Please complete in BLOCK CAPITALS
I, (Mr / Mrs / Miss / Ms)
Of, Address
Telephone No:
Home:
Mobile:
wish to apply to hire LLANWERN HIGH SCHOOL on behalf of:
FULL NAME OF
ORGANISATION
Purpose of Use (please state exact purpose of use required e.g. Meeting, Training, Concert, etc.
Day & Dates Required:
Time Required:
(Day):
Start:
(Dates):
Finish:
From:
To:
SECTION 1
COACHES / INSTRUCTORS
Any person/club/organization applying to hire sport or leisure facility for a booking that will consist of
coaching/instruction to juniors must fill in the section below:
Please list full names of all coaches/instructors who will be involved in your session/club activities:
Please provide the following documents per coach/instructor as listed above (photocopies can be sent):
•
CRB Document
•
Relevant Qualification
Please provide the following documents on behalf of the club:
•
National Governing Body of Affiliation
•
Relevant Public Liability Insurance
PLEASE NOTE:
It is the responsibility of the Club/Representative Hirer to inform the Booking/Programming Team of any
changes to the above list. Coaches/Instructors not listed above will not be permitted to coach/instruct as
part of club sessions unless declared. Declaration of new coaches/instructors will require the relevant
supporting documents per new coach/instructor.
SECTION 2
If coaching/instruction is NOT undertaken during the hire period
I confirm that no coaching/instruction will be given to third party participants during
associated period of hire
(please tick if applicable)

Signature: _________________________________________________________
Please return forms and supporting documents to:
Llanwern Bookings, Llanwern High School, Hartridge Farm Road, Newport, NP18 2YE Tel: 01633 411116 or e-mail
[email protected]
1)
Please allow sufficient time for the application to be considered (at least 2 weeks).
2)
The undertaking attached to this application form, which details conditions of use must also be completed.
LLANWERN HIGH SCHOOL
SPORT & LEISURE FEES
Rate Applicable from 1st June 2014 - 31st May 2015
FACILITY
Classrooms (state how many rooms required) ______
Conference Room
Dance Activity Hall
Darkroom
Drama Suite
Hall
I.T.
Lecture Theatre
Library
Music Suite (Jampod)
Photography Studio
Photography Studio & Classroom
Sports Hall (Full)
Sports Hall (Full Off Peak 4-6pm)
Sports Hall (Half)
Sports Hall (Half Off Peak 4-6pm)
Training Room (S018, S017, S015)
3G Astro Turf Seniors (Full Pitch) Sept – April (inclusive)
3G Astro Turf Seniors (Half Pitch)
3G Astro Turf Juniors (Full Pitch) Sept – April (inclusive)
3G Astro Turf Juniors (Half Pitch)
3G Astro Turf Seniors (Full Pitch) Sat/Sun 2 hr. match
3G Astro Turf Seniors (Half Pitch) Sat/Sun 2 hr. match
3G Astro Turf Juniors (Full Pitch) Sat/Sun 2 hr. match
3G Astro Turf Juniors (Half Pitch) Sat/Sun 2 hr. match
3G Astro Seniors (full pitch) May – August
3G Astro Junior (full pitch) May – August
Floodlit Grass Pitch (per 2 hr. match) including showers
Football/Rugby Pitch (including showers)
Badminton Court (Hour)
Tennis Court (Hour)
Multi Use Games Area (M.U.G.A.)
Birthday Party (Sports Hall/Party Room) - 2 hours
RATE/HR
£
12.50
25.00
16.67
16.67
16.67
35.00
16.67
33.33
12.50
33.33
25.00
37.50
27.50
20.00
16.67
12.50
25.00
52.50
27.50
37.50
20.00
55.00
27.50
37.50
20.00
37.50
27.50
165.00
60.00
4.00
4.00
12.50
35.00
VAT
£
2.50
5.00
3.33
3.33
3.33
7.00
3.33
6.67
2.50
6.67
5.00
7.50
5.50
4.00
3.33
2.50
5.00
10.50
5.50
7.50
4.00
11.00
5.50
7.50
4.00
7.50
5.50
33.00
12.00
0.80
0.80
2.50
7.00
TOTAL INC.
VAT £
15.00
30.00
20.00
20.00
20.00
42.00
20.00
40.00
15.00
40.00
30.00
45.00
33.00
24.00
20.00
15.00
30.00
63.00
33.00
45.00
24.00
66.00
33.00
45.00
24.00
45.00
33.00
198.00
72.00
4.80
4.80
15.00
42.00
TICK
Details of Event
To include all equipment, chairs, room layout, staffing, etc.
Please use as much details as possible and continue on a separate sheet if required.
ALL RELEVANT DETAILS MUST BE INCLUDED
Catering Requirements (if applicable) _____________________________________________________________
____________________________________________________________________________________________
If VAT exemption is being applied for please provide the following documents on behalf of the
Organisation/Governing Body Affiliated:
• VAT Exempt Form
LLANWERN HIGH SCHOOL
FACILITIES INVOICING DETAILS
Invoicing / Payment Details
Name and address of person to invoice
Name
Address
Post Code
Telephone
Number
Mobile
Number
E-Mail
Address

Monthly Invoice

Invoice Frequency (please tick)
1 Invoice
Purchase Order Number (if required)
____________________________________________
DIRECT PAYMENT
Block booking – pay per booking

One off booking / payment

Please note ALL one off bookings must be paid in advance of the hire.
NOTE
Notification of cancellation must be made within 72 hours of the allocated booking time.
Failure to cancel during this period will result in a cancellation penalty of
50% of the booking fee.
I agree to abide by the Terms and Conditions of Hire if my application to hire is granted. I also agree that
this signed document, countersigned by the Manager of Llanwern High School facility, for which I am
making an application to hire, will form a contract between myself and Llanwern High School on the terms
set out in this document.
N.B. You must be aged 18 or over to sign this form.
Please return all completed forms to the Estates Management Team at:
Llanwern High School Hartridge Farm Road, Newport, South Wales, NP18 2YE
Signed (Hirer): ________________________________________________
Print Name:
________________________________________________
Date:
________________________________________________
Dear Secretary,
The block booking you make with LLANWERN HIGH SCHOOL may, under very precise circumstances, be
exempt from VAT. However, the onus will be on your club to comply with the following conditions imposed by
HM Revenue and Customs if you wish to claim VAT exemption:
Conditions that MUST be met to allow a booking to be treated as VAT exempt:
1. The booking must consist of at least 10 lets.
2. Each session must be for the same sport or activity.
3. Each session is in the same place, although a different pitch, court or lane, or different number of pitches,
courts or lanes is acceptable.
4. The interval between each let is to be at least 24 hours but not more than 14 days. Please note that there is
no exception for intervals that exceed 14 days through closure of the centre for public holidays etc.
5. All lets referred to on the original booking must be paid for in full whether or not the club actually
turns up on any particular occasion. Please note that there is no cancellation facility permitted by
HM Revenue and Customs other than where the Llanwern High School cancel due to adverse
weather conditions or due to unforeseen non-availability of the facility.
6. The facilities are let out to a school, club, and association or an organisation representing affiliated clubs or
constituent associations, such as a local league (this facility is not available to an individual or group of
individuals).
7. The person to whom the facilities are let has exclusive use of them during the sessions.
8. The club must sign up to a formal agreement with the establishment concerned and the agreement must
specify the dates and times of the lets covered.
Failure to comply with all of the above conditions throughout the period of the agreement will result in the
WHOLE SERIES of lets being regarded as VAT standard-rated. In these circumstances, the club will be liable
to the additional VAT charged.
NB. Additional dates not specifically quoted in the original agreement at the time of booking will be VAT
standard-rated unless they are part of a new series of lets that, in themselves, meet all the conditions for VAT
exemption.
VAT EXEMPTION AGREEMENT
The…………………………….
Which is affiliated / associated with
…………………………...
Wish to claim VAT exemption for the following
bookings………………………………………………………………………………
For the hire of ………………………….…..............................
…………………………………………………………………………………………………………………………
…………………………………………………………..
The club agrees to comply with all the conditions set out in the attached letter and contracts to pay for each of the
lets referred to above. The club acknowledges that failure to comply with all of the conditions will mean that the
club will incur a VAT charge on the whole series of lets.
Secretary…………………………………………Date: …….
Or
Chair……………………………………………..Date: ……………………………….
[1] Enter the name of the club or organisation
[2] Enter the organisation to which the club is affiliated or associated
[3] Enter the actual dates and times the let is required
[4] Enter the precise description of the facilities being hired
GOVERNING BODY OF
LLANWERN HIGH SCHOOL
In consideration of your granting us a license to use part of
LLANWERN HIGH SCHOOL
We the undersigned, JOINTLY AND SEVERALLY UNDERTAKE to abide by the following regulations
numbered 1-27
1.
The term” Room” in these conditions shall be taken to mean the particular
accommodation or facility which the hirer has contracted to use
(The hirer must not enter any other part of the building, only the room contracted for use)
2.
The person by whom the application is signed shall be considered as the “Hirer”.
Where a promoting organization is named, the organization shall also be considered the hirer and shall
be jointly and severally liable heron with the person who signs the application form.
3.
All fees must be paid in advance of the hiring unless otherwise agreed by the
Head teacher. Cheques for hire should be payable to Llanwern High School.
4.
The Hirer shall at the expiry of the period of hiring leave the Room and adjacent premises in a clean and
orderly state properly locked and secured unless directed otherwise and any contents temporarily
removed from their usual positions replaced.
The school must be vacated within fifteen minutes after the agreed period of hiring
5.
6.
Notice of cancellation of booking(s) must be made to the Estates Management Team within 72hrs of the
allocated booking time, failure to cancel during this period will result in a cancellation penalty of 50%
of the booking fee
7.
The Governing Body will not be liable for any loss due to breakdown of machinery, failure of supply of
electricity, leakage of water, fire, Government restrictions or act of God which may cause the Room or
any part thereof being rendered unfit of unavailable for the use for which it has been hired. School
functions have priority and if a booking has as a result, to be cancelled reasonable notice will be given.
8.
The Governing Body reserves the right to cancel at any time during the Hirer’s period of booking any
unexpired booking for the period in the event of failure to observe and perform any of these Conditions
of Hirer or non-use or misuse of the Room and/or adjacent premises of the Council by the Hirer as a
result of hiring.
9.
The Hirer shall not use the Room and adjacent premises for any purposes other than that described in
the application form and shall not sub-hire, or allow the premises to be used for any unlawful purpose
of bring onto the premises anything which may involve increased risk of damage, fire or invalidate any
policy of insurance in respect of these premises.
10.
The Hirer is not entitled to use or enter the Room at any time other than the specified hours for which
the Room is hired unless prior arrangement is made with the Head teacher.
11.
The hirer shall be responsible for any damage which may occur to the Room and adjacent
premises during the period of hire or while persons are entering or leaving the Room pursuant to
the hire, and shall indemnify the governing Body for the repair of such damage which arises from
any act of omission on the part of the Hirer, his servants, agents or any person resorting to the
Room by the use of the Room by the hire. The Governing Body advises that groups/clubs take
out an insurance policy to cover this indemnity.
12.
Newport City Council and the Governing Body are under no liability whatsoever in respect of personal
injury, loss or damage incurred by the hirer and others attending the School. Again, the Governing
Body recommends that groups/clubs take out an insurance policy to cover this indemnity.
13.
The Hirer shall be responsible that good order is kept in the Room during the period of hire.
14.
The Governing Body reserve the right to end any entertainment or meeting not properly conducted.
15.
No bolts, tacks, screws, bits, pins or other like objects shall be driven into any part of the Room nor
shall any advertisement of notice be placed on walls.
16.
All doors giving access to the Room shall be kept unfastened and unobstructed and immediately
available for exit during the whole of the period of hire.
17.
No Additional lights or extensions from existing electric lights are to be installed.
18.
No electrical equipment egg. Disco-musical instruments, kettles etc to be brought onto the premises for
use by the hirer unless a valid electrical test certificate has been produced to the booking secretary prior
to the hire date.
19.
The Council accepts no responsibility for any property left on the premises after the hiring.
20.
The right of entry and exclusion from the premises is reserved to members of the Governing Body and
the Head teacher or his/her representative on duty and any police officer on duty at the time during the
period of hire.
21.
It is the Hirers responsibility to ensure that approved footwear is worn. Outdoor footwear must be worn
in the Gym.
22.
Raffles, prize draws and the selling of goods must not take place in the school.
23.
At the commencement of each session, the hirer must sign a form issued by the Caretaker to confirm
that the school was actually used on that day.
24.
In accordance with school policy, all areas are designated NO SMOKING at
all times.
25.
Failure to adhere any of the above will mean that no school will be let in
future to the person(s) in default.
26. This agreement is not transferable and must not be tampered with in any way
27. Vehicles are brought on site at your own risk.
I/We have received a copy of the conditions of hiring and scale of charges.
I/We have read the conditions for hiring and fully accept them
Dated this…………day of………..20……
Name
(Block Letters)
Signature
Address
1…………………
…………………
………......................
2…………………
…………………
……………………...
3………………….
………………….
……………………...
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