Cumnock Juniors Community Enterprise
TownheadCommunity Sports Hub
Terms and Conditions of Hire
TownheadPark – General Terms of Use
1.Booking Procedures
1.1All 3G bookings must be confirmed by the following process:
The hirer must complete a Booking Application Form and a Terms and Conditions Form.Both forms must be then be emailed and will act as an electronic signature. The required Booking Application Form and Terms and Conditions Form must both be completed and returned before the date of the first hire.
Please note Block Bookings can only be made 21 days in advance.
Once the forms have been received staff will issue a confirmation email confirming your booking.
Block Bookings include 24 sessions. One session is classed as a 1 hour booking slot.
Exceptions will be made at the discretion of CJCE for one off events e.g. Tournaments which require advanced booking.
Match Days
1.2 Those teams associated with CJCE will be able to book from 9am each Mondayonwards for the forthcoming weekend. Teams not associated with CJCE will be able to book from Tuesday 9am onwards for the forthcoming weekend.
Emails issued before these times will not be considered. Hirers should email with a completed Booking Application Form and a Terms and Conditions Form.A booking is only confirmed on receipt of an email from .
2.Payment
2.1Block Bookings will be emailed an invoice on a monthly basis. If your details change, it is the Hirer’s responsibility to inform Cumnock Juniors Community Enterprise. Full payment must be met within 5 working days of receiving the relevant invoice. Failure to comply with the above will result in actions as mentioned in Section 3-Cancellation Policy.
2.2 Payment for one off or weekly booking must be paid in full no less than 48 hours prior to first use of the facility. Should a payment not be received prior to scheduled use, the Hirer will be refused access to the facility. No payments will be taken immediately prior to the use of the facility.
2.3 Match day bookings must be paid no later than 48 hours before the scheduled game.
2.4 Payment can be made by Credit/Debit card or BACS.
3. - Cancellation Fees
3.1To cancel a booking the hirer must email .
Cancel 48+ hours in advance and no charge will be made.
Cancel 25-48 hours prior to the booking, 50% of the normal rate will be charged.
Cancel within 24 hours prior to the booking, 100% of the normal rate will be charged.
3.2If a booking is cancelled within a week, three times in a six-month period; the booking will be placed under review by CJCE with the possibility of termination.
If a booking is cancelled within a week, five times in a twelve-month period, the booking will automatically be terminated.
3.3Due to adverse weather conditions such as snow or ice, all bookings will be cancelled by CJCE and no charge will be made to the hirer.
3.4CJCE reserves the right to refuse a booking without notice or to cancel this hiring agreement at any time.
3.5 Failure to pay an invoice within the terms stipulated may result in all future bookings being terminated.
4. Hirer’s Responsibilities
4.1 The Hirer shall ensure that the only footwear permitted for use on the 3G surface is multi-studded moulded boots andastro trainers. Under no circumstances will blades (including rubber ones) or metal studs be allowed on the 3G surface.
4.2 Goal Posts - Full Size Pitch (Full Size and Small Sided) Goals can be moved as required but must be done so in the correct manner. A minimum of two people must move the goal posts. The wheels must be slotted into the upright fixing positions prior to being moved. The goal posts must only be lifted by the handles fixed close to the wheels. The goal posts must be moved via the roller on the rear of the goal posts. The wheels must then be slotted back into their original positions once the goal posts are positioned.
Small sided goal posts – Must be lifted by the handles fixed close to the uprights and moved via the roller on the rear of the goal posts THE GOAL POSTS MUST NEVER BE DRAGGED ACROSS THE 3G ARTIFICAL GRASS SURFACE OR MOVED WITHOUT ENGAGING AND DISENGAGING THE WHEELS
If you are unsure on any of the above information please do not hesitate to contact the Site Attendant who will arrange for you to be shown how to engage and disengage the wheels on the goal posts.
4.3 The Hirer will be responsible for supervising the behaviour of persons using the premises and must ensure that all players / participants wear appropriate shin guards / pads.
4.4 At the end of the hiring, the Hirer shall be responsible for leaving the premises in a clean and tidy condition, with any equipment temporarily removed from their usual positions properly replaced under supervision from the site attendant. If you find the pitch or changing rooms are not in the correct format on arrival, the hirer must contact a member of staff immediately. The member of staff will then contact the prior booking. CJCE has the right to cancel any future bookings after going through an internal review process under the following circumstances:
- If a booking is found to have left the facility in an incorrect state three times within six months; the booking will be placed under review by CJCE.
- If a booking is found to have left the 3G Pitch in an incorrect state five times within twelve months; the booking will be placed under review by CJCE.
- If a booking is found to have caused deliberate or accidental but avoidable damage to any of the facilities, the booking will be placed under review by CJCE.
4.5 In the event of the facility or any part thereof being rendered unfit for the use for which it has been hired, CJCE shall not be liable to the Hirer for any resulting loss.
4.6 In no circumstances will CJCE accept responsibility for the loss, theft, or damage of or to any goods or property of the Hirer or any visitor to the premises.
4.7 The Hirer shall not use the facilities for any purpose other than that described in the hiring agreement and shall not sub-let the premises. They shall not do, or bring onto the premises anything, which may endanger the premises or render invalid any insurance policies relating to the premises.
4.8 Each booking will have a maximum of 30 participants at any one time.
5.HEALTH & SAFETY – HIRER’S RESPONSIBILITIES
5.1The Event Organiser/Hirer has responsibility for the health and safety controls to protect the participants of the event. This includes risk assessment of, and providing, whatever first aid it deems appropriate to the nature of event; checking for any obstacles or hazards that present a safety risk to its participants and abiding by any conditions imposed by the Venue. This includes clearing and spillages.
5.2The Hirer should have necessary Public Liability Insurance minimum £5m.
5.3CJCE will undertake regular safety checks of the facility and it will be handed over for events in a safe condition.
5.4 CJCE will provide a first aid room and first aid kit. It will also provide equipment to clear any spillages, including blood.
5.5 Any accidents must be reported at the time of the incident to the Site Attendant in charge and an Incident Report completed. The Site Attendant can be contacted at any time during the hire period on mobile telephone number: 07738 321886. These forms should be completed by the hirer giving full, exact details of the accident and providing additional witness testimonies if deemed necessary. Please note that if there are subsequent developments e.g., the injured person receives hospital treatment related to the incidents, then this information must be emailed within 24 hours to the Secretary, Eric Bennett
5.6 The Hirer shall comply at all times with fore or other emergency procedures, drills, or as directed by venue staff.
6. ALCOHOL POLICY
CJCE does not encourage the supply or consumption of alcohol at any events. However, hirers can apply to have restricted supply of alcohol under their control. In these cases, the Hirer is responsible for any licenses required and for the good conduct of any participants.
7. CHILD PROTECTION AND VULNERABLE ADULTS
7.1 The hirer must ensure that they comply with and continue to comply with the requirements of the Protection of Vulnerable Groups (Scotland) Act 2007(“the PVG Act”). This is particularly relevant to any hire involving children and young people under the age of 18 years of age and/or vulnerable adults. All groups who cater for children or young people less than 18 years of age are legally required to have a child protection policy in place. All leaders, helpers and employees of the hirer that have regular unsupervised access to children must be checked through Disclosure Scotland. CJCE, prior to accepting your form or at any point during the course of the hire period, may require to see a copy of this policy and/or Disclosure Scotland certificates. Failure to comply with the Act may result in the termination of the hire and the hirer will be liable for any associated cancellation costs.
7.2 The hirer may have to register through an umbrella organisation to obtain disclosures. If you are unable to obtain an enhanced disclosure in terms of the Police Act 1997, you may be requested to complete an affidavit stating that you are not disqualified from working with children, and in such circumstances you will not be allowed to employ others on your behalf to assist or run sessions on your behalf. Should a signed affidavit be required then a witnessing signature will be required from a doctor, police officer, social worker or other suitable professional stating that they know you and to their knowledge the information provided is true.
7.3CJCE supports safe and supportive environments for children, young people and those working with them and to encourage this will make information available with regard to the Protection of Children (Scotland) Act 2003 and the hirer shall familiarise themselves and adhere to the terms of good practice, to parents/carers using our facilities and premises as well as to groups who provide these services.
7.4CJCE HEALTH & SAFETY POLICY is available for review on our website CJCE.co.uk.
8.COMMENTS/SUGGESTIONS AND COMPLAINTS
We welcome any observations or suggestions that can improve safety controls at the facility.
Any complaints relating to the 3G pitch and/or changing rooms should be made to
The initial response to complaints will be made within 48 hours. If any further action needs to be taken, or if you do not receive a response within 48 hours then please contact the Secretary,Mr Eric Bennett,
9.Declaration
I have read the Terms and Conditions of hire set out above and hereby agree to adhere to them at all times. Failures to comply with these terms and conditions or to inform Cumnock Juniors Community Enterprise of any failings will release the Enterprise from any liability that may be brought thereafter.
Print Name______
Organisation/Group______
Signature______
Date______