The ARC AstroTurf Terms and Conditions of Bookings and Hire
- Conditions of Hire
1.01 This Conditions of Hire document forms the basis of an agreement between the Customer and The ARC.
1.02 The Customer’s booking request to The ARC signifies their acceptance in full of these Terms and Conditions.
- Definitions
2.01 “The ARC”, “Venue”, “Hired Area”, “Premises” and “Facility” refers to the entire premises and facilities of The ARC.
2.02 The “Customer” refers to the person/organiser or Group /School /Organisation /Club
/Charity/ Association/ Company responsible for the commissioning of and payment for the booking or series of bookings.
2.03 The “Board” and “Manager” refers to the Board of Management and Management Team running The ARC.
- The Customer
3.01 The customer must be 15 years of age or older to hire facilities at The ARC.
3.02 Exclusions to this clause may apply at the discretion of the Board, during periods of promotion that are specifically addressed to persons aged under 15 years.
3.03 Persons hiring the facility on behalf of others i.e., a limited company or other association, must have full authority to do so.
- Booking Application
4.01 The Customer must fully provide all information requested by The ARC to make a booking and agrees that any non-disclosure or materially misleading information given (accidental or otherwise) may render the booking and/or price quoted invalid.
4.02 Application for the hire of the venue or facilities for recurring group bookings must be made to a Manager.
4.03 All bookings will be confirmed to the Customer.
4.04 No event shall be publicly announced or advertised to take place on the premises until the booking has been confirmed by The ARC.
4.05 The Customer undertakes to notify The ARC in advance of any material changes to the booking.
4.06 The ARC reserves the right to refuse any booking application without giving any reason for such refusal.
- Booking Time
5.01 The booking time is to include time for any equipment to be set up, taken down or stored and the Customer shall take this into consideration when requesting a time slot for their booking.
5.02 There will be no admission to the hired area outside of the booking time.
5.03 Any extension to/over-run on the booking time will incur additional charges to the customer.
5.04 As a general rule bookings are made on the hour, but exceptions may apply by special request to the Manager.
5.05 Changes or extensions to the booking time may not be possible unless previously agreed in advance with The ARC.
- Charges and Payment
6.01 The ARC will provide the Customer with a complete breakdown of all charges and fees in relation to their booking.
6.02 Prices quoted include VAT.
6.03 Payments may be made by bank transfer, laser card or credit card. No deductions will be made from laser/credit cards without prior notice to the customer.
6.04 Full payment is required in advance of any booking.
6.05 Customers may not enter the hired area without having payment made in full of the hired charge and any other outstanding charges owed.
6.06 Credit is only available to the Customer at the discretion of the Financial Controller.
6.07 Payment is due for credit accounts within 30 days following the date of invoice. Credit may be withdrawn where an account falls outside the 30 days limit and full payment may be requested immediately.
6.08 It is the Customer’s responsibility to ensure they have been given a receipt and the correct change for all payments at the time of payment.
- Cancellation by the Customer
7.01 The customer will be liable to pay the total hire charge of the booking if the cancellation occurs less than 48 hours prior to the time of the booking. Exceptions to this will be allowed in the event of orange and red weather warnings, and for yellow weather warnings for U12 groups.
7.02 The Customer will be liable to pay the total hire charge of the booking for any non-attendance.
- Cancellation by The ARC
8.01 The ARC reserves the right to cancel or amend any booking for the purposes of maintenance and/or essential repair, in the event of adverse weather conditions or for any reason deemed necessary and shall in such instances, inform the Customer giving as much notice as possible.
8.02 The ARC reserves the right to refuse or cancel any booking which they consider likely to be in any way objectionable or detrimental to the hiring of facilities i.e., a nuisance or cause of interference to other users or neighbours of the ARC and shall not because of exercising this right, incur any liability for any consequential loss or expenses incurred by the Customer either directly or indirectly.
- Facility Hire and Use of Equipment belonging to The ARC
9.01 Facilities and equipment may only be used for the purpose for which they are designed, and it is the Customer’s responsibility to obtain the appropriate instruction from a member of The ARC staff before attempting to operate any equipment on the premises.
9.02 Customers must pay attention to specific rules concerning the use of the hired area and co-operate with instruction from The ARC staff at all times.
9.03 The Customer will be liable for any damage caused to any facilities, furniture, or equipment caused by their own acts or omissions or those of any member of their party including spectators.
9.04 The Customer shall report any damages or loss to The ARC immediately.
9.05 The Customer shall pay The ARC the cost of making good any such damage or loss.
9.06 Spectators are restricted to the designated viewing areas and are not permitted to enter onto the field of play.
9.07 The ARC will only permit the use of their inflatable equipment after the Customer has read and agreed to the terms of use for same.
9.08 Equipment belonging to The ARC may not be moved from its normal area of use without the consent of the Manager.
9.09 Equipment may not be removed from The ARC premises at any time.
9.10 The Customer will ensure that the premises are left in a tidy and orderly condition at the end of the period of hire and that any equipment used is returned to the equipment store.
9.11 All litter must be removed and/or placed in the bins provided at the end of every activity before vacating the hired area.
9.11 The Customer shall ensure that the premises are vacated by all participants and/or spectators by the time stated on the Booking.
- Equipment and Services brought in by the Customer
10.01 Only equipment that has been notified to The ARC in advance of any booking and authorised accordingly, may be brought on to the premises.
10.02 The Customer must ensure that all passageways, emergency exits, and emergency access and egress areas shall be kept free from obstruction at all times.
10.03 All items of equipment brought onto the premises must be fit for purpose and comply with any necessary regulations. The Customer must provide proof of such compliance to The ARC if requested.
10.04 Any externally arranged services by the Customer must be notified to The ARC at time of booking and must have
the prior consent of the Board. The Customer will indemnify The ARC against any liability or resultant cost.
- Set-Up
11.01 Any special set-up and/or equipment the customer would like to have for the booking, must be requested at time of booking – additional charges may apply.
11.02 No alterations shall be made to the arrangement of any of The ARC’s facilities and/or equipment without the previous approval of The ARC.
11.03 No decoration or notices (external or internal) shall be put up without the prior approval of The ARC.
- Photography and Recording Equipment
12.01 The Customer shall not take any photographs or permit any photographs to be taken on the premises unless the previous consent of the Board has been sought and obtained.
12.02 The Customer will not use equipment for the purpose of filming any activity or area of The ARC or its employees unless the previous consent of the Board has been sought and obtained.
12.03 In the event of such approval being given, only upon such terms and conditions as may be specified by the Board may the photographs be taken, or filming carried out and a member of The ARC staff will oversee such activities at all times.
- Consumption of Food and Beverages
13.01 No food or beverages may be brought into The ARC unless prior consent has been obtained.
13.02 Exclusions to this clause will apply to the consumption of water necessary for hydration during periods of activity.
13.03 Chewing gum is not permitted anywhere on the grounds of The ARC.
13.04 Smoking is not permitted anywhere on the grounds of The ARC.
13.05 Alcohol and any illegal substances may not be consumed on the premises.
13.06 Glass bottles/containers are not permitted anywhere on the grounds of The ARC.
- Use of Company Logo and Images of The ARC
14.01 The ARC’s name/logo may only be used in publicity once a proof of any promotional material has been approved by the Board.
14.02 Photographs and advertisements featuring or referring to The ARC, its logo, staff, premises, facilities, and any activities taking place on the premises may only be used with the consent of the Board.
- Child Protection and Safety
15.01 Where bookings for activities will involve or be undertaken by persons aged under 15 years, the Customer will provide the correct number of adult supervisors/trainers and ensure they are present on site during the said activity at all times.
15.02 The Customer shall provide The ARC with the name and contact details of their Child Protection Officer if requested.
15.03 Persons under 15 years of age must be actively supervised by the Customer at all times.
15.04 Persons under 15 years may not be on site unsupervised outside of the start and finish time of any booking.
15.05 Persons under 15 years must be collected promptly at the finish time of any booking and must be supervised by the Customer until such collection.
- Code of Conduct
16.01 The ARC’s Code of Conduct must be adhered to by the Customer at all times.
16.02 Any persons creating a disturbance, under the influence of drugs or alcohol, behaving in a disorderly manner or displaying or engaging in behaviour that is deemed inappropriate by The ARC, shall be asked to leave the premises immediately and may not be readmitted nor any refunds be made.
16.03 The ARC reserves the right to terminate any booking in such cases where the Code of Conduct is not being abided by and the customer may be summarily asked to leave, and no refunds shall be made.
- Car-Parking
17.01 For Group Bookings, the Customer will inform The ARC of the number of car-park spaces that are likely to be required during the time of their bookings and the mode of transport that will be used by members of their party including spectators.
17.02 The Customer will be aware that car park spaces at The ARC are limited and The ARC may not be able to cater for all the car-park spaces required by the Customer.
17.03 The Customer will ensure that all members of their party including spectators, will abide by the instructions given by The ARC staff in relation to the car-parking that is provided on the premises and any restrictions that apply during the time of their booking.
17.04 Customers will agree to be mindful and respectful of ARC members and local residents at all times.
- Health and Safety
18.01 The ARC has a Health and Safety Statement and set of Emergency Action procedures with which the Customer will be expected to comply. (We don’t have these yet)
18.02 The Customer is also required to comply with all health, safety, fire, and general instructions issued by The ARC staff.
18.03 Authorised officers of the Emergency Services e.g., Fire Service, Ambulance Service and An Garda Siochana shall be permitted access to the hired area at all times by The ARC during any booking if required.
18.04 A Defibrillator device that is located at Ardfert Community Centre. Any requests and guidance given by The ARC staff to the Customer and any member of their party including spectators, must be strictly co-operated with so that the appropriate First Aid can be administered.
- Accidents, Incidents and Complaints Handling
19.01 The ARC operates a policy for the handling of all Accidents, Incidents and Complaints which includes the completion of a Report Form. The Customer will provide The ARC with all information necessary for the completion of this form.
19.02 All accidents, incidents and any injures no matter how minor must be reported by the Customer to The ARC immediately.
19.03 Any damage to or fault with any equipment, fixtures or fittings must be reported by the Customer to The ARC as soon as it is known.
- Liability and Insurance
20.01 The ARC shall not be responsible for any damage, injury or loss caused to or sustained by the Customer or any member of the Customer’s party including spectators, arising out of or in connection with the use of The ARC premises and facilities, including the entering and leaving of same.
20.02 Vehicles, their contents and any personal belongings are left on The ARC’s premises at the owner’s risk and The ARC will accept no responsibility or liability for the loss or damage to personal effects belonging to the Customer or any members of their party including spectators.
20.03 For Group Bookings, the Customer will ensure the necessary Public Liability Insurance cover is in place and will enclose a copy of the Policy with the Booking Application Form.
20.04 The Customer will indemnify The ARC against all expenses, costs, fees, damages, and losses arising out of or in connection with any accident or injury.
20.05 If any damage caused by the Customer prevents facilities being used and/or activities taking place, whilst the damage is being repaired and/or equipment replaced, the Customer may be charged for revenue lost during this period.
20.06 Clubs and organisations that provide any form of paid or free instruction or coaching during the period of hire must have the appropriate insurance.
20.07 The ARC takes no responsibility for any injuries in cases where instruction is provided by freelance instructors, club officials or coaches.
- Policies and Procedures
21.01 The ARC conducts its operations according to a set of policies and procedures, some of which may be applicable to the Customer for certain bookings.
21.02 It is the responsibility of the Customer to inform themselves of any such policies and procedures that apply to their booking. A list of such documents is noted below, and copies are available on Ardfert Community Centre’s website or will be made available to the Customer upon request.
- All Weather (Astroturf) Pitch Regulations
- Child Protection Policy
- GDPR/Data Protection Policy
- General Code of Conduct
- Privacy Policy