Terms and Conditions
1. General Term and Conditions
Group leaders are advised to read the following terms and conditions as they will be held responsible for the supervision and conduct of all group members and related members of the public entering the facility for community use. This means that:-
Parking is available at each facility for group leaders and members at the specified time of booking. It should be noted that patrons park at their own risk, and Artemis or the school cannot be held responsible for any accidents or damage to the car or people in the car park or for any lost or stolen property. Group leaders and members advised that parking around the Artemis facility should always be done with consideration for the local residents.
On the first use of an Artemis facility, group leaders should arrive half an hour before the session start time to receive a brief induction to the facility with the Facilities Manager on site.
Group leaders should be advised that any set up, pack down or rehearsal time should be included in the time slot specified at the time of booking.
Artemis facilities unable to store equipment or resources for sessions that are held regularly within the premises.
Group leaders will be responsible for welcoming and supervising group members on arrival at reception, signing them in and escorting them through the building to the appropriate space.
Group leaders are responsible for commencing and terminating sessions at the specified times reserved when booking. In the event that another session is due to commence in the same space immediately after, group leaders are advised to promptly vacate the space. The facility should be completely vacated by all group member 15 minutes after the session finishing time.
Groups will be responsible for any damage or loss caused to the premises or property arising out of their use. Artemis reserves the right to make good such damage or loss and to recover the cost from the group leader. All irregularities, damage and loss relating to the facilities should be reported immediately to on-site facilities staff, and in any event, within 24 hours to Helpdesk 028 9043 6640 or email firstname.lastname@example.org with the subject ‘Damage Report’.
Group leaders are responsible for informing group members of security procedures, limited access arrangements to the rest of the facilities, toilets, fire procedures and appropriate policies outlined in the Safety and Security Policy. Please note that no facilities other than those authorised through specific bookings, may be used, disturbed or entered into by group leaders or members.
Equipment will not be available unless specifically applied for and authorised by Artemis through the online booking system before the booking. Specialist equipment may only be used with appropriate verified qualifications or if a qualified technician is supplied.
Bottled water is permitted in Artemis facilities; however no food or drink is permitted beyond the designated dining areas which must be specified as part of the booking.
Community use is subject to availability, organised and scheduled functions of the schools will always be given priority of access.
2. Bookings & Cancellations
Artemis facilities must be booked at least one week in advance. Cancellations must also be made one week in advance. Cancellations made 5 days and 48 hours prior to the booking will receive a 50% refund. Any cancellation made within 48 hours of the booking or bookings that are not attended will be liable for the full cost of facility rental.
Artemis reserves the right to cancel previously agreed community usage of school in particular circumstances and in such cases will endeavour to give as much notice as possible.
All facilities should be paid for in advance at the time of booking through the secure online facility, PayPal. To facilitate safe procedures Artemis no longer accepts postal orders, cheques or cash for community bookings. Special status community groups or charitable organisations should contact Artemis directly to discuss and obtain discount coupons for booking through the online system.
Artemis continually works with Amey Facilities Management to ensure that each facility is maintained to the highest standard and meets Health and Safety requirements. However, groups and individuals use the School facilities at their own risk. Artemis will not be held responsible for the loss, damage or injury to any participants or their property while carrying out the activities of the class/activity run by others. (i.e., loss, damage or injury that is not due to inadequately maintained facilities or any sub-standard equipment provided through Artemis). Groups or individuals using Artemis facilities are required to indemnify Artemis and have at least £2 million public liability insurance.
5. Specialist Spaces
Group leaders should be advised of restrictions in specialist spaces within Artemis facilities.
Due to the high quality flooring in Artemis’ Dance Studios outdoor shoes and high heel shoes are not permitted in the space.
6. Children and Vulnerable Adult Protection
Taking care of children and vulnerable adults is both a legal requirement and a moral duty for Artemis. This has implications for any group holding sessions in Artemis facilities that involve children under 18 years’ old or vulnerable adults. Artemis therefore direct that all group leaders, group members and related members of the general public entering Artemis facilities abide strictly by the terms and conditions of the Artemis Safeguarding policy.
All group leaders working with children or vulnerable adults should be registered with Access NI, have completed a criminal background check and have been verified by the independent Safeguarding Authority.
All group leaders and members should work and operate within the Artemis Safeguarding Policy good-practice guidelines and report any suspicious circumstances or suspected abuse promptly to Artemis’ designated Safeguarding Officer.
7. Complaints and Grievances Procedure
Artemis welcomes any and all feedback and encourages group leaders to communicate any queries with Artemis management. Artemis will seek to resolve any difficulties as swiftly as possible to everyone’s satisfaction. In the event that this is not possible, there is a helpful process that helps us focus on tackling the issues and not each other. There are a number of stages which members are asked to go through:-
- If the problem is with another community group, the two parties should discuss the issue and try and come to a mutually agreed solution.
- If either party is not satisfied, the group leader should again attempt to arbitrate and resolve the situation to everyone’s satisfaction. A brief written record of the time, date and issue at hand should be logged.
- If there is no resolution, the group leader may bring in the onsite staff to help reach an agreement. Staff will also keep a record of the situation.
- If there is still no resolution, the offended party should put their grievance in written form to the Social Enterprise Manager. The SEM will investigate the situation and attempt to resolve it. The SEM will give a written response to the person concerned within 7 days of receipt of the complaint.
- Finally, if there is no resolution, the aggrieved person can write to the Chairperson of the Artemis Board. The Chair will do an investigation and discuss it with other Board members. They will make a response in writing within two weeks of receiving the complaint, and carry out any necessary action. The decision of the Chairperson and the Artemis Board on the matter will then be final.
8. Data Protection
Under the Data Protection Act, all personal information collected and used by Artemis follows the rules of good practice for handling information. This Act gives rights to individuals whose information we collect and use to see and access that information on request. If a member wants to see this information they should contact the Helpdesk to arrange an appointment.
All information that is held by Artemis on community members will not be used, held or disclosed unfairly, for a reason that is not the one it was collected for, or without proper security. Personal information about you will not be inadequate, irrelevant or excessive, inaccurate, out of date, or kept for longer than is necessary. Artemis will not share personal information with other groups for commercial reasons.
9. Artemis Legislation
All groups using Artemis facilities must comply with the relevant legislation, to include;
- Artemis Safety and Security Policy.
- Artemis Health and Safety Policy.
- The Artemis Safeguarding Policy incorporating child and vulnerable adults’ protection (as appropriate to the group being engaged with).
- Drug and Alcohol policy. (No smoking, alcohol or illicit drugs permitted on the premises).
- Anti-bullying policy. (No bullying will be tolerated in any of the community schools).
- Anti-sectarian policy. (No racist or sectarian attacks will be tolerated at any time).
10. Artemis Check List
Confirmation of Terms and Conditions
By accepting these Terms and Conditions you/your organisation are agreeing to comply with all guidelines stated above.
Confirmation of Public Liability Insurance
By accepting these Terms and Conditions you are confirming that you/your organisation have Public Liability Insurance to the level of £2 million.
Confirmation of compliance with Child and Vulnerable Adult Protection Policy
By accepting these Terms and Conditions you are confirming that you/your organisation have read and acknowledged that you will comply with Artemis’ Child and Vulnerable Adult Protection Policy.
Confirmation of compliance with all relevant Legislation
By accepting these Terms and Conditions you are confirming that you/your organisation have read, accepted and carried out the appropriate actions in line with complying with relevant legislation outlined in Artemis Policies and Procedures.