Full page update on the 3rd of October 2025

Introduction

All Park Tennis venues managed by Elmbridge Borough Council are registered with the LTA. In addition to structured coaching packages, we offer General Hire Passes to support a wider range of community and recreational activities. These passes ensure fair and safe access for organised activities while supporting our commitment to safeguarding and LTA-aligned standards.

The General Hire Pass is suitable for:

• Filming purposes
• Girlguiding and Scout groups
• Non-tennis activities (e.g. PlayBall, Netball, Competitions)
• Organised group activities (tennis or non-tennis, paid or free)

Please Note: Only Esher Civic Centre – Court 1 is suitable for netball use. The tennis net must be removed and reinstalled after the session by the hirer.

General Hire Pass

Weekly hours: Up to 4 hours per week per site

Court Allocation: 1 court per site (unless approved otherwise in writing by the Council)

Pass Length: One-off event or agreed set of weeks

Rental Fee: £5 per hour per court 

How to apply: See instructions below

Court Usage:

• Subletting of court time is strictly prohibited
• Approved applicants are entitled to court time as per their agreement
• One court must always remain available for public use, unless the Council grants prior written permission

Supplementary Information:

• No court maintenance is required from applicants, this is managed by the Council.
• Applicants are expected to help maintain a tidy space by not leaving any rubbish.
• Claygate Netball run a training session at the Esher Civic Centre (Sunday afternoons)
• PlayBall sessions run at: Oatlands (Wednesdays, AM & PM) and Coronation Recreation Ground (Thursday mornings)
• Applicants must avoid scheduling during these times to ensure public access. Timetables can be requested.

Applications

Applications for sites will be reviewed on a first-come, first-served basis. Before applying, please review our full terms & conditions: https://clubspark.lta.org.uk/TennisInElmbridge/Coaching/HirePasses

Applications are based on quality and must include:

• Applicants should only bid for venues where they wish to provide their services/run their activity.
• An indication of which venue you are applying for.

• Dates and times required for your general hire. 
• Full details outlining the activity or coaching programme,.

• Proposed coaching timetable (if running a coaching acitivity)
• Coaches names to be included on the timetable for each session (if running a coaching activity).

• Venue risk assessment
• In-date insurance documents plus completed Insurance Schedule, click here to download
• In-date coaching accreditation/license certificates for all members of the coaching team (if coaching an activity).

• CV (if coaching an activity)
• References (if applicable)
• Completed Legal Declaration, click here to download

• Why should the Council work with you?

Important to note: The Council may request additional supporting documents during the review process.

Applications are to be submitted by email to parkstennis@elmbridge.gov.uk (any queries may also be sent to this email address). 

Important Application Guidance:

All applications are assessed based on the quality and completeness of the information provided. It is the applicant’s responsibility to ensure their submission is accurate, truthful, and thorough. Please be advised that incomplete, inaccurate or misleading applications will not be considered.

Please take the time to carefully review your application before submitting. If anything is unclear, the Council may follow up and request more information during the review process, but it remains the applicant's responsibility to provide correct and complete information from the outset.

Application Details 

• Apply at least 2–3 weeks before your intended start date
• Only complete and accurate applications will be considered
• General Hire Passes are awarded on a first-come, first-served basis
• Netball usage at Esher Civic Centre Court 1 involves extra setup and will be reviewed carefully
• By making an application, applicants are accepting the Council's outlined terms and conditions
• Applications are reviewed by the Council’s Tennis Development Officer and a member of the Leisure Services team

Application Review

• Approval of General Hire Passes is at the sole discretion of the Council and will be based on the quality of the application, how well it meets the eligibility criteria, and any previous history with the Council or past use of passes.
• Important: Applicants whose previous submissions were declined may not be considered for future applications. The Council reserves the right to take previous application history into account when reviewing new submissions.
• Please note: We do not accept resubmissions once an application has been scored and a final decision has been made. It is the applicant’s responsibility to ensure that all required documents are included and meet the necessary standard to support your application.
• Applications are assessed against a scoring framework. A minimum standard must be met in order to be considered. Meeting this threshold does not guarantee approval, as other factors such as previous conduct or strategic fit, may also be taken into account and the Council reserves the right to use discretion in making final decisions.

Approval is at the Council’s sole discretion, based on:

• Activity type
• Quality and completeness of application
• Impact on Parks Tennis members and coaching providers

Post-Approval Process

If your application is successful:

1. You’ll receive confirmation and an agreement to sign
2. An invoice will be issued by the Council’s Payments Team
3. Payment is required in advance

To raise your invoice, you must provide (on headed paper):

• Company name
• Invoice address
• Contact email and phone number
• VAT registration number (if applicable)
• Bank details
• Payment terms (days)

Questions

If you have any questions before submitting your application, please contact: parkstennis@elmbridge.gov.uk