Hire of School Gymnasium
Expression of Interest (EOI)
Gym Hire – External Users
Westgarth Primary School
About this EOI
Westgarth Primary School is open for organisations to apply to hire the School gym outside school hours.
A School Council Working Party will review applications and make a recommendation. School Council will make the final decision.
Aside from the EOI information form, there is no fixed application structure. However, EOI applicants should note the material in this document as it provides important information about the issues that the School is considering.
An opportunity to visit the gym can be arranged, on Friday 31 July at 4pm.
For further information about the EOI process or to understand more about the Facility, please contact Jo Wheeler.
School Values
The School’s values are key. Applicants must show how they reflect these values:
- Respect – treating people and the School environment with care
- Integrity – being honest and reliable
- Excellence – providing high-quality programs
- Working together – cooperating with the School and community
- Responsibility – being accountable for actions and behaviour
Safety and risk requirements
As this is a School site, safety is very important. Applicants must:
- Follow Child Safe Standards (Victorian requirements)
- Have Working With Children Clearances for relevant staff (inc. volunteers)
- Have at least $10 million public liability insurance
- Have a plan for emergencies (injury, fire, etc.)
- Take responsibility for safety during their use of the Facility
Things applicants must explain
Applicants must clearly describe:
- Who they are and what they do
- How they will use the Facility
- Who will attend their programs
- How they will keep people safe
- How they will follow Child Safe Standards
- How they will manage risks (injury, damage, behaviour, security)
- How they will clean and look after the Facility
- How they will manage access and lock-up
- Any storage needs
- How they intend to contribute to the physical and financial sustainability of the Facility (which will include proposed hire fees)
Key risks to be managed
The School has identified risks that must be controlled, including:
- Injuries during activities
- Child safety risks (e.g. unsupervised access)
- Damage to floors or equipment
- Theft or vandalism
- Noise, parking, and impact on neighbours
- Security during after-hours use
- Cleaning and condition of the Facility after use
- Extra workload for School staff
As part of its responses above, Applicants must show how they will manage these risks.
How applications will be assessed
A School Council Working Party will assess all applications. They will look at:
- Safety and risk management
- How well the applicant fits School values
- Benefit to the local community
- Practicality of the proposal
- Impact on the School
- Financial return to the School
The Working Party will recommend a preferred applicant to School Council, who will make the final decision.
The School will not be publishing or otherwise providing detailed feedback or reasons for any decision it makes in this EOI process or in relation to the Facility.
What happens next
- Applications are reviewed
- Shortlisted applicants may be contacted for more information
- A recommendation is made to School Council
- School Council makes the final decision
- A formal hire agreement (Department of Education approved) is signed with the successful applicant(s)
Important note
The School reserves all its rights to govern this process in any manner it deems fit and in the best interests of the School. For the avoidance of doubt, this includes:
- Accepting or rejecting any application at any time for any reason or without reason.
- Making decisions in its sole discretion and at any time
- Choosing to hire to one or more applicants
- Choosing not to proceed with hiring the Facility
- Changing or stopping the process at any time before a contract is signed
To apply: Complete the form at this link
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