TEMPLATE LETTER TO PARTNER ORGANISATION FOR A COMMUNITY

CHALLENGE DAY

Dear Sir/Madam

[COMMUNITY CHALLENGE TITLE – PARTNER ORGANISATION TITLE]

I write in relation to the proposed volunteer challenge day to be undertaken by a

team of employees (“the Team”) of the University of Exeter (“the University”).

It has been agreed that the Team will carry out the challenge day for the benefit
of and hosted by your organisation (“You”) at [insert address where challenge will
be based and give details of which areas/buildings the Team is permitted to
access] (“the Premises”) from [ ]am to [ ]pm on [insert date]. The purpose of the
challenge day will be for the Team to carry out the activities set out in the
document attached to this letter (“the Activities”). The purpose of this letter is to
record the agreement that you, the University and the members of the Team
(together “the Parties”) have reached in respect of loss or damage that may be
sustained by any Party or third party during the challenge day.

For the duration of the challenge day You undertake to provide reasonable
assistance and support to the Team in their carrying out of the Activities and to
ensure that You have in place adequate health and safety procedures to cover
the Activities. You agree to make the Team Manager aware of any such
procedures or policies that are to be followed when the Team is present at the
Premises. You agree to nominate a representative to be the Team’s point of
contact at the Premises and to act responsibly towards the Team members. You
also agree to comply with all applicable laws and regulations in respect of the
Activities, including all relevant health and safety legislation, including carrying
out a risk assessment.

The University confirms that it has undertaken a risk assessment in relation to

the Activities.

You confirm that You hold valid insurance policies to cover the following risks:
 Public Liability - £5million

The Parties agree that in connection with the Activities the University’s total
liability is limited to actions which are caused by the University’s or one or more
of the Team Members’ direct and negligent action or omission. The University
shall have no liability to third parties for loss or damage that is not attributable to
the University’s or any Team Member’s direct and negligent action or omission
save that nothing in this letter shall exclude any Party’s liability for death or
personal injury caused by that Party’s negligence. The University’s total liability
in respect of the Activities shall be limited to £5 million.
No party shall be liable for any indirect losses such as, but not limited to, loss of
earnings, loss of profits, or any economic or consequential damages or losses.

Please sign and return the enclosed copy of this letter to provide your
organisation’s consent to the Team undertaking the Activities at the Premises and
your acceptance of the terms and conditions as set out above.

Yours sincerely

NAME OF TEAM LEADER

CONTACT DETAILS