INSTRUMENT HIRE

Key Contacts:

Paul Stewart, Business and Development Manager (Service Manager)
Roger Walsh, Projects and Media Officer (Support)

Instruments for loan and Hire Charges

Band Insturments
A Djembe, Tabla, Viola, Violin
B Cello , Clarinet, Flute, Alto Saxophone, Trumpet Trombone, Sitar, Santoor
C Baritone, Bassoon , Double Bass, Euphonium, French Horn, Oboe, Tenor Horn

See Menu for details of hire charges. EMS reserves the right to increase classroom set hire rates.

Instrument Hire Contract Types

EMS hires musical instruments under four types of contract. These are summarised here and described in detail in the following sections.

Parent Hire Contract:

  • ELIGIBILITY: Instruments hired to parents of pupils educated at an Ealing school and also living in the London Borough of Ealing.
  • COLLECTION/RETURN:Parents collect the instrument from and return it to EMS.
  • PAYMENT: Parents pay for the instrument hire by termly direct debit administered by Ealing Corporate Collections.

School Hire Contract:

  • ELIGIBILITY: Instruments hired to schools within the London Borough of Ealing.
  • COLLECTION/RETURN: Schools collect the instruments from EMS unless a special arrangement with EMS has been agreed for delivery and return them to EMS when they are no longer needed.
  • PAYMENT: Schools will be invoiced for the hire on a termly basis via the school billing process

Class Set Hire Contract:

  • ELIGIBILITY: Class sets of instruments (not recorders or guitars). These may form part of a WCET (Spark!) provision or hired by the school directly.
  • COLLECTION/RETURN: EMS delivers the instruments to Schools and collected  them when they are no longer required, according to the hire schedule.
  • PAYMENT: Schools will be invoiced for the hire on a termly basis via the school billing process.

Free Hire Contract/Loan:

  • ELIGIBILITY: EMS may hire instruments to Ealing Authority maintained schools or partner organisations for a limited time for no charge.
  • COLLECTION/RETURN: Schools are responsible for collecting and returning instruments from EMS unless a special arrangement with EMS has been agreed for delivery.
  • PAYMENT: Instruments loaned to schools will be detailed on the termly ‘School Billing Advice Note’.

If instruments are kept for longer than the agreed length of time, the hire agreement will become a School Hire and will be payable at the current hire rate.

Terms and Conditions

Instrument issue

  • Instruments hired on a parent hire contract will only be issued to a parent or legal guardian of the pupil who will be using the instrument.
  • On collecting the instrument, the parent/guardian will sign a parent hire contract, taking full responsibility for the instrument, and a direct debit form for easy payment of invoices.
  • EMS reserves the right to prioritise hires to pupils who have tuition from EMS teachers.
  • Instruments are not transferable between pupils.

Instrument return

  • Instruments must be returned to the EMS offices at the end of the rental. Payment will cease 10 days after the instrument has been returned. No refunds will be given for part paid terms.
  • Instruments must be returned:
    • if the family and/or pupil moves out of the London Borough of Ealing when the pupil is no longer of school age (no later than their 19th birthday)
    • if direct debit payments are cancelled or outstanding
  • EMS reserves the right to recall a hire instrument after no less than one year so that it may be hired to another pupil.

Hire charges

  • Parent/guardians will be charged the hire rates, as detailed in section 6, on a termly basis.
  • Ealing Corporate Collections will invoice the parent/guardian once every year. This invoice will detail the total annual cost (3x the termly fee) and the 3 dates on which Ealing will take the money from the parent/guardian’s account via direct debit (every 4 months).
  • If Direct Debit payments fail, Ealing Corporate Collections will contact the hirer to renew the Direct Debit contract. If this fails, hirers will be invoiced for the full cost of replacing the instrument.

Cancellation of Contract

The hirer may cancel/end the hire contract at any time by:

Returning the instrument.

Once the instrument has been returned all forthcoming charges will be cancelled by EMS. Please be aware, this may take 10 working days, therefore parent/guardians are advised to return instruments at least 10 days before a direct debit payment is due. No refunds will be given.

Purchase the Instrument from EMS

Where it is possible to buy Hire instruments from EMS and the hirer wishes to purchase the hire instrument, Ealing Corporate Collections will invoice the hirer for the full cost of the instrument. Contact the EMS office for more details.

The Instrument is lost, stolen or broken

Ealing Corporate Collections will invoice the hirer for the full cost of instrument replacement if the instrument is lost, stolen or broken; or if hire payments cease and Ealing Corporate Collections are unable to resolve a payment issue.

Parent hire instrument maintenance

Any problem with an instrument should, in the first instance, be assessed by the pupil’s instrumental teacher. If the problem cannot be rectified by the pupil’s teacher, the instrument must be returned to EMS with a completed form EMS405 (Instrument repair slip). Opening hours can be found at www.ealingmusicservice.com.

Damage made to EMS instruments will be charged to the hirer at cost price.

Instrument issue

  • Instruments hired on a school hire contract will only be issued to a representative of the school authorised to act on school’s behalf.
  • On collecting the instrument, the school representative will sign a school hire contract, passing full responsibility for the instruments over to the school.
  • Schools are responsible for the collection of instruments from EMS. If required, EMS can make arrangement for delivery of instruments for a charge. This charge will be agreed on by the school before delivery takes place.

Instrument return

  • The school is responsible for returning instruments to EMS offices at the end of the rental. If required, EMS can make arrangement for collection of instruments for a charge. This charge will be agreed on by the school before collection takes place.
  • The term in which the instrument is returned will remain chargeable. No refunds will be given for part paid terms.
  • Instruments must be returned:
    • If the school no longer requires the use of said instruments
    • If payment of invoices has not been made
    • EMS reserves the right to recall a hire instrument after no less than one year so that it may be hired to another pupil.

Cancellation of Contract

Schools may cancel the School Hire Contract at any time by:

Returning the instrument.

Once the instrument has been returned, charges for that instrument for the next term will be cancelled. The term in which the instrument is returned will remain chargeable.

Purchasing the Instrument from EMS

Where it is possible to buy Hire instruments from EMS and schools wish to proceed, Ealing Corporate Collections will invoice schools for the full cost of instrument replacement.

The Instrument is lost, stolen or broken

Ealing Corporate Collections will invoice schools for the full cost of instrument replacement if the instrument is lost, stolen or broken; or if hire payments cease and Ealing Corporate Collections are unable to resolve a payment issue.

School hire instrument maintenance

Any problem with an instrument should, in the first instance, be assessed by the school’s music specialist teacher or appropriate EMS teacher. If the problem cannot be rectified by a member of staff, the instrument must be returned to EMS with a completed form EMS Instrument Repair Slip (EMS405). Opening hours can be found at www.ealingmusicservice.com.

Damage made to EMS instrument will be charged to the hirer at cost price.

Class instrument hire is available in the following instruments:

Strings

30x Violins

15x Violins &
15x ‘Cellos

15x Violins &
5x Violas &
10x ‘Cellos

Woodwind

30x Flutes
30x Clarinets
15x Flutes &
15x Clarinets

Brass

30x Trumpets

Percussion

30x Djembe
30x Tabla
30x Taiko Drums
30x Samba

Ukulele

30x Ukulele

Class instrument hire is included in all Spark! provisions

In exceptional circumstances, EMS may hire out instruments to schools for no charge. If this is the case, instruments will be hired out on a Free Hire basis (see section FREE HIRE:).

Instrument request

Instrument issue

  • Instruments hired on a school hire contract will only be issued to a member of school staff. EMS will make a series of deliveries/collections during a specific week in September each year. If required, EMS can make arrangements for delivery of instruments outside of these dates for a charge.
  • This charge must be agreed on by the school before delivery takes place. On receipt of the instrument(s), a school representative must sign a school hire contract, passing full responsibility for the instruments over to the school.

Instrument return

  • Instruments must be returned to the EMS offices at the end of the rental. EMS will make a series of deliveries/collections during a specific week in September each year. If required, EMS can make arrangements for collection of instruments outside of these dates for a charge. This charge must be agreed on by the school before delivery takes place.
  • The term in which the instrument is returned will remain chargeable. No refunds will be given for part paid terms.
  • Instruments must be returned:
    • If the school no longer requires the use of said instruments
    • If payment of invoices has not been made
    • EMS reserves the right to recall a hire instrument after no less than one year so that it may be hired to another pupil.

Cancellation of Contract

  • Once the instrument has been returned, charges for that instrument for the next term will be cancelled. The term in which the instrument is returned will remain chargeable.

School hire instrument maintenance

  • Any problem with an instrument should, in the first instance, be assessed by the EMS Lead WCET teacher. If the problem cannot be rectified by a member of staff, the instrument must be returned to EMS with a completed form EMS405 (Instrument repair slip). Opening hours can be found at www.ealingmusicservice.com.
  • Damage made to EMS instrument will be charged for the hirer at cost price.

EMS free instrument hires are only given to either Ealing maintained schools or EMS partner organisations for a limited time only.

Instrument issue

  • Instruments hired on a free hire contract will only be issued to a member of school/organisation staff. Schools/organisations are responsible for the collection of instruments from EMS.
  • If required, EMS can make arrangement for delivery of instruments for a charge. This charge will be agreed on by the school/organisation before delivery takes place.
  • On collecting the instrument, the school/organisation representative will sign a school hire contract, passing full responsibility for the instruments over to the school/organisation.

Instrument return

  • Instruments must be returned to the EMS offices at the end of the agreed rental period. If required, EMS can make arrangement for collection of instruments for a charge. This charge will be agreed on by the school before collection takes place.
  • Instruments must be returned:
    • If the school no longer requires the usage of said instruments
    • When the agreed loan period has come to an end
    • EMS reserves the right to recall a hire instrument after no less than one year so that it may be hired to another pupil.

Cancellation of Contract

There are two ways for the school to cancel the School Hire Contract:

Return the instrument.
Once the instrument has been returned the contract will be cancelled

Purchase the Instrument from EMS

  • Where it is possible to buy Hire instruments from EMS and the school wishes to proceed, Ealing Corporate Collections will invoice schools for the full cost of instrument replacement .
  • If either, the instrument is lost, the school informs EMS that they wish to purchase the instrument or if hire payments cease and Ealing Corporate Collections are unable to resolve a payment issue.

School hire instrument maintenance

  • Any problem with an instrument should, in the first instance, be assessed by the school’s music specialist teacher or appropriate EMS teacher. If the problem cannot be rectified by a member of staff, the instrument must be returned to EMS with a completed form EMS405 (Instrument repair slip). Opening hours can be found at www.ealingmusicservice.com.
  • Damage made to EMS instrument will be charged for the hirer at cost price.
  1. Ealing Music Service (EMS) loan musical instruments to children attending maintained schools in the London Borough of Ealing, to maintained schools in the London Borough of Ealing, partner organisations and EMS staff, with the support of Arts Council England.
  2. The hirer (named person or representative of school/organisation) must pick up the instrument(s) and sign this contract as this is a legally binding hire agreement.
  3. Instruments issued will always be in perfect working order. Any previous minor damage (chips, repaired cracks, lacquer missing or small dents) will be noted on this form before issue.
  4. EMS instruments are not insured once they leave EMS. Hirers who do not insure the instrument themselves must be prepared to pay for repair/replacement costs as necessary. This may be covered under your current business insurance. There are many companies specialising in instrument insurance. (e.g. British Reserve: 0870 1600 303; Musicians Insurance Services: 01629 760 101).
  5. All EMS instruments have a serial number. It is on the case, on the instrument (not tabla) and on this Instrument Loan Form. Please ensure that instruments remain in the correct case.
  6. Brass and woodwind instruments only: In the interests of health & safety you are advised to clean the mouthpiece to your own satisfaction on a regular basis.
  7. Instrument Hire is charged in advanced at the current termly rates as appropriate – Details of instrument charges can be found at www.ealingmusicservice.com/schools. These charges will continue until the instrument is returned to the EMS office. No refunds will be given on return of the instrument.
  8. EMS reserves the right to increase the termly instrument hire charge on an annual basis.
  9. If there is a problem with the instrument that your music coordinator or EMS teacher cannot rectify, the instrument must be returned to EMS.
  10. If the instrument is damaged or lost, EMS will invoice the hirer for the repair costs/replacement value.
  11. EMS will not accept return instruments/cases that were not issued to the hire.
  12. EMS reserves the right to recall the instrument after one year so that it may be hired to another pupil.
  13. EMS accepts no responsibility for any problems that may result from the use of this instrument.
  14. The hirer is responsibile for replacing consumables (reeds, strings, rosin, valve oil etc.) as necessary.