Equipment Loan Policy

Purpose

This policy sets out how Towerblock Radio CIC manages the loan of equipment to staff, volunteers, DJs and contributors, ensuring equipment is tracked, maintained and protected.

Scope

This policy applies to all Towerblock Radio CIC equipment loaned to or borrowed by staff, volunteers, DJs, presenters and contractors.

Definitions

• Equipment means any physical asset owned or controlled by Towerblock Radio CIC, including broadcasting equipment, computers, audio equipment, instruments and accessories.
• Loan means the temporary transfer of equipment to an individual for an approved purpose.
• Borrower means the person to whom equipment is loaned.

Responsibilities

The board approves equipment loans. The Operations Lead manages the loan process and maintains records. Borrowers are responsible for equipment while it is in their possession.

Policy Statement

Towerblock Radio CIC loans equipment to support its activities while ensuring that equipment is tracked, maintained and protected from loss or damage.

Detailed Procedures

Loan request

• Equipment loans must be requested in advance.
• The request should specify the equipment needed, the purpose, the duration and the borrower.
• The Operations Lead approves or declines the request.

Loan agreement

• The borrower must sign a loan agreement.
• The agreement records the equipment, serial numbers, condition, loan period and return date.
• The borrower acknowledges responsibility for the equipment.

Borrower responsibilities

The borrower must:

• Use the equipment only for the approved purpose.
• Store the equipment securely when not in use.
• Not modify or lend the equipment to others.
• Report any damage or faults immediately.
• Return the equipment by the agreed date.
• Return the equipment in the same condition (allowing for fair wear and tear).

Damage or loss

• The borrower must report any damage or loss immediately.
• Damage caused by misuse or negligence may result in the borrower being asked to contribute to repair or replacement costs.
• Loss or theft must be reported to the Operations Lead within 24 hours.
• Insurance claims may be made where applicable.

Return

• Equipment must be returned by the agreed date.
• The Operations Lead checks the equipment condition on return.
• Any issues are documented.

Maintenance

• Equipment must be maintained in accordance with the Asset Management Policy.
• Electrical equipment must be PAT tested where applicable.
• Faulty equipment must not be loaned.

Reporting Process

The Operations Lead reports on equipment loans to the board annually. Loss or theft is reported within 24 hours.

Compliance Requirements

• Health and Safety at Work etc. Act 1974.
• Community Interest Company Regulations 2005 (asset lock).

Monitoring

The Operations Lead conducts an annual equipment audit.

Review Cycle

This policy shall be reviewed annually.

Version Number

Version 1.0

Approval Section

Approved by: Towerblock Radio CIC Board Date: July 2026 Next review: July 2027

Related Policies

• Asset Management Policy
• Studio Rules
• Health and Safety Policy

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/policies/equipment-loan-policy

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Equipment Loan Policy | Towerblock Radio

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Towerblock Radio CIC's equipment loan policy covering loan requests, agreements, borrower responsibilities, damage and loss, return and maintenance for broadcasting equipment.

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