Application
Where here the hirer is not an individual, the person who signs the form should be duly authorised to act for the hirer and must be over 18 years of age.
Confirmation
A booking is confirmed when a signed Booking Form has been received, authorised and processed by the Centre. No activities/ events shall be publicly advertised until all documentation requested has been provided (e.g. DBS, Insurance). All bookings are subject to desired times being available.
Venue/Advertising
All correspondence and publicity materials should be addressed and referred to the Centre. Fly posting of publicity material relating to the event/hire is not permitted; posters advertising the event should be displayed at approved locations. In the event of a breach of this condition the Centre reserves the right to cancel the booking advertised on the posters.
Charges/Payment
- Charges for the use of facilities shall be as laid down by the Trust, who reserve the right to vary them without notice.
- All bookings should be paid within 14 days of booking date with the exception of Birthday Parties. For monthly payers, payments should be made 14 days before the start of the next month.
- It is the responsibility of Block Bookings to complete a new form and payment at the end of their block booking period. This must be made at least one week prior to the period requested. Payments should be made payable to Your Trust, credit card payments can be made. (Subject to an admin fee)
- Where any areas have to be specially prepared, the setting up and taking down of equipment must be carried out within the hired times and is the responsibility of the Hirer, unless otherwise confirmed by the Centre Manager.
Cancellations
Only acceptable in writing, a) By Hirer and b) By the Trust
- Once a booking has been confirmed, the Hirer shall pay to the Centre the full amount plus any direct or indirect costs occasioned by the cancellation however provided not less than one month’s notice is given in writing and the Centre are able to re-let your booking a 10% admin charge may be payable, this will be at the discretion of the Centre Manager.
- The Management Team reserve the right to close or prohibit the use of any facilities at its discretion. All monies paid in respect of a booking cancelled in accordance with this condition will be refunded but the Centre will not be liable for any other expenditure incurred or loss sustained directly or indirectly by the Hirer arising from such cancellation.
Vacating the premises
Hirers are requested to ensure that the booked facility is vacated by the time shown on the Booking Form. Any event which proceeds beyond this contractual period are liable to excess charge (see Charges).
Indemnity
The use of the Centre or any part thereof is entirely at the risk of the Hirer and the Trust accepts no responsibility for any claims, actions, demands, proceedings or costs arising out of any claims made against the Hirer by a third party and the Hirer shall indemnify the Trust against any such claims, actions, demands, proceedings or costs which may be brought against the Trust arising out of or incidental to the hire of facilities and equipment and shall adequately insure with an insurance company against the foregoing and produce evidence thereof on demand to a figure of £5m public liability insurance unless due to any act or neglect of the Centre or its employees.
Alterations
The Hirer shall not carry out any alterations to the buildings, nor shall they fix or make fixings for any apparatus, equipment or decorations without prior written permission from the Centre management.
Damage
The Hirer agrees to pay Your Trust on demand the cost of repairing or making good any loss or damage (fair wear and tear excepted) arising out of or incidental to the hiring. The cost of such damage shall be certified by an appointed officer of the Trust.
Loss of and Damage to Property
The Centre will under no circumstances accept responsibility or liability for any damage to or loss of property or articles placed or left within the Centre, or any part thereof, by the Hirer, unless such loss or damage arises directly as a result of negligence by the Centre.
Supervision
The Hirer is to be responsible for:
- Administration, organisation, control and running of the event. No booking may start until the Hirer or a responsible person(s) within the Organisation is in attendance.
- Ensuring all instructors/supervisors in any Your Trust endorsed activity open to vulnerable/young people are suitably qualified and have a valid DBS. The organisation must be affiliated to a recognised governing body, have their own policy, and have public liability insurance to an agreed value with the Centre Manager (see Indemnity above).
- Supervision and control of all visitors, spectators and officials especially children under 16 years old.
- Leaving all premises, changing rooms, toilets, showers in a clean and tidy condition to the satisfaction of the Centre management.
Transfer of Booking
The right to use the facilities or equipment is not transferable.
Subletting
No hirer may sublet or make available any area or part thereof to a third party without prior written consent of the Trust.
Photographs
No photographic equipment may be used in the Centre without written permission.
Catering/Own Food & Drink
Customers are not allowed to bring their own refreshments into the Centre unless agreed by the Manager.
Capacity
The maximum number of people admitted to any function/hire shall be based on the booked facility but must be at the absolute discretion of the Centre and based on the number specified on the booking confirmation from the Centre.
Equipment
Arrangements for the hire of rackets, balls, shuttles, etc. must be made separately with the Centre. All equipment used in the activities undertaken must be returned in the correct state (as prior to use). Any neglect or damage will be charged to the hirer at the appropriate rate.
Sale of Commodities
No hirer may sell or allow to be sold any refreshments or goods, except with the prior written approval of the Centre Manager.
Animals
No animals shall be brought into the Centre with the exception of dogs assisting the disabled or by prior written consent of the Centre Manager.
Fire Precautions and Other Emergencies
The Hirer shall carry out and observe any instructions issued by the Centre management.
Compliance with Bye Laws, Regulations, Rules and Licenses
- All persons, clubs and organisations hiring the facilities provided by the Trust shall comply with all directions given by the authorised officer in charge of the facility and, at all times, shall observe compliance with the bye laws and regulations.
- Hirers must obey the Centre rules and regulations displayed.
Outdoor shoes are not permitted on poolside. Spectators may view from seats provided (where available)
Performance/Entertainment/Auditorium Hire/Special Events
- Further detailed conditions of hire are contained within a separate Terms of Conditions.
- Hirer’s for the following Events should be given a copy of these conditions and fully understand the content.
- Theatrical Hire
- Dance Hire
- Entertainment Hire
- Competition Hire
- Specialist Sporting Events
- All Auditorium Facility Hire
- Social Events
- Weddings
- Conferences
- Meetings
- Commercial Ventures
- Spectators Based Events
- Parties
- Any non sports related events not included