Chapmans Green

Upon the written confirmation from Haringey Council or the Council’s Representative of the duly completed application form the Hirer shall be bound by and shall comply with the following Conditions of Hire. From the date of the booking to the conclusion of the hire, which shall include the discharge by the Hirer of any liability which shall fall upon him under the following conditions:

1. Application

The Hirer will need to complete and sign the application form prior to using any of the designated Sports Facilities. Neither the Council nor the Council’s representative accepts responsibility for the non- arrival, by the due date, of an application form / request in writing. The application form must be properly completed and submitted online, no later than the closing date given. The Hirer will be responsible for complying with all conditions and regulations and any instructions given by the Council or the Council’s representative. The hiring does not entitle the Hirer to use the hire venue or enter premises at any time other than the specified hours for which the facilities are hired. If the Hirer changes address prior to the date of hire, the Hirer must notify the Council or the Council’s representatives. The Council or the Council’s representative may refuse any application for hire without giving reasons.

The Hirer may also be able to contact the Council’s Representatives by email or phone to discuss their needs.

Under no circumstances is the Hirer permitted to sell any booking for any of the designated sports facilities on to a third party.  If this occurs, the Hirer may be prohibited from using the sports facilities.

2. Period of Hire

Designated sports facilities are available for hire throughout the year excluding days that have already been blocked by the Council or the Council’s representative.  For tennis courts, a Hirer can book up to three hours in any seven-day period.

3. Cancellations by the Hirer

A notice period of more than 24 hours is required for cancellation by the Hirer or for grass sports pitch bookings a minimum of   72 hours’ notice. Cancellations can be made by email or online. Neither the Council nor the Council’s representative accepts responsibility for the non-arrival, by the due date, of notices of cancellation. The Hirer is recommended to send an email to cancel, thereby having written proof of the cancellation. Where proper notification of a cancellation is given (in accordance with this para 3) a refund will be issued to the Hirer via the card used to book the court. The Council or the Council’s representative shall not be liable for any expenditure incurred or loss sustained directly or indirectly by the Hirer or any person whomsoever arising from any booking cancelled.

4.Cancellation by the Council

The Hirer shall be entitled to a credit should the Council declare any sports facilities unfit for use owing to adverse weather conditions, disrepair or unplayable surface.

The Council may refuse to allow the Hirer to use the sports facilities at its discretion. The Council reserves the right to cancel any booking made. This decision will be final. The Council or the Council’s representative shall not be liable for any expenditure incurred or loss sustained directly or indirectly by the Hirer or any person whomsoever arising from any booking cancelled by the Council.

5. Fees & Charges

Payments for one-off bookings must be made online via card payment prior to booking the court. For block bookings, payment must be made in full within 28 days of the invoice date.  Payments must be made with the payment options available on the invoice only.

6. Insurance & Compliance

Where groups or organisations are booking, the Hirer must provide a Public Liability Insurance Certificate with a limit of indemnity of no less than £5,000,000 (five million pounds) in respect of any one accident or series of accidents arising as a result of the event) by the deadline provided by the Council, failure to do so will result in the agreement being cancelled.

The Hirer must ensure that the organisation complies with all statutory obligations such as:

• Appropriate qualified staff member(s) for the activity
• Appropriate certified DBS checked staff when working with children & vulnerable adults
• Detailed risk assessments produced by the organisation
• Safeguarding policy (where applicable) This list is not exhaustive.

Haringey Council has the right to request proof of this documentation from any of the Hirers at any time.

7. Indemnity

The Hirer shall be liable for and shall indemnify the Council against any expenses liability claim or proceeding whatsoever arising under any statute or common law in respect of personal injury to or the death of any person whomsoever and damage whatsoever to any property real or personal insofar as such injury death or damage arising out of or caused by the use by the Hirer of the Pitches provided that the Hirer shall not be liable for injury death or damage resulting from the negligent acts of the Council, its servants or agents.

8. Damage & Loss

The Hirer shall ensure equipment at the Sports Facility or property belonging to the Council is left in a clean, tidy and orderly condition and shall take all reasonable care of and shall not allow or cause damage. Any defect identified or damage caused during the course of the hire must be brought to the attention of The Council. The cost of any damage not arising from any act or omission of the Council to the Sports Facility’s equipment or any other property belonging to the Council shall be borne by the Hirer. The Hirer shall pay to the Council on demand the cost of repairing and making good any such damage and/or replacing any such loss and the costs of hire or equipment whilst awaiting replacements.

9. Supervision

The Hirer shall be responsible for:

1. the administration, organising and the running of the event relating to the hire.
2. the supervision of all participants, officials and spectators.
3. ensure that the Sports Facility is left in a tidy condition and litter free.
4. ensuring that there are sufficient stewards and officials to fulfil these conditions

10. Personal Property

All properties and effects left at the Sports Facility and belonging to the Hirer or members of the hiring group will be left at the Hirer’s own risk. Such properties and effects must be removed at the conclusion of the hire period.

11. Sub-letting and Organised Coaching Sessions

The Hirer shall not cause or suffer the Sports Facility to be used for any purpose other than that for which it is hired. The Hirer shall not sub-let or assign the hire without the prior written consent of the Council or the Council’s representative.

Organised activities and coaching sessions are not allowed on courts unless permitted by Haringey Council and arranged through its processes.  Where the Hirer fails to adhere to this condition, they will receive an initial warning by email and if this is not complied with, they will be banned from hiring the courts.  

12. Accidents & First Aid

The Hirer shall ensure that there is available throughout the period of hire an adequate number of persons present who are competent and equipped to administer First Aid to any person sustaining personal injury during the event relating to the hire. Any accidents, near misses or incidents which occur during the booking must be reported to on-site staff or to the Council.

13. General Conditions

The Hirer is responsible and shall ensure the following conditions are observed:

1. grounds and facilities must be vacated no later than the hire times specified on the booking permit / confirmation (Hirers should set down at least 5 minutes prior to their booking ending to ensure they vacate promptly).
2. that equipment and property belonging to the Council at the Hire Facility (where applicable) are left in a clean, tidy and orderly condition and shall take reasonable care of and shall not allow or cause damage. This includes removing all rubbish, such as plastic bottles etc., from the hired area.
3. where there are no changing facilities at the Sports Facility, the Hirer and members of the hiring group shall be encouraged to change where they do not cause offence to other users or members of the public.
4. the Hirer shall ensure that no nuisance is caused to residents or other users of the Sports Facility, if any, during the period of hire and on arrival at or departure from the venue.
5. the Hirer shall not provide or arrange to have provided any refreshments or catering facilities at the Sports Facility except with the prior written approval of the Council, the Council’s representative and the approval of any concessionaire to whom the Council may have granted catering rights at the Sports Facility.
6. the Hirer shall not bring or allow to be brought onto the venue dangerous or hazardous substances
7.  the Hirer shall not sell or supply to other persons any goods of any description at the hired venue.
8. the televising, radio broadcasting or filming of an event shall not be permitted without prior written consent of the Council or the Council’s representative.
9. the Hirer shall comply with the byelaws, local rules and regulations
10. the Hirer is not permitted to bring alcohol into the grounds except where permission has been granted by the Council in writing and with the appropriate license
11. the Hirer shall ensure that no vehicles park in undesignated areas within the complex
12. no banners or other advertising on site is permitted unless permission is given in writing by the Council.
13. bookings are non-transferable and cannot be resold. Any attempt to resell or transfer a booking will result in the cancellation of the booking without a refund.

14. Litter

All litter must be cleared from the Sports Facility before vacating. It is the responsibility of the Hirer to advise their team members, visiting teams and spectators directly related to their event, not to leave litter within the park grounds or surrounding area. Should issues relating to litter be brought to the Council’s attention the Hirer will be required to pay the cost of removing and disposal of litter generated from the event. Hirers should also note that Council officers may issue Fixed Penalty Notices for litter offences and furthermore not permit the Hirer to hire the Sports Facility in the future.

15. Termination

The Council and its representative have the right to terminate, without notice, any hire where the Hirer has not provided a copy of their Public Liability Insurance or related compliance documentations as  required by clause 7 of these terms & conditions,  or not returned a signed copy of the Terms & Conditions of Hire of facilities or defaulted on the arrangement, or failed to pay the fees and charges within agreed payment terms.

The Council and its representative have the right to terminate without notice any hire that does not conform to the above Conditions or does not operate to the standards that, in the opinion of the Council or its representative officers, are safe and proper. The decision of the Council or its representative in this respect is final.