These Terms and Conditions regulate hiring a space in Aberdeenshire Council Education and Children’s Services premises. By submitting a booking, the Hirer (internal or external) will be deemed to have accepted the Terms and Conditions.
2 - Hire, Charges and Payment Arrangements
3 - Cancellation of a Hire or Session within a Hire
5 - Responsibilities of the Hirer
6 - Public Liability Insurance
8 - Protection of Children and Vulnerable Adults
11 - Alcohol on Education and Children's Services Premises
12 - Sale of Goods or Public Entertainment
13 - Broadcasting Rights and Advertising
14 - Performances or Copyright Licences
15 - Adverse Weather Arrangements
16 - Fire Risk and Emergency Regulations
17 - Health and Safety and Risk Assessments
18 - Services of Facilities Staff
19 - Priority Bookings and Hires - Education Establishments
Council: Aberdeenshire Council (AC).
ECS: Education and Children’s Services.
Event Leader: The named individual representing the Hirer who is leading the activities in each session under the terms of the hire.
External Customer: Any member of the public who submits a booking for a hiring a space which is to be used for any activity not connected to the direct delivery of AC services.
Hire: The short-term agreement and use of a defined space within an AC building, either within the building or within the external grounds of the establishment undertaken by external individuals or groups which incurs a charge for the use of the facilities. The agreement between the Hirer and the Council for the hire of council facilities for a single session, or several sessions making up the hire which does not incur a charge.
Hirer: The organisation and named individual applying to Hire or use facilities.
Internal Booking Window: The period of time in which hires within educational establishments for the following academic year can be submitted only by school staff, Active Schools for use before 6pm Monday to Friday, Community Council meetings and parent councils.
Internal Customer: Any member of AC staff and Parent Council representatives who submits a booking for a booking on behalf of an AC establishment, school, team, or service, and where the booking is to be used for the direct delivery of AC services. Community Council representatives submitting a booking on behalf of the Community Council.
Keyholder: A non-employee of Aberdeenshire Council who has been issued with a key to afford access to a specific premises on completion of a Keyholder Agreement.
Premises: The Council building and/or grounds where a Booking or Hire or use of facilities take place.
Premises Staff: Any AC staff involved with the operation of the premises where the event takes place.
Priority Hirer: An existing external customer who requires to hire a space to run regular activities who has been given access to make online hires during the priority hire window.
Priority Hire Window: The period of time in which hire for the following academic year can be submitted only by Priority Hirers for established hires only.
School Programme: A programme of activities which is planned to be delivered by or on behalf of a school, for the direct educational benefit of pupils within the school.
Session: The individual event taking place on the premises on a specific date.
Sport and Physical Activity: SPA
Charges for Facilities Hire 2025/26
Some of the following conditions will apply dependent on the type of premises to be hired and the purpose of the Hire. Failure to comply with relevant conditions may result in the withdrawal of the hire and loss of any charges paid.
2.1 Applications for the Hire of facilities should be submitted at least 28 days in advance. Applications submitted less than 28 days in advance may also be considered subject to availability, but this cannot be guaranteed. No premises or any part thereof shall be used without prior authorisation by the Council. The Hire of the premises will be for that part, such use and times as detailed in the application form subject to any changes as are agreed with the Council.
2.2 The standard end time for a hire is 10pm but local arrangements can be agreed taking into consideration the rules and regulations surrounding noise which can be obtained from the Environmental Protection Act 1990. Further information can be found on the Aberdeenshire Council Website: Noise Pollution
2.3 After the hire request is confirmed, an invoice will be issued to you, full payment will be required immediately on receipt of the invoice. Payment can be made online, via an automated payment line, Post Office / Paypoint Locations, or Online / Telephone Banking – details will be shared on the invoice. For groups making a block hire for the year, it is possible to set up a monthly Direct Debit over 10 months (September to June), to set this up please phone 01467 535953 with your Account Number and Invoice Reference to hand.
2.4 Depending on the type of hire being made, the Hirer may also be required to provide additional documentation or evidence of eligibility to support their application. In these circumstances the hire will be held as provisional, pending checks being carried out.
2.5 The Hirer should note that hire will only be confirmed following successful completion of the checks and payment received (if applicable). Confirmation of the hire will be sent to the Hirer.
2.6 It shall be within the discretion of the Council: to modify or discontinue a let if the accommodation is required for other purposes, or any other reason.
2.7 To assist with the decision on the category a group is charged, the Council reserves the right to require a copy of the organisation’s constitution and their financial accounts.
2.8 The Council reserves the right to inspect appropriate documents and procedures in relation to the application e.g., national governing body affiliation, insurances, accounts, constitution of organisation.
2.9 All hires shall be open to inspection at any time by any authorised official of the Council.
2.10 In cases where the Council needs to change hire arrangements seven days’ notice will be given except in cases of extreme emergency. In these circumstances the Council may be provide alternative suitable accommodation if such accommodation is available.
2.11 All hires will be charged for the entirety of the hire this will include any additional fees for entering the premises early or leaving the premises late.
2.12 Charges for hires in Education and Children’s Services facilities will be waived only for the following groups and activities. Where there is any dispute as to whether a particular activity meets the criteria listed below, the final decision will rest with AC:
2.13 Where changing rooms are available within the same or immediately adjacent and open facility, there will be no additional charge for the use of changing facilities, but groups will not have exclusive rights to those changing facilities. Where a group requests exclusive use of changing facilities and this is possible, an additional charge can be levied. Where changing facilities have had to be opened specially for use of an adjacent all-weather/grass pitch then there will be a charge levied to cover the additional staff costs incurred.
2.14 Pitch charges apply to all pitches where ECS staff manage the bookings. The charge is per hour as per all other hire arrangements. Pavilion hire is per team and does not include exclusivity of the pavilion or changing space.
3.1 Where a Hirer’s cancellation of a Hire (single on/off hire or several sessions making up a hire) within Education and Children’s Services facilities is submitted at least 7 days before the Hire is due to take place, and where payments for the hire have already been made, the customer’s account will be refunded the full amount paid.
3.2 Where a Hirer’s cancellation of a Hire for use of Education and Children’s Services facilities is submitted less than 7 days before the Hire is due to take place, no refunds will be provided.
3.3 A single Session forming part of a Hire arrangement may be cancelled by the Hirer without detriment to that overall Hire arrangement. Please note there will be no refund for a single Session cancellation.
3.4 The Hirer should note that any notification of cancellation for either a Hire or a Session within that Hire should be forward by email to the ECS Facilities Hire Team.
3.5 In the event that the council has to cancel a booking due to the pitch state or adverse weather conditions, or cancel pavilion hire, then a refund or credit note will be given.
In the event that a responsible match official declares a pitch unfit for use, a full refund will be allocated to the team. In the event that a club official declares a pitch unsuitable for a training session, a refund will usually be given subject to a discussion with a council official.
4.1 Activities must be confined to the times and areas approved on the application form. Charges for hires apply to any setting up and clearing away time required by group leaders and/or group participants, as well as for the activity itself.
4.2 Premises and equipment will be provided on the condition that appropriate use of them is made. All equipment required must be requested on the application form.
4.3 Hirer using specialist equipment can only use that equipment if there is a person authorised and qualified to use that equipment.
4.4 The use of some equipment may incur additional charges.
4.5 The Council reserve the right to withdraw equipment from use for safety reasons.
4.6 Group leaders must ensure that hired spaces are left as they are found – and should therefore also allow time at the end of the hire to carry out any tidying up / cleaning required in order to return the room or space back to the condition it was in at the start of the hire. This includes returning furniture to its original location and layout, the removal from site of all litter or waste materials, wiping down surfaces, and sweeping floors etc, as required.
4.7 Customers may be required to pay an additional charge for any extra cleaning undertaken by staff on site after the hire has ended, if this is necessary to return the hired space(s) to the condition they were in at the start of the hire. Payment for this will be required to be made prior to any further hires taking place.
4.8 Group participants and group leaders must not enter the hire premises before the start time shown on the hire confirmation, and all group participants and group leaders must leave the hire premises by the end time shown on the hire confirmation.
4.9 Customers will be required to pay an additional hire charge for time spent within the hire premises out with the agreed times of the hire shown on the hire confirmation, and payment for this will be required prior to any further hires taking place.
4.10 Where a Hirer requests access to premises school commercial kitchen facilities, this should be clearly indicated in any initial application as a separate use of kitchen facilities application will be required. Of note:
4.11 The Hirer shall not transfer, assign, or sub-let any part of facilities or equipment hired.
4.12 Portable electrical equipment may only be used in the premises if it has been PAT tested to ensure that it has no electrical defects which could constitute a safety hazard.
4.13 The Council will not be liable for any damage, injury or loss of property brought to or left in the premises or the premises’ car park by persons using the premises.
4.14 The Council officer in charge of the premises or such person as is authorised to deputise for such officer will be responsible for informing the Hirer and Event Leader of any uncontrolled hazards which may pose a risk to the members of any group using facilities, and which may not be readily identifiable by the Hirer and person in charge e.g. damaged flooring, construction works, blocked access routes. Should such hazards arise and not be capable of being remedied or mitigated within the time frame of the Hire, the Council may refuse the Hire for safety reasons.
4.15 Details of designated spaces for hire within specific venues across the Authority are clearly shown on the online hire system. No other spaces or venues will be available for use during the period of hire.
4.16 AC reserves the right to make changes to the list of available venues and spaces for hire at any time, in order to respond to operational requirements, customer demand and available resources.
4.17 Technical machinery or equipment hire i.e. lathes, hand tools etc requires completion of the ‘Education and Children’s Services – Application for the use of Machinery and /or Equipment within an Educational Establishments’ application form. It is the Hirer’s responsibility to request this form should hire of technical areas be requested.
4.18 The Authority may charge for additional facilities staff if deemed to be required by senior facilities Council officer in order to facilitate the hire. Notification of this will be made in advance of the hire taking place at the time of hire authorisation.
4.19 Pitch markings will be marked out at the start of the season by Aberdeenshire Council Landscape Services. After this it is the user groups’ responsibility to line mark the pitches on a regular basis.
5.1 The Hirer shall appoint a competent and responsible person, the ‘Event Leader’, who must be present and in charge during the hire. The Event Leader must be familiar with the Terms and Conditions and all emergency procedures relating to the facility.
5.2 The Hirer will be responsible for communicating to the group information regarding fire regulations, the Terms and Conditions, and any other emergency procedures.
5.3 The Hirer must ensure that there is enough supervision of its activities. Where instruction or coaching is taking place, the Council reserve the right to require information on qualifications of those involved.
5.4 The Hirer will be responsible for the proper conduct of the hire and will indemnify the Council for any damage done to the building, furnishings, fittings, or other contents during the period of the Hire.
5.5 It is the responsibility of the Hirer to turn off lights and heaters prior to securing the building if there is no facility staff present to close the building.
5.6 Accommodation is used for a variety of purposes. Often the need for accommodation is so great that several different organisations are sharing the premises at one time. The Council expects that users of facilities will always treat other users and staff with respect.
5.7 Prevent Duty Compliance Clause
As part of our legal obligation under the Prevent Duty (Counter-Terrorism and Security Act 2015), all individuals or groups hiring or using this venue must agree to the following terms:
By proceeding with a booking, you confirm that your event and attendees will fully comply with these terms and conditions.
6.1 Where the Hirer is a commercial, formal or constituted group they shall indemnify Aberdeenshire Council from and against all actions, claims, demands, costs, charges, losses, and expenses of whatsoever kind of nature which may be brought or made against them or incurred by them in connection with the Hirer’s use of the accommodation granted under the Hire.
6.2 Proof of indemnification against all claims, injuries or accidents with Public Liability cover up to £5 million for a Hire must be provided prior to use of the accommodation. This proof, insurance certification with the name of the group, level of cover, with dates of cover, should also be provided with any application to renew a hire.
6.3 A Hire application will not be progressed for formal or constituted groups, commercial hires without proof of a Public Liability Insurance being in place for the duration of the Hire. If the groups PLI has lapsed, we will require a renewed certificate within 28 days otherwise your hire will be cancelled.
6.4 The hire of certain specific single private events, such as a child’s birthday party, individual events and informal groups does not require the hirer to obtain public liability insurance.
7.1 The Hirer is responsible for any damage to the premises and equipment and for the conduct of the members of the organisation/club during the period of use. Alterations to the premises, such as the fixing of apparatus and equipment or decoration are prohibited unless agreed in writing by the Council in advance. Repairs required because of damage to the premises will be charged to the Hirer.
7.2 The Council will not accept liability for any accident that may happen, or any loss that may be sustained in connection with a hire unless there has been contributory negligence. The hire group should have appropriate insurance to cover their activities.
7.3 The Hirer must ensure that all damages to property and injuries to persons during the time of use are notified immediately to facility staff.
8.1 - Where anyone works closely with children or groups of vulnerable adults on a regular basis, they should be a member of the Protection of Vulnerable Groups (PVG) Scheme. Further information is available from Disclosure Scotland.
8.2 - All clubs/organisations must ensure that the following controls and procedures are in place:
The following standard rations apply during sessions in our main pools. Main pool sessions include Public Swim, Quiet Swim, Pool Play Sessions, Lane Swim.
Main Pools
The following standard rations apply during sessions in our main pools. Main pool sessions include Public Swim, Quiet Swim, Pool Play Sessions, Lane Swim.
|
Child age |
Supervision ratio |
Additional conditions |
|
Under 4 year olds |
1 adult : 1 child |
If no swim aids worn |
|
Under 4 year olds |
1 adult : 2 children |
Both children must wear swim aids |
|
4 years to 7 years olds |
1 adult : 2 children |
If no swim aids worn |
|
Mixed ages |
1 adult : 2 children |
Both children must either wear swim aids or have Swim Aberdeenshire level 5 award |
Teaching / Shallow Pools
The following ratio's apply to Small Pool Public sessions in Ellon, Inverurie, Fraserburgh, Peterhead, Banchory and Huntly:
|
Child age |
Supervision ratio |
Additional conditions |
| Under 4 year olds | 1 adult : 3 children | All children must wear swim aids |
| 4 years to 7 years olds | 1 adult : 3 children | If no swim aids worn |
| Mixed ages | 1 adult : 3 children | All children must either wear swim aids or have Swim Aberdeenshire level 5 award |
Standard ratios apply for under four year olds without armbands or flotation jackets.
9.1 The use of cameras, mobile devices, and other equipment with the capacity to photograph is permitted provided the Hirer has obtained written permission from those being recorded e.g. from parents of all children attending a birthday party. This may be audited at any time during the Hire. Recording of images in/around sports facilities is strictly prohibited without prior consent from facility staff.
10.1 Smoking and vaping are prohibited in all Council premises. This includes grounds/car parks as well as buildings.
11.1 Whenever it is proposed to provide or directly/indirectly sell alcohol, or include as a prize, this must be clearly stated on the application and is subject to appropriate authorisation and the Hirer follow licencing rules, obtaining all necessary statutory consents and licences (information available from licencing@aberdeenshire.gov.uk). The Hires Team do not provide the licences and Hirers need to obtain licences directly from licencing@aberdeenshire.gov.uk, this can take a minimum of six weeks.
12.1 Where any hire involves the sale of goods or public entertainment, the Hirer is responsible for ensuring that the correct licence, if required, is obtained in advance.
13.1 Hirer is prohibited from granting broadcasting rights without prior written consent from the Council. The Council reserve the right to be party to any negotiation and to the terms and conditions reached. The Council reserve the right to stipulate how the premises shall be referred to in all literature and publicity. Third party advertising within the premises is prohibited without prior written approval from the Council.
The Hirer shall be responsible for securing any licences required for the performances or copyright work. The council will not be liable for any damages and expenses claimed by any person or company as a consequence of the performance of copyright work for which the Hirer did not obtain a licence from the Performing Rights Society or any other appropriate licensing body. Where any Hire involves the sale of goods or public entertainment, the Hirer is responsible for ensuring that the correct licence, if required, is obtained. For more information, please contact 03456 081208 and ask for Licensing.
In the event of adverse weather and an establishment having to close the local facilities staff will contact groups directly to advise of the local closure and subsequent cancellation of the hire. If you have not received a communication from the local facilities staff but are aware of adverse weather conditions, please check with the establishment before travelling. If a blanket all establishment closure takes place an email will be sent to all Hirers advising their hire has been cancelled.
16.1 The Hirer is responsible for ensuring compliance with any emergency regulations. The Hirer and Event Leader will familiarise themselves with the fire procedures relating to the premises in order they take appropriate action in the event of a fire alarm, whether real or practice, occurring during the Hire. Details can normally be obtained from facility staff, but the Hirer should check in advance of the hire if these are readily available on site or need to be forwarded on ahead of the hire.
16.2 Where required, the Hirer must provide a Personal Emergency Evacuation Plan (PEEP) for person(s) with mobility or visual impairment who may require assistance in the event of an evacuation.
16.3 The Hirer should endeavour to locate a safe place for person[s] requiring assisted evacuation and for ensuring the emergency services are made aware of person[s] location and requirements.
17.1 The Hirer must ensure that the necessary health and safety arrangements are in place at the premises, to include the carrying out of sufficient risk assessments, clarifying health and safety responsibilities and effectively co-ordinating the activities to ensure compliance with the Health and Safety at Work Act and any other relevant legislation, all to the satisfaction of the Council, who may reasonably request copies of risk assessments provided prior to the authorisation of the hire.
17.2 The Hirer must ensure that adequate medical/first aid provisions are made for events taking place within the premises.
17.3 Depending on the type of event you are holding you may be required to provide a Food Hygiene Certificate. If required, the certificate should be dated within the last three years and be current on the day of your event. The holder of the certificate will be required to attend the event at all times that food is being prepared, cooked and served. Further information can be found with the ECS Hires FAQ’s.
17.4 Failure to comply with any of these conditions may result in the Council withdrawing this consent. The Council shall not be liable for any losses which arise through the withdrawal of consent.
18.1 It is for the Council officer in charge of the premises, or such person as is authorised to deputise for such officer, to determine whether the services of facility staff are required and, if so, whether they are merely required to open and close the premises or whether they must remain on duty throughout the period of the hire.
18.2 Where facility staff are required to be on duty throughout the duration of the hire, they will be on the premises fifteen minutes before the hire begins until fifteen minutes after it finishes.
18.3 A cost recovery fee can be applied in these circumstances.
19.1 For internal block bookings at the start of each year, priority is given to:
19.2 These groups are given exclusive advance access to the online system for a limited time period each summer term (the Internal Booking Window), to allow them to book spaces for out for school programmes and community programmes planned for the following academic year.
19.3 After this, spaces and hire slots not required are made available for Priority Hirers only, for a limited time period (the Priority Hire Window) to allow them to select their requirements for the following year.
19.4 Regular customers who make block hires every year will be given the opportunity to renew their hire, during the Priority Hire Window, to allow them to request continued use of the same venues and time slots for the following year. However, the ability to book the same space and time slot from one year to the next cannot be guaranteed.
19.5 After the Priority Hire Window has closed, all internal and external customers will have access to the online hire system throughout the year, to make bookings and hires within that year as required on a first come, first served basis for the majority of venues.
20.1 In some circumstances where facilities cannot be accessed through staff based at the location or facilities staff property keys can be issued to non-employees of Aberdeenshire Council.
20.2 The Council may at any time, for reasons deemed by them sufficient, suspend, alter, or withdraw the facilitation of premises through the issuing of keys to non-employees of Aberdeenshire Council.
20.3 The issuing of keys to non-employees of Aberdeenshire Council is subject to the approval of Service Managers designated to oversee the process.
20.4 Keyholders are not permitted to have any copies made from the keys issued or give or loan them to any other individuals.
20.5 Keyholders will report loss of the key issued immediately to the Key Issuer and Responsible Premises Officer (RPO).
20.6 The Keyholder will only access the building at the times and for specific activities which have been agreed with the Key Issuer and leave the facility in the condition they find it in.
20.7 The Keyholder will remain on the premises whilst in use if opening the building for others.
20.8 The Keyholder will take all reasonable steps to ensure no one enters the building other than in connection with the activity for which the key has been given.
20.9 The Keyholder must agree to undertake responsibility in relation to the security system and the fire precautions on the premises and agrees to take all reasonable steps to ensure the safety and security of the building and the people who gain access as a result of them being a keyholder, including checking the building is empty and secure at the end of the session and setting the alarm, if required.
20.10 The Keyholder must undertake a building induction and follow facilities procedures. The Keyholder is responsible for returning key/s to the Key Issuer when they cease to undertake the role for which the key was issued, or if found to be in breach of the terms and conditions of key/s being issued, or when the Key Issuer requests them. The Keyholder must confirm that they/the organisation they represent has insurance to indemnify the Councill against any loss, injury or damage arising from their use of the key/s or use of the building and will produce that insurance to any person requesting sight of same
21.1 A copy of these Terms and Conditions will be made available to all hire groups.
21.2 The Council may at any time, for reasons deemed by them sufficient, suspend, alter, or withdraw any or all the foregoing terms and conditions.
21.3 Where a Hirer is dissatisfied with the charge or category or charge being levied, the Council complaints procedure should be followed.
Date: 18.07.2025_6 V3