MELKSHAM WTIHOUT PARISH COUNCIL

BOWERHILL JUBILEE SPORTS FIELD & PAVILION

TERMS & CONDITIONS

  1. Booking

Applicants for the hire of the playing fields and/or pavilion must complete a booking form. Booking forms are available from the Parish Council Office, via email or on the Council website

All telephone bookings must be confirmed in writing or by email.

  1. Scale of Charges

The charges are those applicable at the proposed date of hiring and are attached.

A deposit of £300 per club will be required at the commencement of each season. This deposit will be carried over to the next season, unless otherwise requested.

A deposit of £10 per adhoc booking will be required before the hire session, to accompany the booking form.

Junior and Youth teams are those under 18 years of age.

  1. Payment

i)Single bookings should be paid prior to day or hire (ahead of use), unless agreed with the Clerk.

ii)Multiple bookings should be paid on receipt of an invoice within 30 days unless otherwise agreed with the Clerk.

iii)Settlement of the hire charge can be made by paying by:

a)Cheque: To be made payable to Melksham Without Parish Council OR

b)Cash at the Council Offices (open Monday & Thursday 9.30am to 3pm)

  1. Cancellations

Cancellations received one week prior to the match will receive a full refund of the booking fee. Cancellations received prior to 9.00am on the day before a match for a Monday-Saturday booking and 5.00pm on a Friday for a Sunday and bank holiday booking, will receive 50% refund of the booking fee, whereas notifications received after this time will be subject to payment of the full fee. Cancellations must be made by email to: with a copy to:

  1. Special Conditions:

All lettings are subject to the following conditions.

a)The hirer will at all times take responsibility for the care of the pitches hired and of the changing rooms.

b)Melksham Without Parish Council may, at its discretion, cancel the booking affected (upon refund of the fee) if in their opinion, or that of their officers, the pitch is not usable due to weather conditions or otherwise, without an unacceptable risk of damage. Melksham Without Parish Council will normally give 12-24 hours notice of cancellation.

If a cancellation is not made and weather conditionsadversely change at short notice, i.e. on the day of booking, Melksham Without Parish Council reserves the right to cancel the booking (upon refund of the fee).

On the day of the booking the appointed Match Referee will make the final decision as to whether the pitch is usable; and the Hirers must abide by the Referee’s decision.

c)Melksham Without Parish Council accepts no responsibility for damage or loss of property or for the death or injury to a person which occurs either during the hire period or subsequently, if by reason of the hiring; except where such death, injury or loss is due solely to the negligence of the Council or anyone authorised on its behalf.

d)All passageways and exits to which the public have access shall be kept free from obstruction at all times.Please note that the double gates on Lancaster Road are used for access by emergency vehicles to the field, which is also used by the Air Ambulance on occasion for helicopter landings (NB:additional gate keys are held in the Bowerhill Industrial Estate Security Hut for emergency use only).

e)No item of flammable or explosive nature or any article producing an offensive smell, or any oil, electric, gas or other engine shall be brought into the changing rooms.

f)The hirer is responsible for own and visiting opposition changing rooms. Changing rooms used should be left in a clean and tidy condition and should be swept after use with the brushes provided. All bottles, cans and litter should be removed from the Playing Field and Pavilion or left in the litter bins provided. Should it be necessary for Melksham Without Parish Council staff to undertake additional regular cleaning of the changing rooms or to pick up litter from the football pitches then teams will be billed for this service.

g)Hirers must ensure that the following conditions are strictly observed:

i) No smoking anywhere within the Pavilion building or on the Verandah.

ii) All studded footwear should be removed before entering the

building.

iii)Mud from boots must be cleaned off outside the Pavilion and under no circumstances should boots be cleaned in any sink, basin or shower.

iv) No offensive items/weapons should be brought to Bowerhill Jubilee Sports Field and Pavilion at any time.

  1. Orderly Conduct:

Hirers shall be responsible from the maintenance of good order at all times during the letting period.

Hirers should not cause nuisance, including offensive language, to Melksham Without Parish Council staff, officials, and other users and to residents in neighbouring properties.

7. Damage to Council Property

The hirer will, on demand, pay Melksham Without Parish Council, the cost to repair, replace or clean any Council property which has been directly damaged by any actions of their member(s), associated members or visiting opposition.

  1. Indemnity

The hirer will indemnify Melksham Without Parish Council in respect of any liability, which it may have howsoever arising from the hirer’s use of the facilities.

The hirer agrees that in using the facilities it does so entirely at its own and at its members’ risks and that the hirer and its members will have no claim against Melksham Without Parish Council in respect of any loss, injury or damage sustained by the hirer or its members howsoever arising from such use.

The hirer shall maintain a policy of Public Liability insurance in the minimum sum of £5 Million in respect of any one incident. At the time of booking the hirer will produce a certified copy of its Public Liability insurance to give satisfactory evidence that the premium has been paid and is up to date.

  1. Lost Property

Melksham Without Parish Council accepts no responsibility for any articles or property lost during hiring the playing fields or Pavilion.

  1. Right to Refuse Admission

Melksham Without Parish Council reserves the right t refuse an application to hirers without stating the reasons.

11.Failure to Observe Conditions

In the event of the hirer failing to observe the conditions of hiring, the Parish Council may, without notice, terminate the hirer’s rights under the agreement.

This termination shall not release hirers from their obligations under the original agreement. The Council shall be entitled to retain monies paid (e.g. deposit) and to collect payment of any balance outstanding.

  1. Interpretation
  2. Melksham Without Parish Council’s decision as to the interpretation of these conditions shall be final.
  3. Melksham Without Parish Council reserves the right to vary or amend the foregoing conditions on giving to the hirer not less than 48 hours notice in writing.

Signed: ______

Name: (PLEASE PRINT) ______

Date: ______

On behalf of: ______

Address: ______

Please retain one copy of these terms and conditions and sign and return one copy to:

Melksham Without Parish Council, First Floor, Crown Chambers, 7 Market Place,

Melksham, Wiltshire, SN12 6ES

Tel: 01225 705700 Email: