Terms & Conditions

Overview 

• All charges and conditions apply to the Sports Hall, rooftop sports turf and all other sports facilities. 
• Bookings can be made from 3.30 pm to 10.30 pm on any working day Monday to Friday. On Saturday, Sunday, School Holidays & National Holidays the General time for booking is from 9.00 am to 10:00 pm. Please make your booking through this website only. 
• Special times and events can be catered for, depending on the availability of the hall. These times and events are subject to consultation with the Sports Centre staff. 
• All bookings include the use of changing and shower facilities. 

Parking 

Please park the car at the entrance as directed by our security in charge on duty. 

Booking Conditions 

• All parties that wish to book use of the Sports Hall must complete the relevant documentation. 
• All bookings are subject to confirmation and evidence of required documentation. 
• Block Bookings can be made for a minimum of 10 bookings at any time of the year depending on availability. 
• Casual bookings can be made throughout the year and will be accepted if availability allows. 
• Booking time includes a period of at least 15 minutes before the end of each session to allow for equipment to be taken down and players to vacate the hall, changeover should be prompt. 

Regulations of use

• Professional boot not allowed on Green Turf

Cancellation/Change of Booking 

• Block Bookings – Our regular users are permitted 2 cancellations per block booking. If the hirer exceeds the number of cancellations permitted the full charge will still be levied. (This does not include any cancellations made by the Centre). 
• Casual Bookings – 48hrs notice of cancellation must be given or the hirer will still be charged the full amount. 
• If any changes in original booking occur then you MUST inform the Sports Centre staff, giving at least 9 days. 

Payment Methods 

• Block Bookings – Invoices will be raised regularly throughout the year. Payment must be made within 28 days. 
• One-off Special Events – Invoice will be sent separately and should be paid within 28 days. 
• Casual Booking – Payment must be made prior to the session starting at the Sports Centre Reception. 
• Payments can be made by Cash or Online 
• Any organisation that has any outstanding debt will have their booking terminated and it may result in being permitted from using the Sports Hall in the future. 
• Any initial discrepancies with invoices should be discussed with the Finance Director.

Rooftop Sports Turf & Sports Hall 

• All facility users must read and obey the Conditions of Hire and Regulations for use, as stated below. 
• Failure to do this may result in a revoke of all privileges. 

 GENERAL CONDITIONS OF HIRE 

Applications. 

All applications for the use of the Sports Centre, Fitness Suite and extra facilities must be made, in writing, on the form attached hereto. The applicant must state precisely the nature of the purpose for which the facilities are required. All applications and correspondence relating to a hiring must be made direct to the Sports Centre Manager. Torquay Academy (hereinafter The Academy Governors) will not hold itself responsible for any mistake arising through non-compliance with the condition.  The college Governors reserves to itself the right to call for further particulars respected on any proposed booking.  

2        Limitations on Persons entering the Centre. 

The hirer and all persons entering the premises by virtue of this agreement shall conform to the byelaws and statutory regulations in force at that time.   

• Responsibilities of Hirer. 

 The Hirer shall be responsible for the proper carrying out and observance of the Hire agreement and shall ensure the observance of any statutory regulation or requirement consequential upon them in accordance with this agreement. Where suitably qualified individuals are deemed necessary to oversee an activity the Academy Incharge reserve the right to veto such nominated persons and if necessary employ Academy Staff to undertake necessary duties at full recharge to the Hirer.  

4. Sports Centre not to be used except for purpose granted. 

The Centre shall not be used for any purpose other than that stated in the application and should be used for no other purpose without the consent of the Sports Incharge, in writing, first being obtained. The granting or approval of any hiring has an implicit responsibility to comply with codes of conduct, non statutory rules and other such general standards of good behaviour as maybe deemed appropriate. 

• The Sports academy or school shall not be responsible for any injury, accident which may occurred in course of sports activity in the turf or indoor area. In case of any accident please use the first-aid box provided in the play arena. In case of serious accident you may contact the doctor or ambulance in the phone numbers provided in the arena, if the injured person required to be shifted.

• Smoking/Alcohol Consumption. 

In the interests of health, hygiene and sociability, smoking and the consumption of alcohol are prohibited throughout the Academy grounds and facilities.  

• Hirer not to assign or sub-let. 

The hirer shall not assign the right to use the Centre or affect any form of sub-letting whatsoever. 

• Bulk-Bookings. 

Bulk-Bookings will only be accepted when suitable arrangements for payment have been made. Payment will normally be in advance with special event and one-off bookings subject to a 25% deposit at the time of booking and payment 2 days in advance, with block bookings invoiced and payable quarterly in advance. 

Written confirmation of the acceptance of a booking is the only evidence of agreement. 

• Access to Sports Centre & Associated Facilities. 

Under no circumstances will access to the facilities be given until the whole of the fees have been paid and conditions complied with. 

• Period of Hire. 

The period of hire for any facility will include the relevant and appropriate time for setting up and dismantling equipment necessary and associated with the booking. Setting up and dismantling time is chargeable at the full hire rate. 

• Payment by cheque credit card or account. 

The Academy Incharge reserve the right to determine the manner and form of payment of the hiring fees. The right to charge a supplement for Credit Card payments is retained.  

• Hirer must be over 18. 

The person whose name is on the application form must be over 18 years of age, and will be deemed to be the Hirer. 

• Cancelling or postponing engagements. 

If the hiring is cancelled or postponed: – 

1. More than three months before the date of commencement of the hiring the amount of deposit shall be returned but without prejudice to any claims Academy Incharge may have incurred as a result of the hiring agreement. 
2. Within one month of the date of commencement of the hiring the deposit shall be forfeited. 
3. Within 9 days of the commencement of the hiring, the full amount of the hire charge shall be demanded and will be forfeited unless an Academy Incharge decides otherwise. 
4. Block booking cancellations must be submitted at least two weeks in advance, in writing, or the full hire charge maybe applied.  

• Catering and the sale of goods. 

The Academy Incharge have the exclusive right to supply food, drink and any other re-saleable items or services at any function held in the Centre. The hirer shall notify the Sports Centre Manager of their intentions and requirements in advance if an agreement to supply specialist products is required. 

• Compliance with conditions of Licences held by Stephen’s Sports Academy. 

The Hirer or any person under their control shall not cause any situation whereby any of the conditions of the Licences held by the Academy covering the various uses of the Centre shall be infringed. A copy of these conditions is open for inspection at the offices of the Sports Centre Co-ordinator during the normal hours of business, and the Hirer shall be deemed to have full knowledge of the contents thereof whether or not they have availed themselves of the opportunity of inspection. The licenses impose sitespecific conditions relating to Staffing, layouts and other statutory duties. The hirer assumes responsibility for all persons gaining entry to the premises as a result of or during the period of the booking whether or not bona fida.  The Hirer shall pay particular attention to the terms of the entertainment license and fire certificate conditions and will not obstruct or permit the obstruction by person or property of any fire exit, gangway, passage, stairway or flight of steps either inside or outside the Centre. 

• Copyright. 

The Academy Incharge have an agreement with the Performing Rights Society (PRS) in respect of certain (but not all) music. A copy of the agreement can be inspected in the Centre offices. The hirer shall complete any returns that maybe required to be submitted to the PRS as a result of the booking. No music, song, play or other work maybe performed or displayed for which Copyright exists by the hirer or any person in attendance as a result of the hiring without the permission of the owner of said Copyright. The hirer shall repay to Academy Incharge any monies that may, in their absolute discretion, pay to any person or body by way of payment for use or infringement of copyright. The hirer will indemnify Academy Incharge for all actions, costs, claims, demands and proceedings in respect thereof. 

• Photographic rights, filming and broadcasting. 

The Academy Incharge reserve the photographic rights of the premises unless otherwise agreed. Filming and broadcasting from the premises will be permitted subject to approval in writing 14 days in advance of the hired time. If given, such permission shall be subject to any conditions the Chief 

Constable and the Chief Fire Officer may impose. 

• Animals not permitted. 

No dogs or other animals are allowed into the Centre or on the facility grounds at any time. 

• Gambling. 

No sweepstake, raffle or other form of lottery shall be promoted, conducted or held on the hired premises unless the hirer is in possession of the relevant licence or permit.  

• Rights of entry and exclusion. 

The Academy Incharge reserves to its duly authorised officers the right to enter the Centre at all times (including areas therein). The Academy Incharge further reserve the right to exclude or have removed from the premises any person who has been properly assessed as undesirable or improperly in attendance within the said premises or in breach of the aforementioned conditions.  

• The Academy Incharge disclaimer. 

The Academy Incharge will accept no responsibility whatsoever for any loss of or damage to property of the hirer, his/her servants, agents or employees including persons taking part in the activity or for any injury caused to such persons unless due to the negligence of the Academy Incharge, its servants, agents or employees. 

• Indemnity by the hirer. 

The hirer shall indemnify the Academy Incharge against any loss of or damage suffered by, or any claim against, the Academy Incharge from any breach of these conditions or actions by the Hirer, his/her servants, agents or employees. The hirer shall pay for the making good of any damage done (either within or outside the period of hire) to the premises or any property rightfully stored, delivered, adjacent to or in the possession of a bona fide customer irrespective of the lawful owner of that property. 

• Failure of lighting, heating etc. 

No responsibility will be accepted or compensation paid by the Academy Incharge in the event of loss or damage suffered by the hirer on account of failure of the lighting, heating or any other equipment of the accommodation. 

• Complaint. 

Any complaints arising out of the hiring of the Centre etc. must be made in writing to the Sports Centre 

Manager within twenty-four hours of the occasion for such complaint. 

• Reservation by The Academy Incharge of right to cancel hiring. 

The Academy Incharge reserve the right in their absolute discretion to cancel any hiring should they consider it necessary to do so by reason of any Royal demise, public calamity, epidemic or destruction of or damage to the premises by fire or by reason of any other unavoidable cause. Where the Hirer has booked the Centre on a number of occasions the breach by the Hirer of any of these conditions on any one of those occasions shall entitle the Academy Incharge to cancel the hiring for any subsequent occasion or occasions. The Academy Incharge liability in the event of any such cancellation shall be limited to the return to the Hirer of any deposit or hiring fee paid by him/her. Bookings are taken subject to the premises not being taken subsequently for Parliamentary or Local Government elections or other statutory purpose. In the event of the premises being so required, the Governors will refund to the applicant all charges made by them and already paid. Either the Governors or the Council shall be liable to pay any compensation for any loss incurred by the applicant. 

• Consent in writing. 

Whenever the consent of the Academy Incharge in writing is required to be given in accordance with these conditions, such consent shall be deemed to be given in writing under the hand of the Sports 

Centre Manager. 

• Decorations and display banners. 

No decorations, flags, emblems, banners or signs will be permitted to be displayed whether inside or outside the Centre without the previous consent of the Academy Incharge in writing. 

• Security. 

 The hirer shall appoint a professional company, registered to a local authority, to supervise any function as required by the Academy Incharge in compliance with the New Public Entertainment Licence. 

• Annoyance by noise or otherwise. 

The Hirer will ensure that users in attendance at the activity of the hiring do not create a nuisance or disturbance to other Centre users and equally do not disturb the occupants of neighbouring properties or users of adjacent public open space.  

• Clean and tidy condition. 

The Hirer will ensure that the premises are left in a condition appropriate to the use to which they have been put and that there is no undue or excessive rubbish, wear or damage. 

• Inspection of Accounts. 

The Academy Incharge reserves the right to require the Hirer to provide evidence of total income from the hiring, the amount of money sent to a named beneficiary charity (in the event of the activity being used for a charity benefit) and the method of disposal for the remainder of the proceeds.  

• Breaches of Conditions.  

Any duly authorised employee of the Academy Incharge may enforce these conditions. The hirer will accept as final the Academy Incharge decision on any matter requiring a decision hereunder, and on any matter, which is not specifically mentioned in this agreement and which concerns the management of the Centre.