Terms & Conditions for Coaching and General Hire
Please ensure you read all of the information on this page as by applying you are accepting our terms & conditions.
General Hire Pass
Weekly hours: maximum of 4 hours per week per site (Monday - Sunday inclusive)
No. of general hire courts: 1 court only per site unless prior written permission has been granted by the Council
Pass Length: by written agreement with the Council for a set number of weeks or one-off event
Rental Fee: £5.50 per hour per court
Coaching Packges
Maximum of 10 court hours per week per site plus 1-hour free community time per week
No. of coaching courts: 1 court must always be left free per site* unless prior written permission has been granted by the Council
Pass Length: 1 year plus 2 years
Rental Fee: £875 per year, per site
Applications Close: First come, first served if meet the requirements
Maximum of 18 court hours per week per site plus an additional 1-hour free community time per week
No. of coaching courts: 1 court must always be left free per site* unless prior written permission has been granted by the Council
Pass Length : As per the agreed contract term as set out in the original agreement. Unless otherwise agreed in writing between the Parties to the Agreement, there shall be no extension to this period.
Rental Fee: £1000 per year, per site
(if upgrading part way through a year you will be charged the difference for that year and then £1000 for the remaining years).
Applications Close: First come, first served if meet the requirements
Maximum of 24 court hours per week per site plus an additional 1-hour free community time per week
No. of coaching courts: 1 court must always be left free per site* unless prior written permission has been granted by the Council
Pass Length : As per the agreed contract term as set out in the original agreement. Unless otherwise agreed in writing between the Parties to the Agreement, there shall be no extension to this period.
Rental Fee: £1250 per year, per site
(if upgrading part way through a year you will be charged the difference for that year and then £1250 for the remaining years).
Applications Close: First come, first served if meet the requirements
Maximum of 30 hours per week per site plus 1-hour free community time per week
No. of coaching courts: 1 court must always be left free per site* unless with prior written permission of the Council
Pass Length : As per the agreed contract term. Unless otherwise agreed by the Parties in writing, there shall be no extension to this period.
Rental Fee: £1500 per year, per site
(if upgrading part way through a year you will be charged the difference for that year and then £1500 for the remaining years).
Applications Close: First come, first served if meet the requirements
How to Apply
To apply for any of the listed passes please email your application & the following required documents to parkstennis@elmbridge.gov.uk
- Applicants should only bid for passes and venues where they have the coaching staff to fully provide their services.
- An indication of which venue you are applying for.
- An indication of the pass you are applying for and the pass dates.
- Full details outlining the activity or coaching programme, including court hours.
- Proposed coaching timetable, showing 70% of groups & the free weekly community activity (coaching package & general hire pass if coaching an activity).
- Full details of the proposed free weekly activity, which will then be agreed with the Council (coaching package only).
- Coaches names to be included on the timetable for each session (coaching package only).
- Details on how players find and book onto groups/sessions (if applicable).
- Sample or screenshot of the booking form, depending on how players book (if applicable).
- In-date insurance documents and completed Insurance Schedule, click here to download
- In-date coaching accreditation/license certificates for all members of the coaching team (coaching package and general hire pass if coaching an activity).
- Community engagement proposal (if applicable).
- Ongoing communication with the Council outline (if applicable).
- CV (coaching package and general hire pass if coaching an activity)
- References (if applicable)
- Completed Legal Declaration, click here to download
- Why should the Council work with you?
- What future coaching opportunities have you identified to explore? (coaching package only)
Important to note: The Council may ask for additional documents or statements to support or clarify your application
Application Details
- Applicants are required to make themselves aware of all the information on this page
- By making an application, applicants are accepting the Council's outlined terms and conditions from our webpages and if successful includes the terms & KPI's listed in all agreements as well.
- General Hire Passes will be granted on a first come first served basis assuming the applicants meet all our terms.
- Coaching packages will be awarded on a first come first served basis assuming the applicants meet all of our terms.
- Applications will be reviewed by the Council’s Tennis Development Officer & another authorised member of the Council’s Leisure Services team. The LTA Development Partner will also review coaching applications.
- Successful applications will be notified by email and sent an agreement to sign before invoices are raised and court access is granted.
- The rental fees outlined for the General Hire Pass and Coaching Packages are for the rental and use of non-floodlit Park Tennis courts.
- The Leisure team will raise an invoice which will be sent out by the Council's payments team. Invoices will be raised monthly or annually as agreed and payable in advance or as agreed between the Council and the provider.
- To raise the invoice, successful applicants will need to provide the Council with the following on a company headed paper: company name, invoice address, email address, telephone number, VAT Reg number (if applicable), bank details & payment terms/days.
- Coaching passes will be granted to one tennis coaching provider per site; however, they may also be sharing the site with PlayBall or Netball for example.
- It is at the Council’s discretion to grant the coaching packages based on quality of the application, meeting the requirements listed on this page and any pervious history with coaching passes.
- It is at the Council’s discretion to grant the General Hire pass based on activity request, quality of application, impact with Parks Tennis members & impact with coaching providers.
The Council reserves the right to refuse a Pass or Package (Terms & Conditions):
- If any of the documents listed in the How to Apply section are not submitted
- If any further requested documents/statements to support or clarify application are not submitted
- If any of documents submitted do not provide enough detail or accurate details
- If any of the submitted documents are out of date - for example out of date insurance or out of date coaching licenses/accreditation
- If the applicant has a previous history of breaches of any of the Terms and Conditions of an agreement with the Council.
- If the timetable or details of the activity exceeds the maximum number of court hours allowed in the pass/package they are applying for.
- If the coach is not qualified to Level 3 or above (Level 2 coaches must be working under the umbrella of a Level 3 coach as part of their team), coaching package/pass.
The Council reserves the right to withdraw a Coaching Pass without refund (terms & conditions):
- If invoice payment has not been received from the coach within 30 days of submitting that invoice.
- If coaches without the qualifying coaching level (i.e. Level 2 and below) are running one-to-one lessons.
- If the applicant/pass holder is found to be subletting/sharing their hours.
- If the applicant/pass holder has booked courts but has been a no show 3 times (or 3 court hours).
- If there is a safeguarding concern, this will be reported through the correct safeguarding procedures.
- If the applicant/pass holder has not rectified any issues/problems highlighted to them by the Council by a given date / period or has already been issued a warning.
- If the applicant/pass holder is found to be using floodlights at the coaching site without prior written permission from the Council.
- If a coach is found to be primarily coaching private groups/1-2-1s that exceed 30% of their total weekly hours.
- If the applicant/pass holder has breached any Parks Tennis terms & conditions and/or from the signed agreement.
- If the applicant/pass holder is found to have added storage containers onto the coaching site without prior written permission from the Council.
- If the applicant/pass holder is in breach of their or the Council's risk assessment &/or covid assessments and guidelines.
- If the applicant/pass holder has previously breached the Park Tennis Pass terms or any other Council agreement terms.
- If the applicant/pass holder is in breach of any guidance set out by the Council &/or the Government or relevant governing body.
- If the applicant/pass holder is using more than 1 court without written permission or has exceeded their allotted weekly court hours without the Council’s prior written consent.
- If the applicant/pass holder is not meeting the KPI's outlined in the signed agreement having been asked to rectify the issue/problem or has already been issued a warning.
- If Government or Council or governing body guidance changes and the applicant/pass holder has not updated their service to meet the new guidance.
- If the applicant/pass holder/coaching team is found to be using a member's recreation pass for coaching or running their activity without prior written permission from the Council.
- If the applicant/pass holder/coaching team is in breach of the coaching package or general hire agreements or any other related terms and conditions.