Lettings Policy

2026-2027

Policy details

• Date created - 17/08/2026
• Date approved - August 2026
• Next review date - August 2027
• Policy owner - Co-op Academy Brownhill

1. Purpose and scope

This policy establishes a fair, consistent and transparent framework for the letting of Co-op Academy Brownhill’s buildings, grounds, facilities and equipment to external organisations, community groups and individuals. It applies to one-off and recurring bookings outside normal academy use.

The policy should be read alongside relevant Co-op Academies Trust requirements, the academy’s safeguarding, health and safety, fire safety, equality, data protection and emergency procedures, and the hirer’s signed letting agreement.

2. Aims

Support appropriate community, educational, recreational and charitable use of academy facilities.

Protect pupils, staff, visitors, buildings, equipment and the academy’s reputation.

Ensure lettings are properly authorised, supervised, risk assessed and financially sustainable.

Apply decisions and charges fairly, consistently and without unlawful discrimination.

Make clear the responsibilities and liabilities of the academy and the hirer.

3. General principles

Academy activities always take priority over external lettings.

No person or organisation has an automatic right to hire academy premises.

A booking is not confirmed until the application has been approved, the agreement signed, required evidence received and applicable payment made.

The academy may refuse, vary or cancel a letting where necessary to protect safety, safeguarding, operational continuity, legal compliance or reputation.

Use must be consistent with the Co-op Ways of Being, fundamental British values and the academy’s equality and safeguarding duties.

The premises must not be used for any unlawful, extremist, discriminatory, hateful, unsafe or otherwise inappropriate purpose.

4. Roles and responsibilities

5. Permitted and prohibited use

Priority may be given to activities that benefit pupils, families or the local community. Examples include sports, education, training, meetings, arts, cultural activities and community support.

The following are prohibited unless expressly approved in writing

The sale, supply or consumption of alcohol.

Gambling, gaming for money, smoking, vaping or the use of illegal substances.

Party-political campaigning during regulated election periods, or use that could reasonably imply academy endorsement of a political party or candidate.

Activities that promote extremism, hatred, harassment, discrimination or views incompatible with fundamental British values.

Inflatables, pyrotechnics, naked flames, smoke machines, hazardous substances, weapons, animals or high-risk activities without specific written approval and suitable controls.

Subletting, transferring the booking or using areas, equipment or times not stated in the agreement.

Advertising that uses the academy or Trust name, branding or logo without written permission.

6. Application and approval process

The applicant submits a completed letting application, normally at least 20 working days before the proposed use.

The academy considers availability, purpose, safeguarding, risk, insurance, supervision, staffing, site impact and cost.

The applicant supplies all required supporting documents. Recurring hirers must provide updated documents when they expire or circumstances change.

The Headteacher or delegated authorised person approves, approves with conditions, or refuses the application.

The academy issues a letting agreement and invoice or payment schedule. The booking only becomes binding when all preconditions have been met.

The academy provides essential site and emergency information before first use.

Reasons for refusal may include conflicting academy use, inadequate safeguards, unsuitable activity, unacceptable risk, unpaid sums, previous breaches, insufficient staffing or concern about legal or reputational impact. The academy is not required to offer an alternative date or space.

7. Safeguarding

The hirer must:

Have and implement an appropriate safeguarding and child protection policy.

Identify a safeguarding lead and provide their contact details.

Ensure appropriate safer recruitment, DBS and barred-list checks have been completed where legally required.

Ensure suitable supervision, collection, non-collection and missing-person arrangements.

Ensure staff and volunteers understand how to respond to and report a safeguarding concern.

Report any concern arising on academy premises immediately to the academy’s nominated contact and, where necessary, police or social care.

Prevent unauthorised access to pupils, pupil information, staff-only areas and academy systems.

The academy may inspect safeguarding documents and seek written assurance at any time. Academy approval of a letting does not certify the hirer’s compliance or transfer the hirer’s safeguarding responsibility to the academy.

8. Equality, accessibility and conduct

The academy and hirer must comply with the Equality Act 2010 and must not unlawfully discriminate.

Applicants should identify accessibility needs early so reasonable arrangements can be considered.

The hirer must maintain respectful behaviour and prevent harassment, intimidation, nuisance, excessive noise or disruption to neighbours.

Children must be supervised by suitable adults at all times and must not enter unapproved areas.

The hirer is responsible for participant behaviour and may be required to remove any person whose conduct presents a risk or serious disruption.

9. Health, safety and risk management

The hirer is responsible for the safe planning and delivery of its activity and must provide a suitable and sufficient written risk assessment where requested. The academy will provide relevant premises information but does not assume responsibility for the hirer’s activity-specific risks.

Attendance must not exceed the stated capacity of the hired area.

Exits, fire routes, gates, alarm points and firefighting equipment must remain unobstructed.

The responsible person must know the evacuation procedure and account for all attendees.

Electrical or specialist equipment may only be brought on site with prior approval and evidence of safe condition or testing where applicable.

No alterations, fixings or decorations may be made without permission. Approved decorations must be flame-retardant and removed after use.

Spillages, defects, hazards, accidents, near misses and damage must be reported immediately.

The academy may stop any activity where controls are inadequate or conditions are breached.

10. Fire and emergency arrangements

The hirer’s responsible person must remain on site throughout the booking.

The responsible person must brief attendees on exits and the assembly point, and maintain an attendance list where appropriate.

On discovering a fire, raise the alarm, evacuate, call 999 and do not re-enter until authorised.

Emergency vehicles must be able to access the site at all times.

The academy must be notified immediately of any emergency and receive a written account as soon as practicable.

11. First aid, accidents and infectious illness

The hirer must make suitable first-aid arrangements for its activity and provide trained personnel and equipment where appropriate.

Academy first-aid supplies and staff are not automatically available to external hirers.

All accidents, injuries and near misses must be reported before leaving and confirmed in writing within 24 hours where requested.

The hirer must follow current public-health guidance and must not knowingly admit anyone whose attendance creates an avoidable infection risk.

12. Insurance, liability and indemnity

The hirer must hold public liability insurance appropriate to the activity, normally with a minimum indemnity of £5 million for any one occurrence, or any higher level required by the Trust or academy. Evidence must be supplied before use and kept current.

The hirer is responsible for loss, damage, injury, claims, costs or expenses arising from its use, except to the extent caused by the academy’s proven negligence or breach of statutory duty.

The hirer must indemnify the academy and Trust against claims arising from the hirer’s acts, omissions or breach of the agreement, subject to applicable law.

Personal property is brought onto the site entirely at the owner’s risk.

Commercial providers must hold any additional employer’s liability, professional indemnity or activity-specific insurance required by law or the academy.

13. Charges, deposits and payment

Charges are set in the academy’s approved schedule and may reflect the space, duration, staffing, heating, cleaning, security, equipment, administration and risk involved. Different rates may be approved for commercial, community, charitable or partner use, provided decisions are reasonable and consistently applied.

The academy may require payment in advance and/or a refundable damage or security deposit.

Additional costs caused by overrunning, excessive cleaning, damage, false alarms, call-outs, lost keys or breach of conditions will be charged to the hirer.

Recurring bookings will be invoiced according to the agreement. Continued non-payment may result in immediate suspension or cancellation.

No reduction, waiver or free use may be agreed unless authorised and recorded under the academy’s financial arrangements.

14. Cancellation

Cancellation by the hirer

Cancellation must be made in writing. The academy may retain charges or apply a cancellation fee in accordance with the letting agreement and approved schedule. Failure to attend does not remove liability for payment.

Cancellation by the academy

The academy may cancel because of operational need, emergency, severe weather, safety, staffing, legal requirement, non-payment, breach or circumstances beyond its reasonable control. Where cancellation is not caused by the hirer, the academy will normally refund the affected hire charge, but will not be liable for consequential loss, loss of profit or the hirer’s third-party costs.

15. Security, access and closing the site

Access is limited to the agreed entrance, rooms, toilets, routes and times.

Keys, codes and access devices must not be copied, shared or labelled with the academy address.

Doors and gates must not be propped open unless this forms part of an approved control.

The hirer must prevent unauthorised entry and challenge or report unknown persons safely.

At the end, all attendees must leave, lights and equipment must be switched off as instructed, windows and doors secured, waste removed and the premises left clean and orderly.

Any lost key or access device must be reported immediately; replacement and security costs may be charged.

16. Equipment, catering and licences

Academy equipment may only be used when itemised in the agreement and must be returned in good condition.

The hirer must not access academy IT networks, records, classrooms, cupboards or teaching resources without written permission.

Food providers must comply with food hygiene and allergen law and provide evidence of registration, training or insurance where requested.

The hirer is responsible for obtaining and paying for all licences, permissions and royalties required for music, performances, films, raffles, trading or other regulated activity.

The academy’s premises licence must not be relied upon unless the academy has expressly confirmed that it covers the activity.

17. Data protection, photography and publicity

The hirer must comply with UK GDPR and the Data Protection Act 2018 when collecting or using personal data.

The hirer is responsible for obtaining valid consent or another lawful basis for photography, filming or recording.

No image or information relating to academy pupils, displays, records or staff may be captured or published without permission.

Publicity must not suggest that the academy or Trust sponsors, endorses or organises the activity unless written approval has been given.

18. Breach, termination and complaints

A serious or repeated breach may result in the activity being stopped, immediate termination, refusal of future bookings, retention of sums due and recovery of losses. The academy may contact the police, safeguarding services, regulators or insurers where appropriate.

Concerns should first be raised with the Headteacher. Complaints about the academy’s administration of a letting will be considered under the academy complaints procedure where applicable. Contractual disputes may be handled separately under the letting agreement.

19. Records, monitoring and review

The academy will retain applications, agreements, evidence, invoices, incident reports and relevant correspondence in line with its retention schedule.

Personal information will be processed only for legitimate administration, safeguarding, safety, legal and financial purposes.

Leaders will periodically review income, costs, incidents, complaints, cancellations, debt and compliance.

This policy will be reviewed annually or earlier following a significant incident or change in legislation, guidance or Trust requirements.

Appendix 1 – Letting application form

Complete all sections. Submission does not confirm a booking. The academy may request further documents or information before deciding the application.

Applicant declaration

I confirm that the information given is accurate. I understand that the booking is not confirmed until written approval is issued and all conditions are met. If approved, I agree to comply with this policy, the signed letting agreement, site instructions and all applicable legal requirements.

Academy decision

Appendix 2 – Standard conditions of hire

These conditions form part of every letting agreement unless the academy expressly varies them in writing.

1. Contract The agreement is between the academy/Trust and the named hirer. The hirer may not assign, transfer or sublet it.

2. Responsible person The named responsible person must be at least 18, remain present throughout and have authority to manage the activity and respond to emergencies.

3. Use The premises may only be used for the approved activity, people, areas and times. Setup and clearing time must be included in the booking.

4. Supervision The hirer provides sufficient competent supervision and remains responsible for all attendees, contractors and guests.

5. Safeguarding The hirer meets all safeguarding and safer-recruitment duties and reports concerns promptly. The academy may request evidence or terminate use where assurance is inadequate.

6. Safety The hirer follows risk assessments, capacity limits, fire and emergency procedures, and lawful instructions from academy staff.

7. Insurance Required insurance must remain valid for the whole period of hire. The hirer must notify the academy of cancellation or material change.

8. Care of premises No damage, alteration or removal is permitted. The hirer pays for damage, loss, exceptional cleaning and security costs caused by the booking.

9. Access Only agreed areas may be entered. Keys and codes remain academy property and must be protected and returned.

10. Conduct The hirer prevents unlawful, unsafe, discriminatory, extremist, threatening, offensive or seriously disruptive conduct.

11. Prohibited items Alcohol, smoking, vaping, drugs, weapons, flames, hazardous substances and other restricted items are prohibited unless expressly and lawfully approved.

12. Licences The hirer obtains all licences and permissions required for its activity and provides evidence on request.

13. Payment Charges are payable by the due date. Additional charges may be invoiced. The academy may suspend access for non-payment.

14. Cancellation Cancellation and refunds are governed by the agreement. The academy excludes liability for indirect or consequential loss to the extent permitted by law.

15. Incidents Accidents, safeguarding concerns, damage, security incidents and complaints must be reported immediately and confirmed in writing where requested.

16. End of booking The hirer leaves on time, removes waste and possessions, restores furniture, switches off approved equipment and secures the premises as instructed.

17. Termination The academy may stop or terminate the booking immediately for serious risk, breach, non-payment or unlawful activity.

18. Acceptance Use of the premises after written confirmation constitutes acceptance of these conditions, in addition to signature of the agreement.

Acceptance of standard conditions