Venue Hirer Terms & Conditions
1. INTERPRETATION
1.1 Definitions
“Academic Year”: from 1st September in one year to 31st August in the following year.
“Activities”: the activities to be carried out by the Facility User at the Facilities as detailed in the Booking or as otherwise agreed in writing by Community Lettings UK.
“Adult at Risk” or “Vulnerable Adult”: an adult for whom an organisation has safeguarding responsibilities. The Care Act 2014 Statutory Guidance describes these as applying to an adult who:
• has needs for care and support (whether or not the local authority is meeting any of those needs); and
• is experiencing, or at risk of, abuse or neglect; and
• as a result of those care and support needs is unable to protect themselves from either the risk of, or the experience of, abuse or neglect.
“Agent”: an agent of a School which has granted Community Lettings UK the right to use and occupy the Facilities.
“All Year-Round Booking”: a Block Booking for a minimum of 40 weeks within one Academic Year or which is booked at any point throughout an Academic Year for consecutive weekly sessions until the end of that Academic Year.
“Block Booking”: a series of Bookings of Facilities made in advance, for a minimum of 25 consecutive weeks with each booking being the same type of activity at the same school and the interval between each booking being between 1–13 days.
“Booking”: the Facility User’s request to Community Lettings UK for the hire of the Facilities made via the Site.
“Booking Confirmation”: has the meaning given in clause 2.3.
“British Values”: the fundamental British values as defined in the Prevent duty guidance issued under the Counter-Terrorism and Security Act 2015, namely: democracy; the rule of law; individual liberty; and mutual respect and tolerance of those with different faiths and beliefs.
“Charges”: the charges payable by the Facility User in accordance with clause 11.
“Children” or “Young People”: persons under the age of eighteen (18) years.
“Client Sign-In Sheet”: the Client Sign-In Sheet to be completed and signed by an authorised representative of the Facility User; an example can be found in the Safeguarding Policy available in the client document folder.
“Conditions”: these terms and conditions as amended from time to time in accordance with clause 16.8 and any other documents incorporated into these Conditions as set out at clause 1.2(c).
“Confirmed Booking”: has the meaning given to it in clause 2.4.
“Contract”: the Contract between Community Lettings UK and the Facility User for the hire of the Facilities in accordance with these Conditions and the details of the Confirmed Booking as detailed on the Site.
“Discount”: a reduction from the published Charges, subject to the conditions set out in clause 11.2.
“Facilities”: the premises, sports grounds or other facilities of the School to be made available for the Activities.
“Facility User”: the company, club, group, organisation or person hiring the Facilities via the Site.
“Grass Fixture”: a Confirmed Booking of a grass pitch.
“Individuals”: the employees, agents and volunteers of the Facility User, speakers, influencers and other individuals to whom the Facility User makes available the Facilities or who take part in Activities.
“Prevent”: has the meaning set out in the Counter-Terrorism and Security Act 2015 and associated statutory guidance.
“Safeguarding Policy”: the safeguarding policy set out in the client document folder “Community Lettings UK safeguarding policy and docs”.
“Safeguarding Procedures”: the procedures and code of safe conduct linked to the Safeguarding Policy and referred to in the client document folder “Community Lettings UK safeguarding policy and docs”.
“School”: a school, college, academy or other organisation which is making Facilities available to Community Lettings UK.
“School Activities”: any activities including but not limited to parents’ evenings, school productions, open evenings and examinations, that are to be held by, for or on behalf of the School on or at the Facilities.
“Site”: the online booking system managed by Community Lettings UK and made available to the Facility User to make Bookings or a replacement site as notified by Community Lettings UK to the Facility User.
“Community Lettings UK” / “Comm Lett UK”: a company registered in England and Wales with company number 12791860.
“Vulnerable Adult”: see “Adult at Risk”. The term “Vulnerable Adult” is largely superseded by the Care Act 2014 guidance but is retained here for reference.
“Working Day”: a day (other than a Saturday, Sunday or public holiday) when UK clearing banks in the City of London are open for business.
1.2 Construction
In these Conditions, the following rules apply:
(a) a person includes a natural person, corporate or unincorporated body (whether or not having separate legal personality).
(b) clause, schedule and paragraph headings shall not affect the interpretation of these Conditions.
(c) the additional documents linked to within these Conditions and/or provided from time to time by Community Lettings UK to the Facility User form part of these Conditions and shall have effect as if set out in full in the body of this Contract.
(d) a reference to a party includes its personal representatives, successors or permitted assigns.
(e) a reference to a statute or statutory provision includes any subordinate legislation made under that statute or statutory provision, as amended or re-enacted.
(f) any phrase introduced by the terms including, include, or any similar expression, shall be construed as illustrative and shall not limit the sense of the words preceding those terms.
(g) a reference to writing or written does not include faxes, social media, other messaging platforms or text messages, but does include emails and messaging via the Site.
2. BASIS OF CONTRACT
2.1 The Booking constitutes an offer by the Facility User to hire the Facilities from Community Lettings UK for the Activities in accordance with these Conditions and any other documentation on the Site or provided by Community Lettings UK to the Facility User.
2.2 Community Lettings UK shall confirm receipt of the Booking but such confirmation shall not be taken as acceptance of the offer. Any Booking shall only be considered upon Community Lettings UK being satisfied (in its discretion) of the following:
(a) the authorised representative of the Facility User submitting the Booking must be over 18 years of age.
(b) where required, Community Lettings UK must receive a copy of the Facility User’s valid and continuing public liability insurance certificate within 30 days from the date of the Booking, or by the date of the first use of the Facilities, whichever is earlier.
(c) receipt of any other information or documents notified by Community Lettings UK by any date set by Community Lettings UK.
(d) the availability of the Facilities in accordance with the Booking.
2.3 If documents or information requested under clauses 2.2(b) or 2.2(c) are not provided by the Facility User by the relevant specified date then Community Lettings UK may at its discretion cancel any provisional Booking and retain any monies paid.
2.4 For a Booking to be Confirmed, the provisional booking must be confirmed by the Facility User within 48 hours of the booking being loaded to the Site. It is the responsibility of the Facility User to ensure all details of the booking are correct.
2.5 Following satisfaction of the conditions noted in clause 2.2, Community Lettings UK shall provide written Booking Confirmation to the Facility User via the Site, at which point the Contract shall come into existence.
2.6 If the Booking is varied by Community Lettings UK before the date the Activity is due to take place, Community Lettings UK shall notify the Facility User, who may: (a) accept the variation (deemed accepted if not rejected within five days); or (b) reject the variation, in which case the Booking shall terminate and Community Lettings UK shall refund any payments made where the variation is material.
2.7 The Contract constitutes the entire agreement between the parties.
2.8 These Conditions apply to the exclusion of any other terms that the Facility User seeks to impose or incorporate.
2.9 The Facility User acknowledges that Community Lettings UK has been granted a non-exclusive licence to use and occupy the Facilities by the School. If that licence terminates or its terms change such that Community Lettings UK is unable to provide the Facilities, the relevant Contract will terminate and Community Lettings UK shall not be liable to the Facility User for any resulting losses.
2.10 The Facility User agrees that the Facilities shall be used solely for the purpose of exercising its rights under this Contract, and shall be vacated upon notice by Community Lettings UK.
2.11 The Facility User shall limit access to the Facilities to such persons as are necessary to enable it to exercise its rights under this Contract.
2.12 The Facility User shall not make any modifications or alterations to the Facilities.
2.13 The Facility User shall observe and comply with such rules and regulations as may be in force at any time for the use of the Facilities as determined or advised by Community Lettings UK from time to time.
2.14 The parties agree that there is no intention to create a tenancy of any nature in favour of the Facility User, and that the School and Community Lettings UK retain the right at any time to use any Facilities as they see fit.
3. FACILITIES HIRE
3.1 The Facility User acknowledges that the Facilities are made available by Community Lettings UK and that neither the School nor any Agent is a party to any arrangements with the Facility User.
3.2 Community Lettings UK has not given any warranties or representations as to the suitability of the Facilities for the Activities.
3.3 Community Lettings UK shall use reasonable endeavours to accommodate the Booking on the dates required, but Bookings are not accepted until they are Confirmed Bookings as set out in clause 2.4.
4. FACILITY USER’S OBLIGATIONS
4.1 The Facility User shall:
(a) ensure that all details provided to Community Lettings UK are complete and accurate and that no changes are made to an All Year Round Booking without prior approval of Community Lettings UK;
(b) complete the Client Sign-In Sheet in advance of each use of the Facilities;
(c) co-operate with Community Lettings UK in all matters relating to the hire and use of the Facilities;
(d) be responsible for ensuring that all necessary licences, permissions and consents required to carry out the Activities are obtained before the Activities start and maintained throughout;
(e) read and comply at all times with the Safeguarding Policy and associated procedures, where the Activities involve Children, Young People or Adults at Risk;
(f) ensure that Individuals using music or displaying videos have obtained the relevant licences (e.g. PPL or PRS) prior to commencing such activities;
(g) ensure that any equipment with a plug brought onto the Facilities has been PAT tested within the last 12 months;
(h) not associate any Activity with Community Lettings UK or the School without prior consent;
(i) not sub-let the Facilities. All bookings must be completed by the person or organisation that made the booking. Community Lettings UK reserves the right to cancel all future bookings without notice if sub-letting is suspected.
4.2 Community Lettings UK is vigilant to the possibility that Facilities may be requested by persons wishing to run extremist events or meetings. Community Lettings UK does not accept bookings from individuals or organisations it considers to be extremist. The Facility User must inform Community Lettings UK of all names by which it is known and all key individuals, speakers or influencers attending the Facilities, and update Community Lettings UK of any subsequent changes. Community Lettings UK reserves the right to cancel any Confirmed Booking should it consider the Facility User or any Individual to have extremist connections. The Facility User also warrants that all Activities will be consistent with British Values as defined under the Prevent duty guidance and will not promote, facilitate or conduct activities contrary to British Values, including:
• Democracy.
• The rule of law.
• Individual liberty.
• Mutual respect and tolerance of those with different faiths and beliefs.
Any Activities considered by Community Lettings UK, in its reasonable discretion, to be contrary to British Values may result in immediate termination of the letting and cancellation of all future bookings, in accordance with clause 15.1.
4.3 Bookings will not be accepted from persons acting on behalf of a third party unless declared at the time of the Booking.
4.4 The Facility User must honestly declare the proposed use of the Facilities. Any actual or apparent misrepresentation may result in cancellation of the Booking by Community Lettings UK with no liability to the Facility User.
5. INSURANCE
5.1 Unless otherwise agreed by Community Lettings UK, the Facility User shall maintain with a reputable insurance company, public liability insurance, and provide Community Lettings UK with a copy of the certificate and any other associated documentation reasonably requested.
5.2 The Facility User shall be responsible for ensuring that its public liability insurance provides adequate cover for any accidents, losses or safeguarding concerns in connection with the Activities.
5.3 The Facility User is responsible for keeping all insurance documents up to date. Community Lettings UK will send a reminder 14 days prior to a policy expiring.
6. PERSONAL DATA
6.1 All personal data is held and processed in accordance with our privacy policy.
6.2 The Facility User shall be responsible for complying with all applicable data protection legislation, including the UK GDPR and the Data Protection Act 2018.
7. HEALTH AND SAFETY
7.1 The Facility User warrants and represents that it shall at all times comply with all relevant health and safety legislation, enactments and regulations and all School policies and procedures including fire evacuation and other emergency procedures provided by Community Lettings UK or the School from time to time. A School map and Fire Evacuation Procedures are available on the Site.
7.2 The Facility User acknowledges and accepts that:
(a) the Facility User shall be responsible for ensuring that persons with the requisite level of first aid training are present throughout the Activities;
(b) the Facility User is responsible for providing first aid equipment during the Activities; and
(c) neither Community Lettings UK nor the School shall be responsible for first aid trained staff or first aid equipment.
7.3 Where the Activities involve use of kitchen or catering facilities, the Facility User warrants that it shall comply with all food safety and hygiene legislation and shall ensure that the kitchen and catering facilities are left in a clean and hygienic manner free from contamination.
7.4 Where the Activities involve swimming, the Facility User shall be responsible for ensuring that persons with the requisite level of lifeguard training are present throughout the Activities.
● NEW / AMENDED – Clause 7 – Fire Safety – New 2026
7.5 FIRE SAFETY RESPONSIBILITIES – Community Lettings UK will mirror the host school’s established fire evacuation procedures as closely as practicable during lettings hours. Given that lettings may involve use of a reduced number of areas within the building, evacuation routes, assembly points and roll-call procedures may differ from those applicable during the school day. Applicable procedures will be communicated to hirers in writing prior to or at the commencement of the letting.
7.5(a) The Facility User shall:
• familiarise themselves and all Individuals with the evacuation routes and assembly points applicable to the spaces booked prior to commencing Activities;
• not obstruct fire exits, fire doors, or evacuation routes at any time;
• not prop open fire doors during the letting;
• ensure that all Individuals are aware of the evacuation procedure and assembly point applicable to their session;
• assist with any evacuation if required and co-operate with Community Lettings UK staff and/or the School’s emergency procedures.
7.5(b) Fire safety responsibility during lettings hours rests jointly with Community Lettings UK (in respect of the operational management of the letting) and the Facility User (in respect of the conduct and safety of Individuals). The School retains responsibility for the fabric and fixed fire safety systems of the building.
8. SAFEGUARDING, CHILD/ADULT PROTECTION, PREVENT AND BRITISH VALUES
8.1 The Facility User warrants and represents that it shall at all times and shall procure that all persons taking part in the managing and operating of Activities shall comply with safeguarding legislation and guidance, and Community Lettings UK safeguarding policy and procedures.
8.2 The Facility User acknowledges and accepts that it shall be responsible for ensuring that all Individuals involved in undertaking, overseeing or organising Activities shall have the requisite level of safeguarding knowledge, awareness and competence to undertake their role, and that neither Community Lettings UK nor the School shall be responsible for ensuring that Individuals are knowledgeable or competent in terms of safeguarding.
8.3 If requested by Community Lettings UK, the Facility User shall provide evidence that appropriate Disclosure and Barring Service certificates (DBS Certificates) have been obtained for any key Individuals who will be accessing the Facilities.
8.4 The Facility User shall be responsible for ensuring that all Individuals involved in undertaking, overseeing or organising Activities shall be recruited using safer recruitment methods and processes, including criminal record checks, and shall be trained, supervised and managed to ensure consistent and thorough implementation of safeguarding policies and procedures.
8.5 The Facility User undertakes to ensure that, in undertaking Activities, it will use only Individuals that it has vetted as being suitable to work with Children, Young People and Adults at Risk, in accordance with Community Lettings UK policy and procedures.
8.6 The Facility User undertakes to report to Community Lettings UK any safeguarding concerns that come to its attention in relation to Children, Young People or Vulnerable Adults, and any safeguarding concerns that arise in relation to alleged behaviour by Individuals involved in undertaking Activities.
8.7 Each party recognises that under the Counter-Terrorism and Security Act 2015, schools and colleges have a duty to pass on any information they have in relation to concerns about people being drawn into terrorism or extremist activities. In occupying and using the Facilities, Community Lettings UK considers itself to be under such a duty and will pass on any such information to the School. Training on Prevent is therefore included for Community Lettings UK staff in the Community Lettings UK induction programme and referrals are dealt with in the same way as safeguarding referrals.
9. THE FACILITIES
9.1 The Facility User acknowledges and agrees that:
(a) the Facility User shall be responsible for ensuring that the Facilities and all equipment are safe, in full working order and suitable for the Activities;
(b) the Facilities are to be left in the same condition as found at the start of the Activities. In the event that the Facilities are damaged or destroyed during or as a result of the Activities, the Facility User shall, within 5 Working Days of being notified, pay for the repair or replacement of any School Equipment and the cost of rectifying any damage;
(c) it shall not permit smoking or the use of e-cigarettes on or in the Facilities;
(d) it shall not permit any form of media recording (including pictures, video recordings, or live streaming) on the Facilities without prior written approval by Community Lettings UK. If such approval is provided, the Facility User warrants that it shall not allow any recording to include any School names or logos;
(e) it shall not permit alcohol on or in the Facilities without the prior written consent of Community Lettings UK;
(f) the Facilities are to be used only for Activities as detailed in the Booking Confirmation and for no other purpose unless approved by Community Lettings UK in writing;
(g) the Facility User can only store its own equipment at the Facilities with prior written agreement of Community Lettings UK;
(h) neither Community Lettings UK nor the School shall be responsible for the safety or security of any Facility User equipment stored at the Facilities;
(i) where Activities include use of a swimming pool, the Facility User shall provide evidence that a qualified lifeguard and a qualified swim instructor will be present at all times during such Activities, together with copies of relevant certificates and a valid DBS certificate.
● NEW / AMENDED – Clause 9A – Security Arrangements – New 2026
9A. SECURITY ARRANGEMENTS
9A.1 Community Lettings UK is responsible for access control, locking up, and alarm activation and deactivation at each site during lettings hours. This includes ensuring that the Facilities are secured upon conclusion of each letting.
9A.2 The Facility User shall:
• not allow unauthorised persons access to the Facilities at any time during the letting;
• not leave external doors, gates, or access points open or unattended in a manner that could allow unauthorised entry;
• ensure that parents, guardians, or accompanying adults are required either to remain within the booked room(s) or wait off-site. Parent holding or waiting areas must be agreed in advance with Community Lettings UK. Parents must not be permitted to wait in corridors, communal areas, or spaces outside the scope of the booking;
• ensure that all windows within the booked space(s) are closed and secured before vacating the Facilities at the end of each session;
• only access and use the specific spaces confirmed in the Booking Confirmation. Access to any other areas of the school is not permitted without prior written approval from Community Lettings UK;
• report any security concerns, unauthorised access, or breaches to Community Lettings UK immediately.
9A.3 Failure to comply with these security requirements may result in immediate termination of the letting and cancellation of future bookings.
● NEW / AMENDED – Clause 9B – Building Handover – New 2026
9B. BUILDING HANDOVER AND SIGN-IN ARRANGEMENTS
9B.1 A facility sign-in and sign-out process is in operation at all Community Lettings UK managed sites. The Facility User is required to:
• sign in with the Community Lettings UK representative on arrival, confirming the identity of the named responsible person for the session;
• confirm at sign-in that the condition of the booked space(s) is acceptable and note any pre-existing damage or defects on the sign-in sheet before commencing Activities;
• sign out at the conclusion of the letting, confirming that the space(s) have been left in a clean, tidy, and secure condition.
9B.2 The Facility User accepts responsibility for the overall condition of the hired space(s) from the point of sign-in to the point of sign-out. Any damage identified after the letting that was not recorded at sign-in may be charged to the Facility User in accordance with clause 9.1(b).
● NEW / AMENDED – Clause 9C – Defect Reporting – New 2026
9C. DEFECT REPORTING
9C.1 In addition to the obligation to report accidents, injuries, and damage under clause 10.2, the Facility User is required to report to Community Lettings UK any defects discovered within the Facilities during the letting, including but not limited to:
• broken or damaged fixtures, fittings, or equipment;
• faulty lighting, heating, or ventilation;
• damaged or defective locks, doors, windows, or access points;
• any hazard that could affect the safety of Individuals or other users of the Facilities.
9C.2 Defects must be reported to Community Lettings UK as soon as reasonably practicable during the session and in any event before sign-out. Reporting a defect does not transfer liability for the defect to the Facility User where it pre-existed the letting.
● NEW / AMENDED – Clause 9D – Contractor Management – New 2026
9D. CONTRACTOR MANAGEMENT
9D.1 The Facility User must obtain prior written approval from Community Lettings UK before bringing any contractor, supplier, or external operative onto the Facilities. This includes but is not limited to sound engineers, equipment installers, caterers, photographers, and technical operatives.
9D.2 Where contractors are permitted, the Facility User:
• remains fully responsible for the conduct, behaviour, and compliance of all contractors whilst on the Facilities;
• must ensure that all contractors hold and can evidence the appropriate certifications, accreditations, and insurances relevant to their role, including but not limited to: public liability insurance; food hygiene certification (where applicable); PAT testing certificates for any electrical equipment brought onto site (within the last 12 months); and any sector-specific accreditation or licence required by law or by the nature of the work;
• must provide copies of relevant contractor documentation to Community Lettings UK upon request;
• must ensure that contractors comply with all applicable site rules, health and safety requirements, and safeguarding obligations as set out in these Conditions.
9D.3 Community Lettings UK reserves the right to refuse access to any contractor where appropriate documentation cannot be evidenced or where Community Lettings UK has reasonable concerns about the suitability of the contractor.
● NEW / AMENDED – Clause 9E – Named Responsible Person – New 2026
9E. COMMUNICATION ARRANGEMENTS AND NAMED RESPONSIBLE PERSON
9E.1 For every letting session, the Facility User must designate:
• a named on-site responsible person who will be present throughout the session and who is authorised to make decisions on behalf of the Facility User. This person must be identifiable to Community Lettings UK staff and contactable at all times during the letting;
• a named safeguarding lead, who may be the same individual as the responsible person, provided they hold an appropriate level of safeguarding knowledge and awareness. Where Activities involve Children, Young People, or Adults at Risk, the safeguarding lead must hold a minimum of Level 1 safeguarding awareness training.
9E.2 The names and contact details of the responsible person and safeguarding lead must be provided to Community Lettings UK at or before each session and recorded on the Client Sign-In Sheet.
9E.3 Community Lettings UK must be able to contact the named responsible person at all times during the letting. Failure to designate a responsible person may result in the letting being refused.
● NEW / AMENDED – Clause 9F – Pre-Occupation Inspections – New 2026
9F. PRE-OCCUPATION INSPECTIONS
9F.1 Prior to the commencement of each letting session, Community Lettings UK staff will, where practicable, conduct a pre-occupation inspection of the booked spaces. Where Community Lettings UK staff are not present at the point of access, the Facility User’s named responsible person is required to conduct this inspection before permitting Individuals to enter the space.
9F.2 The pre-occupation inspection must check for, and where found report or remove, the following:
• sharps or needles;
• drug paraphernalia;
• broken glass;
• hazardous substances or materials;
• inappropriate materials (including printed or written materials of a sexual, violent, or extremist nature);
• written messages or graffiti;
• personal contact details left in the space;
• security defects (e.g. broken locks, damaged windows);
• housekeeping issues (e.g. excessive litter, soiling, or equipment left in unsafe positions).
9F.3 A pre-occupation inspection checklist is available from Community Lettings UK and should be completed and retained for each session. Once the inspection has been completed and the Facility User has taken occupancy of the space, responsibility for the safety and security of the hired areas passes to the Facility User for the duration of the letting.
Community Lettings UK cannot accept liability for any items, hazards, or conditions identified after the pre-occupation inspection has been completed and the Facility User has taken occupancy. It is the responsibility of the Facility User to ensure the inspection is conducted thoroughly before Activities commence.
10. THE ACTIVITIES
10.1 The Facility User acknowledges and accepts that it shall be responsible for the coordination, running and risk assessment of the Activities, the safety, protection and good conduct of those taking part in the Activities (including Children, Young People and Adults at Risk) and the care and protection of the Facilities, all School Equipment and other School property throughout the Activities. Neither Community Lettings UK nor the School will provide any assistance or supervision in respect of the Activities.
10.2 The Facility User shall promptly report any accident, injury, safeguarding concern, damage to the Facilities, the School Equipment or any other School property to Community Lettings UK. The Facility User must also report any defects discovered during the letting in accordance with clause 9C.
● NEW / AMENDED – Clause 10A – Classroom Hire – New 2026
10A. CLASSROOM AND PRIVATE TUITION HIRE
10A.1 Where the Facility User wishes to hire classroom accommodation or any internal teaching space within a school building (as opposed to sports or hall facilities), the following additional conditions apply:
• all classroom bookings are subject to the prior written approval of the host school. Community Lettings UK will seek this approval on behalf of the Facility User but cannot guarantee availability or approval;
• a formal lettings agreement must be in place before any classroom hire commences;
• safeguarding responsibilities must be clearly defined in the lettings agreement, including the designation of a safeguarding lead as set out in clause 9E;
• the Facility User must complete appropriate risk assessments for the Activities to be conducted in the classroom space before commencement;
• access controls must be maintained at all times and hirers must not allow access to classroom spaces by persons not named in the booking;
• emergency arrangements, including evacuation procedures relevant to the classroom location, must be communicated to all Individuals before Activities commence;
• insurance arrangements must be confirmed and documentation provided in accordance with clause 5;
• security arrangements must remain effective throughout the letting, including ensuring rooms are locked when not in use.
10A.2 The following categories of booking are subject to specific school approval in addition to the standard Community Lettings UK process and may be declined at the school’s discretion:
• religious services, prayer meetings, or faith-based instruction;
• filming, photography, or media production;
• meetings or events connected with political parties, political campaigning, radical groups, or local council activities;
• planning meetings of any kind that relate to the school site, trust, or local community in a way that may create a conflict of interest for the school.
10A.3 Community Lettings UK will notify Facility Users if their booking falls into one of these categories and will seek school approval accordingly. Community Lettings UK accepts no liability where school approval is withheld.
● NEW / AMENDED – Clause 10B – Martyn’s Law – New 2026
10B. TERRORISM (PROTECTION OF PREMISES) ACT 2025 – MARTYN’S LAW
10B.1 The Terrorism (Protection of Premises) Act 2025 (“Martyn’s Law”) places statutory obligations on premises and event operators in relation to public protection from terrorist threats. Community Lettings UK and the host schools take these obligations seriously and have procedures in place in accordance with the Act.
10B.2 In respect of all lettings:
• emergency evacuation and invacuation procedures applicable to each site are available via the Community Lettings UK booking portal. The Facility User must familiarise themselves with these procedures before each session commences;
• the Facility User must communicate relevant emergency procedures to all Individuals attending the letting.
10B.3 For larger events or lettings that may meet the thresholds defined under Martyn’s Law (currently premises or events with a capacity of 200 or more):
• the Facility User must confirm in writing to Community Lettings UK that they have assessed their obligations under Martyn’s Law and have appropriate procedures in place before the event takes place;
• the Facility User must co-operate with Community Lettings UK and the school in implementing any public protection measures required under the Act;
• any failure by the Facility User to comply with their obligations under Martyn’s Law may result in the cancellation of the booking.
10B.4 It is the responsibility of each Facility User to assess and discharge their own obligations under the Act. Community Lettings UK cannot accept liability for the Facility User’s failure to comply.
11. CHARGES AND PAYMENT
11.1 The Charges shall be as set out on the Site unless otherwise confirmed by Community Lettings UK.
● NEW / AMENDED – Clause 11.2 – Discounts – Amended 2026
11.2 DISCOUNTS – Community Lettings UK is not permitted to offer or apply any discount, reduction, or variation from the Charges published on the Site without the prior written approval of the relevant host school. Any discounted pricing must be formally approved by the school before it is offered to or confirmed with the Facility User. Discounts are strictly subject to any condition set out in relation to such Discount being fulfilled and may be withdrawn by Community Lettings UK upon notice to the Facility User if such Discount no longer applies or school approval is withdrawn, in which case the full published Charges shall be payable.
11.3 Community Lettings UK may in its discretion invoice the full amount of a Booking when the Booking Confirmation is provided to the Facility User.
11.4 Community Lettings UK shall provide a monthly invoice on the first day of the month to the Facility User. Payment must be made with cleared funds into the Community Lettings UK bank account no later than the twenty-third of the month for all Activities in the following month.
11.5 The payment invoice provided by Community Lettings UK may include a 50% non-refundable deposit for holiday camps or other wide-scale use of Facilities, or a refundable damage deposit for events and other large one-off activities.
11.6 Monthly invoices are raised by Community Lettings UK, in advance, on the first day of the month prior to the month to which the invoice relates. Once an invoice is raised this cannot be amended and must be paid in full. Any monies owed to the Facility User will be deducted from future bookings or refunded if no future bookings exist.
11.7 Payment of invoices is due in cleared funds upon receipt of the invoice, and time of payment shall be of the essence of the Contract.
11.8 PAYMENT METHODS – The Facility User shall pay invoices in full by Stripe or BACS transfer. All funds must be cleared in the Community Lettings UK bank account before any letting activities can take place. Holiday camp bookings during school holidays are subject to a 50% non-refundable deposit. Events and large one-off activities may be subject to a refundable damage deposit.
Stripe Card Payment: We accept all major credit and debit cards through Stripe. To pay, follow the instructions on our payment page.
BACS Transfers: For registered groups and clubs, Community Lettings UK may offer BACS payment solely at the company’s discretion. Bank details:
• Bank Name: Monzo Ltd
• Account Name: Comm Lett UK
• Account Number: 86471534
• Sort Code: 04-00-04
Please include your invoice number as reference on all BACS transfers. Invoices are generated on the 1st of every month, a month in advance of the booking date. Monthly invoice payments are due by the 23rd of each month.
Automated Payments
(a) Upon agreeing these Conditions, you agree to the terms of automated payments and confirm you are an authorised user of the payment method provided.
(b) Payments will be automatically deducted from your account on the 1st of the month at 8:30am. You will receive a notification prior to each deduction.
(c) The amount deducted will be based on the agreed terms. Any changes will be communicated to you in advance.
(d) You may cancel or modify automated payment enrolment at any time by providing written notice at least 7 days in advance.
(e) In the event of insufficient funds or a declined transaction, you will be notified. Community Lettings UK reserves the right to charge a fee for returned payments.
(f) All transactions are processed using secure encryption.
VAT
11.9 The Site will show whether VAT is applicable to Charges.
11.10 Certain fees are exempt from VAT for use of sport if: (a) the booking is for a single letting for a continuous period of over 24 hours with exclusive control; or (b) the letting is a series of ten or more sessions for the same sport or activity at the same place, with intervals of 1–13 days, paid in full, with exclusive use, let to a school, club, association, or representative organisation.
11.11 If a cancellation or change by the Facility User means the VAT exemption conditions cannot be met, VAT will be applied and Community Lettings UK will raise a new invoice with VAT. If the change is instigated by Community Lettings UK, a discount or refund will be applied to ensure the Facility User’s total payment is not increased.
11.12 It is the Facility User’s responsibility to inform Community Lettings UK if it is not a club or association as defined. By accepting these Conditions and the VAT exemption, the Facility User confirms it is a club or association.
11.13 Some schools may opt to tax their premises, meaning the charge will be subject to VAT even if the conditions in clause 11.10 are met. This will be indicated on the Site.
11.14 If Charges change due to different VAT treatment before the date of the Activities, Community Lettings UK will notify the Facility User and treat it as a variation.
11.15 If Charges change due to different VAT treatment after the date of the Activities, Community Lettings UK reserves the right to raise a further invoice for any additional VAT, payable within seven (7) days.
Failure to Pay Invoices
11.16 The Facility User shall pay all amounts due in full without any deduction or withholding except as required by law.
11.17 If the Facility User fails to make payment by the Due Date: (a) Community Lettings UK shall have the right to suspend access to any Facilities until payment is made; (b) interest at the rate of 4% per annum above the Bank of England base rate shall accrue on the unpaid amount from the Due Date; (c) Community Lettings UK may refer the matter to its debt collection agents, whose charges will be added to the invoiced amount together with a £50 late fee; (d) if payment has not been received within seven (7) days of the Due Date, Community Lettings UK may terminate this Contract immediately on giving notice in writing; and (e) the Facility User may be prevented from using any Facilities in future.
12. CANCELLATION
● NEW / AMENDED – Clause 12 – Cancellation Policy – Replaced in Full 2026
12.1 The Facility User acknowledges and accepts that all School Activities take priority over any Confirmed Booking(s) and that Community Lettings UK may, without incurring any liability to the Facility User, cancel a Confirmed Booking by giving as much notice as reasonably possible for any of the following reasons:
(a) School Activities, Force Majeure Event, unforeseen circumstances, or emergencies;
(b) failure by the Facility User to pay any invoice by its Due Date;
(c) failure by the Facility User to supply any reasonably requested information;
(d) failure by the Facility User to honestly disclose the purpose of the Activities and/or Community Lettings UK deems the proposed purpose inappropriate; or
(e) the Facility User appears to have become bankrupt or insolvent.
12.2 Where Community Lettings UK cancels a Confirmed Booking due to School Activities, Force Majeure Events, unforeseen circumstances, or emergencies, the Facility User shall not be charged and shall be reimbursed within five Working Days if payment has been made in advance. If Community Lettings UK cancels for reasons set out in clauses 12.1(b) to (e), Community Lettings UK shall retain any payment made in advance, which shall be non-refundable.
12.3 Standard Cancellation Terms
The following standard cancellation policy applies to all bookings. Notice of cancellation must be given in writing via the Community Lettings UK booking portal or by email. Cancellations communicated by telephone, text message, or social media will not be accepted as formal notice.
Notice Given
Charge Applicable
Refund
0–2 days
75% of booking value
25% refund
3–7 days
50% of booking value
50% refund
8 days or more
No charge
100% refund
12.4 Community Lettings UK reserves the right to cancel any letting in accordance with clauses 12.1 and 15.1 without financial liability where the cancellation arises from school activities, force majeure, safeguarding concerns, or breach of these Conditions by the Facility User.
For grass pitch bookings, cancellations due to unplayable surface conditions (adverse weather) must be confirmed in writing by Community Lettings UK before a cancellation will be accepted. The standard cancellation terms in clause 12.3 apply in all other circumstances.
13. LIMITATION OF LIABILITY
THE FACILITY USER’S ATTENTION IS PARTICULARLY DRAWN TO THIS CLAUSE.
13.1 Nothing in these Conditions shall limit or exclude Community Lettings UK’s liability for: (a) death or personal injury caused by its negligence; (b) fraud or fraudulent misrepresentation; (c) breach of the terms implied by section 2 of the Supply of Goods and Services Act 1982; (d) physical, sexual or any other form of abuse perpetrated by its paid staff, volunteers, senior managers, members of boards of trustees, sessional workers, agency staff, students, subcontractors or anyone else working on its behalf; or (e) any other matter for which liability cannot by law be excluded or limited.
13.2 Subject to clause 13.1, Community Lettings UK shall under no circumstances whatever be liable to the Facility User, or any persons participating in the Activities, for any loss of profit, or any indirect, special or consequential loss arising under or in connection with the Contract.
13.3 The terms implied by sections 3 to 5 of the Supply of Goods and Services Act 1982 are, to the fullest extent permitted by law, excluded from the Contract.
13.4 This clause 13 shall survive termination of the Contract.
14. INDEMNITY
14.1 The Facility User shall indemnify Community Lettings UK against all liabilities, costs, expenses, damages and losses (including direct, indirect and consequential losses, loss of profit, loss of reputation) and all interest, penalties and legal costs suffered or incurred by Community Lettings UK arising out of or in connection with:
(a) the Facility User’s use of the Facilities;
(b) the Facility User’s breach or negligent performance of this Contract, including but not limited to its obligations under clauses 4, 5, 6, 8, 9, 9A, 9B, 9C, 9D, 9E, 9F, 10, 10A, and 10B;
(c) any claim arising out of or in connection with abuse or alleged abuse perpetrated by its paid staff, volunteers, senior managers, members of boards of trustees, sessional workers, agency staff, students, subcontractors or anyone else working on its behalf; and
(d) any claim in connection with breach of copyright in respect of the playing, use of or performance of any songs or musical works, theatre scripts, dramatic or artistic works.
15. TERMINATION
15.1 Without affecting any other right or remedy available to it, Community Lettings UK may terminate this Contract with immediate effect by giving written notice to the Facility User if:
(a) the School makes a complaint about the Facility User or an Individual that Community Lettings UK judges to be serious;
(b) any safeguarding or extremist concerns are raised about the Facility User, its Activities, or any Individual;
(c) the Facility User fails to pay any amount due under this Contract on the Due Date and remains in default for not less than ten (10) days;
(d) the Facility User commits a material breach of any term of this Contract which is irremediable or (if remediable) fails to remedy that breach within 30 days of being notified in writing;
(e) the Facility User repeatedly breaches any of the terms of this Contract;
(f) – (n) insolvency events as set out in the standard termination provisions, including inability to pay debts, administration, winding up, receivership, bankruptcy, and analogous events in any jurisdiction.
(o) Community Lettings UK’s licence or right to occupy and use the Facilities is terminated for any reason.
15.2 Without affecting any other right or remedy available to it, Community Lettings UK may terminate this agreement on giving not less than one month’s written notice to the Facility User.
15.3 Termination of this Contract shall not affect any rights, remedies, obligations or liabilities of the parties that have accrued up to the date of termination.
16. GENERAL
16.1 Force Majeure: (a) A Force Majeure Event means an event beyond the reasonable control of Community Lettings UK and/or the School, including strikes, lock-outs, failure of a utility service or transport network, act of God, war, riot, civil commotion, malicious damage, compliance with any law or governmental order, accident, fire, flood, or storm. (b) Community Lettings UK shall not be liable for any delay or failure to perform its obligations under this Contract as a result of a Force Majeure Event. (c) If the Force Majeure Event prevents Community Lettings UK from providing the Facilities for more than 8 weeks, either party may terminate this Contract immediately by giving written notice.
16.2 Assignment: (a) Community Lettings UK may at any time assign, transfer, charge, subcontract or deal in any other manner with all or any of its rights under the Contract. (b) The Facility User shall not, without the prior written consent of Community Lettings UK, assign, transfer, charge, subcontract or deal in any manner with its rights or obligations under the Contract.
16.3 Notices: Any notice required to be given under this Contract shall be in writing and given via the Site, by email, by hand, or by prepaid first-class post or recorded delivery. Notices are deemed received: (i) via the Site, within one hour of transmission (or 10am next Working Day if sent outside core hours); (ii) if delivered personally, when left at the relevant address; (iii) if sent by post, at 9am on the second Working Day after posting; (iv) if sent by email, one hour after transmission (or 10am next Working Day if sent outside core hours).
16.4 Waiver: A waiver of any right under the Contract is only effective if in writing and shall not be deemed a waiver of any subsequent breach or default.
16.5 Severance: If any provision of the Contract is found to be invalid, illegal or unenforceable, that provision shall to the extent required be deemed deleted, and the validity and enforceability of the other provisions shall not be affected.
16.6 No Partnership: Nothing in the Contract is intended to constitute a partnership or joint venture of any kind between any of the parties, nor constitute any party the agent of another party for any purpose.
16.7 Third Parties: A person who is not a party to the Contract shall not have any rights under or in connection with it.
16.8 Variation: Except as set out in these Conditions, any variation to the Contract shall only be binding when agreed by Community Lettings UK.
16.9 Governing Law: This Contract, and any dispute or claim arising out of or in connection with it or its subject matter or formation (including non-contractual disputes or claims), shall be governed by, and construed in accordance with, English law, and the parties irrevocably submit to the exclusive jurisdiction of the courts of England and Wales.