TERMS AND CONDITIONS OF HIRE
Block Booking 2012/2013
1. Terms and Conditions of Hire
1.1. The hirer must be 18 years of age or older to legally hire space at the North Hertfordshire College.
1.2. Persons hiring the facility on behalf of others i.e. a limited company or other association must have full
authority to do so.
1.3. Hirers must not attempt to assign the benefit of this agreement should this case occur it is at
management discretion to terminate the hire and make all accounts due.
1.4. Responsibility for insurance and liability for loss or damage to equipment, hired rooms/facility and
persons taking part in activities provided by the hirer rests entirely with the customer.
1.5. All hirers who apply and are accepted for a block booking are required to sign and return the ‘Terms and
Conditions of Hire’ document, which outlines all the rules and regulations of North Hertfordshire
College (NHC). Unfortunately, no application can be considered without the signed document.
2. Block Booking Period
2.1. The minimum period for a block booking is 10 consecutive weeks (excluding Bank and Public Holidays).
Bookings of less than 10 weeks do not constitute a block booking and hirers must therefore book on a
week-to-week basis (please refer to Individual Booking Form).
2.2. Reservations for block bookings cannot be made more than four calendar months in advance of the start
of the booking (e.g. a reservation for a booking starting on 1st October cannot be made until midnight on
1st June).
2.3. The maximum period of a block booking is 50 weeks and bookings are not permitted to overlap from
one season to the next (NB: a season runs from 1 st August until 31 July). In order to continue a block
booking the following season, the hirer should re-apply by completing a new booking form with new
start and end dates and times. Reservations for the following season can be made from 1 st April.
2.4. All block bookings are subject to review and should not be assumed as being continual. Should a hirer
wish to extend their booking within a season they should, no less than four weeks before the last
nominated date of hire, re-apply for the block booking stating new start and end dates and times.
2.5. Any exclusions / cancellations should be submitted with your application form at the beginning of your
booking. Ad hoc cancellations made with less than two weeks noticed will be charged for in full.
2.6. North Hertfordshire College reserves the right to cancel, move, or reduce the use of facilities at any time
it deems necessary. All monies paid in respect of a booking cancelled in accordance with this condition
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will be issued with a credit note, but the College will not be liable for any other expenditure incurred or
loss sustained directly or indirectly by the hirer, arising from the cancellation. Wherever possible as
much advance notice as is possible will be given.
2.7. Amongst other factors, the following will be taken into account when space for the season is allocated:
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Length of time booking required
Previous record of payment
Record of compliance with all other conditions of hire
Previous use of North Hertfordshire College
The number of Members associated with the Block Booking Application
Specialist requirements, i.e. equipment.
3. Payment Terms
3.1 Unless specified otherwise on the invoice, settlement for a 10 week block booking is due 28 days before
the start of hire. Strictly thereafter accounts become overdue. North Hertfordshire College reserves the
right to charge interest at £25 per day. This will be added to the next invoice and could lead to your
future booking’s being cancelled.
3.2 There are two methods of payment for block bookings invoices. Please select your preferred methods
of payment at the time of making your block booking as this will remain the chosen method
for the duration booking period:
a) Cheque or Cash: Fees can be invoiced every 10 weeks with payment terms of 7 days from invoice date.
This is the preferred method of collection due to its ease of use and reliability.
b) BACS: Payments are made via the hirer’s bank account into North Hertfordshrie Colleges . Please contact
us for more details.
3.3 North Hertfordshire College will from time to time review and change prices, we will provide at least
two weeks’ notice of any price change or contractual changes that occur.
4. Facility Usage
General
4.1. The sports centre is designed and operated by the North Hertfordshire College for its students and local
communities, therefore, there is likely to be a number of companies, groups and associations using the
facility at one time. Any hirer found to be neglecting the facility will have their contract with us
terminated immediately and accounts will become overdue.
4.2. Bookings must not over run the allotted time booked. All bookings must incorporate time for setting up
And clearing away any equipment, if any bookings takes more than the agreed time the full fee for the
previous or next slot will be charge.
4.3. All participants are politely asked not to enter the playing area until their hire time commences and are
asked to vacate the playing area promptly to allow the next hirer to start on time.
4.4. The hirer must supply all consumable equipment (e.g footballs & rackets)
4.5. The hirer is responsible for leaving the premises; including changing facilitates and showers tidy.
4.6. Hirers
must
respect
their
surroundings
and
others
using
facility
rooms and equipment at North Hertfordshire College must only be used for the purpose for which they
are designed.
4.7. Should you believe an area is unfit for use you must inform the sports centre team. A credit note will
only be given once a member from the sports centre team has agreed the area is deemed unfit for use
for your particular type of activity.
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4.8. If the club intend providing activities which includes some form of coaching or instruction. The club
must submit copies of their current insurance certificate, current coaching qualifications, list of coaches,
(CRB validation if applicable eg clubs with children) and affiliation to governing body with their block
booking form. Block bookings cannot be accepted without these documents.
3G Pitch
4.9 All participants using the 3G pitches are expected to wear appropriate, clean footwear when playing and
coaching on the 3G synthetic surface. Moulded boots, and Astroturf trainers are permitted only. Under
NO circumstances are metal tipped blades or screw-in boots (plastic or aluminium studs) allowed on the
surface and any participant wearing these boots will be asked to leave the playing area. Additionally,
any player wearing excessively dirty boots will not be allowed to enter the playing area, as bringing mud
etc. onto the surface will cause damage to it.
4.10 Where pitches are booked in ⅓ or ⅔ hiring groups will be separated by cones and/or netting.
4.11 When entering the playing area please respect the usage of other teams and make your way to your
area via the outside of the pitch.
4.12 Should the need arise to move the goals please do so safely and with sufficient players or staff. Goals
can be tipped back onto their rollers and pushed or pulled into position easily. Goals must be returned
to their original position at the end of the session.
4.13 Only players, coaching staff and club officials are allowed into the playing area. Spectators must watch
from outside of the fenced playing area.
Other Areas
4.14 No black soled shoes are permitted in the spots hall or studios.
4.15 No equipment which will damage the floor surface is permitted in the sports hall.
4.16 No food is permitted in this area.
5. Behaviour of Groups/Individuals
5.1 Clubs and organisations are responsible for their members’ behaviour and any problems or disputes will
always be referred to the main point of contact as nominated on the booking form.
5.2 Under no circumstance is equipment allowed to be taken from the premises by any hirer or persons
hiring the facility without prior written permission from management in the event of loss or damage to
equipment the hirer is held strictly responsible and will be charge for replacement.
5.3 Use of foul language will not be tolerated and in the first instance clubs will be warned to stop. Should
foul language continue after the warning the block booking group will have their booking terminated
with immediate effect and will received no refund.
5.4 All hirers should be aware that the aim is to provide a safe and enjoyable facility for the community,
whilst allowing local residents to quietly enjoy their properties. Taking into account the proximity to
homes, all individuals using the facility should be aware that excessive noise can be heard in these homes
and that the homeowners and their children should not be subjected to foul language or inappropriate
behaviour. Any player or spectator of a club or group who jeopardise this aim will forfeit that club or
group’s booking immediately.
5.5 The grounds of North Hertfordshire College shall be treated with respect at all times. Bins are located at
several locations around the facility and the centre is a non-smoking site in accordance with college’s
policy.
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5.6 Should any hirer or attendee of the hirer’s activity become verbally or physically out of control, the
college staff will take the appropriate action and call the necessary enforcement officers and in some
cases refuse hire
5.7 Respect our neighbours. We operate in close proximity to local housing. Consider your actions when
participating in activities outside which can directly impact on their homes.
6. Bank Holidays and Festive Periods
6.1 The facility is not permitted to open on Bank and Public Holidays. Where bookings clash with Bank or
Public Holidays the hirer should exclude this week when stating the duration (consecutive weeks) of
the booking in Block Booking form.
6.2 For clarifications, please ask the sports centre staff for details relating to bank holiday and festive
periods.
7. Cancellations / Refunds
7.1 Clubs or organisations that block book the facility are expected to attend every week and fulfil their
booking. Refunds will only be given where the facility is closed due to adverse weather conditions.
7.2 Should you wish to terminate your booking, we require one month’s written notice.
8. Miscellaneous
8.1 NHC reserves the right to postpone a booking in the event of a one off event hosted by the facility. In
this event, the hirer will be offered either an alternative date, an added week or a refund on the weekly
booking.
8.2 No liability is accepted for loss or damage to any vehicles or property whilst on the college’s property.
Making an application for hire constitutes agreement to the above conditions. Please fill in Block Booking
Application form if you agree to the terms and conditions above.
For further details relating to Block Bookings, contact:
The Sports Centre
North Hertfordshire College
Cambridge Road
Hitchin
Hertfordshire
SG4 0JD
T: 01462 424226
E: [email protected]
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