Terms & Conditions for Coaching and General Hire
Please read all sections carefully. By applying, you agree to the Council’s Terms & Conditions.
- Full page update on the 6th of October 2025
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
Coaching Packges
Each package includes the minimum programme requirements and 1 additional free hour per week (the "+1").
- Fee: £875 per year, per site
- Agreement: 1+2 year agreement
- Hours: 10 hours a week + 1 free community hour
- Upgrade: Allowed at any time; downgrade not permitted
- Other terms: minimum programme requirements, as listed
- Programme Allowance: 70% group sessions / 30% private lessons
- Application Basis: First come, first served (if criteria are met)
- Fee: £1,000 per year, per site
- Agreement: 1+2 year agreement
- Hours: 18 hours/week + 1 free community hour
- Other terms: minimum programme requirements, as listed
- Programme Allowance: 70% group sessions / 30% private lessons
- Upgrade: Pay the difference in the upgrade year; £1,000/year thereafter
- Application Basis: First come, first served (if criteria are met)
- Fee: £1,250 per year, per site
- Agreement: 1+2 year agreement
- Hours: 24 hours/week + 1 free community hour
- Other terms: minimum programme requirements, as listed
- Programme Allowance: 70% group sessions / 30% private lessons
- Upgrade: Pay the difference in the upgrade year; £1,250/year thereafter
- Application Basis: First come, first served (if criteria are met)
- Fee: £1,500 per year, per site
- Agreement: 1+2 year agreement
- Hours: 30 hours/week + 1 free community hour
- Other terms: minimum programme requirements, as listed
- Programme Allowance: 70% group sessions / 30% private lessons
- Upgrade: Pay the difference in the upgrade year; £1,500/year thereafter
- Application Basis: First come, first served (if criteria are met)
How to Apply
To apply for a General Hire Pass or Coaching Package, please refer to our full application pages, which includes all required information, documents and application steps.
Please note: By submitting an application, you are confirming that you have read and agree to the Terms & Conditions outlined on this page and elsewhere on our website.
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 Review Information
- Applications for sites will be reviewed on a first-come, first-served basis.
- Reviewed by: The Council’s Tennis Development Officer, a member of the Leisure Services Team and the LTA Development Partner (subject to availability)
- Successful applicants will: Be notified via email and they will receive an agreement to sign before invoiced (monthly or annually) and court access granted.
- Please note: All facilities are non-floodlit Park Tennis courts and the Council only permits one coaching provider per site (sites may also host other activities like Netball or PlayBall)
- Approval of coaching packages and 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.
- 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.
- 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.
- By submitting an application, you acknowledge and accept the Council’s terms and conditions as outlined on our website. If your application is successful, you also agree to comply with all terms and key performance indicators (KPIs) set out in the signed agreement.
- 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, impact on coaching providers and suitability of activity may also be taken into account and the Council reserves the right to use discretion in making final decisions.
Invoicing Details
To raise the invoice, successful applicants must provide the following on company-headed paper:
- Company name
- Invoice and email address
- Telephone number
- VAT registration number (if applicable)
- Bank details
- Payment terms (number of days)
Important Information
The Council reserves the right to refuse applications if:
- Application score is too low
- Previous breaches of Council agreements exist
- Coaching qualifications do not meet the minimum level
- Documents are missing, out of date, or lack sufficient detail
- Court hours or court usage exceed limits without permission
- Coaching package applications will not be accepted if the lead coach is not qualified to Level 3 or higher and does not hold a valid, in-date LTA Accreditation.
- 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.
The Council reserves the right to withdraw passes (no refund) if:
- Safeguarding concerns arise
- Invoices are not paid within 30 days
- Subletting or sharing of hours occurs
- KPIs or agreement terms are breached
- Floodlights are used without permission
- 1-1 coaching exceeds 30% of total hours
- Risk or Covid assessments are not followed
- Coaching is delivered by under-qualified staff
- Coaches are repeatedly no-shows (3+ missed bookings)
- Government or governing body guidance is not adhered to
- Containers or equipment are added without written approval
- Issues flagged by the Council are not resolved within a given timescale
- If any of the coaching team let their LTA Accreditation expire (Level 2 and above)
- A member’s pass is used for coaching or a non-recreational tennis play activity without permission
- Use of multiple courts or exceeding weekly court hours without prior written approval from the Council
- If one-to-one lessons are being delivered by coaches who are not qualified to Level 3 or above (i.e. Level 2 or below)
Questions
If you need further clarification, contact: parkstennis@elmbridge.gov.uk