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Hirer Booking Terms and Conditions

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1. Definitions

  • The ‘Hirer’ is the person, club, society or organisation hiring any part of the named venue or any facilities offered by or within it. Only persons aged 18 years or older will be accepted as a hirer.
  • The ‘Manager’ is the Freedom Leisure venues General or Operations Manager, Company Director or person duly authorised to act on their behalf.
  • The booking period is the time(s) and day(s) indicated on the booking form which have been reserved by the Hirer and includes time required to assemble or disassemble any equipment used in relation to the booking.

2. Casual one-off activity bookings

  • Casual one-off bookings will be non-refundable. Alternative times may be offered at Freedom Leisure’s discretion.
  • Casual or one-off bookings can be made by Freedom Leisure members up to 8 days in advance either in person or by telephone. Payment must be made at the time of booking and prior to the activity taking place.
  • Casual users may book facilities on the day and must pay at the time of booking.

3. Recurring/block bookings

3.1 Booking and payment of fees

  • Any number or series of bookings may be made. An invoice will be issued for the complete series of lets as shown on the booking form along with any agreed payment schedule. Full payment must be made in advance of the first booked date or as per the agreed schedule.
  • By making or confirming a booking, the Hirer confirms that they have authority to enter into these Conditions of Hire on behalf of the club, society, organisation or group named on the booking form, and accepts responsibility for ensuring all participants, guests, contractors and invitees comply with these Conditions of Hire.

3.2 Cancellation by the hirer

  • All cancellations must be submitted in writing to the Centre Manager or their nominated representative and will only be effective from the date written notice is received.
  • For recurring hire, a series of lets, or block bookings, the following cancellation charges will apply:
  • More than 28 days prior to the commencement of the booked session: Full refund of any fees paid relating to unused sessions.
  • Between 14 and 28 days prior to the commencement of the booked session: 50% refund of fees paid relating to unused sessions.
  • Less than 14 days prior to the commencement of the booked session: No refund will be payable.
  • Individual sessions forming part of a block booking or series of lets cannot be cancelled separately and are not eligible for a refund unless otherwise agreed in writing by the Manager.

3.3 Cancellation by the manager

  • The Manager reserves the right to refuse any application or terminate any booking. Only monies paid in respect of a booking so terminated will be refunded and Freedom Leisure accepts no liability for any other expenditure incurred or loss sustained directly or indirectly by the Hirer arising from such cancellation.

3.4 Responsibility of the hirer

  • The Hirer shall be responsible for the conduct of all persons attending or participating in the booking and shall ensure compliance with these Conditions of Hire, all applicable laws and regulations, and any instructions issued by Freedom Leisure staff.
  • The Hirer shall be responsible for maintaining good order, safe conduct and appropriate supervision of all persons attending the booking and for activities undertaken under the Hirer's control. Where equipment, facilities or activities are provided, set up, operated or supervised by Freedom Leisure, responsibility for those elements shall remain with Freedom Leisure. The Hirer must ensure that children, young people and other vulnerable persons are appropriately supervised at all times.
  • The Hirer shall be responsible for any loss of or damage to the premises, facilities, equipment or property of Freedom Leisure arising from the Hirer's negligence, misuse of the facility, breach of these Conditions of Hire, or the acts or omissions of persons attending the booking at the Hirer's invitation. Freedom Leisure reserves the right to recover the reasonable costs of repair, replacement, cleaning or reinstatement where such loss or damage occurs.
  • Failure to comply with these Conditions of Hire may result in the immediate termination of the booking and, where appropriate, the Hirer may forfeit all or part of the booking fee.
  • The Hirer shall indemnify and keep indemnified Freedom Leisure, its employees, agents and contractors against all claims, demands, actions, proceedings, damages, losses, liabilities, costs and expenses arising out of or in connection with:
  1. the Hirer's use of the premises;
  2. the activities undertaken during the booking;
  3. any equipment, materials or substances brought onto the premises by or on behalf of the Hirer; or
  4. any act, omission, negligence or breach of statutory duty by the Hirer, its employees, volunteers, contractors, participants, guests or invitees.
  • This indemnity shall not apply to the extent that any claim, loss, damage, liability, cost or expense results from the negligence or breach of duty of Freedom Leisure, its employees, agents or contractors.
  • Where the Hirer is an individual acting wholly or mainly for purposes outside a trade, business, profession, club, society or organisation, this indemnity shall apply only to losses, damages, costs or liabilities that are reasonably attributable to the Hirer's own acts, omissions, negligence, breach of these Conditions of Hire, or the acts of persons attending the booking at the Hirer's invitation.
  • Nothing in these terms shall exclude or restrict liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation, or any other liability which cannot lawfully be excluded or restricted. Subject to that, Freedom Leisure shall not be liable for indirect, consequential or economic loss arising from or in connection with the booking.

3.5 Licensing and safety

  • The Hirer must at all times adhere to all licensing regulations relevant to their booking including PRS and PPL licenses and all relevant Health & Safety regulations, fire and safety signage and all safety instructions issued by venue staff.
  • The Hirer must complete and, where requested by the Manager, provide a suitable and sufficient written risk assessment and method statement for the activity before the booking takes place. The Hirer must implement all control measures identified and must immediately comply with any reasonable safety instruction given by venue staff.
  • The Hirer must ensure that all equipment, apparatus, decorations, electrical items, inflatables, staging, temporary structures or other items brought onto the premises are suitable, safe, properly installed, maintained, supervised and used only for their intended purpose. Electrical equipment must be appropriately tested and certified where applicable, and evidence must be provided on request.
  • The Hirer must not obstruct fire exits, escape routes, corridors, emergency equipment or safety signage and must not exceed any stated capacity limit. The Hirer must ensure all persons attending are made aware of relevant emergency procedures and must follow evacuation or safety instructions issued by venue staff without delay.
  • The Hirer must immediately report to venue staff any accident, injury, near miss, damage, defect, spillage, unsafe condition or incident arising before, during or after the booking. The Hirer must provide reasonable assistance with any investigation, insurance notification, claim handling or regulatory enquiry relating to the booking.

3.6 Document requirements

  • The Hirer must provide written proof of documentation to satisfy the requirements of booking. This may include insurance cover against such risks as may be required by the Conditions of Hire, qualifications, licences, Disclosures and Barring Service (DBS) records and any other information relevant to the activity.
  • Unless otherwise agreed in writing by the Manager, the Hirer must hold and maintain public liability insurance at a level reasonably required by Freedom Leisure, having regard to the nature of the activity and associated risks. Evidence of valid insurance, including policy limits, insurer details and period of cover, must be provided before the booking on request. Freedom Leisure may refuse or cancel a booking where satisfactory evidence is not provided.
  • Where the booking involves coaching, tuition, instruction, regulated activity, children, vulnerable adults, first aid cover, specialist equipment, food, alcohol, music, performance, filming, photography, animals, inflatables, pyrotechnics or higher-risk activities, the Hirer must provide all relevant qualifications, licences, safeguarding checks, permissions, insurance documents and safety documents reasonably required by the Manager before the booking proceeds.
  • Freedom Leisure shall not be responsible for loss of or damage to the Hirer’s property, equipment, stock, money, vehicles or personal belongings, or those of any participant, guest, contractor or invitee, except where such loss or damage is caused by Freedom Leisure’s negligence. The Hirer is responsible for arranging any property, equipment, cancellation or other insurance it considers necessary.

 3.7 Advertising

  • The Hirer must receive written approval/confirmation from the Manager for any advertising, publicity, promotion or demonstration which the Hirer may wish to undertake in relation to this booking.

 3.8 Subletting and third-party providers

  • The Hirer may not sublet the facility or use of the venue booked for any purpose other than that arranged with the Manager.
  • The Hirer shall not permit any third-party contractor, supplier, coach, entertainer, caterer or other external provider to operate at the venue without the prior written approval of the Manager. The Hirer remains responsible for ensuring any such third party complies with these terms, all venue rules, relevant legislation and any insurance or safety requirements.

4.1 Venue rules and behaviour

You must comply with:

  1. These Terms and Conditions;
  2. Any reasonable venue rules, policies or procedures in force at the facility;
  3. Health and safety and safeguarding requirements; and
  4. Reasonable instructions given by Freedom Leisure colleagues.
  • You must behave appropriately towards our colleagues, other customers and visitors. Abusive, threatening, discriminatory, intimidating, unsafe, unlawful or seriously inappropriate behaviour will not be accepted.
  • Freedom Leisure is committed to providing a safe, respectful and inclusive environment for employees, volunteers, customers and visitors. Any form of harassment, sexual harassment, intimidation, abusive behaviour, unwanted physical contact, sexually suggestive comments, gestures or conduct that creates an offensive, intimidating, hostile, degrading or humiliating environment will not be tolerated. Freedom Leisure reserves the right to refuse entry, suspend memberships, remove individuals from facilities and, where appropriate, report matters to the police or other relevant authorities.
  • You must not use our facilities to sell, supply, advertise or promote goods or services to other customers, or undertake any other unauthorised commercial activity, without our prior permission.
  • We may refuse entry to, or require the removal of, any person where reasonably necessary for health and safety reasons, inappropriate behaviour, breach of these Terms and Conditions or venue rules, or where their presence would otherwise materially interfere with the safe and appropriate operation of the facility.