Venue Hire Terms and Conditions

Duchy College – Tennis Court Hire

1. Definitions

  • “School” refers to Duchy College], including its staff and representatives.
  • “Hirer” refers to the individual or organisation booking the tennis court.
  • “Facility” refers to the tennis court and any agreed access areas.

2. Booking and Payment

  • All bookings must be made in advance via the school’s booking system or designated contact.
  • Full payment must be received prior to use unless otherwise agreed in writing.
  • Bookings are only confirmed once payment has been received.

3. Use of the Facility

  • The tennis court is available for recreational use only unless otherwise agreed.
  • Hirers must:
    • Use appropriate sports footwear.
    • Ensure all participants behave responsibly.
    • Leave the court in a clean and tidy condition.
  • The Hirer is responsible for all persons attending under their booking.

4. Access and Supervision

  • Access is limited to agreed times only during school holiday periods.
  • The Hirer must ensure appropriate supervision at all times.
  • Access to other parts of the school site is strictly prohibited unless agreed in advance.

5. Health and Safety

  • Hirers must comply with all health and safety instructions provided by the School.
  • The School accepts no responsibility for injury, loss, or damage unless caused by its negligence.
  • Any accidents, injuries, or damage must be reported immediately.
  • Our school operates a nut free policy. As such we please ask all external hirers not to bring nuts onto the school grounds.
  • Our school operates a smoke free policy. The use of all tobacco products, including electronic cigarettes and vapes is strictly prohibited on all school grounds.

 

6. Safeguarding

  • Where children (under 18) are involved:
    • The Hirer is responsible for safeguarding and supervision.
    • All relevant safeguarding policies and procedures must be followed.

7. Damage and Liability

  • The Hirer is liable for any damage caused to the facility or equipment during the hire period.
  • The School reserves the right to recover repair or replacement costs.

 

 

8. Cancellations and Refunds

  • Cancellations made:
    • More than 48 hours in advance: full refund (minus admin fee if applicable).
    • Less than 48 hours: no refund.
  • The School reserves the right to cancel bookings due to:
    • Adverse weather
    • Maintenance issues
    • Operational requirements
      In such cases, a full refund or rescheduling will be offered.

9. Behaviour and Conduct

  • The School operates a zero-tolerance policy towards:
    • Anti-social behaviour
    • Abuse (verbal or physical)
    • Alcohol or drug use on site
  • The School reserves the right to terminate hire immediately without refund if rules are breached.

10. Insurance

  • Hirers are advised to have appropriate public liability insurance where applicable.
  • Casual individual bookings are at the Hirer’s own risk.

11. Emergency Procedures

  • Hirers must familiarise themselves with emergency exits and procedures.
  • In case of emergency, contact emergency services first, then notify the School.

12. Amendments

  • The School reserves the right to amend these terms and conditions at any time.