Sport St Mary's
Sports Facilities
Terms and Conditions
1. Terms A B C D |
2. Users are required to 2.1. Adhere to all safety notices. 2.2. Observe all the regulations within the facility and surrounding areas. 2.3. Respect all equipment. 2.4. Place all rubbish in the bins provided. 2.5. Finish all bookings at the stated time. 2.6. Consider how your actions might put other users at harm. 2.7. Report any damaged or broken equipment immediately to Sport St Mary's staff. 2.8. Do not take food into any of the facilities. 2.9. Only use plastic sealed containers for drinking purposes within the facilities. 2.10.Wear appropriate clothing and footwear in all facilities when undertaking your activity. |
3. Hire 3.1. To hire facilities and/or services the relevant booking request forms must be completed and returned to the Sport St. Mary’s Sports Facilities Operational Team. 3.2. Hire of facilities and/or services can only go ahead once confirmed by a member of the Sports Facilities Operational Team. 3.3. Equipment can be hired, but prior notification must be provided at the time of the booking (where possible at least two weeks notice) through completing the relevant equipment request form. 3.4. On completion of all bookings (where equipment has been requested) the Sports Facilities Operational Team will check the equipment, any items lost or intentionally damaged (not wear or tear) will be charged to the user. 3.5. The University College’s academic schools and the athletics union bookings are bound by Sport St Mary's booking procedures. |
4. Payment 4.1. Payment of all facility bookings are bound by St Mary's University College invoicing procedures. 4.2. Failure to provide payment within St Mary's University College policies will result in all bookings being revoked. 4.3. The Hirer will be liable for all unpaid bookings. St Mary's University College will pursue debt collection if full payment is not received within the stated time of invoicing. 4.4. Terms and Conditions of Hire will be applicable to all bookings and will be strictly enforced unless agreed and specified in writing at the time the booking is made. 4.5. A current price list will be made available to all those wishing to book or use facilities. 4.6. Payments can be made via cash, debit card. Credit cards are accepted but are subject to a 1.5% or £1.50 charge, whichever’s greater. Cheques can be accepted but only with permission from the University College’s finance department. |
5. Cancellation 5.1. By the Hirer 5.2. All bookings made with Sport St Mary’s are subject to the following terms and conditions. 5.3 All cancellations require at least 72 hours notice. 5.4. Bookings cancelled within 72 hours of their activity date will be charged for the full amount of the booking. 5.5. Customers must only use facilities that have been booked and confirmed. Any usage that falls out of this will incur a charge (at the normal rate) added to the cost of the space originally booked. 5.6 By Sport St Mary's 5.7. Sport St Mary’s reserves the right to cancel a booking if the facility is required by St Mary’s University College or Sport St Mary’s and will endeavour to provide 7 days written notice where possible. 5.8. Where advanced notification of equipment requirements has been presented to the Operational Team, the team will ensure that the relevant items including set ups are in place prior to the start of the booking. 5.9. In the event of snow or other extreme weather conditions it may be deemed upon inspection by the Sports Facilities Manager that certain outdoor activities are unsuitable for activity. 5.10. Sport St Mary’s reserves the right to cancel or close the facilities for special events or for other circumstances beyond their control. 5.11. Sport St Mary’s will make reasonable efforts to notify the Hirer as soon as possible in these circumstances. All charges paid for bookings affected by these circumstances will be refunded. |
6. Membership/Admission Rules and Regulations 6.1. The Hirer is asked to inform the centre staff if any persons attending their booked session have a disability that may require additional assistance in the event of an emergency evacuation so that appropriate arrangements can be made. 6.2. The Hirer must ensure that all individuals attending and participating in the activities arranged by the Hirer are medically screened to ensure that minimal risk is experienced. 6.3. The premises may only be used for the purpose specified in the booking application. 6.4. The Hirer must be available throughout attendance at facilities. 6.5. The Sports Facilities Manager or one of his nominees, reserves the right to refuse admission or to ask disorderly or improperly dressed persons to leave. It is at the discretion of the Director of Sport if this behaviour will result in the termination of any membership to the facilities. 6.6. Specific facility and/or activity rules must be adhered to at all times. 6.7. If in the opinion of the Sports Facilities or one of his nominees Health & Safety is being compromised, before, during or after the booking, the Director of Sport has the right to cancel or stop the event. 6.8. All access routes and exit routes must be kept free from obstruction and fire doors must be kept clear at all times. 6.9. Any damage or breakage to facilities or equipment must be reported immediately to the Sports Facilities Operational Team. All damages, where intentional (not wear and tear) will be invoiced to the Hirer. 6.10. Smoking is not permitted in any facility. The Hirer is required to take reasonable precautions to prevent risk of fire and associated damage to facilities. 6.11. Booking times should commence and conclude as booked and agreed. Set up and reinstatement of equipment should take place within the allotted booking time. Bookings that run over will be charged at the appropriate price for every hour or part of that they overrun. 6.12. Food is not to be consumed in any of the activity areas. 6.13. Drinks may only be consumed from sealed plastic drinking bottles to avoid spillage and breakage. 6.14. Activities may only be undertaken whilst following the relevant NGB and St Mary's University College policies. 6.15. All accidents are to be reported to the Sports Facilities Operational Team immediately where an accident report form must be completed. 6.16. In the case of an emergency all persons will be required to vacate the facilities under the direction of the Sports Facilities Operational Team via the nearest exit and meet at the designated assembly point. 6.17. The hirer must provide the Sports Facilities Operational Team with additional risk assessments for usage that is not covered by the facilities risk assessments. 6.18. Sport St Mary's does not guarantee equipment for all bookings that requested. A written request is required when looking to use equipment with at least 2 weeks notice. Equipment will be subject to availability. 6.19. A designated adult must always accompany any person, or groups under the age of 16. 6.20. Please ensure you read and take note of any notices or signs displayed by Sport St Mary's and St Mary's University College for your attention. 6.21. No notice, sign, emblems or decorations can be displayed within or on the facilities without prior consent form the Sports Facilities Manager or one of his nominees. |
7.0 Health and Safety 7.1. Sport St. Mary’s Health and Safety policy is compliant with that of the University College’s which is implemented by the institutions Health and Safety Officer. 7.4. Whilst using the facilities all members are responsible for their own health. |
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Strength and Conditioning Suite – Please refer to the Strength & Conditioning Suite and Running Track Terms and Conditions |
8. Opening Hours 8.1 Sport St Mary's may from time to time withdraw use of all or any part of the facilities where and when it is deemed necessary for repair, maintenance, alteration, alternative use or for safety reasons. 8.2 With the exception of University College shutdown periods (users will always be notified in advance) the sports facilities are open at the following times: 8.2.1 Main campus - weekdays 0730 to 2200 and weekends 0800 to 2200 8.2.2 Teddington Lock Sports Campus - weekdays & weekends 0900 to 2100 (subject to seasonal variations in daylight hours) |
9. Bookings 9.2. Badminton courts may be booked for up to 4 persons per court per hour. 9.3. There is no priority given to any user for bookings. 9.4. All users should be suitably dressed to perform the activities they have booked. Footwear should be appropriate so as not mark or damage the facility flooring. Shirts and trainers must be worn at all times when within a Sport St Mary's facility. 9.5. No supplementary equipment shall be brought into any facility or used without prior written consent of the Director of Sport or one of his nominees. 9.6. Bags and clothing should not be stored on any playing area for Health & Safety reasons. Lockers are provided for your use. Should no lockers be available equipment must be kept with you and stored in a way that it will not cause Health and Safety problems to yourself or others. |
10. Charges 10.1. A lists of current charges is available from the Sports Facilities Operational Team. 10.2. Sport St Mary's reserves the right to change facility prices. Wherever possible reasonable notice will be given. |
11. Refunds 11.1. Refund claims should be made in writing to the Sports Facilities Manager within 3 days of the booking. 11.2. Refunds will not be given on memberships taken out or any goods received if the individual leaves St Mary's University College. Refunds will only be given if goods received are faulty or cannot be delivered. |
12. Pets 12.1. Guide dogs are the only pets that are allowed within Sport St Mary's facilities. |
13. Issue and Return of Keys 13.1. The Sports Facilities Operational Team St Mary's does not issue keys. St. Mary’s University College Security Team issue keys for Teddington Lock Sports Campus. 13.2. The Security Team will issue keys to the hirer for authorised bookings confirmed by the Sports Facilities Operational Team. 13.3. The Security Team's policy on issuing keys requires a £20 deposit and sign out. The deposit is refundable upon the safe return of the keys. |
14. Loss and Damage 14.1. The Hirer will be fully responsible for all persons and property brought onto the premises and shall indemnify St Mary's University College from any loss or damage to property including property of St Mary's University College arising from the hire. |
15. Indemnity Insurance 15.1 The Hirer should provide its own third party insurance indemnity cover for the period of the hire. 15.2. Where any third party makes a claim against St Mary's College for damages, compensation and/or costs in respect to injury, death and/or damage to property during the use of facilities by the Hirer, the Hirer shall reimburse St Mary's University College save where St Mary's University College is strictly liable. |
16. Car Parking 16.1. Parking restrictions apply across the University College Campus’ between the hours of 0900 to 1600 on weekdays only. Parking is not included as part of any booking. St Mary's University College has the right to clamp any vehicle that is parked in an unauthorised area or fails to have a valid parking permit. |
17. Broadcasting, Television & Photographs 17.1. No broadcasting, TV or other media personnel may enter the sports facilities for the purpose of coverage or taking photographs without the prior consent of the Sports Facilities Manager. 17.2. In order to comply with the 1998 Data Protection Act, St Mary's University College requires consent to use some photographic images. By signing the booking form you authorise St Mary's University College to use your image in one or more of the following ways: • Publication in prospectuses and other college promotional material. • Publication as part of an advertisement. • Publication as part of a media release • Publication on the St Mary's University College web or intranet sites. If you wish to withdraw your consent please indicate by ticking the appropriate box on the booking form or contact: Sport St Mary's, |
18. Terms and Conditions Policy 18.1. Sport St Mary's reserve the right to amend any notes contained within the Terms and Conditions where and when necessary. Notices will be displayed informing users of the changes. 18.2. Your personal details will not be shared with any third party. Occasionally you may receive information regarding special offers or news from Sport St Mary's and/or St Mary's University College. |
