Sports Ground Booking Agreement 2017 18 .pdf

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DATED

2017/2018

OXFORD CITY COUNCIL

and
___________________________________________

Oxford City Council Sports Grounds and Pitches Booking Agreement

Oxford City Council
Parks and Leisure
Harbord Road
OXFORD
OX2 8ES

1 / 11

Oxford City Council Sports Grounds and Pitches Booking Agreement
GUIDANCE NOTE
It is important that you read this note together with the Agreement before signing the
Agreement

Signing the Agreement


The person(s) who sign this Agreement will be personally responsible for making sure that all
the Council’s requirements set out in the Agreement are met. You will also be responsible
for the payment of fees in advance or penalty charges owed to the Council.



It is therefore important that the correct person signs the Agreement. Please check your
Club’s Constitution to see who is authorised to sign the Agreement. There is space for two
signatures. However, it will not always be necessary for two people to sign.



If you are signing on behalf of a group of friends or colleagues you will also be personally
responsible for making sure that all the requirements are met. You will also be responsible
for the payment of fees in advance or penalty charges owed to the Council.

Insurance


Before you sign this Agreement you must show the Council the current insurance certificate
of your Club, with a minimum cover of £5 million Public Liability Insurance for each individual
or a number of claims.

Terms and Conditions


Where two club officers sign this agreement in their private capacity on behalf of a club they
are (together and separately) liable for the rights and responsibilities under this Agreement.



This Agreement is to be used for the hire of facilities at all Oxford City Council Parks Sports
Grounds. The facility to be used for each booking will be written on each invoice.



The Agreement lists a number of penalty charges, which the Council may charge, if the
requirements or terms and conditions are not met.



If you have any questions about the Agreement or would like to discuss your responsibilities
under the Agreement please contact the Parks Support Officer on 01865 252240.

2 / 11

AGREEMENT DETAILS
1.

This Sports Bookings Agreement is between Oxford City Council (“the Council”)
of Parks and Open Spaces, Cutteslowe Park, Harbord Road, Oxford OX2 8ES
and:

(“the Club/Hirer”)
whose address is :
………………………………………………………………………………
………………………………………………………………………………
Invoice address (if different from above)
………………………………………………………………………………
………………………………………………………………………………
2.

The Authorised Club/Hirer Representative is :
………………………………………………………………………………
Contact Telephone & E-mail :
Home:…………………………………..
Mobile:………………………………….
E-Mail……………………………………

3.

This agreement commences on the 7th May 2017 and ends on the 6th May
2018.
3 / 11

Agreement
- N.B. THE SECOND SIGNATORY MUST BE DIFFERENT TO THE FIRST INDIVIDUAL
1. For and on behalf of: (Club/Hirer)
Signature :

Name:

Position: Chair/Treasurer/Fixtures Secretary/Manager

(Delete as necessary)

2. For and on behalf of: (Club/Hirer)
Signature :

Name:

Position: Chair/Treasurer/Fixtures Secretary/Manager

(Delete as necessary)

1. For and on behalf of Oxford City Council :
Signature :

Name:

Position : Nominated Officer 2.

For and on behalf of Oxford City Council :
Signature :

Name:

Position: Nominated Officer

Insurance
The Club / Hirer will have the following Insurance:
Type of Insurance

Level (£) (minimum)

Public Liability Insurance

£5 million for each individual
claim or a number of claims

The Club/Hirer will provide a copy of its insurance policy relating to this agreement to the
council before this agreement is signed and will keep the insurance cover in place for the
length of this Agreement.

4 / 11

Bookings
1.

Bookings can be made by;
 Telephone: 01865 252240
 E-mail: sportsbookings@oxford.gov.uk
 In Person: Parks Office, Cutteslowe Park, Harbord Road, Oxford, OX2 8ES

2.

Payments can be made by Cheque, Online transfer via internet banking, or over the
phone by Debit / Credit card. An administration fee of 1.5% is due for all credit card payments.

3.

All bookings must be made at least 48 hours before the start time. The last booking
is taken each Thursday 12.00pm for the forthcoming weekend.

4.

The Council will not make provisional bookings; bookings are made on a first
come first served basis.

5.

Actual kick-off times must be clearly agreed at the time of the booking.
Clubs/Hirers should state at the time of booking if there may be extra time played
e.g. for cup games. If this is not adhered to there will be an additional charge.

6.

Clubs/Hirers with bookings at all non-staffed premises will be required to collect a
key from the Cutteslowe office which will provide them with access to two changing
rooms, officials room & barrier (where applicable). Clubs/Hirers will be responsible
for setting the pitches up to play (e.g. putting up nets) and then taking them down
at the end of the match. They are also responsible for leaving the site in a neat &
tidy state.

7.

The dates, times and facilities for all bookings will be recorded on a spreadsheet.
Park Rangers have the right to inspect team invoices at the time of play to ensure
the correct pitches are being used. Please bring your invoice to every match ready
for inspection.

12.

At any point whilst making a booking, disputing a booking, or any follow on
correspondence with OCC staff that the hirer is deemed to be rude or abusive, a
formal warning will be given to the team and if persists will jeopardise the clubs use
of OCC facilities.

13.

OCC reserves the right to change which sites are manned (if any) at any point in the
year.

14.

OCC reserves the right to allocate any pitch(es) of the required size to Clubs/Hirers,
irrespective of any prior agreement with OCC to provide a particular pitch at a specific venue.

15.

For maintenance purposes, and during the final stages of the football season in particular, it may
be necessary to relocate fixtures to a different pitch and/or venue from the regular pitch/venue
used by the Club/Hirer, and OCC reserves the right to do so.

5 / 11

Fees
1.

All bookings need to be paid for before each fixture.

2.

Payments can be made by Cheque, Cash or over the phone by Debit/Credit card.
Please note that there is an administration fee of 1.5% for all credit card payments.

3.

VAT is chargeable on all bookings except for bookings which are:
 a minimum of 10 fixtures at the same facility
 no greater than 14 days between each booking
 Paid for in advance of the first session
Where a Club/Hirer cancels one or more matches from a block booking, the
Club/Hirer will have to pay VAT on the whole booking.
Where the Council cancels one or more bookings from a group of 10 bookings, any
VAT paid to the Council in respect of the sessions cancelled will be repaid to the
Club/Hirer. This is only applicable if payment is paid in full in advance of the game.

4

The fees and charges for the facilities, and equipment included can be found at the
back of this agreement. Clubs/Hirers wishing to use floodlights (where available) will
be required to pay an extra charge.

5.

On collection of the keys for non-staffed premises, a deposit cheque to the sum of
£50 made payable to ‘Oxford City Council’ is required. This will be returned when the
key is returned, providing the equipment, pitch and premises have been left in a
good clean condition and the terms of this Agreement have been met throughout. If
any part of this agreement has been broken the Council reserves the right to keep all
or part of the £50 where this is owed to the Council under this Agreement.

6.

The Council may, at its discretion, charge a penalty fee of £5 for every 10 minute
period that another Club/Hirer is kept waiting for a pitch. The Council reserves the
right to allow extensions of time to cover the playing of extra time where appropriate
(this must be stated at the time of booking).

7.

The Council may charge Clubs/Hirers a fee of £30 where they use pitches not
allocated to them.

8.

If fixtures are not paid on time, or the facilities are left in an unacceptable state the
Council has the right to charge accordingly. The Council will issue a warning,
followed by a fine and/or remove all fixtures for that team in hand.

9.

Clubs/Hirers will be charged for any additional cleaning required at a rate of £20 per
hour and for damages or breakages caused during their use.

10.

The Council may change the fees it charges for use of the Facilities to take effect on 1st April or
any other time during the year.

6 / 11

Use of Facilities
1.

All Clubs/Hirers must leave the pitches and surrounding areas clear at the end of
their session.

2.

Clubs/Hirers must only use the facilities described on their invoice. Staff may inspect
invoices during the games.

3.

The equipment listed in this agreement will be stored in one of the lockers in the
pavilion. After use the Club/Hirer will return all equipment in a good condition to the
store and check that it is locked. Please report any missing items immediately to the
Duty Supervisor on 07711439090 to ensure you are not liable for any additional
charges.

4.

Clubs/Hirers must ensure that players do not tamper with or remove any of the
equipment provided. The Council reserves the right to charge Clubs/Hirers for the
replacement of lost/stolen/damaged equipment in accordance with the prices listed.

5.

For matches where children and adults are both involved a separate changing room
will be hired free of charge which must be used by the children separately from the
adults subject to proper supervision.

6.

If a pitch is declared unfit by the Council, all play is prohibited. Any Clubs/Hirers
playing on a pitch declared unfit will be charged for the costs of any damage caused
and may have future bookings refused/cancelled.

7.

Matches disrupted by other players will be re-arranged during or at the end of the
season, subject to availability.

8.

Premises must be left clean and tidy and all equipment and furniture must be stored
away as required.

9.

Players must not wear spikes inside Horspath Pavilion.

10.

Players must not bang footwear against any of the walls of the premises to remove
mud.

11.

Players must not wash their boots in the showers or sinks.

12.

Players must not put excrement on the inside of toilet doors or anywhere within the
premises.

13.

It is against the law to smoke in any Council premises. The consumption of alcohol
on the premises is strictly forbidden, unless the club has written consent from the
Council. The Clubs/Hirers are responsible for enforcing this.

14.

Clubs/Hirers must ensure all lights are switched off and all changing room doors and
windows are locked securely on leaving the premises.

15.

All rubbish must be bagged up and placed in a designated area; teams leaving
rubbish in the pavilion or around the perimeter of the pitch will be given a warning on
7 / 11

the first occasion. If this happens again could potentially lose the use of OCC
facilities and be fined.
16.

All reports of defective equipment (including changing room facilities) must be
reported upon discovery to the duty supervisor on 07711439090.

17.

Clubs/Hirers must ensure that players do not cause disturbance, nuisance or
annoyance to local residents or adjoining occupiers by creating excessive noise or
behaving in an aggressive or violent manner.

18.

Clubs/Hirers and players are responsible for their own belongings on the pitches and
premises. All belongings are left at the owners’ risk.

19.

All vehicles should be parked in the designated car park on site. Vehicles must not
be parked on the pitches or where they would obstruct residents’ driveways or
access by the emergency services. Where necessary a key will be issued to open
barriers so that the emergency services can get access. This must only be used in
emergencies.

20.

If there are any problems during the time of your use of the facilities please contact
the Duty Supervisor on 07711439090. No refunds will be possible if there are
issues with access to any of our facilities if this number has not been called.

Cancellations
1.

The Council reserves the right to cancel any booking at its discretion or amend the
terms and conditions of hire at any time without prior notice. In the event of
cancellation by the Council due to poor weather, pitch conditions or any other reason
then the Council will make every effort to contact the Club/Hirer making the booking.
It is the Club/Hirers responsibility to inform its team/individuals and the away team.

2.

Sessions may be cancelled by the Club/Hirer and a full refund given provided the
Council is notified 48 hours before the session. Where less notice is given, the full
booking fee may still be charged. Clubs/Hirers should bear in mind that where a
booking that is exclusive of VAT is cancelled, they will be required to pay VAT in
respect of all sessions arranged under the booking.

3.

Where the Council cancels bookings because the pitch is declared unfit, the session
will be rearranged either during or at the end of the season (subject to availability) or
a full refund will be given to the Club/Hirer.

4.

The Council reserves the right to refuse a booking to any person it has grounds to
consider will not keep to these terms and conditions.

5.

Clubs/Hirers must ensure that players do not disrupt or interfere with other matches.
Such behaviour may result in the cancellation/refusal of future bookings.

6.

Where the Club/Hirer its team members or opposition break any of the above
conditions the Council may give them a written warning or may cancel any individual
booking.
8 / 11

Equal Opportunities
.

The Club/Hirer will act to promote equality of opportunity and to promote good
relations between different racial groups and shall where reasonably requested by
the Council assess and monitor its policies and practices so as to impact on the
promotion of race equality, and report on this to the Council.

Transferring/Sub-letting Facilities
1. The Club/Hirer shall not transfer or sublet the use of the facilities to any Club or
person who is not named on the permit.
2. Clubs/Hirers must not give keys to anyone else or allow anyone else to use the
facilities or equipment. The keys issued to Clubs/Hirers will only fit the hired
changing room doors.
Termination of Agreement
1.

Where the Club/Hirer breaches this agreement, the Council may issue the Club/Hirer
with a written warning.

2.

Where the Club/Hirer:
(a)
(b)
(c)

Misrepresents any facts relating to this agreement or relating to any hire
under this agreement and/or
Breaches this agreement and/or
Has received two written warnings

Then the Council may end this agreement by notice in writing and may do this
immediately. The Council reserves the right to take any other course of action to
protect its interest in the facilities that it considers reasonable.
3.

Neither the Club/Hirer nor the Council shall be liable for breach of its obligations
under this Agreement to the extent that such breach is caused by any act of God,
natural flood, fire (save where such fire is due to the negligence or fault of the
Club/Hirer or those playing with them) or similar event but nonetheless each party
shall use its best endeavours to perform its obligations under this Agreement.

4.

This Agreement does not entitle any person who is not a party to it to receive any
benefit under this Agreement. All provisions of the (Rights of Third Parties) Act 1999
are excluded.

Dispute Resolution
All disputes will be resolved between the Authorised Club Representative and the Parks
Operational Manager or otherwise through the use of the Council’s external complaints
procedure.
9 / 11

Leisure, Parks & Communities Fees & Charges 2017/18
2016/17
Charge
£
Sport Pitches (per match unless other

2017/18
Charge
£

Cricket
Grass wicket - weekend & bank holidays
(Cutteslowe & Horspath 1)
Grass wicket - weekdays (Cutteslowe &
Grass Wicket - weekend & bank holidays
Grass Wicket - weekdays (Horspath 2)

57.00

58.00

44.10
n/a
n/a

44.90
n/a
n/a

40.00
334.00

40.70
340.00

30.80
257.00

31.40
262.00

Under 17's
Full Size Pitch weekend & Bank holidays
Full Size Pitch weekend 10 game booking Full Size Pitch weekdays
Full Size Pitch weekdays 10 game - No

20.50
171.00
15.90
n/a

20.90
174.00
16.20
n/a

Under 11's
Mini football
Mini football 10 game - No VAT *

13.90
116.00

14.20
118.00

28.70
116.00

29.20
118.00

39.00
39.00
39.00

39.70
39.70
39.70

47.20
39.50
18.50
39.00
4.30
3.10

48.00
40.20
18.80
39.70
4.40
3.20

Adults
Full Size Pitch weekend & Bank holidays
Full Size Pitch weekend & Bank holidays
10 game booking - No VAT *
Full Size Pitch weekdays
Full Size Pitch weekdays 10 game - No

Five a side pitch
Court Place Farm Stadium inc changing
rooms
Court Place Farm Stadium floodlights
Floodlit 5 a side (East Oxford) per hour
Floodlit football pitch (Rose Hill) per hour
Other Charges
Baseball
Rugby
Tarmac floodlit training area per hour
Horspath Floodlights per hour
Athletics Adult
OCAC Member Athletics Adult

OCAC Member Athletics Adult - 12 week
pass
Athletics Junior
OCAC Member Athletics Junior
OCAC Member Athletics Junior - 12 week
pass
Athletics Match (senior)
Athletics Match (junior)
Athletics track centre with lights

74.00

75.00

2.60
2.00
47.00

2.60
2.00
47.80

400.00
226.00
39.00

407.00
230.00
39.70

Adults
Concessionary Rate (including U17's)
Under 11's
Adults 10 game booking - No VAT *
Concessionary Rate (including U17's) 10
game booking - No VAT *
Under 11's 10 game booking - No VAT *

20.20
10.10
5.10
168.00
84.00

20.60
10.30
5.20
171.00
86.00

42.30

43.10

Tea Room per hour

17.50

17.80

7.00
3.60

6.00
3.00

2.60
1.40
1.30
2.60
1.40
1.40
5.50
1.30
12.50
1.30
1.30
1.30
1.30
1.30

2.60
1.40
1.30
2.60
1.40
1.40
5.40
1.30
12.30
1.30
1.30
1.30
1.30
1.30

Bowls
Per Green (7 days a week) per season

2,550.00

2,550.00

Tennis
Hard Court per season
Grass Court per season
Hard Court (floodlit) per season

2,100.00
2,400.00
2,550.00

2,100.00
2,400.00
2,550.00

Pavilions/Changing rooms

Summer Activities
Tennis Court Hire - Adult
Tennis Court Hire - Concessions
Bowls Adult
Bowls Conc.
Bowls Bonus Slice
Putting Adult
Putting Conc.
Putting Bonus
Putting Family Rate
Volley Ball < 10 people
Volley Ball > 10 people
Equipment Hire Bowls
Equipment Hire Tennis
Equipment Hire Putting
Sales lost tennis ball
Sales lost golf ball
Annual Club Charges

Equipment Provided and Prices
Goal Nets (set)
Corner Posts (each)
Corner Flags (each)
Net Pegs (each)
Soft Broom
Dust Pan & Brush
Dust Bin (each)
Other Charges
Use of wrong pitch
Cost for over running per 10 minutes
All works undertaken for third parties

74.00
10.30
5.20
0.80
12.50
12.50
21.70

73.00
10.10
5.10
0.80
12.30
12.30
21.30

36.50
7.30

35.90
7.20

OCC Sports booking process
Club/Hirer requires pitch. Full details about pitches / venues available is located on OCC
website:
https://www.oxford.gov.uk/info/20229/leisure_and_sports_locations/632/sports_pitche
s_and_facilities

Club/Hirer contacts OCC Sports booking team to
arrange booking.
Deadline for booking: Thursday at 12:00pm.
Contact details: 01865 252 240
sportsbooking@oxford.gov.uk

Member of OCC Sports booking team
allocates suitable pitch to team and
confirms booking with Club/Hirer in
writing.

Member of OCC Sports booking team provides Club/Hirer with copy
of Sports Booking Agreement, which Club/Hirer must sign in
duplicate. A signed, hard copy must be returned to:
Parks office, Cutteslowe Park, Oxford, OX2 8ES

If changing rooms are required and available at venue,
representative of Club/Hirer collects key from the OCC
Parks office (address provided above). A £50 deposit (cash
or cheque addressed to Oxford City Council is required.

Member of OCC Sports booking team generates fixture list
for all bookings on Thursday afternoon, to cover
forthcoming weekend, plus Monday, Tuesday, Wednesday
and Thursday of the following week.
Member of OCC Sports booking team generates invoice for
Club/Hirer, which is sent electronically to email provided on
sports booking agreement.
Invoice must be paid in full by fixture start-date.


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