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Terms And Conditions |
TERMS & CONDITIONS FOR HIRE OF
LEWES DISTRICT COUNCIL’S SPORTS FACILITIES
SUMMER AND WINTER SPORT
1. TRAINING SESSION
A training session will be one period of training on one pitch for a period of ninety minutes with the use of appropriate changing facilities.
2. FACILITY BOOKINGS
A facility booking shall be the use of one pitch and the appropriate changing facilities (unless otherwise stated) for a single fixture played in accordance with the laws or rules of the game, or where appropriate, the rules of any competition in which the team making the bookings (or on whose behalf the booking is made) are competing in at the time of the fixture.
¬ Special Events, Tournaments and Presentation Days
These events will be treated as special one off events and will be quoted for separately and not subject to any discounts. Please note we require in advance at least two months notice in writing, stating facility required, number of games and a play list for any special event or tournament to allow sufficient time to allocate labour in order to set up and prepare the sites. All special events and tournaments should take place within your playing season. If an event causes damage and causes a future booking to be cancelled you will bear the cost. If events take place outside of the playing season and damage occurs a renovation fee will be charged. If renovations are delayed for an event there may be a substantial charge due.
A permit may be required by Lewes District Council before an event takes place and this needs to be sought for separately. Please note that all bookings for such events must be through contact with Wyevale’s Lewes Office. Web bookings cannot be made.
3. BOOKING
a) Bookings for Lewes Sports facilities can be made by either using the preferred method of using the sports web site www.wyevale-sports.co.uk by the user.
b) Telephone bookings for all sites, (with the exception of the Downs Leisure Centre) shall be made through the offices of Wyevale Grounds Maintenance on telephone 01273 812188 and confirmed by fax on number 0127 812877 or by first class post, within two working days (Saturday and Sundays excluded) to our Ringmer address.
c) Bookings can also be taken via email: secretary@wyevale-maintenance.co.uk
d) New users will be required to open an account prior to booking or pay by credit/debit card at time of booking.
4. BLOCK BOOKING DISCOUNT
a) A discount of 20% will be granted for fourteen or more games booked at the same time. This discount will be generated automatically by the web system.
5 VAT
The hirer may be entitled to exemption from VAT, provided the following conditions are observed.
a) The series of bookings shall be for the same sport and must consist of ten or
more matches within the booking or, the club has signed an agreement to grant this exemption in which case the exemption will be granted automatically by the web system.
b) Each booking shall be at the same ground. However, it may be on a different
pitch / Square.
c) The intervals between each booking must be at least one day and not more than fourteen days.
d) A formal agreement on the block booking form issued by Wyevale Grounds
Maintenance confirming the series of bookings and the prices must be signed and returned to Wyevale’s Lewes Office prior to the date of the first booking.
6 INVOICING
a) Invoices for all bookings will be produced from the sports web site and forwarded to the hirer by e-mail.
b) Payment is due within fourteen days of the end of the month in which the match was played.
c) Failure to pay by the due date will lead to the cancellation of any current bookings and no further bookings will be accepted until payment is made in full. This action will be taken automatically on the website and the hirer advised by e-mail and letter.
Legal action may be taken to recover outstanding debts over 21 days. If legal action is commenced future bookings will only be accepted on a payment at time of booking basis which could result in the loss of block booking discounts and VAT exemptions.
d) Any dispute over an invoice must be notified to our offices, in writing, within fourteen days otherwise it will have been deemed to have been accepted and full payment will be due.
7. CANCELLATION/POSTPONEMENT OF BOOKINGS.
a) In the event of a match being cancelled by either Lewes District Council or Wyevale Grounds Maintenance no charge will be levied details of such cancellations will be posted on the website by midday on Fridays for weekend matches or by midday on the day for evening matches. For the benefit of web users. Non web users will be notified by telephone. In the event of cancellations outside these timeframes you will be notified by telephone.
b) In the event of a cancellation by the club prior to midday on the Thursday prior to the fixture no charge will be levied.
c) In the event of a cancellation due to either team failing to show, or having insufficient players for the match the full fee will be payable.
d) In the event of a referee, umpire or legitimate officer cancelling a match for reasons other than c) above, no charge will be made - providing a report stating the reasons for the postponement is sent to our Lewes Office either by fax to 01273 812877 or by first class post, within two working days (Saturday and Sundays excluded).
8. INSURANCE
All facility hirers (bookers) must produce documentary evidence of £5M of Public Liability Insurance.
9. PROVISION OF EQUIPMENT
Unless otherwise agreed with the individual/club in writing, the following will apply and be provided by Wyevale Grounds Maintenance:
a) Facilities will be prepared and marked out in accordance with the laws or rules of the game and the specification provided by Lewes District Council. Any equipment supplied by Wyevale Grounds Maintenance must be returned to the changing rooms by the users after the match. Cricket site screens must be returned and locked
b) Changing rooms will be opened at least thirty minutes prior to the scheduled kick-off/booking time; they will be locked after the users have completed the bookings for that day. Lewes District Council will supply suitable padlocks and keys, so that the users are responsible for all articles left within the changing rooms during the period of the booking and for the facility itself.
c) Wyevale Grounds Maintenance are responsible for ensuring that the changing rooms are cleaned. The facilities within the changing rooms are the responsibility of Lewes District Council. Should any facility fail, the organisation will either fill out a defect report and leave in the changing rooms or advise Wyevale Grounds Maintenance within two working days of the failure. Wyevale Grounds Maintenance will report any facility repair to Lewes District Council and will ensure that all equipment is present and in good order, prior to the start of the first booking of each day. At the start of each booking it is the responsibility of the user to check that all equipment is complete and in good order. Any damage or missing items must be reported in accordance with clause eight. Failure to comply could lead to the users being charged for any missing or damaged equipment.
d) The users will ensure that during the period of their booking the facilities provided are used in an appropriate manner. Bottles, cans or litter in the changing rooms or areas surrounding the pitch, must either be placed in the litter bins provided, or removed from site. Failure to comply will lead to the users being charged with the cost of any additional cleaning. In addition if there is any excessive untidiness, mud/graffiti on walls/ceilings, etc additional cleaning charges will be levied.
e) Any club who ceases to use the council’s facilities must within seven days return their changing room keys to the Wyevale’s Lewes office
10. REPORTING OF DEFECTS OR DEFAULTS
a) Wyevale Grounds Maintenance/Lewes District Council will issue a list of out-of-hours telephone numbers prior to the start of each season. In the event of a problem being experienced with either the pitch of the changing rooms, the users should contact the duty sports attendant or the next weekend emergency number on the list.
b) Any defects or deficiencies must be reported in writing by fax or first class post within two working days of the match (Saturdays and Sundays excluded) to Wyevale’s Lewes Office
c) If the above procedures are not followed then no consideration will be given to any request for a reduction in the hire charges.
11. CONDUCT
a) The hiring club/organisation is responsible for clearing the site of all rubbish/debris after the match. Failure to do so may result in a charge being levied for any additional work involved.
b) The hiring club is responsible for ensuring that the changing rooms and showers are left in a clean and tidy condition. They may be held responsible for any additional costs incurred if this condition is not complied with.
c) The hiring club will be held responsible for any damage caused to the changing rooms and may be charged accordingly.
d) The use of foul and/or abusive language by players and/or supporters will not be accepted. If this becomes a problem future bookings from the club may not be accepted and any forthcoming bookings may be cancelled. Clubs should be aware that if this occurs discounts and VAT exemptions may be lost.
12. For the purpose of these terms and conditions Wyevale’s addresses shall be
a) Lewes Office
Wyevale Grounds Maintenance
The countryman
Broyle Place Farm
Ringmer
Lewes
East Sussex BN8 5SD
Tel 01273 812188
Fax 01273 812877
E- mail secretary@wyevale-maintenance.co.uk
b) Head Office
Wyevale Grounds Maintenance
Upper Buckover Farm
Buckover
Wotton under Edge
Gloucestershire GL12 8DZ.
Tel 01454 419175
Fax 01454 412901
E mail Wyevale@wyevale-landscapes.co.uk
NOTE:
(For all Lewes and District Sunday League Clubs, bookings as specified in paragraph three and reports as required in paragraphs seven nine and ten must be submitted to the league fixtures secretary and not direct to Wyevale Grounds Maintenance). The fixtures secretary shall ensure that Wyevale are notified within the prescribed time frame.
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