Tandridge District Council

Conditions of hire of football or rugby pitches by regular/occasional hirers and clubs

1. Application form
All applications for the hire of outdoor sports facilities must be made in writing on the Council's official application form and forwarded to the Council's offices at Oxted. The Council reserves the right to refuse any application. If the Council accepts the application, the person, or persons, signing the application form, who must be 18 years of age or over, shall be deemed to be the hirer/club as well as the Society, Association, Club or other body or organisation on whose behalf the application may be made and will be jointly and severally liable to the Council for the payment of the hiring fees and charges, and for the strict observance of these Conditions of Hire.

2. Hire session
A hire session is defined as a period of four (4) hours. Three (3) hire sessions are available each day between the following hours:

        0900 - 1300  Morning session
        1300 - 1700  Afternoon session
        1700 - 2100  Evening session

The number of matches permitted on the same pitch in one day will be determined by the Council at its absolute discretion dependent upon pitch conditions.

3.  Fees and charges
Details of fees and charges for hire of outdoor sports facilities are available at the Council Offices, Oxted. All fees and charges are levied according to the rate applicable on the date of the hire session and not the date of making or confirming an application for hire. Prices are for a one off game played within one of the 3 hour sessions.  We must also have notice that any bookings are cancelled in advance, otherwise the fee/charge will still apply.

4. Payment of fees and charges
Payment of all approved fees and charges due must normally be made prior to the date and time of the booked session unless the hirer/club is a regular hirer who can make other payment arrangements. The hirer/club shall pay such approved fees and charges within fourteen days of the receipt of the Council's official account, or by the stated payment date. Non-payment of fees and charges due by the hirer/club, seven (7) days preceding the date of the hire session, will render the hire session subject to cancellation by the Council, at the Council’s discretion.

Payment of the official account for all bookings shall be made by cash, crossed cheque or postal order made payable to Tandridge District Council and forwarded to the Council Offices, Oxted. 

Payment of official accounts for regular user agreements may additionally be made by monthly standing order, payable on the first day of each month of the activity season. The hirer/club shall pay the Council the approved fees and charges for the hire of the facilities irrespective of whether the hirer/club utilises the whole, or any part, of the period of hire as specified on the official account.

Should a booking be made less than 28 days prior to the date of the booked session payment must accompany the application form.

5. Definition of user type

A. Regular Hirer/Club

A regular hirer/club is defined as any Society, Association, Club or other body or organisation, individual who makes bookings for ten (10) or more hire sessions at one time at the same venue within anyone activity season.

B. Occasional Hirer/Club

An occasional hirer/club is defined as any individual, Society, Association, club or other body or organisation or individual who makes bookings or less than ten (10) sessions within anyone activity season.

6. Definition of status of hirer/club

A. Full rate

A hirer/club is defined as Full Rate if any members and/or players are aged 17 years and over.

B. Discounted Rate

A hirer/club is defined as Discounted Rate if all members and/or players are aged under 17 years or are students, unemployed, senior citizens, single parent families on supplementary income or registered disabled.    .

7. Definition of activity seasons
Activity season parameters are set by the Council and adjusted as required according to prevailing ground and weather conditions throughout the. Provisional activity season parameters are set for the following outdoor sports:

Football - September to end April (Queens Park)

 Rugby - September to end April (Queens Park)

8. Cancellation
Football and Rugby

The decision of the Council on the fitness of a facility for play, or otherwise, is final and whenever possible, notification of cancellation will be conveyed to the hirer/club (or league) not later than 5.00pm on the day prior to the hire session. 

Outdoor facility hirer/clubs will be eligible for refunds of fees and charges paid for any hire sessions cancelled by:

            1.    The District Council

            2.    A bona fide league referee/official

            3.    A club official

due to adverse weather and ground conditions the hirer/club will then be entitled to either a refund to the value of the amount paid for the cancelled hire session or an alternative date and session time for the activity, subject to availability. In the case of (2) and (3) above, the Council must receive written notification of such cancellation; signed by the referee/official or club official; within three working days after the date of the hire session. If no such notification is received as aforesaid then no refund or an alternative date and session time will be offered.  Where a hire session is cancelled by the hirer/club for any other reason, written notice must be received by the Council fourteen (14) days prior to the date of the booked session before a refund can be considered. No refunds will be granted without such written notice of cancellation being received. Failure by the hirer/club to give such notice of cancellation to the Council shall render the hirer/club liable for all charges in respect of the cancelled hiring.


9. Ground reinstatement
The hirer/club shall pay the cost of any works of repair or reinstatement required as a result of unnecessary and avoidable damage to the ground resulting from the hiring. The hirer/club must report any damage to the Council on the first working day following the hiring.

10. Publicity material
The hirer/club shall not use the outdoor sports facility for any purpose other than the purpose stated on the application form and approved in advance by the Council. All publicity produced in connection with a hiring must be approved by the Council before being issued for display.

11. Sub letting
The hirer/club shall not sublet or assign the benefit of any permission granted by the Council to use an outdoor sports facility, without the prior written approval of the Council.

12. Indemnity and insurance
The hirer/club shall indemnify the Council and keep the Council fully indemnified against all  damage, damages, losses, costs, expenses, actions, demands, proceedings, claims and liabilities made against or suffered or incurred by the Council arising directly or indirectly out of:

(a)  any act, omission or negligence of the hirer/club or any persons at the premises expressly or impliedly with the hirer's/club's authority or

(b) any breach or non-observance by the hirer/club of the covenants, conditions or other provisions of this agreement or any of the matters to which this hiring is subject

PROVIDED THAT (and for the avoidance of doubt) there shall be no liability if and to the extent that the same shall be caused by or arise from any negligence, act or omission on the part of the Council, its agents, contractors or employees.

In addition, all REGULAR hirers/clubs shall obtain a policy of insurance against third party risks/public liability to the value of £5 million. A copy of the policy must accompany the application form or be received by the Council not less than 28 days prior to the date of the first hire session, except in circumstances approved by the Council.

13. Good order
The hirer/club shall be responsible for good order being kept throughout the period of the hiring. The Council may charge the hirer/club for any expenses incurred by him/her in engaging Police Constable or security personnel to preserve order prior to, during, or after the period of the hire session.

14. Right of entry
The hirer/club acknowledges the right of the Council and its duly authorised officers and servants to enter upon the facility at anytime during the period of hiring and determine the hiring forthwith in the event of the breach of any of the conditions herein contained.

15. Prohibition of hiring
Should the Council be of the opinion that the hiring is likely to prove of an objectionable or undesirable character, they shall have full power to cancel the hiring and return any money paid by the hirer/club, but in that event the Council shall not be liable to pay any compensation to any person in respect of that cancellation.

16. Unlawful or illegal activities
The hirer/club shall not cause, or permit any hired facility to be used for, any unlawful or illegal activity. If it appears to the Council likely that such activity will take place during the proposed hiring, the Council shall have the power to cancel the hiring immediately and any payment made of fees and charges will be forfeited.

17. Period of hire and surcharge
The hirer/club must adhere to the times of hire as stated on the official account and must ensure that the facilities are vacated on or before the end of the hire session. Should the time of hire be exceeded, the Council reserves the right to levy a surcharge not exceeding the session hire charge for the activity previously booked, with a minimum of one session charged and any additional staffing costs.                                                                      
                               
18. Undesirable substances
No article of an inflammable, explosive, dangerous, noxious or offensive nature may be brought onto the sports facility without the written authorisation of the Council.

19. Hawkers and vendors
No hawker, vendor, collector or canvasser shall be admitted to the facility without the written authorisation of the Council.

20. Gambling
No sweepstakes, raffle or other form of lottery shall be promoted, conducted or held on the facility hired, except such a lottery as is deemed to be lawful by virtue of any enactment relating to gaming, betting and lotteries and for which prior written approval has been given by the Council, and the relevant statutory licence of permit has been obtained.

21. Hirer's/club's equipment
Hirer's/club's equipment or property, may only be stored with the prior consent of the District Council. Any such property shall be stored entirely at the risk of the owner and the District Council shall not accept responsibility for any loss of, or damage to, any equipment or property stored.

22. Temporary closure

In the event of any accident or occurrence whatsoever necessitating temporary closure of all, or part, of the facility hired, the hirer/club agrees that the District Council shall not be liable for any loss or claims arising from such closure.

23. Broadcasting or filming
No broadcast or television performance, either live or recorded, shall be made from the hired facilities without prior consent, in writing,' from the District Council. Applications for such consent are to be made at least twenty eight (28) days before the date of the proposed recording or transmission.

24. Car parking
The hirer/club shall be responsible for the control of all motor vehicles belonging to the hirer/club, or any other user of the facility hired by the hirer/club, within the grounds of the outdoor facility. Vehicles must be parked only in designated parking areas. The parking of vehicles on grass without the written authorisation of the District Council is prohibited and is an offence under the District Council's bylaws. Under no circumstances will the District Council accept any responsibility for loss or damage to the contents of, or to any car or other vehicle which may be brought to or left within the precincts of the site.

25. Bylaws and statutory requirements
The hirer/club must comply at all times with all bylaws, regulations and statutory requirements relating to the facilities hired or the intended use of facilities.

26. Fly-posting
Advertising by means of fly-posting relating to the proposed hiring of an outdoor sports facility is strictly' prohibited. Any advertising material affixed to property without the owner's consent will result in prosecution by this District Council.

27. Pavilions
Where the hire of an outdoor sports facility includes the hire of a pavilion, the hirer/club will also be responsible for:

a. The conduct of all users of the pavilion facilities hired under the authority of the hirer/club during the hire session.

b. Basic cleaning of pavilion facilities hired at the end of each hire session. Pavilion facilities are to be left in a clean and tidy condition. Where pavilion facilities are not left in a clean and tidy condition, the District Council reserves its absolute right to employ such cleaning resources as may be required and to recharge the full cost of such resources to the hirer/club. Basic cleaning materials and equipment is left in the pavilion by the District Council.

However, if an item of cleaning equipment is found to be missing as a result of negligence on the hirer/clubs behalf then it is the hirer/clubs responsibility to replace the item immediately.

c. Ensuring that the pavilion building is secured at the end of each hire session with particular reference to:

                the securing of all doors and windows,

                all lights, and where applicable, heating to be switched off,

                all showers and taps to be turned off,

                all equipment to be secured and,

                all furniture to be secured and left in a clean and tidy condition.

d. Reporting all damage occurring to any pavilion or facility during each hire period to the District Council on the first working day following the hiring. Where the damage has been caused as a result of negligence on the hirer/clubs behalf, the District Council reserves its absolute right to employ such resources as may be required to repair pavilion facilities and to recharge the full cost of such resources to the hirer/club.

e. All keys issued by the District Council in connection with each hire session are to be collected from the Council's offices at Oxted (unless a previous arrangement has been made) at the time of hire, prior to the first hire session and returned as instructed by the District Council at the time of collection. The hirer/club will be required to pay a £100.00 deposit for keys, refundable at the end of the hire session when the keys are returned.

28. Equipment
The District Council will be responsible for the provision of goal posts, nets and corner flags.

The District Council will be responsible for the erection of goal posts at the start of the season and for dismantling and storage of the posts at the end of the season.

The hirer/club is responsible for the erection of nets and corner flags for each hire session and for the safe storage of all equipment on completion of the hire session.

29. Marking out
The District Council undertakes to maintain line markings for all outdoor sports activity areas within the basic charge for that activity.

30. Limit of admission
Where the nature of the hiring so requires, the number of persons to be admitted by the hirer/club shall be in accordance with the Fire Officer's recommendations and shall be brought to the attention of the hirer/club at the time of hiring. The hirer/club, if specifically requested to do so, shall keep a record of the number of persons admitted, to be available for inspection.

31. Right of admission
Notwithstanding any contractual agreement with the hirer/club, the District Council reserves the right at its absolute discretion to refuse, or direct the hirer/club to refuse, admission of or to evict any person or persons from the facility. The District Council shall not be liable to pay compensation to the hirer/club arising out of this clause.

32. Public access
The public must not be prevented from having free access to all other areas of the sports or recreation ground without the written consent of the District Council.

33. consents
Any consents or approval by the District Council under these conditions shall be giver in writing by the Director of Community Services for the time being.

34. Special conditions
The District Council reserves the right to modify any of these conditions, or to further impose conditions where the District Council considers necessary.

35. Correspondence
All correspondence with regard to the hire of outdoor sports facilities must be addressed to:

Parks and Open Spaces Officer
Tandridge District Council
Council Offices
8  Station Road East
Oxted
Surrey RH8 0BT

Hire Conditions For Pitches 1