Conditions of Hire
CONDITIONS OF HIRE
1. Hire fees and all other associated charges such as any equipment
rentals must be paid at the time of booking. Payments will be required
on a 4 weekly upfront payment. Invoices may be arranged for repeat
customers who book more than 10 sessions after the initial booking.
Invoices are payable within 28 days. Cash payments will only be
considered in extenuating circumstances and will mean you need to
pay 1 week in advance and at a higher rate then the standard terms.
2. All bookings must finish at the time agreed on the booking form.
Failure to comply may result in additional charges at the hourly rate
and added to the booking charge. Frequent failure to comply with
booking times will result in advanced bookings being cancelled at the
discretion of the management.
3. All participants must adhere to the following conditions of hire for
a facility booking. The FA Code of Conduct will be issued for all pitch
users to ensure respect for all users of NSCAV. Failure to do so will be
deemed as disruptive and unacceptable behaviour, which may result
in the cancellation of your booking.
4. All equipment and material brought into NSCAV for use during the
hire period is to be removed at the end of the hire period.
5. Any damage to NSCAV, pitches, track or equipment sustained
during the hire period, will be charged for the total cost of repair
including VAT & labour. The Hirer will be invoiced and invoices must
be paid within 28 days.
6. Advertising relating to any meeting to be held at the NSCAV must
be shown to the Manager and the wording agreed at least 14 days
before the function. The Hirer shall not display or cause or encourage
to be displayed by any means whatsoever any bill, poster or other
material advertising the event for which the premises are hired that
would result in contravention of the Town and Country Planning Act
1971 or Advertising Regulations 1984. Please do not fly post, it may
lead to the cancellation of your booking.
7. No alcohol & No smoking (including e-cigarettes) is to be
consumed/used at the YMCA Newark & Sherwood Community and
8. The Hirer is responsible for the effective control of the booking, this
means you are responsible for the actions of all members within your
booking, this includes the safe evacuation of all persons attending
your booking in the event a fire alarm or other emergencies. The Hirer
is also responsible for ensuring adequate public liability insurance is in
place – a copy should be produced at the time of booking.
9. Participants, Team and Club Members under the age of 18 are to be
supervised at all times.
10. It is a condition of booking that the Hirer confirms that they are
aware of the principles of safeguarding children, young people and
vulnerable adults and that they have taken appropriate steps to
ensure that people under their supervision are not placed at risk. In
order to comply with the YMCA’s conditions of hire, organisations
working with children or vulnerable adults must have a safeguarding
policy and must ensure that Tutors/Facilitators working with their
clients have an appropriate DBS check, whether it be a Safeguarding
Children policy and/or Safeguarding Vulnerable Adults policy and/or
the tutor/person facilitating our sessions has an appropriate DBS
11. Cancellations – Notice of cancellation should be received in writing
7 days before the booking. If this is not received the Hirer will be liable
for the loss of income and will be invoiced accordingly. Refunds will
only be made if notice of cancellation is received in writing a minimum
of 7 days before the date of the booking – Business Resource Centre,
NVAC, 7 Mansfield Road, Notts, NG1 3FB and will be made down to
the YMCAs Desecration.
12. The YMCA reserves the right at any time before the
commencement of the booking for which the facility is booked, to
cancel the booking as a result of any act of God, accident, failure or
damage to machinery or other equipment or breach of contract by a
third party. If this becomes necessary, the YMCA will make every effort
to give the Hirer notice and will refund any letting fees or charges
which the Hirer has paid to the YMCA for the booking or will,
alternatively, offer the hirer alternative facilities of a comparable
standard. In any event, the YMCA will be under no liability in respect
of any alteration, re-arrangement or cancellation of any booking other
than to refund the hire fees or charges. The YMCA reserve the right to
terminate a booking due to late or non-payment of invoices.
13. All bookings at NSCAV are the responsibility of the Hirer.
14. YMCA Newark & Sherwood Community and Activity Village accept
no liability for loss or damage however caused.
15. All groups using NSCAV will be required to become annual
members of YMCA Newark & Sherwood Community and Activity
Village. This enables access to the YMCA Newark & Sherwood
Community and Activity Village for bookings including the 3G Pitches
and Athletics Track & building. PLEASE ENSURE THAT ANY
EQUIPMENT BROUGHT INTO NSCAV IS FULLY INSURED AND IS NOT
LEFT UNATTENDED AT ANY TIME. By ticking 'yes' above, you are
agreeing to adhere to the Conditions of hire, FA Code of Conduct (if
applicable) laid out above, failure to adhere will result in the
termination of your booking.