Event Booking Enquiry

Terms and Conditions for Event Hire

Definitions

• The ‘Hirer’ is the person named on the events enquiry form.
• ‘Users’ or ‘Customers’ are any persons that use the facilities booked by the ‘Hirer’ named on the events enquiry form.
• Hertfordshire Sports Village (HSV) is the organisation whose facilities the ‘Hirer’ is hiring and paying for and that ‘Users’ and ‘Customers’ use at the times and on the dates specified on the confirmation.

The following are the Terms and Conditions of the contract between yourself, the Hirer and Hertfordshire Sports Village.

Booking Conditions

1. Submission of an events enquiry form is not confirmation that a booking has been made at Hertfordshire sports Village.
2. HHSV reserve the right to amend these Terms and Conditions at any time by giving 14 days’ notice and public display of the new Terms and Conditions.
3. HSV do not pay agency commission.
4. The items included in the hire will be clearly stated in the booking confirmation that will be sent to you.
5. Please note that all hirers must comply with the fire regulations of Hertfordshire Sports Village and we will only accommodate bookings with numbers of participants and spectators that comply with these regulations, a copy of which will be made available to you at the time of your booking.

Provisional bookings

6. A provisional booking may be made for the hirer by HSV to hold facilities for a maximum of 30 days.
7. If the hirer does not confirm the provisional booking, HSV reserve the right to cancel it.
8. All bookings will be considered as provisional until the Hirer receives written confirmation from Hertfordshire Sports Village, following the receipt of the completed Event Hire Form and the correct deposit. Once the booking is confirmed, all such facilities, services, food and beverage reserved on your behalf will be subject to the Terms and Conditions of the contract

Confirmation of Booking

9. All bookings will be considered as provisional until the hirer has agreed to the Terms and Conditions on the Events hire page, the deposit payment has been received and Hertfordshire Sports Village has confirmed the booking in writing.
10. Once the booking is confirmed, the Cancellation Terms then apply.
11. All the hirer’s requirements should be detailed on the events request form or made in writing at the time of booking. The hirer must notify HSV of any changes to the requirements detailed on the booking form, in writing, no less than 7 days prior to the booking.
12. If you wish to provide or install any equipment from any outside provider, the hirer must discuss this with HSV no less than 2 weeks prior to the booking.
    1. If the use of outside providers has been agreed with HSV, the provider must provide HSV with copies of their liability insurance and risk assessment at least 7 days before the booking.
    2. HSV reserve the right at the time of the event to not admit any outside service providers on the premises if not discussed with HSV in advance.
13. HSV reserve the right at the time of the event to not admit any outside service providers on the premises if not discussed with HSV in advance.
14. The items included in the hire will be clearly stated in the confirmation letter that will be sent to you.

Deposits and Payments

15. Payments shall be made on request by official Hertfordshire Sports Village invoice in accordance with conditions below and those stated on invoices. Payments must be made 30 days prior to the first booking on the invoice. Bookings made less than 30 days prior to the first booking will be required to pay the full hire amount upfront.
16. Upon receipt of the confirmation of booking, Hertfordshire Sports Village will invoice the hirer for a deposit (this will be £50 or 10% of the total hire cost, whichever is the greater). The deposit must be paid within 30 days of the date on the invoice to secure the booking. The outstanding balance must be paid a minimum of 30 days before the date of the booking. Failure to pay the deposit or the outstanding amount within the agreed time scales may result in the booking being withdrawn.
17. Full payment of the booking must be made no later than 30 days before the date of hire.
18. Bookings made less than 30 days in advance of the date of hire will be required to pay the full hire amount at the time of booking and the Cancellation Terms below will then apply.
19. All prices are inclusive of VAT. However, should the rate of VAT change between the time of booking and the event, we reserve the right to adjust the prices in-line with such change.
20. No amount paid to HSV will be refunded if the facilities are not used on the day or at the times for which they are hired.
21. Customers must only use the area that they have hired and paid for. Anyone who uses facilities that they have NOT booked and/or paid for will jeopardise their booking.
22. An administration fee of £25.00 will be charged for any overdue payments which have not been cleared in full by the due date, and for any changes made to confirmed reservations.
23. Failure to pay by the due date may result in the booking being cancelled and the facility being offered to another hirer. No exceptions to this rule will be made.

Cancellations and Amendments

24. If the hirer cancels a confirmed booking with HSV, the cancellation of the hire will be treated as follows:
    1. More than 30 days’ notice, the 10% deposit will be forfeited.
    2. Less than 30 days’ notice, 100% of the hire cost will be forfeited.
25. If you wish to cancel or amend a booking you must notify the Bookings Team in writing. Verbal requests will not be accepted under any circumstance.
26. Once a booking is confirmed, any change in date, or other amendments to the booking, will need to be made in writing and may result in the deposit payment being forfeited.
27. In the unlikely event that a booking must be cancelled by Hertfordshire Sports Village, the hirer will receive a refund for all monies paid to-date, except where the cancellation is made as a result of the hirer breaching the Terms and Conditions of hire.
28. Cancellations made by HSV due to adverse weather conditions will result in a credit being issued on the hirers account to use for future bookings at HSV. Refunds will not be given.
29. Should any booking be cancelled by HSV due to failure of the hirer to comply with the Terms and Conditions hereof, the fees paid may be retained by HSV.
30. No amount paid will be refunded if the facilities are not used on the day for which they are hired.

Catering

31. Hirers must confirm numbers and dietary requirements for any catering requirements at least 7 days prior to the date of hire.
32. Any catering orders made less than 7 days prior to the booking may be subject to a late booking charge.
33. If food and/or refreshments are required as part of the booking, the hirer must arrange these directly with Hertfordshire Sports Village.

Hirers Responsibilities

34. The hirer will remain responsible for all equipment hired to them during the period of hire and will be required to pay the full repair or replacement amount for any damage caused.
35. HSV may require a deposit for use of some equipment.
36. The hirer will remain responsible for the behaviour of all delegates during the period of hire.

Parking

37. The University of Hertfordshire enforce ANPR parking restrictions Monday to Friday before 16:00.
38. Kiosks are available in the HSV reception area where users can input their car registration to receive two hours free parking. This is the responsibility of each user.
39. Hertfordshire Sports Village will not be responsible for any parking penalties incurred.
40. Unless otherwise directed, customers should use the main car park and not surrounding residential or service roads.
41. Every effort will be made to accommodate your car parking requirements, BUT car park spaces cannot be pre-booked and guaranteed as our car park is used by several areas of the University of Hertfordshire. Alternative public car parking is available at the Galleria Shopping Outlet within a few minutes’ walk of Hertfordshire Sports Village and we strongly recommend that you advise people attending your event of this alternative parking available so that they can make alternative plans should the need arise.

Health and Safety

42. The hirer will be required to provide a detailed risk assessment for the event if the activity is not covered by a standard activity that HSV have risk assessed.
43. Any additional electrical equipment being used must have been PAT tested unless the equipment is less than 1 years old.
44. The hirer is responsible for ensuring the users are aware of the fire exit routes and assembly points. Information will be made available to the hirer on the day of hire.

Insurance, liability & Force Majeure

45. HSV accept no responsibility for loss or damage to, hirer or user property.
46. You are expected to take every reasonable care of equipment owned or operated by HSV. The hirer shall be responsible for any damage caused by any of the users to the HSV premises, furnishing, or equipment during the booking. Any damage or loss must be reported promptly and costs for repair will be passed on to the hirer.
47. You are advised to secure your own insurance policy against any cancellation charges for which you could be liable under this agreement.
48. In the event of “Force Majeure”, when an extraordinary event or circumstance beyond the control of either party, such as a war, strike, riot, crime, or an event described by the legal term ‘act of God’ (such as hurricane, flooding, earthquake, volcanic eruption, etc.), prevents one or both parties from fulfilling their obligations under the contract. Either HSV or the hirer shall be entitled to suspend this contract until such time when the circumstances constituting Force Majeure have disappeared. HSV and the hirer shall use its reasonable endeavours to alleviate the effects of such circumstances constituting Force Majeure, including agreeing upon alternative arrangements.

General use of Facilities

49. Correct footwear must be worn for the specific surface that is being played on.
50. Clean, non-marking sole footwear must be worn for sports hall, cricket hall and squash court bookings.
51. Shoes must be removed before entering the wetside changing rooms or poolside.
52. No metal studs should be worn on the 4G pitches.
53. No metal studs or blades should be worn on the Sand Astro pitch.
54. Set up times for all bookings are included in the booking time and will take place at the beginning of each session.
55. All equipment & set up requirements must be requested in advance, failure to do so may impact your booking duration.
56. Hirers who require use of tape to mark out areas on the indoor floor surfaces must inform a member of the Bookings Team. HSV keep stock of a tape that has been authorised by HSV’s building management and is the only type permitted to be used on the flooring. Rolls of this tape must be purchased from HSV to ensure the correct tape is being used and no damage is caused. Hirers who use tape that has not been authorised by HSV will be required to pay for any damage caused to the flooring.
57. Junior participants must wear cricket helmets at all times when using the cricket nets.
58. There is a maximum of 8 players/coaches in each cricket lane at any one time.
59. The number of swimmers in a single pool lane must not exceed 8 at any one time. This is dependent on competency and lane length.
60. Customers using the Sand Astro pitch must not use hockey goals for football. Your club will be responsible for any damage that occurs to hockey goals whilst playing football and will be responsible for the repair costs.
61. Customers using outdoor facilities are prohibited from using the grass areas for warm up or actual competition at any time. Individuals using the grass areas without a legitimate booking agreement for that area will jeopardise the booking for the whole club.
62. Dogs are not permitted on any of the outdoor pitches and surrounding areas (with the exception of assistance dogs).
63. HSV has a no smoking policy and this includes all outdoor pitch areas.
64. We operate a zero-tolerance policy regarding drugs and the inappropriate use of alcohol.
65. Consumption of alcohol is strictly prohibited, unless arranged in designated areas.
66. Individuals caught smoking, consuming alcohol or chewing gum whilst playing will jeopardise the booking for the whole club.
67. Chewing gum must not be consumed whilst using the outdoor pitches as it does cause irreversible damage to the pitches if it comes into contact with the artificial turf. Please place all chewing gum in the bins provided before commencing your booking.
68. Consumption of drinks (apart from water) and food is not permitted whilst using the indoor sports facilities other than in the designated areas (i.e. Sports Café).
69. Unacceptable language/behaviour towards other players and/or HSV staff will not be tolerated and any abusive behaviour towards staff or other users will be taken very seriously and will jeopardise the hirers booking.
70. Customers causing damage to facilities or equipment will be charged the full replacement cost of the facility or equipment and all future bookings will be cancelled until the damage is paid for in full.
71. All customers must use the toilet facilities provided. Anyone using alternative means will result in instant cancellation of the booking.
72. We reserve the right to ask individuals to leave the premises if their behaviour is deemed inappropriate.