Terms and Conditions - Hire Agreement
Alongside these terms, please ensure you have reviewed any relevant safeguarding guidance and policies relevant for your hire. Please refer to the resources on our Guidance and Policies page for more information.
1. Adoption
The Board of Directors adopted the lettings policy (June 2025) and the scale of charges set out
below.
2. Introduction
WGS regards the school’s buildings and grounds which are owned by Wolverhampton Grammar
School as tangible fixed assets and will make every reasonable effort to enable them to be
used as much as possible.
3. Policy Objectives
WGS adopts and endorses the following policy objectives:
• School premises represent a significant capital investment and should be fully utilised
• They are a valuable community resource
• A profit margin is required when derived from private or commercial usage but is not
the objective when facilitating educational activity by designated users
• To support the school in providing the best possible education for its pupils, the promotion
of equality of opportunity and the community cohesion of the local area
4. Definition of a letting
A letting may be defined as “any use of the school premises (buildings and grounds) by either a
community group or a commercial organisation”. Activities which fall within the corporate life of
the school, such as OW (Old Wulfrunians) meetings and events and extra-curricular activities for
pupils organized by the school are not considered lettings.
5. Priority for lettings
The School is mindful of the needs in the local area and the following lettings are
especially encouraged:
• Lettings to parents, the local community, voluntary organisations, youth groups etc.
• Educational or recreational activities open to school pupils and their families
• Activities organized by local community groups for the benefit of the local community
6. Designated status
WGS has decided that for the purpose of charging there will be the following category of
designated user. This will be:
• Hirer (Private User) WGS has decided that for the purpose of charging there will be the
following categories of private user. These are for example, commercial lettings.
7. Charges and Payment
Scale of charges
WGS is responsible for setting charges for the letting of school premises and will ensure that the
school budget does not subsidise non-school activities and that all costs are recoverable. In
arriving at their scales of charges, WGS has followed the following principles:
a. There will be parity of treatment for similar users
b. The overall cost of letting school facilities will be recovered from users
Charges may be different depending on the type of user and this should be stated in the Lettings
Policy. For example:
c. Statutory users will be charged an amount commensurate with cost recovery
d. Designated users will be charged at no more than cost or subsidised
e. Private users will be charged on a cost plus an income margin for the school
Charges to be levied should include:
f. Services - heating and light, these can be calculated from annual energy costs and can be set
higher for winter months
g. Staffing - additional security, caretaking, opening and locking premises
h. Cleaning – additional cleaning may be required – particularly for the hire of function rooms
and those with catering facilities
i. Kitchen or catering charges – a hire application which includes the use of the kitchen for food
storage, production, assembly or service should be discussed with any school meal contractor
(currently Holroyd Howe) before being approved. Additional cleaning costs may be incurred.
j. Administration – administrative costs incurred by the school in managing lettings
k. Equipment hire – if applicable
l. Cost of use of school equipment – to include wear and tear (if applicable)
Profit element (if appropriate) For the purpose of charging, the Head is empowered to determine
to which group any particular individual or organization belongs.
The scale of charges will be reviewed annually by WGS and can be found on BookingsPlus.
for implementation from the beginning of the next financial year.
Discounts
The Head may offer discounts or agree a subsidy for any lettings, as they deem appropriate.
VAT
The school is constrained by law to apply value added tax to all transactions where this is appropriate. The letting of rooms
for non-sporting activitiesis exempt of VAT, sports letting are subject to VAT (dependent on usage). Where an extra and separate charge is made for the hire of equipment, VAT is due on that charge at the standard rate. The school will record the VAT element of any income.
Minimum charges
The minimum hire period will be 1 hour.
Deposits
The school reservesthe right to require a deposit over and above the hiring charge as a surety against damage to the
premises (including any equipment) orthe premises being left in an unacceptable condition incurring additional cost
for cleaning, caretaking or other expenses.
Payment methods
Payment for individual bookings will be required via our School Hire Platform. (BookingsPlus)
Payment for recurring booking will be payable on BookingsPlus in advance (unless historic goodwill
agreement in place to pay by invoice). All new hirers will pay in full at point of booking. A receipt
will be issued for all payments received.
8. Cancellations
The school will seek to recover any cost incurred by the school which is unavoidable and result
directly from the cancellation of a letting.
9. Letting times, available facilities and equipment
The following times, facilities and equipment available are agreed as follows:
See our BookingsPlus letting page: https://lettings.wgs.org.uk/
Variations to these facilities and times will be subject to the approval of the Head / Lettings Team.
10. Management and administration of lettings
WGS has delegated day-to-day responsibility for lettings to the Lettings Team. The Head retains
overall responsibility for the lettings process.
An annual report on lettings will be made to the WGS Board of Directors and will include
information on users, finances, incidents and accidents, enquiries and any lettings refused.
11. Considering applications for lettings
Organisations seeking to hire the school premises should approach the School reception or visit
https://wgs.org.uk/facilities Details of charges and conditions of hire should be given.
The Lettings Team and / or Estates Manager will decide on the application with consideration to:
a. Interference of school activities
b. The priority for lettings agreed by WGS
c. The availability of the facilities and staff
d. The schools equal opportunities, health and safety and child protection policies
e. The health and safety considerations such as numbers of users, type of activity,
qualifications of instructors etc.
If the Head has any concern about whether a particular request for a letting is appropriate or not,
they will consult with the Estates Manager and Lettings Team.
12. Issuing a lettings contract/Conditions of hire
Once a letting has been approved, a letter of confirmation will be sent to the hirer enclosing a copy of
the WGS Hire Agreement. The school must be in receipt of a copy of the Conditions of Hire signed by
the hirer before a letting takes place. Acknowledgment of the Hire Agreement can also be made
digitally on BookingsPlus at time of Booking.
The Board of Directors have adopted the Hire Agreement. All formal hiring of the schools premises,
including those for which no charge is made, shall be properly documented. All hirers must complete
a hire agreement and will receive a copy. The hire agreement is a contract which WGS & Directors
may legally enforce. No member of staff is allowed to vary the Conditions of Hire nor to deviate from
the published charging policy without the prior consent of the Head or Directors.
13. Security
The Head / Estates Manager has delegated authority to determine the security risk for each letting
and will be responsible for allocating a continuous security presence or other control measure. The
school’s child protection policy and procedures must be consulted and followed when dealing with
external organisations that work with children or young people.
14. Privacy Notice
This information is provided because Data Protection Law gives individuals rights to understand how
their data is used. Hirers, Visitors and Contractors are all encouraged to read this Privacy Notice and
understand the School’s obligations to its entire community. See Privacy Notice for Hirers which is
available via the school or digitally on BookingsPlus.
15. Complaints Procedure
A complaint about the school from someone letting the school premises should be dealt with by
following the school’s complaints procedure. Complaints by a third party about a letting should be
forwarded to Hirer. If the Hirer does not have their own complaints procedure, the school will
investigate the complaint using its own procedure.
16. Review of Policy
The Directors will review the policy each year in the month of September.
Terms and Conditions
1. Interpretation
a. Health and Safety Legislation:
b. School: means the WGS School, its employees and agents.
/2. Use and Access
a. The School permits the Hirer to access and use the Premises on the times specified for the Permitted Use.
b. The School do not warrant that the Premises are fit or suitable for the purpose of the hire.
c. The Hirer is responsible for ensuring these terms and conditions of use are observed and for
the effective supervision of the arrangements and activities in the Premises during the Hire Period
and for the prevention of disorderly behaviour.
d. The Hirer will be responsible for obtaining and paying for any Public Entertainment Licence required.
e. The School retains the right to access the Premises at all times during the Hire Period and the
Hirer must comply with any reasonable instructions given by School staff.
f. The Premises remain in the Schools’ legal possession notwithstanding the Hirer’s occupation
during the Hire Period and such occupation shall not be deemed to constitute or create any lease
or tenancy.
3. Restrictions on Use
a. The Hirer shall not use the Premises for any illegal purpose nor for any purpose or in a manner
that would cause loss, damage, injury, nuisance or inconvenience to the School or any other
occupiers within the Building or any owner or occupier of neighbouring property.
b. School kitchens may only be used with the express consent of the School and may incur an
additional fee to cover the attendance of a representative of any contractor and/or additional
cleaning.
c. The Hirer shall not make any alterations or addition to the Premises, shall not affix any items to
the Premises and no interference is to be made with School property/equipment or other parts of
the building which do not form part of this hire agreement.
d. Alcohol is not to be allowed to be sold on the Premises unless prior permission is given by the
School and a licence obtained by the Hirer.
e. Illegal drugs are not to be brought onto or consumed on the Premises.
f. No items of a flammable, dangerous or noxious character may be brought onto the Premises, including fireworks, confetti or gas.
g. Smoking is not allowed on the Premises or the building at any time.
h. No betting, gaming or gambling is allowed on the Premises without the written permission of the School and the relevant licence from the licensing authority. Dogs, other than guide dogs for the blind or other assistance dogs, shall not be allowed on the
Premises
4. Hire Fee and Deposit
a. The Hire Fee is due and payable via https://lettings.wgs.org.uk/ prior to the Hire Period.
b. The School reserves the right to require a deposit over and above the Hire Fee as a surety against damage to the Premises(including any Equipment) or the Premises being left in an unacceptable condition requiring additional cleaning, caretaking or other expenses.
5. Condition and Damage
a. The Hirer will keep the Premises in a clean and tidy condition when in occupation. The
Premises must be left in the same condition as before the Hire Period.
b. Any damage, destruction or theft that occurs during the Hire Period in or to the Premises, to
the building, equipment or School property will be the responsibility of the Hirer and the Hirer
shall pay to the School the cost of making good any such damage.
6. Insurance
Commercial Hirer’s must hold public liability insurance in respect of their occupation of the Premises
for £2 million and will provide a copy to the School.
Non-Commercial Hirers, individuals or small informal group of individuals (not using the Premises
for commercial or business purposes) who do not hold public liability insurance do not need to
purchase their own PL insurance separately. They are automatically covered under the school’s
existing insurance policy for public liability up to a limit of £20 million.
7. Indemnity
The Hirer shall keep the School indemnified against all expenses, costs, claims, damage and loss
(including any diminution in the value or loss of amenity of the Premises) arising out of the use of
the Premises by the Hirer or from any breach of any of the Condition of Hire by the Hirer, or any act or omission of the Hirer, or any other person on the Premises with the actual or implied authority of the Hirer.
8. Loss
a. The School does not accept liability for any loss, theft or damage to property brought onto the
Premises by or on behalf of the Hirer or damages to vehicles parked in any car park provided.
b. The School shall not be liable for any loss or damage suffered by the Hirer as a direct or indirect
result of the performance of this hire agreement being prevented, hindered or delayed by reason of
any act of god, riot, strike or lockout, trade dispute or labour disturbance, accident, breakdown of
plant or machinery, fire, flood, difficulty in obtaining workmen’s materials or transport, electrical,
power failures or other circumstances whatsoever outside its control and which affect the provision
by the School of access to or use of the Premises.
9. Assignment
This hire agreement is personal to the Hirer and the Hirer shall not assign or underlet or part with
or share possession or occupation of the Premises.
10. Health and Safety
a. The Hirer must comply with all laws relating to the Premises and the occupation and use of
the Premises by the Hirer, including but not limited to Health and Safety legislation.
b. The Hirer should, as far as possible, have an accurate list of those present.
c. Any portable equipment to be used must have a current PAT test certificate.
d. The Hirer must ensure they are aware of the fire exits and the fire and emergency evacuation
procedures. The Hirer is required to take any precautions necessary to ensure the safety of those
attending during the Hire Period, including ensuring the means of escape from fire are not blocked
or impeded.
e. The Hirer will immediately inform the School of any emergency, accident or serious incident that
occurs during the Hire Period by telephoning the School Emergency Contact. The Hirer will be
responsible for reporting any accident to the Health and Safety Executive.
11. Safeguarding and Child Protection
a. Hirers providing services to children must have policies and procedures in place to ensure
children’s safety and any Risk Assessments and DBS certificates required by the Hirer must
be supplied to the School upon request.
b. At an event where the number of children is likely to exceed 100, the Hirer must ensure that a
sufficient number of adults are stationed to prevent more children being admitted, to control the movement of the children and to take all reasonable precautions for the safety of the children as required by the Children’s and Young Person’s Act 1933.
12. Cancellation
a. The Hirer may cancel the booking at any time by contacting the School or through
b. Bookings cancelled with 48 hours notice are eligible for a full credit or refund.
c. Bookings cancelled with less than 48 hours notice will be charged at the full rate.
d. The School reserves the right to cancel the booking at any time without notice and without
assigning any reason but will endeavour to give as much notice as possible. In such
circumstances, the School will refund the Hire Fee (and any deposit) but will not be responsible
for any loss or expenditure whatsoever in relation to the letting which the Hirer may have incurred
or be liable to pay.
13. Advertising
The School must approve all advertising and posters concerning the use of the Premises.