Terms & Conditions
Sports Facility Hire Terms & Conditions (Rugby / Football / Cricket Facility Hire Agreement)
1. DEFINITIONS For the purpose of these Terms & Conditions: “Facility” refers to all pitches, squares, outfields, changing rooms, parking areas, spectator areas and associated grounds. “Hirer” refers to the individual, club, organisation or representative making the booking. “Operator” refers to the facility owner or managing organisation (Remus). “Event” refers to any match, training session, tournament or organised activity.
2. BOOKING CONDITIONS:
2.1 All bookings are provisional until confirmed in writing by Remus.
2.2 Remus reserves the right to refuse or cancel any booking at its sole discretion.
2.3 The Hirer must provide: - Full contact details - Nature of use - Expected attendance - Relevant insurance details where requested
2.4 Bookings do not constitute exclusive possession or exclusive use unless expressly agreed in writing.
3. PAYMENT TERMS:
3.1 Payment terms are strictly as follows: • Pitches are available for booking in 2-hour slots • Full payment must be made in advance unless otherwise agreed in writing • Bookings are non-refundable and non-transferable unless cancelled by management due to unforeseen circumstances
3.2 Deposits may be required for: • Tournament hire • Large events • Exclusive use bookings – Pitch and Pavilion
3.3 Any unpaid invoices may result in: - Immediate cancellation of future bookings - Suspension of facility access - Recovery action and associated costs
3.4 The Hirer remains solely responsible for arranging alternative facilities and fulfilling any league or competition obligations.
4. WEATHER & PITCH CONDITIONS:
4.1 Remus and its appointed representative retain absolute authority regarding pitch playability. The decision of Remus or its representative regarding playability shall be final. 4.2 Bookings may be cancelled at short notice due to: • Waterlogging • Frost • Unsafe conditions • Risk of surface damage • Ground maintenance requirements
4.3 Remus accepts no liability for costs incurred by cancelled fixtures.
4.4 The Hirer must not use pitches deemed closed or unfit for play.
4.5 Unauthorised use may result in: • Immediate termination of hire • Repair charges • Future booking bans
5. RESPONSIBILITY FOR MARKING & MATCH SETUP:
All users are reminded that this is a multi-use facility and that line markings from other sports may overlap playing surfaces.
Cricket: The Hirer is responsible for: • Pitch marking • Crease marking • Boundary rope set-up • Training and match-day preparation Equipment supplied: • 1 x Boundary rope • 4 x Wickets
Football: The Hirer is responsible for: • Installing goal nets • Corner flags • Training and match-day preparation Equipment supplied Football (11v11): • 2 x Goal posts • 2 x Goal nets • 4 x Corner Flags Equipment supplied Football (6v6): • No goal posts currently provided
Rugby: The Hirer is responsible for: • Installing post protectors • Corner flags • Training and match-day preparation Equipment supplied: • 4 x Rugby post protectors • 2 x Rugby posts
Other: Where individuals or groups wish to use the facilities for other sports (including, but not limited to, softball or similar activities), arrangements may be made subject to prior consultation and written approval from Remus.
6. USE OF FACILITIES:
All sports equipment made available for use must be returned to the designated storeroom immediately after use. The pitch and surrounding areas must be left in a clean and tidy condition, including the removal of mud contamination around buildings.
7. PITCH WEAR & EXPECTATIONS:
The Hirer acknowledges that: - The Facility is a shared-use sports ground - Weather, seasonal conditions, and usage impact pitch quality - Surfaces will deteriorate during periods of heavy use, particularly in winter The Hirer should note that any ground preparation or adaptation of the facilities will be limited to the budget made available and the general maintenance standards of the site. The Facility is maintained in accordance with the level of provision supported by the Minerva Heights service charge budget.
8. DAMAGE & LIABILITY:
l use of the Facility is entirely at the Hirer’s own risk. The Hirer is responsible for damage and indemnifies Remus against all claims, injury, property damage, losses or costs arising from use. Remus accepts no liability for injury, loss, damage, cancelled fixtures, fixture fulfilment, sporting performance, weather-related deterioration, or suitability of surfaces for any particular purpose. Where damage is caused through use during closed conditions, excessive use, misuse, unauthorised activities or failure to follow instruction, Remus reserves the right to recover reinstatement and repair costs.
9. CONDUCT & BEHAVIOUR
Anti-social behaviour will not be tolerated. Aggressive, abusive, threatening or intimidating behaviour towards staff, contractors, volunteers or other users will result in immediate termination of hire and potential future bans. The Hirer is responsible for the conduct of spectators, supporters, players and visitors associated with their booking.
10. VEHICLES & PARKING:
Vehicles must remain in designated areas.
11. COMMUNITY ROOM:
Must be left clean and secure. Any additional cleaning or repairs required will be charged. Users must take reasonable measures to minimise mud transfer into buildings and drainage systems. Washdown of excessive mud into drains is prohibited. Charges may apply for: - Mud contamination - Blocked drains - Damage - Excessive cleaning
12. CHANGING ROOMS & FACILITIES:
Must be left clean and secure (including removal of mud). Boots must not be left in entrances or hallways. Users must take reasonable measures to minimise mud transfer into buildings and drainage systems. Washdown of excessive mud into drains is prohibited. Charges may apply for: - Mud contamination - Blocked drains - Damage - Excessive cleaning
13. INSURANCE: The Hirer must hold appropriate public liability insurance where applicable. Proof of insurance must be provided upon request.
14. HEALTH & SAFETY: The Hirer must comply with: - All Health & Safety legislation - Safeguarding requirements - Site rules - Emergency procedures Any bodily fluid contamination must be reported immediately and may result in additional cleaning charges.
15. CCTV & MONITORING:
CCTV may be in operation for security, safety, and anti-vandalism purposes. By using the Facility, users consent to monitoring. Remus reserves the right to photograph or record the condition of facilities before and after use for evidential and operational purposes.
16. TERMINATION OF HIRE:
Remus may terminate hire immediately where: - Terms are breached - Facilities are misused - Payment is outstanding - Behaviour is unacceptable No refund will be provided where termination results from breach.
17. SECURITY & RESPONSIBILITY:
Users must ensure the pavilion is secure during use. The last user must ensure that all gates and doors are locked. Remus accepts no responsibility for personal belongings.
18. SAFEGUARDING:
Where activities involve children or vulnerable persons, the Hirer is responsible for ensuring appropriate safeguarding measures are in place. This includes the provision of suitably qualified and DBS-checked personnel where required. The Operator accepts no responsibility for the supervision or welfare of children or vulnerable persons during any hire period.
19. HOURS OF USE
Use of the Facility must strictly comply with the agreed booking times. All activities, including set-up and pack down, must be completed within the allocated booking period.
20. SUBLETTING
The Hirer may not assign, transfer, or sublet any booking without prior written consent from Remus.
21. PROHIBITED ACTIVITIES
The following are prohibited unless agreed in writing: - Consumption of alcohol - Smoking or vaping in restricted areas - Use of illegal substances - Open fires or BBQs
22. FIRST AID
The Hirer is responsible for ensuring adequate first aid provision.
23. ACCESS CONTROL
Keys, fobs or access codes must be kept secure. Loss or misuse may result in charges.
24. WASTE MANAGEMENT
The Hirer is responsible for ensuring all waste is disposed of correctly.
25. FORCE MAJEURE
Remus shall not be liable for failure to perform obligations due to events beyond its control.
26. GOVERNING LAW
These Terms and Conditions shall be governed by and construed in accordance with the laws of England and Wales.
27. GENERAL
These Terms may be amended at any time. Variations must be agreed in writing. Remus reserves the right to refuse bookings or remove users who fail to comply. By making a booking, the Hirer agrees to these Terms & Conditions.