An Academy Trust Company No )

Transcription

1 An Academy Trust Company No ) Enfield Grammar School Partner Clubs Enfield GS is committed to supporting the development of football in Middlesex and increasing participation. We recognise that in order to grow the game clubs need access to low cost, high quality facilities. The new 3G artificial grass pitch gives us the opportunity to work more closely with local clubs and the Middlesex FA to encourage grassroots football. We are now offering all the clubs who use Enfield GS the chance to become a partner club and play a key role in promoting football in Middlesex. What being a Partner Club means Your club will be offered priority booking for vacant slots Your club will pay a reduced price for pitches Your commitment You will support Enfield GS to enforce the rules and code of conduct. You will report any players or teams who fail to comply with the rules or code of conduct You will be part of the Enfield GS User Steering Group and help us to deliver the football development plan As a minimum, you will be a partner for the next 2 years. Our Commitment We maintain the pitch to the highest possible standard and address any concerns or issues raised with us in a timely fashion We will notify you as early as possible should the pitch not be fit for use due to weather or any other circumstance. Becoming a Partner Club In order to become a partner your club must: have a constitution and hold an AGM have audited annual accounts be affiliated to the Middlesex FA, be FA Charter Standard (Club/Development/Community), or committed to achieving FA Charter Standard status within a timescale to be agreed with the Middlesex FA Raising Standards Officer. Partner Club Booking Requirements Our partner clubs will get priority access to make bookings, before they become available to the general public. Once accepted as a partner, the club must adhere to the following conditions: maintain up-to-date contact details for all their committee members provide a single address for billing have the ability to settle payments by BAC s or cheque.

2 VAT Exemptions Under HMRC rules we are required to charge VAT on pitch hire, and all our prices include VAT. There is an opportunity for clubs and regular hirers to opt for VAT Exemption, but to do this they must book and pay for at least 10 bookings in advance. HMRC rules state that, in order to be exempt from VAT the hire has to: Consist of a series of bookings of 10 or more sessions; Be for the same activity; Be held in the same place, although a different pitch, or different number of pitches is acceptable. The interval between each session is at least 1 day but not more than 14 days. The duration of the sessions may be varied; however there is no exception for intervals greater than 14 days through the closure of the facility for any reason. The series is to be paid for as a whole and there is written evidence to the fact. This must include evidence that payment is to be made in full whether or not the right to use the facility for any specific session is actually exercised. Provision for a refund given by the provider in the event of the unforeseen non-availability of their facility would not affect this condition, Let to a school, club, association or an organisation representing affiliated clubs or constituent associations, such as a local league. To take advantage of the VAT exempt rate, partner clubs must meet all of the above conditions. Please note that VAT exempt bookings cannot be amended or cancelled by your team, so all dates must be firm if you choose to take up this option. Rules and Code of Conduct for Use & Hire of AstroTurf Pitch 1. The only footwear permitted on the 3G surface is boots with moulded studs or astro turf specialist footwear. Screw-in studs, spiked footwear, blades or flat soled (e.g. trainers) are NOT acceptable. 2. Anyone found to be using non-permitted footwear will be asked to leave the pitch immediately until the correct footwear is worn. All club and group hirers must take appropriate measures to ensure that this requirement is enforced. Failure to comply may result in Enfield GS terminating your booking. 3. If inappropriate footwear is used, Enfield GS will undertake a pitch inspection immediately, and the club will be invoiced for any remedial repair work required to the 3G surface 4. Boots must be cleaned using the boot wipers provided before entering and leaving the pitch. 5. Spectators must remain outside of the playing surface at all times. 6. Arrival and departure times for pitch use should be strictly observed. Enfield GS expects all hirers to comply with their allocated booking time. 7. Clubs are responsible for the conduct of his/her members or players and must enforce FA Respect standards at all times. Foul language and offensive behaviour will not be tolerated. Failure to comply with Respect standards will result in the hirer/ players/spectators being requested to leave the site immediately and without recourse. 8. Players and their guests must treat fellow users and staff with courtesy and respect at all times. Physical intimidation or violence towards Enfield GS staff or fellow users is not acceptable and the perpetrators will be requested to leave the site immediately and without recourse.

3 9. In the event of intentional damage being caused to the pitch during a booking, the lead person responsible for hire may be held accountable for the cost of repair. 10. All additional facilities e.g. changing rooms must be respected and kept in good order. 11. Food, drink and chewing gum are strictly prohibited within the pitch area. Water bottles are permitted and should be removed after the session. 12. All litter, tape, plastic drink bottles and rubbish must be removed from the pitch and placed in the appropriate bin for recycling or disposable. Any discarded litter will incur a fine of 20 which will be collected from the 4 week deposit and notice of this will be given to the representative by the lettings manager. 13. Changing rooms are to be left in a clean and tidy condition. Furthermore, cans of drink or food waste, etc., must not be left on the playing surface/area. Litter bins are provided around the site or black bags are available if requested. 14. Use of video, photographic and mobile phone imaging equipment on the pitches is prohibited except where permission has been given by the school. 15. Enfield GS will not accept responsibility for any lost or stolen items. 16. Opening and closing times are displayed on the gate to the 3G, or are available from the Lettings Manager. All persons must vacate the site by closing times. The 3G is located in a residential area. Hirers shall respect the Schools neighbours and keep the noise levels down to a minimum, again, avoiding foul and abusive language. 17. Hirers are reminded that the 3G is situated on a school/educational campus and there are young children on site. Hirers must ensure that facilities are used in accordance with this Code of Conduct, and individuals accompanying or supporting the Hirer do not use foul or abusive language whilst using the 3G. 18. The sub-letting of the 3G is not permitted; all bookings are personal to the Hirer concerned. 19. No alcohol, smoking or animals (guide dogs exempt) shall be brought onto the grounds. 20. All bookings include a strict 5-minute change over period within the hiring period to set up/take down equipment, where appropriate. Players must exit the playing area immediately after collecting litter from the playing surface and surrounding side lines. If a fixture has been played, the hirer is responsible for the opponents litter. Any discarded litter will incur a fine of 20 which will be collected from the 4 week deposit and notice of this will be given to the representative by the lettings manager. 21. Spectators are not permitted to stand anywhere on the 3G surface at any time. Should they wish to spectate, they need to stand outside the perimeter fence of the pitch. 22. All Hirers wishing to book the 3G facilities for either sports matches or practice sessions are required to provide their own first aid equipment and qualified first aider. 23. Goals may only be moved once training has been given by the 3G manager. Failure to comply with any of the Rules, Code of Conduct or the Terms and Conditions of Use will result in the withdrawal of your booking. Terms and Conditions for hire of the 3G artificial grass pitch 1. Method of booking 1.1 The facilities may only be hired on completion of the official Booking Form and payment of the appropriate fee. 1.2 Bookings are not confirmed until a confirmation is issued. Once a booking is made the fee will become payable unless the booking is cancelled in accordance with the cancellation policy set out below. 2. Method of Payment or Fees 2.1 All hire fees are required to be paid in advance of the commencement of the booking. 2.2 The Application Form must be completed, detailing contact name(s), address(es), telephone number(s) both home, mobile and address(es) of the nominated Representative of the Hirer, and returned to the School, marked for the attention of The 3G

4 Lettings Manager, no later than 4 weeks in advance of booking commencement. The hirer will need to submit a cheque to the value of 4 weeks full hire this will serve as a deposit payment which will be immediately banked and will be used against the final block booking of the hiring period. The Lettings Manager may accept a booking made less than 4 weeks in advance at their discretion and on successful payment by card of the whole amount. Cash will not be accepted as payment for any booking. 2.3 The Application form will include details of weekly time slots; cost and duration of the booking contract; along with a completed direct debit mandate to include full details of Bank name, Address, Account name, Account sort code, Account number; and signed by hirer signatory. A 10 week invoice will be raised by the School on receipt of the completed Application Form and issued to the club representative in advance of the first booking. Invoices will be collected by Bacs collection on the 1st of the first month. It is the responsibility of the hirer representative for correspondence and to ensure adequate funds are available in the designated account to collect payment of invoices. Should the Hirer have any queries regarding the invoice, the Hirer must contact the Letting Manager immediately. 2.4 Contract bookings for 10 or more sessions are exempt from VAT. To qualify for the exemption, see above. 2.5 In the event that the Hirer wishes to cancel their contract, notice of the cancellation must be in writing, giving 3 months paid notice, to the Lettings Manager. The lettings manager will attempt to fill the vacating slots, and if successful, the full 3 month notice will not be required Payments for the whole period will be paid by the hirer whether the 3G is utilised or not. There will be a close down period of 23 rd December 2017 to 2 nd January 2018 inclusive Any Hirer failing to pay their invoice by the required deadline, as outlined in the Application form, will not be permitted to use the 3G pitch The 4 week paid deposit will be used against the final month s usage of the contract with any balance owing being collected by BACs in the final month. 3. Cancellations 3.1 Enfield GS reserves the right to cancel, transfer or alter any booking, if: i) in the opinion of Enfield GS, the facility or playing surface is in a hazardous condition; being repaired or not fit for play. In these cases, as much notice will be provided as possible, but circumstances could occur on the same day as a booking; or ii) payment for bookings is outstanding; or iii) Enfield GS determines that the facility is required for another purpose. In this case, Enfield GS will provide at least five (5) working days notice. 3.2 Cancellations by Hirers should be submitted to Enfield GS in writing ( is acceptable) no less than 72 hours (general bookings) or 14 days (larger events) prior to the booking, otherwise the full fee will be charged. 3.3 No refund of any deposit will be made for non-use of booked facilities, unless a booking is cancelled in writing at least 72 hours prior to the date the facility is originally booked for. 3.4 Pitches may not be sublet or reassigned to any other organisation or individual, without written permission from Enfield GS 4. The Hirer 4.1 The hirer shall be the person named on the booking form who shall be solely responsible for ensuring that their club, group or association comply with these conditions of hire (to include payment) and other directives given by Enfield GS. 4.2 The hirer shall ensure that all persons connected with the club, including spectators, parents, coaches, officials and their visitors will conduct themselves in a proper and correct manner with due consideration to other users and staff. 4.3 It is the responsibility of the hirer to ensure that anyone accompanying children (i.e. persons under 18) and vulnerable adults using Enfield GSs facilities comply with legislation governing the protection of such persons. It is the policy of Enfield GS to seek assurances of such compliance and accordingly it requires confirmation of the following:

5 a) That the Club or Organisation has a child protection policy; b) That appropriate DBS checks have been conducted in relation to all staff and/or volunteers accompanying children or vulnerable adults while on Enfield GS premises; and c) No persons whose checks indicate that he/she is unsuitable to work with children or vulnerable adults will be included in any activities taking place on Enfield GS premises. 5. Use of the facility 5.1 The hirer shall ensure that all persons connected with the club (including, but not limited to spectators, parents, coaches and officials) and their visitors comply with the rules and code of conduct 5.2 The hirer shall ensure that the facility and area booked is not used for any other purpose than football. 5.3 The hirer shall be liable and accept full responsibility for any injury, and costs of any damages to the facility / area hired (fair wear and tear accepted) which was a result of the hirer s booking. 5.4 A representative of the hirer must report to the reception before commencing the booking to inform staff you are on the premises 5.5 The hirer shall ensure that all kick off times are strictly adhered to and referees are advised accordingly. No extra time may be organised or played without prior approval and the pitch must be vacated five minutes before the end of the hire period. The next team playing has a right to expect to start at the allocated time. 5.6 The marking out of the 3G pitch for a game or training is pre designated by the markings sown within the synthetic surface (carpet). The hirer shall ensure that no additional demarcation of pitch is undertaken without the expressed permission of Enfield GS. 5.7 The hirer shall ensure that the only portable goalposts used are those supplied by Enfield GS and these are erected and anchored strictly in accordance with the recommendations of the Football Association and the manufacturers. 5.8 Any equipment used by the hirer must fully comply with FA and Sport England guidance. If the Enfield GS Facilities Management team have any concern with regard to any kit or equipment brought on to the site, it is at their absolute discretion to deny the hirer the use of said equipment. Failure to comply with any instruction to remove the equipment will result in the future bookings being cancelled. 5.9 Hirers failing to comply with any of these Regulations and conditions will be liable to forfeit use of the 3G on the following basis: a club may be excluded for the rest of the applicable season or for all future seasons; an individual or group of individuals may be excluded for a minimum of four (4) weeks or such longer period as the School deems appropriate; or permanently, at the absolute discretion of the School No equipment for hire will be available from the School or lettings manager. Storage of private sports clubs equipment is not permitted anywhere in the facilities Hirers with groups aged 16 and under will priority for times between 5 and 8pm. 8pm to 10pm will be for adults. 6. General regulations 6.1 Enfield GS reserves the right for its employees and agents to enter the facility during the hire period for any purpose connected with compliance with the conditions under the Health and Safety and Safety of Places of Sports Act. 6.2 Hirers must park in nearby carparks situated at Port Cullis Lodge, St Andrews Church or any designated bays. Do not: double park; park on yellow lines; or park in residential areas. Once again, please respect the privacy of the School s neighbours. Car parking is not available on the lower school at any time. 6.3 The display of advertising material, such as signs or banners is prohibited without prior written permission from Enfield GS. Enfield GS reserves the right to remove non-compliant signage. 6.4 The hirer must use the facility and its associated equipment in a safe and proper manner. At all times, the hirer must comply with signs or directions given by Enfield GS staff or any other persons authorised by Enfield GS.

6 6.5 The hirer must report any accidents, incidents or incident of damage to Reception immediately. 6.6 The Hirer will be responsible for any damage caused to the pitch, changing pavilion and surrounding fencing, either personally or by their members or by the members of the club or individuals against whom the Hirer is playing. 6.7 The Hirer may be charged additional fees if the use exceeds the booked time or if the facility requires additional cleaning, restoration, or repairs due to damage deemed by Enfield GS not to be fair wear and tear. 7. Insurance 7.1 The hirer shall indemnify Enfield GS against any loss claims or damages in respect of death or personal injury (other than death or personal injury caused by negligence of the Enfield GS, their servants or agents) and in respect of loss or damage to property arising out of the use of the facility by the hirer or its guests. 7.2 The hirer shall take out a third party public liability insurance policy for the sum of 5,000,000 against any such loss or damage arising out of this indemnity The hirer shall provide Enfield GS with a copy of such insurance if requested to do so. 8. Liability and Indemnity 8.1 Subject to 8.2 below, Enfield GS is not liable for: (i) the death of, or injury to the Hirer or any of its party and users of the facility; or (ii) damage to or theft of any possessions or any property of the Hirer or any of its party and users of the facility; or (iii) any losses, claims, demands, actions, proceedings, damages, costs or expenses or other liability incurred by the Hirer in respect of its use of the facility; or (iv) the acts or omissions of any other user of the facility. 8.2 Nothing in 8.1 shall limit or exclude the liability of Enfield GS for: (i) death or personal injury or damage to property caused by negligence on the part of Enfield GS or its employees or agents; or (ii) any matter in respect of which it would be unlawful for Enfield GS to exclude or restrict liability. 9. Rights 9.1 Enfield GS or its employees shall not be responsible for any activity of the Hirer at the premises unless it has accepted such responsibility in writing. 9.2 Enfield GS reserves the right to refuse an application for the hiring of the facility or an area within the facility, without being required to give any reason for such refusal. 9.3 Enfield GS may terminate or prohibit use of the facilities at its discretion without prior notice to the hirer. Credits will be exercised during the next booking period. If no booking had been made the Credits will be valid for the remainder of the applicable financial year. Credits are not given to Hirers who cancel their own bookings. 9.4 Enfield GS shall not be liable for any loss or expenditure incurred by the Hirer arising out of this clause. I am over 18 years of age and I formally accept the terms and conditions as stated above, on behalf of and duly authorised by Name of club/team/group. Name (print).. Signed Date.