District Equipment Usage and Hire
Purpose: Equipment is available to hire by local Scout Groups/Districts/Counties and the wider community, as well as by members of Beverley and Hornsea District. This policy outlines the terms of hire, usage rights, and charges associated with hire.
A - Procedure for hiring
- Any equipment hire requires the completion of the District Equipment Hire Form which can be found on the District Website. Bookings cannot be made more than 6 months in advance with the exception of Beverley and Hornsea District events.
- One member of the hiring party (known as the contact) should complete the District Equipment Hire Form. The contact completing the form is the person responsible for the duration of the hire.
- Any request requires approval of the District Support Team Leader or their delegate.
- Upon approval, the date, time and duration will be recorded in the hire diary (to be kept by the District Support Team Leader or their delegate.)
- At the time of collection, the Contact and the District Support Team Leader or their delegate will, make note of any defects/ damage of the equipment in question. This will be done jointly and the outcome agreed and recorded.
- At the time of return, the Contact and the District Support Team Leader or their delegate will make note of any defects/ damage of the equipment in question, these will be compared to the collection defects/ damage.
- *See part C for procedure when new damage/ defect is identified.
B- Equipment Usage
- The Contact on the hire form must arrange convenient collection and return dates and times with at least one weeks’ notice given to the District Support Team Leader or their delegate. The Contact is responsible for all collection, transport and return logistics and costs.
- The District does not typically provide a delivery (pitch or strike service for tents) and the Contact must be competent to use what is being loaned. If delivery/collection is required, this must be prearranged. There will be a nominal fee of £30 per vehicle required plus £0.35 per mile driven, payable in advance.
- The contact will use the Equipment in a good and careful manner, and will comply with the instructions for use. The equipment must only be used for the purposes for which it was designed and not for any other purpose.
- The Contact shall not alter, modify or attach anything to the equipment, unless the modification is easily removable without damage to the equipment. In any case the contact will be liable for any damages. If the contact or user is unsure they should contact the District Support Team Leader or their delegate prior to modification.
- The District provides no insurance cover for the period of the hire (inclusive of collection, usage period and return), and the contact should ensure the appropriate insurance is in place as needed.
C - Damage- whether accidental or deliberate
- Any damages to equipment (prior, during and after hire, before return) must be reported to the District Support Team Leader or their delegate as soon as possible. No equipment, no matter how damaged, should be disposed of unless written permission for that item is given by the District Lead Volunteer or District Support Team Leader.
- If there are any damages incurred, whether they be repairable or not, The Contact will be liable to cover the costs of repairs or replacements in full. The District will arrange the repairs or replacements and invoice The Contact accordingly, if a Security Deposit has been paid then these costs will be taken from that, anything over and above the Security Deposit will be invoiced separately.
D - Fees, charges and deposits
- There will be no charge when hired for Beverley and Hornsea District events. Suggested donations will be made to Groups within Beverley and Hornsea District. Charges will be applied to all other organisations with a pre-agreed discount to Scouting organisations within Humberside County.
- A Security Deposit may be required depending on the organisation that requests the hire, and dependent on the equipment hired.
- Discounts or reduced rates may be offered at the discretion of the District Support Team Leader, and/or the District Lead Volunteer.
E - Variation of this agreement
- Variations to this agreement can be made in special circumstances.
- Any variations must be agreed in writing between The Contact, the District Lead Volunteer and the District Support Team Leader.
- Any variations only apply for the single period of hire and will not apply to future hires.
By completing and accepting the booking form The Contact accepts full responsibility (on behalf of the hiring organisation if applicable) for the equipment hired, from the point of collection to the point of return.
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