Booking Terms & Conditions

 TERMS AND CONDITIONS 
FOR THE HIRE OF THE MANOR 7S ASTRO  

Own Risk

It is the Hirer’s responsibility to ensure that all those attending are made aware of the fact that they do so in all respects at their own risk. Manor 7s Astro holds no liability to any injury or loss occurred on the premises and that users attend the facility at their own risk.

Damage, Loss or Injury 

The Hirer warrants to Manor 7s Astro that it has appropriate public liability insurance to cover all its legal liabilities for accidents resulting in injuries to persons (including all participants in the activity for which the premises are being hired), and / or loss of or damage to property, including the hired premises, arising out of the letting.

 

Manor 7s Astro will not be responsible for any injury to persons or damage to property arising out of the letting of the premises.

Booking

  1. Organisations will be required to pay the letting charge if the premises are open for the letting, even if the letting does not take place. 48 hours’ notice must be given for cancellation of a single booking with 1 months’ notice of cancellation required for a block bookings or large event days. (A block booking is a year-round same time, same day booking as per booking system)

  2. Manor 7s Astro reserves the right to cancel or amend the lettings at its own discretion. In the event of cancelling or amending as much notice as possible will be given, but Manor 7s Astro will not be under any obligation to offer alternative accommodation.

  3. The letting must be correctly supervised by the Hirer who will undertake to pay for any damage caused by their use of the premises.

  4. The organisation or group booking accept full responsibility for ensuring that the area used for their letting is in their opinion regarded as safe and to their satisfaction.

  5. Any defect or hazard arising during the letting period must be reported to the member of staff on duty before leaving the premises.

  6. Any accident or injury occurring during the letting period must be reported to the member of staff on duty before leaving the premises.

  7. Grassroots block bookings: Where applicable all accounts are payable a month in advance for the booking. Manor 7s Astro reserves the right to refuse the hirer subsequent admission to the premises if any account remains unpaid before the date of booking.

  8. Block bookings agree to playing at the same time and same day all year round in order to get the discount. Either full payment needs to be made prior to your block booking or payment MUST be paid in FULL at the venue before you start your booking. Regular cancellations will incur a charge to keep the slot.

  9. One-off bookings must pay a (non-refundable) deposit to secure the slot. Once at the venue the remainder of the fee owed MUST be paid in FULL before you start your booking. Requests to reschedule up to 48 hours before are free of charge, however cancellations or reschedule requests less that 48 hours before will result in the loss of deposit.

  10. If a letting over-runs the time booked, an additional charge of £5.00 per 10 minutes may be charged.

  11. Manor 7s Astro reserves the right to amend booking charges giving 14 days’ notice.

  12. The Hirer must make themselves fully conversant with the fire drill for the premises and the position of appliances and emergency exits. They must also keep a register of members for Health and Safety reasons, including parents, observers, visiting coaches or instructors. In the event of an evacuation of the building the Hirer is responsible for informing on-duty staff that all group members, parents, observers, visiting coaches and instructors have been evacuated safely.

  13. The Hirer will be responsible for all persons in their organisation and Manor 7s Astro will not tolerate any foul language, physical or verbal abuse towards our staff or other facility users. Any reported cases of such behaviour may result in the hirer losing their booking.

  14. Public Liability: Clubs, Schools, Universities, Corporations & Associations etc must produce a valid copy of their Public Liability Insurance document (£5,000,000 cover) prior to the start date of hire.  Failure to do so may prevent the use of Manor 7s facilities.

  15. Please be aware of other users of the facilities, respect all and do not disturb other sessions taking place. Hirers are responsible for the actions of all their users until the premises have been vacated.

  16. Failure to comply with the Conditions of Use may result in a letting being terminated and may jeopardise any future application.

 

All terms and conditions set out below must be adhered to. The “Hirer” shall be the person making the application for the booking, and this person will be personally responsible for payment of all fees or other sums due in respect of the letting.

Status of the Hirer

Lettings will not be made to persons under the age of 18, or to any organisation or group known to have an unlawful background. The hire agreement is personal to the hirer only, and nothing in it is intended to have the effect of giving exclusive possession of any part of Manor 7s Astro to them or of creating any tenancy between Manor 7s Astro and the hirer.

 

Any adults working with children under the age of 18 must be appropriately qualified and attain a in date DBS, safeguarding and first Aid qualification at a MINIMUM standard.

Footwear

Forbidden Footwear:
- Soft Ground boots (sole features removable screw in studs)
- Soft Ground Pro boots (aka hybrid or mixed stud)
- Blades
-Flat Sole boots/trainers

Permitted Footwear:
- Artificial Ground Boots
- Firm Ground Boots

Priority of Use

Manor 7s Astro staff will resolve conflicting requests for the use of the premises with priority at all times being given to users who agree to ‘block bookings’ or on a first come first serve basis as per the booking system.

 

Attendance 

The Hirer shall ensure that the number of persons using the premises does not exceed that for which the application was made and approval given.

 

Public Safety

The Hirer shall be responsible for the prevention of overcrowding (such as would endanger public safety), and for keeping clear all gangways, passages and exits. The Hirer shall be responsible for providing adequate supervision and security to maintain good order and conduct and – where applicable – the Hirer must adhere to the correct adult / young person ratio at all times.

 

Furniture and Fitting 

Furniture and fittings shall not be removed or interfered with in any way unless prior authorisation has been agreed. No fittings or decorating of any kind necessitating drilling or the fixing of nails or screws into fixtures, which are part of Manor 7s Astro fabric, are permitted. In the event of any damage to premises or property arising from the letting, the Hirer shall pay the cost of any reparation required.

 

Equipment

Responsible adults must supervise the use of any equipment which is issued and ensure its safe return. The Hirer is liable for any damage, loss or theft of Manor 7s Astro equipment they are using, and for the equipment’s safe and appropriate use.

Electrical Equipment

Any electrical equipment brought by the Hirer onto site MUST comply with the code of practice for portable electrical appliance equipment. Equipment must either have a certificate of safety from a qualified electrical engineer or be inspected by Manor 7s Astro staff. The intention to use any electrical equipment must be notified on the application.

Car Parking Facilities

Subject to availability, car parking facilities may be used by the Hirer and other adults involved in the letting. Vehicles must be parked in the designated car park. Unauthorised parking can seriously hinder emergency access. Manor 7s Astro does not accept responsibility for loss or damage caused to any vehicles or its contents whilst on the premises.

 

Toilet Facilities

Access to the  toilet facilities is included as part of the hire arrangements unless otherwise stated.

First Aid

There is no legal requirement for Manor 7s Astro to provide first aid facilities for the Hirer. It is the Hirer’s responsibility to make their own arrangements such as the provision of first aid training for supervision personnel and the provision of a first aid kit particularly in the case of lettings.

 

Fire Regulations

 The hirer will be given a visual copy of fire evacuation procedures to study and hirers are responsible for familiarising themselves with emergency exits and must ensure that ALL participants in their party are aware of evacuation procedures.

Adverse Weather Conditions

In cases of adverse weather, Hirers should be prepared for closure or limited operational opening. Manor 7s Astro reserves the right to cancel any bookings at short notice if it feels that facilities are unsafe to use. This includes access to the car park and use of footpaths and is not restricted to the area being hired. Manor 7s Astro will contact the lead name hirer, as per the booking form submitted, to inform the Hirer of any closures or limited access. It is the responsibility of Manor 7s Astro staff to assess the safety of the grounds and the ultimate decision on operational closures will lie with them.

In the case of block bookings, if the facility is operational during poor weather but the Hirer decides not to attend the pre-booked slot, there will be no refund for that booking. Cancellations made by Manor 7s Astro will be owed in lieu.

  

Intoxicating Liquor or Illegal Substances

No intoxicants shall be brought on to or consumed on the premises unless by prior arrangement with Manor 7s Astro. If we find this has been consumed on the premise your booking will be automatically cancelled.

Smoking

The sports venue is a non-smoking area and smoking is NOT permitted at any time. Any hirers, users or spectators caught doing so may lead to your booking being cancelled.

Sub-letting

The Hirer shall not sub-let the premises to another person or group. In doing so the Hirer will face their booking being terminated and will jeopardise any future applications.

Charges 

Hire charges are reviewed annually. Bookings must be paid for in full BEFORE play.

Variation of Scales of Charges and Cancellations

The Hirer acknowledges that the charges given may be increased from time to time (they will be reviewed by Manor 7s Astro on an annual basis) and that the letting may be cancelled, provided that in each circumstance the correct period of notice is given. Should the Hirer fail to notify of a cancellation, the full hire fee will be payable. Manor 7s Astro may occasionally need to cancel lettings due to events, and as much notice as possible will be given to the Hirer about such cancellations.

Right of Access

Manor 7s Astro reserves the right of access to the premises during any letting. Manor 7s Astro staff may monitor activities from time to time.

Conclusion of the Letting 

The Hirer shall, at the end of the hire period, leave the accommodation in a tidy condition, all equipment being returned to the correct place of storage. If this condition is not adhered to an additional cost may be charged.

 

Vacation of Premises

The Hirer shall ensure that the premises are vacated promptly at the end of the letting (for Health and Safety reasons we kindly request users not to remain on the premises after their booking has ended). The Hirer is responsible for supervising any children taking part in an activity until they are collected by a responsible adult. In the event of an emergency, occupants must leave the venue by the nearest exit and assemble on the car park. The Hirer must have access to participants’ contact details in the event of an emergency.

PLEASE NOTE

The hourly fee includes the time it takes staff to set up / dismantle any equipment required during a booking in order to reduce the impact / inconvenience on other users.

BOOKINGS THAT OVER-RUN MAY BE CHARGED EXTRA.

Frequent complaints about sessions over-running may lead to future bookings being cancelled.

Payment

Adult Bookings: Bookings must be paid for in full BEFORE play.

Junior block bookings: Manor 7s Astro will invoice the person named on the booking form. Please ensure all contact details on the booking form are correct at the time of submission for the letting. Manor 7s Astro issue subsequent invoices monthly for the duration of the booking.

 

Failure to pay any amount owed for a confirmed letting, that is not cancelled prior to its first session, will lead to legal action instigated by Manor 7s Astro. This will be levied against the lead name of the booking regardless of their affiliation to any sports club, business, community group etc. Furthermore, any remaining bookings will be cancelled and will jeopardise any future bookings.

The Hirer shall also be liable to pay all costs, fees, disbursements and charges including legal fees and costs reasonably incurred by Manor 7s Astro in the recovery of any unpaid invoices regardless of the value of the claim.

 

Sports Centre Adverse Weather Conditions Policy

The Sports Centre team will be monitoring the weather from online and local news / weather reports throughout the winter months.

 

During this period, we would ask that customers act responsibly when walking or driving on the premises. 

 

Appropriate risk assessments will be undertaken before any decision regarding the closure / partial closure of any area is made.

 

1.     Partial closure

Heavy snow / ice will result in the 3G being closed to customers, however the inside facilities will remain open as normal.

1.1 Whilst customers may find such decisions frustrating, we have been advised by external contractors not to clear the snow / grit the 3G in order that we do not disrupt the rubber  crumb or compromise the playing surface.

1.2 Light snowfall / slush will be monitored, and the decision as to whether the pitch is playable or not will be taken by the Sports Centre staff.

1.3 The Manor 7s Astro team will contact each booking affected by a closure at the earliest possible time after the decision to close has been made. Please ensure the Sports Centre team have an up to date contact number and an alternative where necessary.

 

2.     Full Sports Centre closure

The decision to close the site will be taken if it has been deemed that the Sports Centre carpark and pathways are too dangerous for customers to use.

2.1The Sports Centre team will contact each booking at the earliest possible time after the decision to close has been made. Please ensure the Sports Centre has an up to date contact number and an alternative where necessary.

 

3.     Invoices / Credit Notes

If you have already paid for a session that is subsequently cancelled, a credit note will be issued which can be offset against future sessions / invoices.

Please contact Manor 7s Astro staff if you require clarification regarding the above.

 

4.     Contact

We will always try to contact customers via phone or email wherever possible, however in the event of partial / full closures please also check our social media accounts for further information.

 CCTV

Please note 24 hour CCTV is in operation at our facility.
The data collected from the system will assist in:

·         Prevention or detection of crime or equivalent malpractice.

·         Identification and prosecution of offenders.

·         Monitoring of the security of the Company’s business premises.

·         Ensuring that health and safety rules and Company procedures are being complied with.

·         Identification of unauthorised actions or unsafe working practices that might result in disciplinary proceedings being instituted against employees and to assist in providing relevant evidence.

·         Promoting productivity and efficiency.

 

Thanks

The Manor 7s Astro team