This guide is part of our Summer Works in Schools hub. For the full timeline and procurement checklist, visit https://incensu.co.uk/articles/summer-works-in-schools-planning-procurement-hub/
Ventilation and indoor air quality can feel like a technical rabbit hole, but for schools it comes down to a few practical outcomes: comfortable classrooms, fewer stuffy afternoons, and a building that’s easier to run safely.
If you’re planning summer works, ventilation is one of those projects that benefits hugely from early clarity. The more specific you are about what you need (and what you’re measuring), the easier it is to compare quotes and avoid surprises around noise, controls, maintenance, and commissioning.
This guide walks you through what to specify, what to ask suppliers, and how to keep the procurement process simple and robust.
Step 1: Be clear on the problem you’re trying to solve
Before you request quotes, write down what’s driving the project. Common school triggers include:
- Persistent stuffiness or overheating in certain rooms
- High CO2 readings (or concerns about poor air change)
- Complaints about odours, humidity, or condensation
- Refurbishment works changing room layouts or occupancy
- A need to improve comfort in spaces like science rooms, food tech, or changing areas
Practical tip: create a short room list with the spaces affected, approximate size, typical occupancy, and any constraints (windows that don’t open, road noise, security restrictions, listed building considerations).
Step 2: Decide what “good” looks like (so quotes are comparable)
You don’t need to be an engineer to set clear requirements. You just need a consistent way to compare options.
A) Ventilation approach (what type of solution?)
Ask suppliers to state clearly which approach they are proposing:
- Natural ventilation improvements (window restrictors, vents, controls)
- Mechanical extract / supply (fans, ductwork)
- Mechanical ventilation with heat recovery (MVHR)
- Hybrid solutions (a mix of natural + mechanical)
Each has different implications for noise, maintenance, energy use, and installation complexity.
B) Performance targets (simple, measurable outcomes)
Ask suppliers to define performance in a way you can check. For example:
- Target CO2 levels (where monitoring is included)
- Target airflow/air change approach (how they’ll size the system)
- Comfort targets (avoiding draughts; maintaining usable temperatures)
If you’re using CO2 monitoring as part of your approach, the UK Government has practical guidance for education settings: https://www.gov.uk/guidance/ventilation-to-improve-indoor-air-quality
C) Noise limits (schools often miss this)
Noise is one of the biggest reasons schools end up unhappy with ventilation upgrades.
Ask for:
- Expected noise levels in teaching spaces
- How noise will be controlled (attenuators, unit selection, duct design)
- What will be audible during lessons and exams
D) Controls and usability (who can change what?)
A system that’s technically right can still fail if it’s hard to operate.
Specify:
- Who controls it (site team only, or staff control in rooms)
- Whether it’s automatic (e.g., demand-controlled ventilation) or manual
- What the default settings are
- How it handles out-of-hours and holiday operation
E) Maintenance and access
Ask suppliers to include:
- Filter change requirements (frequency, cost, access)
- Servicing schedule
- What’s included in year 1 (and what isn’t)
- Where plant will be located and how it’s accessed safely
Step 3: What to include in your request for quote (RFQ)
To get like-for-like quotes, include these items in your RFQ:
- Scope: which rooms/areas are included (and excluded)
- Site constraints: working hours, access, safeguarding boundaries, deliveries
- Occupancy: typical number of pupils/staff per room
- Existing building info: any drawings, known issues, ceiling void constraints
- Electrical constraints: whether upgrades may be needed
- Programme: required completion date and any “no go” periods
- Handover requirements: O&M manuals (operating and maintenance), warranties, commissioning certificates
For general building standards context, the UK Government overview is a useful starting point: https://www.gov.uk/guidance/building-regulations-and-standards
Step 4: Procurement checks (how to shortlist trusted suppliers)
Ventilation projects go best when the supplier understands school realities: safeguarding, tight holiday windows, and the need for quiet, reliable systems.
Aim for at least three like-for-like quotes, then check:
- Relevant experience: examples of work in schools (not just offices)
- Design responsibility: who is sizing the system and signing it off
- Commissioning plan: how performance will be tested and evidenced
- Noise approach: what assumptions they’ve made and how they’ll mitigate noise
- Safeguarding and site security: how they’ll manage access and deliveries
- Aftercare: what happens if issues appear in the first term back
To start your shortlist, browse trusted education suppliers on Incensu:
- Browse all categories: https://incensu.co.uk/education-supplier-categories/
- More guidance and checklists: https://incensu.co.uk/articles/
If you have a specific ventilation/air conditioning category page on Incensu, link to it here as the primary category link.
Step 5: Plan installation for the summer holidays (without last-minute panic)
Ventilation works often involve surveys, design, and ordering equipment. If you want it ready for September:
- Spring term: surveys, room list, agree approach and budget, shortlist suppliers
- Early summer term: finalise design/spec, place orders, confirm access plan
- Late summer term: confirm delivery dates, safeguarding plan, enabling works
- Summer holidays: install, commission, snag, handover training
Build in contingency time for commissioning and snagging. This is particularly important if controls need fine-tuning once rooms are occupied again.
Common risks (and how to reduce them)
Risk 1: A solution that’s too noisy
Mitigation: ask for predicted noise levels and confirm what will be audible during lessons/exams.
Risk 2: Controls staff can’t use confidently
Mitigation: specify who controls the system and require a simple user guide plus handover training.
Risk 3: Filters and maintenance become a hidden cost
Mitigation: request a clear maintenance schedule and filter costs for year 1–3.
Risk 4: Commissioning is rushed
Mitigation: make commissioning evidence part of sign-off and final payment.
FAQs
Do we need CO2 monitors in every classroom?
Not always. Some schools use CO2 monitoring as a targeted diagnostic tool (to identify priority rooms), while others use it more widely. The key is to decide how you’ll use the data and who will act on it.
Is ventilation a “summer works” job?
Yes — it’s often ideal for the holidays because it can involve ceiling access, ductwork, electrical works, and commissioning that would be disruptive in term time.
What should we expect at handover?
Ask for commissioning evidence, warranties, operating and maintenance manuals, and a clear aftercare contact. Make sure your site team knows how to run the system day-to-day.
Back to the Summer Works hub
For the full summer works timeline, procurement checklist, and all guides in this series, visit: https://incensu.co.uk/articles/summer-works-in-schools-planning-procurement-hub/
More guides in this hub
- Summer Works in Schools: Planning & Procurement Hub: https://incensu.co.uk/articles/summer-works-in-schools-planning-procurement-hub/
- Modular buildings for schools: planning lead times (add link once live)
- Playground projects for schools: budgeting & safety standards (add link once live)
- How to minimise disruption during school building works (add link once live)