External Lettings Policy

This policy applies to all College activity including ESF contracts.

1. Purpose

   • 1.1 This policy sets out the approach and procedures involved in the hire of College premises in relation to external lettings.

   • 1.2 Anyone wishing to hire Sue Townsend Theatre should contact the Theatre Management.

2. Principles

   • 2.1 Leicester College has an External Lettings Policy in place to cover hire of its venues and facilities. The College will make available its facilities to third parties wishing to hire them, subject to suitability and availability of the venue.

   • 2.2 The College’s students and staff will always take priority for any use of its facilities. There should be no expectation by potential hirers that facilities can be made available or that hire requests will be accepted.

   • 2.3 Bookings will be accepted in line with the College’s Safeguarding and Prevent Policy and Freedom of Expression Policy. The College reserves the right not to accept bookings.

   • 2.4 All bookings will be subject to the College’s standard terms and conditions set out in the External Lettings Agreement, included as an Appendix.

   • 2.5 The Estates department will retain responsibility for the hiring of the facilities, the completion of associated documentation and liaison with clients. All external lettings must be managed by the Estates department.

   • 2.6 Associated areas of the College will liaise closely with Estates to ensure that external clients are completely satisfied with the service provided by the College.

3. How To Request A Booking

   • 3.1 External clients wishing to hire the College facilities should contact the Estates department scurtis@leicestercollege.ac.uk where client contact details will be taken and advice given regarding the hire of rooms e.g. availability, price, access requirements, hospitality, parking, AV equipment etc.

   • 3.2 The availability and suitability of the venue/facilities required will be checked, along with the purpose of the hire and any safeguarding or other risks assessed. Further details may be required from the potential hirer at this point

   • 3.3 Subject to a suitable venue/facility being available, a provisional booking will be made and a quote provided to the hirer. If the hirer accepts the quote, a contract will be issued along with a request for a deposit, where applicable. Bookings will only be confirmed upon receipt of the signed agreement and deposit.

   • 3.4 The cancellations policy is set out in the External Lettings Agreement (attached as an Appendix).

   • 3.5 Any issues resulting from a booking should contact the estates department who will undertake initial investigations and liaise with clients on behalf of the College. Complaints may be further referred to the Quality Unit if unresolved quality@leicestercollege.ac.uk.

4. Pricing and Costs

   • 4.1 Up to date hire costs are available from the Estates department. Queries regarding the pricing structure and fees levied will be dealt with by the Director of Estates and Campus Services.

   • 4.2 After receiving a hire request through a completed booking form, the College will check availability and will provide a written quote for the cost of the hire. All hirers will be asked to sign an External Lettings Agreement which sets out the terms of the hire.

   • 4.3 All new hirers will be asked to provide a non-refundable deposit.

   • 4.4 The College is not able to reduce the room hire charges for charities or other not-for profit organisations. All hirers are required to pay full costs.

   • 4.5 Additional charges for catering and refreshment prices are quoted and invoiced separately by the catering services team.

5. Procedures

   • 5.1 Following a request for an external letting, the procedures for arranging lettings are:

     • 5.1.1 Estates issue a Lettings Agreement to the client. a provisional booking will be made and a quote provided to the hirer. If the hirer accepts the quote, an agreement will be issued along with a request for a deposit, where applicable. Bookings will only be confirmed upon receipt of the signed agreement and deposit.

     • 5.1.2 Estates liaise with Timetabling who enters bookings onto the timetabling system. Once booking is confirmed, Estates contact other relevant areas of the College relating to the booking: eg: Information Centre, Premises Officers, Campus Wardens, and Marketing etc.

     • 5.1.3 Estates coordinate the booking on the Resource Utilisation SharePoint site with Timetabling and communicate with the associated areas whilst maintaining the overview and general contact with the client.

     • 5.1.4 Estates confirm the booking in writing to the client, organise an invoice request form to finance and ensure that follow up invoices (for termly lettings) are sent out at regular intervals.

     • 5.1.5 Estate deals with any cancellations and liaises with both external clients and internal areas as appropriate.

     • 5.1.6 Estates deals with any complaints resulting from any external lettings.

6. Additional Considerations

   • 6.1 All external lettings only be made in locations which are fit and suitable for the hire purpose. These areas should not be used for meetings or social gatherings unless adequate procedures are in place. Under no circumstances will Leicester College facilities be let for private parties.

   • 6.2 The College shall not unreasonably refuse consent to any external or internal event or speaker. The College reserves the right to refuse consent to any event or speaker which involves, or is reasonably expected to involve, the expression of views that are in breach of this policy or there are other reasonable grounds for refusal. Further detail is set out in the Freedom of Expression Policy.

   • 6.3 It is imperative that any charges fully cover the funds required to pay for adequate hire and related staffing costs. This is particularly important when the College is officially closed. Only under exceptional circumstances and under the advice of the Director of Estates should bookings be made when the College is closed.

   • 6.4 Risks involved in using external speakers and staging events will be considered. These include but are not limited to:

     • security of premises

     • the safety of persons attending or in the vicinity

     • the welfare of students and staff

     • and the ability to ensure good conduct of hirers, their attendees and visitors.

   • 6.5 An event may also be cancelled if there are concerns that the event may risk student safety, violate health and safety requirements or if the event risks violating legislation as regards hatred, discrimination or incitement.

7. Communication and Review

   • 7.1 This policy will be reviewed every three years.