Terms and Conditions for Instrument Hire

Conditions of Hire

During hire, the instrument remains the property of Music on Sea. The instrument is hired solely to the student named on the hire form and should not be loaned to others or transferred (a new hire agreement is to be taken out for this).

The criteria to hire is:

  • The learner is in full time education (between ages 4 – 18)
  • They attend a Southend-on-Sea city school
  • The instrument is used for educational purposes

Learners that attending a school in Essex or Thurrock can contact the respective Music Services about hire options.

Music on Sea is to be informed about any changes to eligibility. Before collecting the instrument the first term hire fee must be paid using the online link.

When collecting the instrument, identification (proof of name and address) must be shown and a proforma completed. Forms of ID are a driving license or utility bill (dated within the preceding three months).

Length of Hire

The minimum hire period is one term, except for hires starting mid-term. The instrument is hired until the end of the academic year. If hire is required to continue, this can happen once the instrument is returned to be checked or serviced. Hire costs may be revised on a term-by-term basis. Near the end of the term, we will contact you to ask if you wish to continue to hire or return the instrument to us. All instruments must be returned at the end of the academic year for maintenance checks in line with our Instrument Policy but once this has taken place you can continue with hire.

Returning the Instrument

At the end of the term, the hirer will be advised as to how to return the instrument. There is a deadline to return the instrument to avoid incurring additional costs (hire for the following term). Instruments can be returned mid-term but no monies will be returned or invoices cancelled. Instruments are returned to the Music on Sea team, in good condition with any damage or wear and tear reported. The costs of any damage to or loss of any accessories supplied with the instrument including cases, bows, slings, mouthpiece caps, end stops, cleaning rods and cloths, will be met by the parent/guardian. The replacements of strings or reeds are the responsibility of the parent/guardian. Instruments must not be returned to a school, via a pupil or different family or left at the Civic Centre or Southend Adult Community College (SACC).

Cost of Hire

There is currently a £30 hire fee per term for the hire of all instruments. This can be revised on a term-by-term basis. The first term’s hire must be paid in advance of collecting the instrument. Subsequent fees are invoiced by Southend-on-Sea City Council and must be paid within 30 days. Failure to pay two invoices in a timely manner will result in the hire agreement being terminated and the risk of legal action. Music on Sea may, at their own discretion, charge a fee for failure to pay at least two invoices.

Subsidised Hire

Subsidised hire (50%) is available to the following:

  • students in receipt of free school meals or pupil premium grant
  • holders of a Southend students with an Advantage Card Category C (only category C can be accepted)
  • young carers

Fully subsidised hire is available for Looked After Children. Free hire must be applied for on the hire form. No fees can be reimbursed retrospectively if you have not informed us of your eligibility.

Recall of an Instrument

During hire, the instrument remains the property of Music on Sea. It may be necessary to recall an instrument by Music on Sea at the end of any term or between this. Music on Sea will arrange a convenient time for the instrument to be returned.

Change of details

Music on Sea should be informed immediately via email of any changes to address, school or contact details. This may affect eligibility.

Change of size of Instrument

If a different size is required please contact Music on Sea and, availability permitting, the instrument will be exchanged without additional charge. Please note that not all sizes are stocked or may be available at the time.

Purchasing the Instrument

This is not possible as the instruments are purchased by Arts Council England funding. The Assisted Instrumental Purchase Scheme may be of interest here: Assisted Instrument Purchase Scheme.

Damage & Loss

The parent/guardian of the hirer is responsible for any damage caused to the instrument. Any damage must be reported immediately to Music on Sea. The hirer must not attempt to repair the instrument themselves or arrange for someone else to. If the instrument is lost or stolen the parent/guardian of the hirer will be liable for a replacement. Appropriate insurance be purchased by the hirer. Music on Sea are unable to recommend any suppliers of insurance. Music on Sea must be notified immediately if the instrument is lost or stolen.

Repair & Maintenance

If the instrument is in need of maintenance Music on Sea should be notified. The hirer must not attempt to repair the instrument themselves or arrange for someone else to. Music on Sea will not reimburse any private repairs that have been undertaken without prior expressed permission to do so. Should the instrument be returned damaged there may be a charge for any necessary repair at the discretion of Music on Sea.

Additional support about assembling or caring for my instrument

You can ask your tutor or some useful videos can be found on the Normans YouTube channel.

Privacy Notice

The Southend-on-Sea City Council Privacy Notice can be viewed at www.southend.gov.uk/privacynotice.