We are delighted that you have chosen to use our school to hire for your event. Before the hire can commence, please read the information below. Signing your booking form will confirm that you have agreed to all the information below.
For any enquiries for letting at St Edwards please contact Emma Vores on lettings@st-edwards.poole.sch.uk during the school term.
(Contact details will be given out to you for emergency contact during the school holidays if you have a hire during this time)
Terms and conditions
Booking form – Once we have agreed to your hire you will be sent a booking form which will include details of your hire and the costs, the contact details will need to be completed, the form signed and it returned to us, to confirm your hire.
Damages deposit – Along with the booking form the cleaning and damages deposit will need to be paid to reserve your hire.
Insurance – Public liability Insurance for your hire will need to be in date and a copy of this insurance will need to be sent over to us for our records.
DBS – If you are over 18 and working alongside young people under the age of 18, you will need to have your own DBS certificate for every person who will be in contact with these people.
As a school we take no liability when it comes to the hirers and DBS checks
Payments – The deposit will secure your hire, however the final payment in full will need to be paid seven days prior to your hire. Any long-time hire will need to pay the first month upfront and then will be invoiced monthly for the remaining hire.
Named hirer – The hirer on the booking form must be a person who will be attending the hire and must make themselves known to the site member on arrival.
Main hall seating – The tier seating available in the main hall is to have NO food or drinks consumed on.
Car parking – Car parking on site is available and only permitted during the time of the booked hire, the school takes no liability for any loss or damage whilst the cars are parked on the site.
To help insure the hiring of our premises runs smoothly, please find below a few things we need you to be aware of.
- Ensure you have a register of all the people at your event in case of a fire
- Stick to the area’s you have hired only, make sure any young children are supervised
- Clean up after your letting, and put rooms back in order (Please factor this into your timings when booking your letting)
- Document any damages in the area of your hire before your letting begins (Please inform the member of the site team at the start of your hire and send any photo evidence of this also)
- Let us know of any health and safety issues that may have occurred or incidents/accidents whilst your letting was taking place
- Smoking of any form including cigarettes including vapes/electric cigarettes or drinking alcohol on our site is prohibited. If you do smoke, please insure you go all the way to the end of the school drive through the gates
- Please do not turn up before your allocated letting hire time, there may not be someone ready to greet you and you could set off our alarm system which will then make you liable for the cost of our alarm company call out fee.
- Please do not stay later than your allocated letting hire time, a late fee will be issued if this is the case.
- Do not drive past the vehicle gate (Next to the main reception) unless this has been agreed prior to your hire as this could mean you get locked in.
Please not that if we feel that you are not respecting our site or not following our guidelines, we have the right to cancel any future bookings with yourself.
Fire evacuation plan
In the unlikely event of a fire whilst you are hiring our premises, please insure you follow the plan below.
If the fire alarm sounds:
- Check the area you are hiring to ensure everyone has left safely
- Close all doors and windows around the area you have hire to help prevent the spread of the fire (So long as this doesn’t endanger yourself)
- Walk calmly to the end of the lower car park, take a register of all the people who are part of your letting to ensure they are all accounted for.
- If we have a Fire Marshall on site at the time of your letting, let him/her know what areas have been checked and cleared by yourself.
- If we don’t have a fire marshal on site ring 999
- Our fire alarm is monitored, and the fire brigade will be alerted. However, if you are aware of a fire then please ring 999 to prioritize the call out with the fire brigade.
- You as the hirer are responsible for all your guests whilst hiring our facilities so please ensure you have an up to date register of who is on site each time you use our premises.
Be aware:
- Smoke/fog machines are not allowed on our premises
- The use of aerosol deodorant/sprays are prohibited on site, due to our particle sensors.
- No BBQ’s will be permitted without prior arrangement (If this is agreed you will be charged an extra fee for a site member to oversee this)
- If the fire alarms are set off purposely due to not following the above rules or due to the glass being broken on an alarm, you will be liable for the bill. (This includes the fire brigade call out fee and any damage that may have occurred to the alarm)
Fire Marshall:
If you hire our facilities on a term time weeknight, please be aware that in addition to the monitoring, the site team member on site is our Fire Marshall.
If you need to reach them, they will be available until 10pm
In case of emergency, you can call them on 07824521222
Pricing and Availability
Our premises are available to hire between the following times:
Weekdays: 4:30pm – 10pm
Weekends: 9am – 10pm
Prices can be found on individual premises pages. The cleaning and damages deposit is due at the time of the booking form being completed and returned. The remaining payment is due seven days prior to your hire, and for long term hire the first months payment is due seven days prior to your first hire and you will then be invoiced monthly for the remainder of your hire.
Cancellation of your hire
If you need to cancel your hire this must be done in writing seven days prior to your letting or the full payment amount will still be due.
Should St Edward's have to cancel your hire after a full payment has been made then you will receive all your money back.
We are unable to go ahead with any lettings during school scheduled events such as Open Evenings, Parents Evenings, exams (Sports hall hires) and school performances. We will do our best to ensure that you are made aware of these events if they conflict with any of your hires so that you are informed beforehand that those dates are unavailable.