Regulations for the Letting of Writhlington Sports Centre & School Premises
General
1. Writhlington Sports Centre (hereafter known as WSC) shall, through its duly authorised Centre Manager, operate and manage the sports centre and deal with all matters in relation to them.
2.These regulations apply for the letting of all premises and grounds maintained by Writhlington School.
Procedure
3. All applications must be on the form provided by WSC and must be completed in full as required. Failure to do so may result in the application not being approved.
4. All applications must be made not less than ten days before the proposed date of use. Applications for the use of playing fields for fetes should be submitted not less than two months before the proposed date of use.
5. Applications will only be accepted for a maximum period of one year between the first day of April and the last day of March the following year.
6. The hirer must give a minimum of twenty eight days notice to cancel any one off or short term booking (less than 10 consecutive weeks) and three months notice for any long term regular bookings (10 weeks or more). Charges will apply to any booking not cancelled within this period unless the facility can be re-let. WSC will waive any charges due where the booking can be re-let.
7. The hirer must personally sign the application form and may not assign or sub-let the premises or grounds hired.
8. All lettings must be approved by WSC which retains authority to make the final decision on the approval or cancellation of any letting.
9. WSC may cancel any letting at any time, but either the fee paid will be refunded or an alternative date offered, except in case of misconduct.
10. No letting shall be considered approved or any charge confirmed until done so in writing by WSC.
11. No person or persons shall use premises or grounds covered by these regulations without a current approved application form. Any person or persons who knowingly acts in contravention of this regulation will be charged at the appropriate rate and refused permission to use any of the facilities in the future.
12. WSC reserves the right to impose special conditions in respect of any letting, series of lettings or class of lettings in order to protect its employees or property.
Charges
13. All charges must be paid by the method required by WSC.
14. Charges will be made at the rates which will be determined from time to time by WSC and shall be liable to change without prior notification to the hirer. In cases where the incorrect charge has been quoted, WSC reserves the right to charge the correct rate, although the hirer may consider the letting cancelled in accordance with Regulation 7.
15. Charges will be invoiced a month in advance and must be paid within the terms of payment stated on the invoice. Failure to make payment within these terms may result in the booking being cancelled by WSC. Credit charges will also apply at rates clearly stated on invoice after this period.
16. WSC does not undertake to refund any charge on cancellation of a booking by the hirer, unless twenty eight days written notice of the cancellation has been given in writing.
Care of Premises
17. The hirer shall ensure that there is a responsible adult present and able to supervise at all times during the letting.
18. The hirer is required to pay WSC the cost of making good any damage to property which may be the result of a letting. The hirer is required to clear away any rubbish and leave the premises and/or grounds in the condition in which they were found. The hirer will be responsible for reimbursing WSC for any additional costs incurred in cleaning the premises or clearing the grounds after a letting.
19. No desks fixed furniture or equipment that may be in the accommodation hired shall be used or interfered with without the prior approval of WSC. Standing on seats, furniture, window sills etc., is not permitted. Fittings, fixtures or decorations of any kind shall not be permitted, other than purely temporary arrangements which require no permanent fixings which would damage or disfigure any part of the premises.
20. Chalk, resin or polishing materials may not be used on floors.
21. The electrical and mechanical installations of the premises are not to be supplemented or altered, nor is any specialist equipment such as public address systems to be installed by the hirer, except with the express approval of WSC.
Equipment and Accommodation
22. Specialist rooms and equipment (including gymnastic equipment, public address systems, stage lighting and pianos) are not included in the letting arrangements, unless specifically requested in the application form and approved by WSC. Such applications must specify the name and qualifications of the person taking responsibility for their proper use.
23. Chairs installed in the premises may be used by special arrangement with the WSC, but WSC does undertake to provide suitable chairs or seats for use by the hirer. Any furniture provided by the hirer must be removed immediately after the end of the letting.
24. WSC does not provide first-aid medical facilities for hirers nor does it guarantee access to the public telephone system for calling assistance during lettings. Hirers should make their own arrangements in this respect.
Condition of Premises
25. Whilst WSC gives no guarantee as to the fitness, suitability or condition of the premises or grounds at the commencement of the letting, every effort will be made to see that they are in a reasonable state.
26. Where facilities booked by the hirer prove not to be available during letting, WSC will consider applications for refunds of a proportionate part of the letting charge, always providing that no such refund shall be given for facilities not included in the letting charge. WSC's decision shall be final in respect of any refund made.
Insurance
27. It is the responsibility of the hirer to effect whatever insurance he/she requires to cover his/her liabilities. Insurance effected by WSC does not extend to a hirer's liabilities.
Playing Fields
28. WSC will be the officer responsible for the final approval of lettings at playing fields and certain external recreational areas.
29. WSC does not give any guarantee as to the standard of any pitch or field nor to the maintenance or improvement of this standard during the season. The hirer shall be aware of the state of any pitch or field upon submitting his/her application and such application will be deemed to be for the particular pitch or field as seen.
30. WSC shall deem whether any pitch or field is fit for use and its decision shall be final.
Legal Requirements
31. The hirer shall comply with the legal requirements concerning consumption of intoxicating liquor, music, singing and dancing licences and copyright. The hirer shall be fully responsible for obtaining licences or any other permissions required, always providing that no such application shall be made without the prior approval of WSC.
32. The hirer shall comply with Section 12 of the Children and Young Persons Act 1933, that is to say where any play or entertainment is provided at which the majority of the persons attending are children then if the number exceeds 100, it shall be the duty of the hirer to station and keep stationed wherever necessary a sufficient number of adult attendants, properly instructed as to their duties, to prevent more children or other persons being admitted to the building or any part of it than can be safely accommodated there and to control the movement of the children and other persons admitted while entering and leaving the building and to take all other reasonable precautions for the safety of the children.
33. The hirer will to the best of his/her endeavours ensure that the requirements of the Race Relations Act 1976 (in particular the need to promote good relations between persons of different racial groups) be observed at all times throughout the letting.
34. The hirer is specifically forbidden to use, or allow the use of the hired premises or grounds for any illegal or immoral purpose and shall not carry on any activity so as to cause nuisance or annoyance to other users of the premises or neighbouring or adjoining premises.
Compliance with Regulations
35. Failure by the hirer to comply with any or all of the foregoing regulations where applicable, whether intentionally or not, may be deemed by WSC to be just cause for the immediate cancellation of any letting or series of lettings.
