- The Courts are administered primarily by the Assistant Parish Clerk (APC) or in their stead, the Parish Clerk (PC) or nominated Councillors. The APC (or deputy) acts on behalf of CPC to receive and confirm bookings, arrange access, inform Hirers of the Terms and Conditions of hire and to monitor adherence to these. All references to the APC below shall be taken to refer to the Assistant Parish Clerk or any other officer or councillor as nominated.
- The Hirer refers to the person or organisation hiring the Courts for tennis or any other event. It is the Hirer’s responsibility to ensure that any persons on the premises for the duration of their booking adhere to the terms and conditions of hire set out in this document.
Acceptance of Terms and Conditions
- Use of the Courts is subject to the Terms and Conditions herein. By making a booking and/or using the Courts, the Hirer accepts these Terms and Conditions. The Hirer further agrees to abide by and enforce these Terms and Conditions. Any incident arising from a breach of the Terms and Conditions will be the sole responsibility of the Hirer. Any such breach may result in loss of deposit and could incur additional charges.
- The Courts are normally available for hire between 9:00 am and 8:00pm throughout the year.
The Courts and Facilities
- The Courts comprise two separate courts, which may be hired separately.
- Booking one or more courts shall entitle the Hirer to use them for tennis or other appropriate sport or event, on the condition that they are left is a clean and undamaged state at the end of the booking. If only one court is booked, then the Hirer must ensure that hirers of the other court are permitted free and unimpaired use of that court.
- Car Parking: Parking is available in the car park close to the courts. Vehicles must not be parked on the highway or at the entrance or exit from the car park. CPC advises the Hirer to supervise parking when a high attendance is expected and reminds Hirers that parking on pavements is not permitted.
- Any damage to or failure of equipment must be reported to the APC.
Booking Process and Conditions
- The Courts may be hired by anyone of 18 years or over.
- If the Hirer is not known to CPC, the Hirer may be asked to produce personal identification and proof of address.
- Bookings will only be considered on a completed Booking Form submitted to the APC.
- CPC reserves the right to refuse a booking of the Courts or any other Parish Council facilities if it considers that the hiring could lead to a breach of the Terms and Conditions or if for any reason the premises are considered unfit for the intended use.
- The Hirer agrees to indemnify CPC for the cost of repairs of any damage done to any property or contents during the hire.
- The Hire of the Courts does not entitle the Hirer to occupy them at any time other than the specific hours for which they have been hired, unless prior arrangements have been made with the APC.
- By entering into this agreement, the Hirer accepts that CPC will hold their details for the purpose of carrying out the booking. CPC will not use this information for any other purpose apart from any future bookings the Hirer may make. See also CPC’s ‘Hirers Privacy Notice’, available on the CPC’s website.
- All hirers who wish to use the facilities for activities which include children and adults at risk, other than for private hire arranged for invited friends and family, are required to produce a copy of their Safeguarding Policy and evidence that they carried out relevant checks through Disclosure and Barring Service (DBS). If the group does not have their own dedicated policy then they must agree to adopt the Safeguarding Policy laid out by the CPC which can be found on www.charvil.com
Hire Charges and Payment Policy
- CPC reviews and sets the court booking fees annually on or around 1st April each year. The fee applicable to a booking shall be that in force at the time the event is held (i.e. all advance bookings will be subject to any revision in rates formally approved by CPC).
- The full amount will be due at the time of booking.
- Cancellation by the Hirer within 14 days of the hire will incur a 50% cancellation fee and within 7 days will incur a 100% cancellation fee.
- CPC reserves the right to cancel any hiring by written notice to the Hirer in the event of:
- CPC considering that the hire will lead to a breach of the licensing conditions, legal or statutory requirements, or that unlawful or unsuitable activities will take place as a result of the hire;
- the premises becoming unfit for the use intended by the Hirer;
- an emergency requiring use of the premises by CPC.
In any such case the Hirer shall be entitled to a full refund of any money already paid, but CPC shall not be liable to the Hirer for any resulting direct or indirect loss or damage whatsoever.
BEFORE YOUR BOOKING
- CPC’s Public Liability Insurance shall be extended to each organisation or person whilst using the Courts (during a booking agreed with CPC), subject to their fulfilment of the Terms and Conditions of the cover (available on request). This Public Liability cover shall notapply to any organisation or person using the courts for commercial or business purposes. Such organisations or persons should arrange their own Public Liability Insurance. All Hirers are advised to consider the need for their own Public Liability or other insurance to cover their activities.
- CPC’s insurance does not cover items owned by court users. Equipment brought into and/or left at the courts is entirely at the owner’s risk.
- It is the Hirer’s responsibility to ensure that any sub-contractor who provides equipment or a service has appropriate Public Liability Insurance.
- Where musicis to be played, the Hirer shall ensure that they hold a Performing Rights Society Licence and Public Performance Licence which permits the use of copyright music in any form (e.g. record, CD, tapes, radio, television or by performers in person). If other licences are required in respect of any activity at the courts, the Hirer must ensure that they hold the relevant licence.
- Sale of Alcohol: The courts are not licensed for the sale or supply of alcohol. No alcohol is permitted to be sold for consumption on any part of the premises without the express permission of the APC in writing. With written agreement from the APC the Hirer will be responsible for submitting the necessary Temporary Event Notice (TEN) to the Licensing Authority and the Police no later than 10 working days before the event. A copy of the TEN must be on the premises during the event. The Police and Local Authority have rights of entry to the courts to assess the likely effect of the TEN on crime prevention.
Health and Safety
- Barbeques are not permitted within the court’s fenced area.
DURING THE BOOKING
The Hirer must not engage in any activity which prevents them from exercising general supervision. All functions for persons under 18 years must be stewarded by an adequate number of adults and with a minimum of 1 adult per 10 young persons. The Hirer shall, during the period of hiring, be responsible for the behaviour of all persons using the premises whatever their capacity.
Sale of Goods
If selling goods on the premises, the Hirer shall comply with the Sale of Goods Act 1979 (as amended).
Loss of Property
CPC accept no responsibility for damage to, or the loss of, or the theft of any Hirer’s or other user’s property or effects.
- The entire court area is a NO SMOKING area.
- Fireworks and Pyrotechnics: There is a total ban on the use of fireworks or any form of pyrotechnics in or around the courts.
- Betting, Gambling and Lotteries: Nothing shall be done on or in relation to the premises in contravention of the law relating to betting, gaming and lotteries and the Hirer shall ensure that the requirements of the relevant legislation are strictly observed.
- Sub-letting. The Hirer shall not sublet the courts or any part thereof.
- The courts are a community facility, primarily for the benefit of local residents. They are located in a residential area and any use of the courts must be made with due consideration for nearby residents. Hirers and/or organisers of events in the courts are responsible for ensuring that the noise level is not such as to interfere with others within the courts or to cause inconvenience or annoyance to occupiers of nearby houses.
- The CPC reserves the right to terminate a booking (without refunding any fees) where the Hiring has become disorderly, where offensive material or behaviour is in evidence, or where it deems noise to be excessive and causing a nuisance, and to report such matters to the appropriate authorities.
AT THE END OF THE BOOKING
The Hirer will be responsible for:
- Leaving the courts in a clean and tidy condition.
- Should the Hirer not vacate the courts at the end of the hire period, additional time will charged at twice the applicable rate. In addition a further call-out fee may be levied.