Freelance Facilitator Agreement

This agreement is between:

OpenView Education Ltd of 483 Green Lanes, London, N13 4BS (“OpenView Education”, “we”, “us”); and you as a freelance facilitator.

Together, “the parties”.

This is a master agreement. It sets out the general terms of your freelance relationship with OpenView Education. It does not itself book any dates. Individual bookings are confirmed separately, usually by email and by an entry on our shared Google Calendar.

1. Nature of this engagement

• You are engaged as a self-employed, freelance actor-facilitator to deliver workshops, performances, assemblies and training on behalf of OpenView Education in schools and other settings, on a booking-by-booking basis.
• This agreement does not create an employment relationship, partnership, or agency relationship between you and OpenView Education. Nothing in it obliges OpenView Education to offer you work, or obliges you to accept work offered.
• You are free to undertake work for other clients, including other organisations delivering similar services, alongside your work for OpenView Education. There is no exclusivity or non-compete requirement.
• You may not commit OpenView Education to anything (including ordering goods, making promises to schools, or incurring any liability) without our agreement.

2. Bookings

• When OpenView Education has work that may suit you, we will offer it by email and/or by adding an event to your Google Calendar, setting out the date(s), school/venue, workshop type, and fee.
• Fees for each booking are agreed in writing before you deliver it. OpenView Education’s standard rates may be updated from time to time; the rate confirmed at the time of booking is the rate that applies to that booking.

3. Fees, expenses and invoicing

• You will invoice OpenView Education for each booking completed, at the fee agreed for that booking.
• OpenView Education aims to settle invoices within 30 days of receipt, by bank transfer.
• You are not entitled to invoice for bookings you have not completed, including bookings cancelled in line with Section 8.
• Travel contributions and other expenses (for example, toll charges) may be payable in line with OpenView Education’s current expenses policy, confirmed to you at the time of booking.
• You are responsible for your own income tax and National Insurance contributions, and for ensuring you are registered with HMRC as self-employed.

4. Equipment and materials

• OpenView Education may loan you equipment (for example, set pieces, puppets, props or resources) to help you deliver bookings. This equipment remains OpenView Education’s property at all times.
• You will take reasonable care of any loaned equipment, keep it in good working order, and not leave it unattended while in your care. You will be responsible for the cost of repair or replacement if equipment is lost or damaged beyond fair wear and tear while in your care.
• You are responsible for providing your own general equipment needed to deliver workshops, such as a laptop, PowerPoint clicker, Bluetooth speaker, HDMI/VGA adapter. You are responsible for keeping this equipment in good working order. OpenView Education is not responsible for loss of or damage to your own equipment.
• Any OpenView Education intellectual property provided to you (for example, scripts, visual or audio assets) remains OpenView Education’s property, is provided solely to help you deliver bookings, and must not be altered, defaced, or used for any other purpose. If you stop working with OpenView Education, you agree to delete or return any such materials.

5. Onboarding and preparation

• Before your first booking, you will complete OpenView Education’s onboarding process, including any required training modules in our Team Resource Hub.
• Ahead of delivering your first workshop or assembly, you will submit self-tape material by the timelines agreed with OpenView Education, and may be asked to attend an observation day, so that we can support your preparation and delivery.
• In addition to the observation day, you may be required to attend an in-person training day ahead of your first day of delivering a workshop. If this is the case, you will be notified of this in advance along with the specific fee for that day.
• You will prepare appropriately for each booking (for example, learning scripts and running order) so that you can deliver the workshop or assemblies to a good standard.
• If OpenView Education identifies additional training that would be genuinely useful, we may invite you to a training session. This may be in-person or online. You will be notified of this in advance.
• You are required to have a valid Enhanced DBS check (including the children's barred list), either through the DBS Update Service or a new application arranged by us, and to provide OpenView Education with a scan or copy of it before your first booking. You will keep OpenView Education informed of your DBS status. OpenView Education may pause offering you bookings if your DBS check lapses or is not renewed within a reasonable time of being requested.

6. Conduct and presentation

• Please wear the OpenView Education polo shirt provided, with black trousers and black shoes, when delivering bookings. Please dress smartly and appropriately for a school setting. Please avoid wearing jewellery, except a wedding band, watch, or for religious reasons, for health and safety reasons.
• Punctuality matters a great deal to our schools and to OpenView Education’s reputation. Please arrive with enough time to set up before a booking starts, a suggested arrival time may be provided on a booking by booking basis, to support you with this. If lateness leads to a school requesting a refund in partial or full, or if lateness becomes a repeated issue, OpenView Education may reduce the fee for the affected booking and/or may, acting reasonably, decide not to offer you further bookings.
• Please do not attend a booking under the influence of alcohol or drugs, and please avoid heavy drinking the night before a booking. If this happens, OpenView Education may end that booking immediately, no fee will be payable for it, and you will be responsible for any resulting costs to OpenView Education.
• Please do not self-promote (for example, your own business, classes, or social media) while delivering a booking.
• You will not take any photos or videos of children, staff, or the venue of the booking, or bookings, and please don’t share or post OpenView Education material without our agreement first (see Section 9).
• We’ll aim to give you reasonable notice if we plan to visit or observe you at a booking, except where that isn’t practical.
• Please aim to respond to messages from OpenView Education within a reasonable time (as a guide, 1–3 working days), and let us know if you’ll be away or unreachable for a while.
• You will follow OpenView Education’s safeguarding procedures and Facilitator Handbook, and report any safeguarding concerns to the nominated person at OpenView Education immediately.

7. Health, safety and liability

• You are responsible for delivering bookings safely and appropriately, and for your own actions (and those of any approved substitute) while delivering bookings, including travel to and from venues.
• You must hold public liability insurance of at least £5,000,000, valid for the work you carry out for OpenView Education. Any lapse in public liability insurance is your responsibility and you are required to keep this up to date.
• You must provide OpenView Education with a scan or copy of a valid certificate of this insurance before your first booking.
• You are responsible for your own personal accident, sickness and injury insurance. As a self-employed contractor, you are not entitled to holiday pay, sick pay, or other employee benefits from OpenView Education.
• You accept responsibility for any loss or damage to public or private property caused by you while delivering bookings, and for meeting any costs OpenView Education reasonably incurs as a direct result of your actions or omissions.
• If an accident or safeguarding incident occurs while you are delivering a booking, please notify OpenView Education as soon as possible. In an emergency, contact OpenView Education on 0207 459 4473. This is a 24 hour number and someone will be available to take a message.

8. Cancellation and notice

• Reliability matters a great deal to the schools we work with and to OpenView Education's reputation. Once a school books a day with us, they are expecting the facilitator agreed for that day to attend as planned. As a freelance facilitator, we ask that once you confirm a booking, you do everything reasonably possible to fulfil it. Schools often arrange their booking to coincide with a specific date in their school calendar. Unlike many other appointments, these visits usually cannot simply be rearranged, so when a facilitator pulls out of a confirmed booking it can damage our relationship with the school and leave the children without the enriching experience they were looking forward to. However, if you do find you need to withdraw from a confirmed booking, please let us know immediately, and give us as much notice as you can. The more notice we have, the better chance we have of arranging cover, protecting the relationship with the school and ensuring the children get the experience they are looking forward to.
• Substitution: if you are unable to fulfil a confirmed booking, you may propose a suitably experienced replacement to deliver it in your place. Any substitute must first be approved by OpenView Education, and we are not under obligation to accept a substitute if it is deemed they are not suitable. Any substitution would be required to complete onboarding, training and meet safeguarding requirements. Where a substitute delivers a booking, OpenView Education will pay the substitute directly for that booking.
• If OpenView Education needs to cancel a confirmed booking, we will aim to give you as much notice as possible. Cancellations or reschedules are very rare, however if it does occur we will give you as much notice as reasonably possible.
• OpenView Education does not guarantee continuous or regular work, and is not responsible for other work you may have turned down in order to hold a date for us. No fee is payable for bookings that are cancelled before you deliver them.

9. Complaints

• If a school raises a genuine complaint about a specific booking and, after discussing it with you, OpenView Education reasonably concludes that a refund to the school is warranted because of something within your control, OpenView Education may reduce or withhold the fee for that booking. We will always talk this through with you first and explain our reasoning before any decision is made.

10. Confidentiality

• You will keep confidential any non-public information you learn about OpenView Education’s business, schools, or other facilitators through your work with us, both during and after your engagement, except where you’re required to share it by law or to carry out a booking.
• Please check with OpenView Education before sharing confidential information (such as booking details or contact information) with third parties, including agents or managers.
• You agree that OpenView Education may share your contact details with schools or other facilitators where reasonably necessary to deliver bookings (for example, sending equipment or arranging equipment handover with another facilitator).

11. Intellectual property and use of your image

• Any materials you develop specifically for OpenView Education’s shows, workshops or training (for example, show scripts or routines created for us) belong to OpenView Education. You agree to sign anything reasonably needed to confirm this, and to waive moral rights in that material.
• Schools may take photographs or video of bookings for their own use. By working with OpenView Education, you agree to this, and you agree that OpenView Education may use photographs and footage of you delivering bookings to promote OpenView Education’s services.

12. Data protection

• In the course of your work, you may have access to personal data belonging to pupils, school staff, or other contacts (for example, names, contact details, or safeguarding information).
• You will only use this personal data for the purpose of delivering bookings, keep it secure, and not share it with anyone outside OpenView Education without our agreement.
• You will not retain personal data for longer than is needed to deliver the relevant booking, and will delete or return it to OpenView Education once it's no longer needed.
• You will follow OpenView Education's data protection guidance and report any actual or suspected data breach to us as soon as possible.

13. Ending this agreement

• Either party may end this master agreement at any time by giving the other reasonable written notice. Ending this agreement does not automatically cancel bookings already confirmed, those are dealt with under Section 8, unless both parties agree otherwise.
• OpenView Education may end this agreement, and any confirmed but undelivered bookings, with immediate effect and without further payment, if you seriously breach this agreement. For example, a serious safeguarding issue, attending a booking under the influence of alcohol or drugs, or self-promoting in breach of Section 6.

14. General

• This agreement, along with any booking confirmations and OpenView Education’s Facilitator Handbook and Safeguarding Policy, is the whole agreement between us and replaces any earlier agreement on the same subject.
• Any changes to this agreement must be agreed in writing between us.
• This agreement is governed by the law of England and Wales.

Signatures

By signing below, both parties confirm they have read, understood, and agree to this Freelance Facilitator Agreement.