TERMS AND CONDITION FOR HIRING OF REPS SCHOOL HALL
- CONDITIONS FOR HIRING OF A SCHOOL FACILITY
In these conditions for the letting and hire of a school facility, unless the context indicates otherwise: “the school” shall mean the Governing Body of Rondebosch East Primary School also referred to as REPS, “the lessee” shall mean the person or organisation hiring the facility “property” shall mean the land, buildings, structures and all moveable property within the boundaries of the school grounds “structures” shall mean constructed immoveable things which are not buildings ACCESS: Access is only to the hall, backstage toilets, kitchen and designated parking areas. No other area will be made available to any lessee. This applies also to school Staff, PTA and SGB members.
2.1 The property may be booked provisionally at the discretion of the Governing Body provided that the tariffs laid down are paid within three (3) days of the date that the provisional booking was made.
2.2 Payment is to be made to the School Bursar or via EFT with proof of payment sent to school prior to event.
2.3 Failure to make payment within the stipulated three (3) days will result in the provisional booking being automatically cancelled.
3.1 All charges are payable in advance and payment must be made with the permit for the hire of the property.
3.2 No seating may be sold, booked or served, and tickets may not be distributed or any public announcement made in connection with the purpose for which the hall is hired, until payment for the hire of the hall is made and an official school receipt is issued.
3.3 Tarrif Charges
3.3.1 GROUP A
|Minimum 4 hours hire||R1500|
|Per hour thereafter||R250|
|Set up (per hour)||R200|
3.3.2 GROUP B Service organisations/Schools/Churches/Pre-schools/Staff
|Minimum 4 hours hire||R650|
|Per hour thereafter||R200|
|Set up (per hour)||R100|
4.1 A full refund will be made if cancellation is received thirty (30) days prior to the date of hiring.
4.2 A 75% refund will be made if cancellation is received within fourteen (14) days prior to the date of hiring.
4.3 No refund will be made if cancellation is received less than fourteen (14) days prior to the date of hiring.
5.1 Deposits shall be refunded after the premises have been checked and signed off.
5.2 A deposit shall be repaid a minimum of 3 days after the hire of the facility.
5.3 In the event of any property damage, the deposit paid, will be used to offset any costs. In the event of the deposit being insufficient to cover any extra charges, in terms of these conditions, an account for the amount will be rendered to the Lessee.
The cleaning includes normal cleaning at the close of hiring, but if the cleaning requirements are excessive in the opinion of Governing Body, the excess cost will be at the Lessee’s expense. Please note, cleaning of kitchen and hall to be done by Lessee.
- CHAIRS AND TABLES
The hire of the hall includes the use of the available trestles and chairs.
- KITCHEN EQUIPMENT
The hire of the hall entitles the Lessee to the use of all the kitchen equipment therein, provided the kitchen has been booked and paid for.
- REMOVAL OF FURNITURE AND FITTINGS
No school equipment shall be allowed to be removed from the hall. The Lessee shall be required to make good all losses incurred by such removal by him or any other person.
- REMOVAL OF LESSEE’S FURNITURE AND FITTINGS
At the conclusion of each hiring period the facility shall be handed over to the School official. All furniture, decoration and other articles introduced to the facility by the Lessee shall have been removed. Please note that said removal is to occur before the Lessee vacates the premises. Failing which, the School reserves the right to remove such items and the cost of the removal will form a charge against the deposit made.
- RIGHT OF ENTRY
The Governing Body shall have the right of entry to the facility at all reasonable times to ensure compliance with the Conditions of Hire of the School Facility.
- SUPERVISION AND CONTROL
The Lessee shall take all steps necessary for the proper supervision of all persons at the facility with view to ensuring acceptable behaviour and preventing damage to property. The Lessee shall comply with all the requirements of the WCED, Governing Body and any instructions of the School officials and/or members of the South African Police.
Any form of decoration (including banners) must be of free standing nature and made of non-flammable material. Under no circumstances is any decoration to obstruct fire escape doors or be attached to any part of the building in a way in which the surfaces may be permanently damaged. No decorations may be stapled, pinned or nailed into doors, floors, doorframes or the ceiling.
- LIMIT OF NUMBER OF PEOPLE TO BE ADMITED TO HIRED HALL
It is the Lessee’s responsibility to ensure that the number of people permitted to be present DOES NOT EXCEED 400. The limit is set in terms of the need to be able to evacuate the hall under fire and/or emergency situations. Failure to comply with these regulations may result in the Lessee being liable for any injuries or claims resulting from an overcrowded hall.
- ESCAPE DOOR/EXIT SIGNS
The Lessee will be held responsible for ensuring that all escape doors are kept free from obstruction and are in no way secured by means other than the fitted locking mechanism. Exit signs must not be obscured in any way.
- EVACUATION OF HALL
It shall be the responsibility of the Lessee to arrange for the evacuation of all persons from the hall in the event of a fire, bomb threat or any other emergency situation.
- USE OF SCHOOL GROUNDS
No structure or activities whatsoever, which may cause damage to grassed areas or plants on School grounds will be allowed without the expressed permission of the Governing Body. Any cost arising from damages caused by any structures or activities will be to the account of the Lessee and will be deducted from the deposit made.
Please Note: No other area, except that which is clearly stipulated in this contract may be accessed at any time for any use, including parking or display of whatever material.
The tennis courts, netball courts, play park and sports field are strictly out of bounds.
- USE OF LIQUOR
As per WCED regulations NO ALCOHOL is to be allowed on School premises.
The School shall not be liable for any loss or damage in which the Lessee may be involved in consequence of any defect or neglect in the arrangement attending the letting facility however caused or arising in any way from hire of the facility and the Lessee hereby indemnifies the School and keeps the School indemnified against all such actions, suits, proceedings, claims, demands, costs, damages and expenses which may be levied or made against the School, or which the School may sustain or incur by reason of any injury or damage to persons or property of any persons, arising directly out of the Lessee’s occupation at or use of the facility and the Lessee hereby further indemnifies the School and keeps the School indemnified against all such costs, damages and expenses which may be suffered by the School as a direct result of any damage of whatsoever nature caused to the facility of the School arising directly or indirectly out of the Lessee’s occupation at or use of the facility.
- BREACH OF CONDITIONS
The non-fulfilment or breach of any of these conditions by the Lessee or his representative shall entitle the School to cancel any engagement forthwith. Such cancellations shall be conveyed to the Lessee, in writing by the governing body. In such event all amounts paid by the Lessee shall be forfeited.