Access to instruments

Customers are invited to apply online. 

After receiving your application, a member of our Instrument Team will confirm instrument availability. 

We aim to respond within 5 working days, though this can be impacted during busy periods (such as the start of term). 

If an instrument is available, it will be reserved, and you will be sent a digital hire agreement via DocuSign. 

If the hire agreement is not signed within 7 days, it will expire. The instrument will be released, and you will be notified that your application has been closed. 

Once the hire agreement is signed, the instrument will be reserved for an additional 14 days from the date of signing. We will be in touch shortly after to confirm collection details. 

Once collected, you will receive your first invoice within a few days. This will be sent via email and will include payment instructions.

After receiving your application, a member of our Instrument Team will confirm instrument availability. 

We aim to respond within 5 working days, though this can be impacted during busy periods (such as the start of term). 

If your chosen instrument is currently available your application will be moved to our Wait List. You will be notified of this.  

Once an instrument becomes available, we will contact you to ask whether you would like to proceed with your application. 

The scheme is eligible to residents of Hertfordshire, or those engaged in musical activities based in Hertfordshire.

The termly fee for any instrument is £30.00 per term.

This fee is payable in advance of each academic term for the duration of the hire period.

Any hire starting part-way through an academic term will still incur a full termly fee. All fees are subject to adjustment by Herts Music Service with at least one term’s notice. You can find additional information on fees in our Access to Instruments Terms & Conditions.

If you have any further questions please contact the Instrument Team at HMSInstruments@Hertfordshire.gov.uk.

Once you have signed your digital hire agreement you will receive full details of when & where to collect your instrument. This will be sent via email with the subject ‘Your instrument is ready to collect’ 

Please do not attempt to collect your instrument prior to receiving this email, as your instrument may not be ready to collect. 

Our primary collection location is Mid Herts Centre for Music & Arts (Hatfield). We will endeavour to accommodate alternative arrangements, though this may lead to a delay in fulfilment. If you have any issues, please reach out to the HMS Instrument Team. 

The scheme offers access to a wide range of instruments. Once your application is received a member of our Instrument Team will be in touch to confirm whether your chosen instrument is available.

Examples of instruments we currently stock include, but are not limited to:

A member of the instrument team will recommend an instrument size depending on your or your child’s age. If you already have a preferred size let us know and we’ll confirm whether an instrument is available for you.

Of course!

Contact the instrument team at HMSInstruments@hertfordshire.gov.uk with the subject line “Change Instrument”, or by post, and we will arrange another instrument for your collection.

No. Access to Instruments is charged per term, without the need for a deposit.

Unfortunately not. Hires starting part-way through an academic term will still be charged the full termly fee.

You are responsible for the entire cost of replacement or repair of the instruments & accessories during the hire.

We strongly recommend insuring your instrument. If you need any help you can contact the Instrument Team at HMSInstruments@hertfordshire.gov.uk with the subject line “Insurance”, or by post.

More information regarding damage, loss or theft, or your responsibilities during the hire can be found in the Terms & Conditions.

Contact the Instrument Team at HMSInstruments@hertfordshire.gov.uk with the subject line “End”, or by post, no less than two weeks before the end of term.

Contacting us after this period may lead to charges continuing for an additional term. A member of the team will be in touch shortly after with next steps.

Once you have contacted the Instrument Team with your intention to end your hire, and the instrument has been returned to HMS, a member of the Instrument Team will inspect the instrument for damage, fair wear & tear excepted.

If an instrument requires repair or replacement, you will remain responsible for this entire cost. If a consumable hasn’t been replaced, you will be charged a one-off fee of £15.00.

Following this inspection, the Instrument Team shall be in contact to notify of any further charges or confirm the conclusion of your hire period.

For more information or support regarding instrument hire, please contact the Instrument Team at HMSinstruments@hertfordshire.gov.uk.  

Please note that we receive a high volume of emails, but a member of the team will get back to you as soon as we can.

Yes. The scheme is available to all who apply.

We aim to confirm availability within ten working days of application and will be in contact to arrange collection shortly after. 

Collection is arranged to ensure staff availability and to avoid congestion during busy periods. We cannot guarantee your instrument will be available outside of these hours. If you need to reschedule your collection time, please email the HMS Instrument Team. 

Once we receive notification of your decision, we will arrange an appropriate return of your instrument. Please do not leave your instrument without confirmation from the HMS Instrument as you will still be liable for the instrument and may be charged for it’s loss.