Children First Academy Trust School Facility Hire

Booking Requirements

How we keep our venues safe

All organisations and individuals booking our venues are responsible for operating safely and responsibly, in line with the safeguarding expectations that apply to school sites, alongside relevant legal requirements.

To support this, BookingsGuru uses a Declaration of Assurance, alongside a proportionate assurance process. This sets clear expectations, particularly around safeguarding, while avoiding the routine collection of unnecessary or sensitive documentation.

What is a Declaration of Assurance?

A Declaration of Assurance (DOA) is a formal confirmation from you that:

  • appropriate documentation, checks and arrangements are in place for your activity
  • the information you have provided is accurate and current
  • responsibility for compliance remains with you throughout your booking

A Declaration of Assurance is required for all organised bookings.

For many providers, this is the only requirement.

Which Declaration of Assurance do I need to complete?

There are two Declaration of Assurance forms, depending on the type of activity you are delivering.

Completing the correct declaration allows us to apply the appropriate and proportionate level of assurance.

Click the relevant link below to complete your form:

👉 Adult‑only activities
For activities attended exclusively by adults (for example, fitness classes, rehearsals or adult sports sessions).

👉 Activities involving children, young people or vulnerable adults
For any activity where children, young people or vulnerable adults are present.

Why do we use this approach?

Activities and organisations operate in different ways. Some are overseen by national governing bodies or umbrella organisations, while others operate independently.

Because our venues are school sites, they operate within a safeguarding and governance framework stricter than that of many other community venues. This means organisations hiring school premises may be expected to meet higher safeguarding and assurance standards, particularly where children, young people or vulnerable adults are involved.

Our Declaration of Assurance and proportionate checks help protect children and vulnerable users, meet venue safeguarding obligations, and respect data protection requirements, while ensuring responsibility remains with the provider delivering the activity.

What we may ask for (depending on your booking)

We apply a proportionate approach based on the nature of the activity, who is attending, and how the organisation operates.

1. All organised bookings

Declaration of Assurance (required for all providers)

This confirms that appropriate arrangements are in place for:

  • qualifications or competence to deliver the activity
  • insurance cover
  • health and safety and emergency procedures
  • safeguarding, where relevant

2. Independent or non‑affiliated providers

Where an organisation or individual is not affiliated with a recognised governing body, trust or umbrella organisation, we may request limited supporting evidence alongside the Declaration of Assurance to provide additional reassurance where no external oversight framework exists.

This typically includes:

  • Public Liability Insurance (minimum £5 million)
  • A safeguarding and child protection policy, where children or young people attend

Safeguarding policies are reviewed to ensure that key information is clearly set out, such as:

  • named safeguarding lead(s) and contact details
  • clear safeguarding procedures and reporting routes
  • confirmation that the policy is current and reviewed regularly

Where essential information is missing, unclear or out of date, we may request additional documentation or clarification to provide appropriate safeguarding assurance.

3. Certain group types and education settings

For some bookings—such as supplementary schools, faith‑based education groups, or organisations delivering regular structured provision for children—we will request a fuller set of supporting documentation.

This reflects:

  • the nature and frequency of the activity
  • safeguarding expectations
  • the responsibilities placed on venues hosting these groups

In these cases, the Declaration of Assurance remains mandatory, alongside relevant supporting documentation.

Safeguarding and DBS checks

Where activities involve children, young people or vulnerable adults, providers are responsible for ensuring appropriate safeguarding arrangements are in place. This includes safer recruitment practices, safeguarding training, and Enhanced DBS checks where legally required.

Due to the sensitive nature of DBS information, we do not routinely request or retain DBS certificates. Providers confirm, through the Declaration of Assurance, that the required checks are in place, and evidence may be requested where further safeguarding assurance is needed.

Affiliated organisations and governing bodies

If you are affiliated with a recognised governing body, franchise, trust or umbrella organisation (for example, FA‑affiliated sports clubs), a Declaration of Assurance may be sufficient on its own.

In these cases:

  • vetting and oversight are usually managed through the affiliated organisation
  • affiliation must be current and valid

We are also happy to work with other governing bodies that provide recognised assurance frameworks.

Private and casual adult bookings

Some bookings are for private or casual use by adults, such as two adults hiring a court to play badminton with no organised instruction or supervision.

In these cases:

  • no Declaration of Assurance is required
  • no supporting documentation is requested

Participants take part on a self‑directed basis, and responsibility for participation rests with the individuals involved.

Evidence on request

Submitting a Declaration of Assurance confirms that the required documentation exists and can be provided if necessary.

We may request supporting evidence:

  • as part of routine audit or spot checks
  • if concerns are raised
  • where a venue requires additional assurance
  • to meet safeguarding or contractual obligations

Keeping information up to date

Declarations of Assurance are typically valid for 12 months.

Providers are responsible for notifying us sooner if:

  • insurance expires
  • safeguarding arrangements change
  • affiliation lapses or changes
  • information provided becomes inaccurate

Not sure what applies to you?

If you’re unsure which Declaration applies, what documentation you should have, or whether your booking is considered organised or private, please contact us before booking.

We are happy to help.