Booking Terms and Conditions of Leisure Facilities Hire
Quick Overview
- Contracts and payments are with and made to Neath Port Talbot County Borough Council and are arranged and collected on their behalf by Celtic Leisure.
- It is the responsibility of the Hirer to satisfy him/herself that the facility is suitable for the purpose of the hire
- Confirmation of booking is provided by CL Finance Department
- Subletting is not allowed without arrangement with Site Management.
- Overruns, damage caused may be subject to additional charges
- Cancellation request should be made at site, either by email or phone to one of the Facility Management Team
- Compliance – the hirer must report incidents and accidents to site management, follow instructions of the site staff, ensure sufficient insurance, comply with copyright legislation and ensure any required regulated licenses are in place during booked sessions,
- Photography and video recording are not permitted in changing rooms, toilets and interconnecting corridors. Photography and video recording is on a per session basis with the prior approval of the site management.
- Payments are at the start of the month in which the booked session occur is occurring.
- The Hirer confirms and agrees to these terms and conditions by attending and using the booked sessions at the establishment
The Detail
Definitions
“The Hirer” means the person or organisation hiring out part of the building or its facilities and (if not the same person) the person in charge at the booked period times. No person under the age of 18 years will be accepted as a hirer.
“Facilities” means the part of the Establishment that the booking takes place within.
“Booked Period” means the period on any day reserved for the hirer and includes preparation time and changeover of equipment. The Hirer must leave the facility area by the time the booking ends. When bookings are reviewed, there is no guarantee of the same time and place from one booked period to the next.
“Establishment” means the same physical location (centre) of facilities
“Session Bookings” means a recurring booking within the same financial year for a series for facility(ies) at an establishment
“One-Off Bookings” means a single booking (not part of a series) for facility(ies) at an establishment
“Financial Year” means the year beginning on 1st April in one year and ending on 31st March of the following year
“Site Management” means either the Facilities Manager or Assistant Manager
“Managers” means either the Facilities Manager, Assistant Manager or Duty Manager members of SLT or person duly authorised to act on their behalf
“SLT” means Senior Leadership Team
“CL” means Celtic Leisure
- Contract
Your contract is with Neath Port Talbot County Borough Council, Celtic Leisure (CL) as agent will collect the payments for the hire on behalf of the Neath Port Talbot County Borough Council. In these circumstances, the payments collected from you belong to the Neath Port Talbot County Borough Council and not Celtic Leisure.More details about this can be found at https://celticleisure.org/2026/03/16/hirer-agency-model/ - Hire
All Hirers wishing to book facilities at Celtic Leisure (CL) must agree to accept the current terms and conditions of Leisure Facilities hire as detailed below. These terms and conditions are subject to change at any time.BACS (Bank Transfer) is the preferred method of payment. Bank Details to make this payment can be found on Sales Invoices or Sales Acknowledgements provided by CL. - Overrunning of Hire Period
If, on the hire date it is determined between the Hirer and the Centre Management that the event will over-run past the agreed time, the Hirer will be liable to make an additional payment (calculated as every additional full quarter of an hour), prior to the agreed extension time. The decision to allow a booking to overrun will be at the discretion of the Manager on Duty. - Subletting
The Hirer may not sublet the facility or use of the centre booked for any purpose other than that arranged with the Site Management. Any attempt to do so will amount to a serious breach of this Agreement which will entitle CL to terminate the Agreement and cancel the hire without compensation to the Hirer. - Damage or Loss of Property
Unless caused by its own negligence CL accepts no liability for damage to, or loss of, any property or articles or things whatsoever, placed or left in the establishment or any part thereof, by an organisation, or member of any organisation, or any individual attending an event. - Damage Caused
The Hirer shall on demand pay to CL, the reasonable amount incurred by CL in repairing or replacing as appropriate and may also be charged an administration fee of 10% of the repair or replacement cost, any damage to the fixtures, fittings, apparatus, equipment, furniture, or other contents thereof, by a person participating at the invitation of the Organisation in the use of the facilities or premises (fair wear and tear excluded). CL whose decision shall be final shall certify the amount of such damage. - Confirmation of Booking
Available slots and booking information are provided on a PROVISIONAL basis only – your booking will be confirmed in writing by CL’s Finance Department. All bookings remain unconfirmed until the customer receives the sales acknowledgement and CL receives the following documentation: - Insurance
It is advisable for the Hirer to take-out third-party liability insurance with an insurance company of repute, to cover loss of or damage to property (whether the CL’s or belonging to an individual) and injury or death of any person caused by the Hirer’s negligence during the Hire or connection with it.The Hirer must satisfy themselves that the level of cover insured will protect them from any potential claim. Such cover would not normally be less than £5 million however it is for the Hirer to fix the amount of cover required.The Hirer is notified that the CL’s insurance does not extend to property brought onto the premises in connection with the Hire, in respect of fire, theft, loss or any other damage.
The Hirer should make separate insurance arrangements in respect of such matters.
CL reserves the right to require the Hirer to produce prior to the Hire a letter from the insurers stating such insurances is held as shall be deemed necessary by the Manager.
- First Aid Incident or Other Emergency Incident
In the event of an accident, incident and/or injury, the Hirer will at once alert a member of the staff of the Establishment, who will take the appropriate action.CL may require the Hirer to provide, at the Hirer’s cost, additional first aid cover; this must be provided by a recognised organisation, e.g. St Johns Ambulance, British Red Cross Society.All first aid treatments, incidents and emergencies must be recorded in accordance with CL’s current procedures.
- Infringement of Copyright
The Hirer shall indemnify and keep indemnified CL against all claims, legal fees, damages, demands, action and proceedings in respect of any infringement of copyrights, trademarks, or registered designs, intellectual copyrights by an unauthorised public performance or use of recording apparatus or contrivance at the establishment by the Hirer or their agent. - Regulated Entertainment
The Hirer shall not hold or permit to be held any Regulated Entertainment on the premises during the Hire, other than one which is permitted by law (and licensed if the law requires) and has the prior written permission of the Site Management. The Hirer will be responsible for all licensing costs arising from the Regulated Entertainment.
Music
If the hirer is playing their own music, then they must have their own PPL Licence. The facility does not provide cover for this. - Photographs and Video Recording for Hirers Own Use
Photography and video recording are not permitted in changing rooms, toilets and interconnecting corridors.CL believes that in a sporting environment involving children or vulnerable people photography and video recording are not usually appropriate.
The filming/broadcasting at the establishment is permitted subject to approval by the Site Management 14 days in advance of the booking which filming will occur at.
Permission is required for each booking session that filming and/or photography is to be undertaken.
All establishment requirements for the photography and/or filming must be adhered to and any breach of these may result of removal of permission for this and subsequent bookings where filming and/or photography has been granted permission.
Hirers will maintain their own photography policy and have systems in place to protect children and vulnerable people.
Hirers are requested to bring to the attention of the Managers any photography which is unauthorised in their opinion.
Hirers are requested to take account of the preferences of other customers and staff when taking photos.
- DBS and Safeguarding Policies
All hirers of the facilities will be required to produce evidence, if requested, of suitable qualifications and DBS disclosures. Hirers must also evidence their own safeguarding policy (to cover children and vulnerable adults) if requested, which must also clearly identify the designated lead for safeguarding. By accepting these terms and conditions, the Hirer is declaring that such certification is in place and up to date. - Compliance with instructions, NOP and EAP
Any persons using the premises must comply with all reasonable instructions and requests of the Managers or other employee of the establishment and follow Normal Operating Procedures and Emergency Action Plans appropriate to the hirer’s activity. - Paymentsi. Payment Frequency
a. Session Bookings
These are due each month at the start of the month in which the bookings occurs
b. One Off Bookings
A deposit (see Deposits for more details). Full payment of the booking is required with 7 days of the booking occurring.ii. Payment Methods
Details of how to pay are provided on Sales Invoices and Acknowledgements and must be followed to ensure correct allocation. Any failure in this they could result in incorrect allocation will be the Hirer’s responsibility to prove to CL’s satisfaction that the payment was made and its correct allocation.iii. Deposits
For One-off bookings a deposit of £100 will be required (see cancellations for any refunds) which will be offset against your total hire cost. - Debts or Arrears
Hirers who fall into arrears maybe be denied access to the relevant booked facility as well as other CL facilities and/or establishments and may not be offered any further bookings until the debt is clearer. - Suitability of Facilities
It is the responsibility of the Hirer to satisfy him/herself that the facility is suitable for the purpose of the hire, and CL will not be liable in the event that the facility, or any part of it, is not suitable for the Hirer’s purpose, unless due to equipment, which has been pre-booked not being made available on the day of the booking. - Cancellations and Refunds
Cancellation request should be made at site, either by email or phone to one of the Facility Management Team.VAT status of the whole booking might be affected if cancelling one of a session of bookings. See VAT Status of Bookings for more information.i. One Off Bookings
0-14 days before the booking 0% refund
15-28 days before the booking 50% refund
More than 28 days before the booking Deposit retained or 10% whichever is the lowerii. Session Bookings
To obtain a full refund, cancellation of a booking must take place 7 days prior to the event. Cancellations of less than 7 days will be subject to a 50% charge of the full hire rate for the cancelled session. - VAT Status of Bookings
Unless meeting either 16i or 16ii then the booking will either be standard rate or non-business rate treatment for VAT of the bookingi. Exempt VAT Status for Session BookingsFor a booking made for a series of lets (sessions) to be VAT exempt it must adhere to all of the following:
· The booking must be for at least 10 sessions
· Each session is for the same sport or activity
· Each session is in the same place (different numbers of courts, pitches or lanes during the booking are permissible so long as it is at the same establishment).
· The interval between each session is at least 1 day (for an interval to be at least 1 day, 24 hours must elapse between the start of each session) but note more than 14 days. (The duration of the sessions may be varied. 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 of the fact. (Provision for a refund given by CL in the event of the unforeseen non-availability of their facility would not affect this condition.)
· The facilities are let out to a school, club, association or an organisation representing affiliated clubs or constituent associations, such as a local league.
· The person that the facilities are let to has exclusive use of them during the sessions.
· Completion of the CL Booking for Leisure Facilities Hire Confirmation Form for each financial yearii. Exempt VAT status for One Off Bookings
For a one-off booking to be VAT exempt it must adhere to all of the following:
· More than 24 hours to the same person
· Exclusive use of facilities throughout the booking - Acceptance of these Terms
The Hirer confirms and agrees to these terms and conditions by attending and using the booked sessions at the establishment. - Legal
These terms and conditions shall be governed by and construed in accordance with law in England and Wales including in relation to contractual disputes and all parties agree to the non-exclusive jurisdiction of the courts in England and Wales.Should any part of this cancellation policy be affected by changes to legislation, only the specific section impacted will be amended or invalidated. All remaining terms and conditions will continue to apply in full, unaffected and enforceable
