Westside Lawn Tennis Club

Westside Lawn Tennis Club: Terms and Conditions of Membership

By becoming a member of Westside Lawn Tennis Club you agree to abide by the following rules and guidelines:

1.Dress Code

Clothing of any colour is permitted, provided it is recognised tennis apparel. Socks must be predominantly white, and only regulation tennis shoes may be worn. Vests (of any colour) basketballand football shirts are not permitted.

2.Visitors Fees

Guests of members are welcome on payment of the relevant visitor’s fee. Fees are £5 for those aged over 18, and £3 for those aged 18 and under. No person may play as a visitor more than 8 times in a year (maximum of 4 visits during the winter and 4 visits during the summer). A member can bring up to three guests on any day for the purpose of playing tennis, except Saturday, Sunday and Bank Holidays when you can only bring one. Ideally members should avoid bringing guests during busy periods e.g. social tennis times or when matches are being played. Members should ensure that their guests are attired in accordance with the club dress code, have entered the visitor’s details (and their own) into the visitors book (which can be found at the bar) and ensure their guest fee is paid before playing.

3.Court Bookings

We do not have a court booking systemother than for recognised matches and competitions (e.g. league matches, Surrey LTA, club champs, box leagues, team practices) and for the courts with floodlights in the evenings - see point 4 below). During the day, courts are allocated on a first-come, first served basis but you should never have to wait more than 15 minutes for a court at any time except during the peak summer months. If you have been on court for over 90 minutes and there are people waiting it would be appreciated if you could vacate your court to allow others to play. In the case of bad weather and some courts being out of action, the allocation of courts for set groups (coaching, social) will be pro-rated as applicable.

Please note the following categories have priority over private use of the courts:

1. Team matches; these usually take place on a Sunday or midweek morning, though can take place anytime including afternoons & evenings.
2. Social tennis during published social tennis sessions, though if there are spare courts then they can be used for private games. If you do start playing a private game, and the courts are then needed for social tennis, members and their guests will be expected to mix in (if they so desire).
3. Team practices, these are usually held in the evenings outside of social tennis hours.
4. Box league, club champs and Surrey LTA competitions (though members are encouraged to book these at less busy times).
5. The coaching department, which is allotted a number of courts each day dependent on the time of day and season.

4.Weekend Check-In

On arrival all members must check-in with the member of staff on duty. The duty staff member will then allocate the players to a court. If you are unsure of who is on duty please refer to the whiteboard, the manager or bar staff.

5.Floodlights

Floodlights are charged at £4 per hour. Please notify the bar staff when you wish to go on a floodlit court and they will turn the lights on. Please ensure that you pay for the lights before leaving.

6.Club House and Bar/Tea Bar Opening Times

The club house is open from 0845 to 2230 on Monday to Thursdays, and 0845 to 2030 on Fridays, Saturdays and Sundays. The tea bar is open every day from 0900 to 1800, and the bar is open every day from 1100 to club house closing time.

7.Social Club Tennis (organised) and Improver Groups

Social Club Tennis: Saturday and Sunday afternoons from 2pm to 5pm and Tuesday and Thursday evenings from 7pm to 9.30pm.Members are expected to mix in. There is also Social tennis on Monday, Wednesday and Friday mornings from 9.30 a.m. to 11.00 a.m. All members attending Social tennis are expected to bring with them on court at least three tennis balls in good condition.

After each set of Doubles (tie break at 6-all), players must come off and make up into another four before going back on again.Singles may be played if there are free courts but members and their guests must be willing to play doubles with anyone who wishes to join them, or yield the court to a foursome if no other courts are available.

Improver groups: these are run by one of our coaches at 11am on Mondays and 1pm on Saturday afternoons. Intermediate group sessions are at 9.30am on Tuesdays and fortnightly drills at 7pm. Cardio tennis is 9am on Wednesdays (a nominal fee is charged per session).

8.Parking

Due to the shortage of parking within the club grounds please ensure your car is within the demarcated spaces. Members with very large cars/4x4s are requested to park in the road if the club and car parking area is busy.

9.Tennis etiquette

At all times, members and their guests are expected to observe the general principles of tennis etiquette, in particular respecting the privacy of neighbouring premises, avoiding foul and abusive language during play, and not walking across or behind a court or shouting across whilst a rally is in progress.

10. Membership Categories use of courts

• Full – daytime and evenings 7 days a week.
• Country – daytime and evenings 7 days a week (must reside more than 20 miles from Westside).
• 18 – 26 years old – daytime and evenings 7 days a week.
• Junior (aged between 9 – 17 years old) – daytime and evenings 7 days a week.
• 8 and Under– daytime and evenings 7 days a week.
• Five day - Monday to Friday excluding Bank Holidays.
• Off peak - Monday to Thursday to 6:00pm and Friday to 4.30pm (excluding Bank Holidays)
• Social - non-playing membership - allows use of club facilities and attendance of social events.

11. Family Discount

Families of 3 members joining or renewing at the same time receive a 5% discount, Families of 4 or more joining or renewing receive a 10% discount. To receive the discount you must manually fill in subscription forms for each member of your family and pay at the bar in the clubhouse. This discount cannot be processed online, apologies for any inconvenience. Playing subscriptions only - Social members cannot be included in this offer.

12.Joining Fees

Joining fees are paid when signing up for your first year of membership. If you renew at the end of the season (before 30th April) for the following season (starts 1st May) then you do not need to pay the joining fee again. If however your membership lapses for 12 months or more you will be charged joining fees if you want to rejoin.

13.Late Fees

If you do not renew your subscription for the following season before 1st May then renewals done on or after 1st May will be charged a £20 late fee.

14. Supervision and Collection of Children

Please note that children under 12 should be supervised at all times whilst at the club, unless they are attending an organised coaching session or organised junior social tennis under the control of one of the Westside coaches. No ball games are allowed within the club house.

All parents are asked to please collect their children promptly after coaching sessions. Should you have any queries, please do not hesitate to contact us at the club. For any coaching information, please contact our Head Coach, Alison Taylor, on 020 8947 8796.

15. Safeguarding

Westside is committed to prioritising the well-being of all children and adults at risk, promoting safeguarding in our club at all times, including all programmes and events we run.

Anyone who is concerned about the well-being of a child/ adult at risk, or has a disclosure of abuse or neglect made to them must:

Contact details for reporting concerns

Reporting a concern forms are available in the Club house from the notice board and should be given to the Club Welfare Officer or Club Manager

Club Welfare Officer

Liza Roe - 07775 653025 -

Club Manager

Natalie Hostombe – 0208 9474987 -

LTA Safe and Inclusive Tennis Team

02084877000 /

(Monday to Friday, 9am to 5pm)

16. Recording and Publishing Images Policy

Parents, Carers and Spectators

a)Westside encourages parent, carers and spectators to use photographic equipment to capture their child or friend playing tennis to support and encourage their experience.

b)Parents, carers and other spectators are required to register at an event if they wish to use any photographic equipment. The event organiser will ask anyone not registered to stop using photographic equipment and delete any images that may have been taken.

c)If any parent, carer or spectator has concerns about inappropriate photography, this should be reported immediately to the event organiser, official or welfare officer, who will follow child protection procedures.

Professionals, Competition Organisers and Officials

d)The Club requests that you ensure that all parents, carers and spectators who want to use photographic equipment at an event are registered with you. If you wish to take photographs at an event or publish images following an event you must ensure you have consent from parents, carers or the individual (if over 18) prior to the event and that you are registered with the event organiser. If you see any individual taking photographs which you deem to be intrusive or inappropriate you must address this in line with the child protection procedures.

Children and Young People

e)It is okay for a photographer to take photos when you are on court, as long as your parent or carer has told the photographer it is alright. if you see someone taking photos or filming that makes you feel worried, tell your parent or carer, or the event organiser or welfare officer straight away.

Consent

f)If you wish to take photographs or recordings, prior to any event, you should ensure you have obtained consent from:

• The event organiser; and

• Parents, carers of all children involved.

g)In order to obtain consent you must explain why you are taking the images and what they will be used for. This ensures that parents or carers are giving informed consent. To achieve this it is strongly recommended they also sign the Media Consent Form.

Photographing and Recording

h)All children featured in photographs or recordings must be:

• Appropriately dressed with clothing covering their torso from their neck to thighs, e.g. a t-shirt and shorts or skirt;

• Featured with people engaging in tennis;

• Recorded in groups with other children or adults where possible; and

• Representative of the diversity across tennis, with regard to age, gender, ethnicity and disability.

i)Any inappropriate use of images should be reported to the Club Welfare Officer, LTA Safeguarding Team and the Police.

Photographing and Recording in Public Spaces

j)There is no law specifically prohibiting the photography of individuals (including children) in public places. Subject to the below, individuals are permitted to:

• take photos of children without the consent of the parents/legal guardians, using a normal lens; and

• keep photos taken, however, if the person wishes to publish a recognisable image of the child, they are required to gain consent from the parents/legal guardian.

k)This is permitted, provided the behaviour does not amount to harassment or a breach of privacy. Whether the behaviour amounts to harassment or a breach of privacy will depend on the facts in each case.

l)In practice, you might not want to get into whether there has been a breach of privacy or if the conduct amounted to harassment. If an individual is taking photographs in a public space and this is making the children, coach or parents uncomfortable, it is best to approach the photographer and politely request they stop taking photographs and remind them they are required to gain consent from parents if they wish to publish any photos.

NB: If the photographer has a long lens, they should be informed they are not allowed to use this when taking photos of people in public spaces.

Publishing Images

m)Remember to give adequate thought to the selection of images in publicity material both printed and web-based. Where possible, use a technique such as “watermarking” on the images.

All children featured can only be:

• Identified using their first name, although it is preferable that their name is not given;

• Printed or uploaded with written consent from parents/carers; and

• Shown engaging in tennis activities.

n)For your safety it is recommended that you avoid the following:

• Images of children and young people on their own;

• Images of children and young people outside a tennis environment;

• Streaming any content directly to a website; and

• Using any images for which you have not obtained consent (please use the Media Consent Form).

o)Please be aware, coaches, teachers and others may use video equipment as a legitimate coaching method. Tennis players and their parents or carers should be made aware this forms part of the tennis programme and that any recording will be destroyed after use.

Remember it is the responsibility of ALL adults to safeguard children in sport

17.Social Media and Advertising

Westside LTC reserve the right to take photographs at the Club, at Club events (on or off the premises) or at externaltournaments and use the images on social media, the Club website and for advertising purposes. By becoming a member you consent to you image being used for these purposes. We will not publish your subscription photograph or share your images with any third parties. If you do not want us to use your image please inform the Club Manager.

18.British Tennis Membership

Members are encouraged to sign up to British Tennis Membership via the LTA website This is free and only takes a minute. In order to play team tennis, you will be required to have a BTM number and rating. Also the more members from Westside who ‘opt in’ to the ballot the more Wimbledon Championship tickets we will be allocated. If you are already a British Tennis Member, please update your details to indicate that you play at Westside LTC and ensure you opt in for the Wimbledon Ticket Ballot each year. If your membership has lapsed you will be removed from the ballot.

19.Dogs

Dogs are not allowed in the club house, except for guide dogs. Dogs must be kept on a lead when on club grounds. Dogs that are seen to be intimidating members will be asked to leave. Owners are responsible for ensuring any dog mess is collected and disposed of appropriately.

20.Clay courts

When using the clay courts it is essential that you pleasesweep the court after every sessionin order to maintain the best possible surface and prolong the life of the courts. You do not need to clean the lines after using the court however you may wish to do this before you play, this way it avoids some members having to do it twice if the previous players have neglected to do so.

21.Lost property

Please look after your belongings. If you accidentally leave something behind please collect it asap. Lost property is put on the shelves inside the club house, after a week it is moved to the cupboards in the middle of the club house, after another week it is disposed of. Westside LTC cannot be held responsible for any property lost, stolen or disposed of from the premises.

22.Social Events

Members are required to pay for social events when you sign up for them so that we can anticipate numbers and make provision for food, drink, staff etc. Failure to pay for an event before the deadline may mean that you will not be able to part.

Thank you for agreeing to abide by these terms and conditions, we hope you enjoy your membership.

Yours sincerely,

Natalie Hostombe

Club Manager