Commercial hire services Bookings contract Agency

1 Types of Hire

1.1 These terms shall govern the hire of the space and should have a fixed price for the hire of that space and not be costed by the number of customers who use said space. This could include (i) sports halls (ii) fields, courts, pitches, pools; (iii) meeting rooms, balconies and (iv) any other facilities within or around Our premises as amended from time to time.

1.2 A “Block Booking” is a commitment to hire of a space at a centre for 10 weeks of the year or more. Customers who only book a few bookings across the year will be counted as One-off Event bookings.

1.3 A “One-Off Event Booking” is categorised as an event that cannot be booked by a member or casual user through the app or in centres. It is usually of high fee value.

1.4 A ‘School Swimming Booking’ is a commitment to the hire of the space plus the hire of swimming staff. However, it is accepted that local contracts may have some variations.

1.5 A new Block Booking or One-off Event Booking can be booked at any time that the space has not already been blocked out by a member or activity.

2 Definitions

2.1 “Attendee” or “Attendees” means any person or persons attending a Booking.

2.2 “Booking” means the period, sessions and session times which you wish to hire certain areas of the Centre as agreed by the parties pursuant to the Commercial Hire Services Booking Contract.

2.3 “Centre” means the recreation facility under the control of the Company as identified in the Application for Hire Form including its grounds, car parks and access roads.

2.4 “Company” means Places for People Leisure Limited, its subsidiary and associated companies and is also referred to by the words “we”, “us” or “our” in these terms.

2.5 “Commercial Hire Services Booking Contract” means the signed contract that may be varied in accordance with clause 5.

2.6 “Hire” means a license granted by Us to you for space.

2.7 “Hire Fee” means the fee payable, as detailed in the Commercial Hire Services Booking Contract that may be varied pursuant to these Terms, plus VAT (if applicable).

2.8 “Hirer” shall mean the person, or organisation, on whose behalf the contract is signed and is also referred to by the words “you” and “your”.

2.9 “Hire Period” means the time period detailed in the Commercial Hire Services Booking Contract.

2.10 “Manager” means the manager of the Centre.

2.11 “Terms” means these terms and conditions of Commercial Hire Services Booking Contract.

3 Hirer Responsibilities

3.1 You shall comply with the Terms until the end of the Commercial Hire Services Booking Contract.

3.2 You shall ensure that we have an up-to-date name, address, telephone numbers and e-mail address for the main contact for the Booking Contract. You shall notify us immediately should their contact details change. Failure to do so may result in us cancelling the said contract.

3.3 It is Your responsibility to ensure that any groups and voluntary organisations accompanying children and vulnerable adults, using the Facilities, comply with legislation governing the protection of such persons. You warrant and represent:

3.4 That appropriate Disclosure and Barring Service (DBS) checks have been conducted in relation to all staff and/or volunteers accompanying children or vulnerable adults while at Our Facilities and no person whose checks indicate they are unsuitable to work with children or vulnerable adults will be included in any activities taking place at Our Facilities.

3.5 All property belonging to You or Your visitors is brought onto the Facility entirely at Your own risk. Groups and voluntary organisations are responsible for the security of all property or valuable possessions brought onto the Facility and are advised to arrange separate insurances for such property and valuable possessions.

3.6 You will be responsible for meeting all reasonable removal and storage charges if items of property and belongings are left at the Facilities. We will not accept loss or damage for any items left as such. In any event we will not keep any items for longer than one (1) month from the date of the Booking, after which we will dispose of the items. You will be invoiced for any reasonable charges and costs incurred by Us for the removal of such items from Our Facilities.

3.7 You shall ensure that the hired part of the Centre is vacant, clean and clear from all Attendees’ property and litter prior to the end of each booked session.

3.8 Where you also hire or use any equipment pursuant to clauses 17 or 18, you shall be responsible for setting up and taking down the equipment during the Booking.

3.9 The rights granted to the hirer under these Terms in respect of any Booking are personal in nature and the parties do not intend to create any relationship of landlord and tenant, and you acknowledge that you are not entitled to exclusive possession of any part of the Centre and we may change the area of the Centre hired to you at any time.

3.10 Except where stated otherwise, no part or provision of these terms and conditions or the Commercial Hire Services Booking Contract give You or any Attendee any exclusive access rights to the space which has been booked.

4 Correspondence

4.1 All correspondence outside of our digital Commercial Hire Service Booking Contract process will be through email or phone with the member of staff who manages Commercial Hire Services at your Centre.

5 Booking Submissions

5.1 All Commercial Hire Service booking requests must be submitted to us at least 28 days before the date on which you want the first Booking to take place.

5.2 The decision to accept and confirm each Commercial Hire Service booking request shall be at our sole discretion and the booking request shall not be confirmed until the contract has been signed, and all documentation has been submitted.

5.3 Each Centre has limited availability. As such, we may refuse any Commercial Hire Service booking request or any request to change the current contract.

5.4 We reserve the right to verify or require proof of all information given to obtain a Commercial Hire Services Booking Contract. Any fraudulent or wrongful information given will result in contract cancellation.

5.5 If we are unable to accept a proposed booking request we may offer alternative dates, times or locations.

5.6 For the avoidance of doubt, any enquiries made by You or on Your behalf will not create a legally binding agreement between Us and You.

5.7 All Hire Booking requests received by Us will remain subject to the digital contract being signed which will incorporate these terms.

5.8 We reserve the right in Our absolute discretion, at any time, to refuse any Hire booking request, refuse admission to any person or organisation, or revoke any licence granted under these terms and conditions with immediate effect.

6 Payment - Invoicing

6.1 All Commercial Hire Services Bookings will be invoiced.

6.2 Commercial Hire Bookings must be paid for in advance of the Booking, unless we agree otherwise.

6.3 The Commercial Hire Service Booking contract will outline the total Hire Fee in relation to the Hire of the space.

6.4 Where You have paid a deposit in connection with Your booking, the balance will be due no later than 30 days before the Booking date, unless stated otherwise in your Commercial Hire Booking Contract. If You do not pay the Hire Booking Fees when they are due, We may charge interest on the amount unpaid at the rate of 4% per annum above the Bank of England base rate until payment in full is made.

6.5 Most customers who are schools, clubs, businesses or health and community hirers will be invoiced through Places for People Business World accounts.

6.6 All other customers will be invoiced through Places Leisure Gladstone Invoicing.

6.7 One-off events will be invoiced through Places Leisure Gladstone Invoicing unless the customer already has a Business World account.

6.8 All invoices, irrespective of invoice type, will be raised 30 days ahead of the first hire session, except school swimming which will be managed in accordance with local contract agreements.

6.9 First payment for sessions must be taken before the session is held.

6.10 Monthly Business World invoices must be paid in full before the first session.

6.11 Monthly Gladstone invoices can be paid in full before the first session or at least one week in advance for each session.

6.12 Failure to pay at least 7 days in advance will result in the session being cancelled and the space made available to members and casual users.

6.13 Any booking made within 7 days of the booking date should be paid at the time of booking.