Many schools are now operating state of the art sporting complexes, pavilions, gymnasiums and aquatic centres thanks to Government funding and the schools own capital improvements.
Hiring these facilities to external organisations such as sporting clubs, community groups, theatre performers and other hirers has become common practice for schools, whether it is for revenue raising or general community use. This exposes the school to additional risks of property damage and personal injury which need to be managed.

As part of the schools Risk Management procedures a Formal Hire / User Agreement should be utilised when an external party is using the facilities. Any Hirer / User who is a business, registered club, association, community group or any other entity should have their own insurance for their activities.

The purpose of the having a Hire Agreement is to clearly set out the responsibilities of each party and it may also help to minimise the possibility of insurance claims being made against the School if someone is injured arising out of the use of the facilities or if property is stolen or damaged due to the hirer failing to comply with their responsibilities.

This agreement should also document that the Hirer / User is responsible for taking all reasonable precautions to prevent personal injury and property damage and ensure the safety of persons and property. It will address with the Hirer / User their responsibility to assess the Land / Buildings / Facilities / Equipment and deem such property as appropriate for their activities and obtain any permits necessary to conduct their proposed activities.

The school must also be comfortable that the activities being undertaken by the Hirer / User are appropriately managed. The school still has a duty to ensure the activities being carried out on their premises are safe from an OHS and Risk Management perspective.

Any Formal Hire Agreement / Conditions of Use form should be examined and approved by your solicitors before being finalised. Some of the topics that should be covered in this are:

HIRING OF VENUE: Application, Deposit, Bonds, Cancellation of a Booking, Rejection of a Booking Request, Hiring Period, Supply of Utility Services.

VENUE USE: Vehicular Egress and Parking, Venue Condition, Cleaning Between Shows, Animals, Displays and Props, Damage.

EQUIPMENT: Control Room, Temporary Rigging, Items for use Requiring Prior Approval, Hirer's Equipment, Additional and/or Hired Equipment, Venue Equipment.

HEALTH AND SAFETY: Fire and Emergency Exits, Hazardous Displays and Props Placement, Accidents and Injuries, Free Access to the Building. Statutory Authorities, Areas and Their Usage, Security, Alcohol and Drugs, Pyrotechnics, Open Flame.

PAYMENTS: Deposit, Security Bond, Invoicing, Payment.

INSURANCE / INDEMNITY CLAUSE / RELEASE / WAIVER: Evidence of Public Liability cover of the Hirer / User, Indemnity: The Hirer shall indemnify the Property Owner against 1. Loss of or damage to the Property Owner's property; and 2. Claims in respect of personal injury or death or loss of, or damage to, any other property.

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