SPORT WOTTON LTD., KATHARINE LADY BERKELEY'S SCHOOL, WOTTON-UNDER-EDGE, GLOS., GL12 8RB
Sport Wotton Ltd. is a private company limited by guarantee registered in England & Wales at the above address (Company No. 9263728)
TERMS AND CONDITIONS FOR THE HIRE OF SPORTS FACILITIES
AT KATHARINE LADY BERKELEY'S SCHOOL AND WCSF NEW ROAD SITE
1. Emergency Procedures
• If the fire alarm sounds at the KLB School Sports Centre and/or Gymnasium you must immediately
leave the building by the nearest available exit and meet at the designated meeting point and comply
with any directions from duty staff.
• You must report any accident, injury or damage immediately to the Sports Centre Manager.
2. Health and Safety
• In the event of an accident or emergency, the Hirer should contact the emergency services. The
emergency services should be advised that access is through the entrance on Wotton Road at the
south-western end of the school site and NOT from New Road.
• Any accident or dangerous occurrence must be reported to Sport Wotton Ltd. as soon as is
practicably possible. An accident record book is kept by Sport Wotton Ltd. In the KLB School Sports
Hall - this must be completed after any accident or dangerous occurrence leading to injury. The
Accident Record Book is kept in accordance with the requirement of the Data Protection Act 1998.
• Hirers who run activities involving children and young people using paid employees and volunteers
are required to declare that they have a Child Protection Policy in place and current valid DBS checks
(which should be reviewed on a regular basis).
3. General Behaviour
• All hirers of the facilities must comply with these terms for booking online and conditions of use, to
have regard for the safety of, and behave considerately towards other individuals, colleagues, the
building and equipment. Any person not doing so may be asked to leave the facilities and must do
so immediately if asked.
• Users are responsible for the behaviour of any children brought to the facilities and must explain any
relevant rules and conditions to them. All users/visitors must comply with any notices and signs on
display in facilities or around the school and New Road sites.
• Hirers should be aware of other users of the facilities and make reasonable efforts to ensure that
spectators and players behave safely and responsibly.
• Smoking is strictly prohibited on any part (buildings, grounds, car parks) of the Katharine Lady
Berkeley's School or WCSF New Road sites.
• Dogs (except guide dogs) and other pets are strictly prohibited from any part (buildings, grounds,
car parks) of the Katharine Lady Berkeley's School or WCSF New Road sites.
• No alcohol is to be consumed in any part (buildings, grounds, car parks) of the Katharine Lady
Berkeley's School or WCSF New Road sites at any time.
SPORT WOTTON LTD., KATHARINE LADY BERKELEY'S SCHOOL, WOTTON-UNDER-EDGE, GLOS., GL12 8RB
Sport Wotton Ltd. is a private company limited by guarantee registered in England & Wales at the above address (Company No. 9263728)
• Urinating in any part (except designated toilet facilities) of the Katharine Lady Berkeley's School or
WCSF New Road sites is strictly forbidden.
• Any litter should be disposed of in the designated bins provided (e.g. recycling, other waste) or
removed from site at the end of your hire session.
• For your comfort and the comfort of others using the facilities you are advised that the use of cameras,
camcorders or any other recording equipment are strictly prohibited throughout the environs of the
facilities at all times.
• The following must not be brought onto the Premises without the written permission of the Sport
Wotton Manager:
o Crockery and glass o Items brought onto the facilities with the purpose of selling
them to other users.
• It is the Hirer's responsibility to ensure that all players and spectators associated with their booking,
and those of their opponents at each match, are advised of the relevant items within these terms and
conditions.
4. Bookings
• Facilities available for hire/use may be booked through https://portal.sportskey.com/venues/wotton-sports-centre
• Clubs should be aware that although a facility may be allocated to them to use as a home base for
the season, this does not mean they have sole rights to the use of that facility. Other clubs may have
use of the same facility at other times of day/week.
• All bookings, except those defined in Annex B, are for 55 minutes to allow for changeover where
necessary. Please ensure you and/or your team leaves the pitches/courts promptly – on the
pitch/court on the hour – off the pitch/court at 5 minutes to the hour
• Please wait outside the pitch/court until your booked time and for others users to vacate
5. Fees and Charges
• Payment to Sport Wotton Ltd for the hire of facilities must be made by online through the online
booking system.
• All fees and charges will be reviewed annually and revised at the discretion of Sport Wotton Ltd.
6. Use of Facilities
• No facilities may be used without prior advance booking through Sport Wotton Ltd. Facilities shall
not be used for any purpose other than the agreed designated use and the hirer shall not sub-hire or
allow any facility to be used for any unlawful purpose or in any unlawful way nor do anything that may
endanger the same or render invalid any insurance policies in respect thereof.
• No charge for admission to facilities may be made to spectators unless this is part of a specific
separate agreement related to a fund-raising event.
• There are a number of special conditions that apply for use of individual facilities (see Annex A).
7. Insurance
SPORT WOTTON LTD., KATHARINE LADY BERKELEY'S SCHOOL, WOTTON-UNDER-EDGE, GLOS., GL12 8RB
Sport Wotton Ltd. is a private company limited by guarantee registered in England & Wales at the above address (Company No. 9263728)
Sport Wotton Ltd. will not accept any liability in respect of personal injury which may arise from the use
of or the condition of the ground or otherwise. Each club must take out a policy of insurance to cover
all risks.
A copy of appropriate insurance schedules must be provided to Sport Wotton Ltd. Upon demand.
8. Cancellation Policy
• The Hirer may relinquish the right to use facilities and cancel any advance bookings at any time
through the online booking system. No refund can be made in respect of fees and charges already
paid in relation to the hire. Sport Wotton Ltd. will not be liable to the Hirer in respect of expenses,
costs or losses incurred directly or indirectly by the Hirer in relation to the termination.
• Sport Wotton Ltd. reserves the right to terminate any agreement with the Hirer, including the right to
use pitches and facilities, if the Hirer breaches any of these rules or defaults on the payment of any
invoices due.
• From time-to-time Sport Wotton Ltd may need to remove facilities from use, sometimes at short
notice, where KLB requires that facility for a school event or activity. In these circumstances the hire
fee will be waived or refunded if already paid
• In the event of cancellation of future bookings, the hirer will be required to pay the following amounts:
o 14 days or more notice – no charge payable
o 0 – 13 days' notice – 100% payable
Grass Pitches Only:
• Sport Wotton Ltd. reserves the right to cancel the use of any outdoor grass pitches due to adverse
weather conditions or contamination. Every effort will be made to avoid this. A decision to cancel a
fixture will normally be made on the Friday before weekend games commence and the Hirer will be
notified accordingly.
• Any match declared unfit for play by a referee must be notified in writing by the Hirer to Sport Wotton
Ltd.
• An additional fee equivalent to the normal pitch hire rate + 50% will be charged to any club that is
found:
o Playing on a pitch declared closed by the school and/or referee
Playing on pitches not allocated to it
o Playing additional fixtures not otherwise agreed by Sport Wotton Ltd.
9. Liability
• The Hirer is responsible for all loss, damage and claims arising out of this agreement.
10. Data Protection Act
• Sport Wotton Ltd. reserves the right to hold personal information (name, address, telephone number,
email) of hirers of the facilities for the purposes of direct communication and invoicing. Sport Wotton
Ltd. will not share this information with anyone outside of the organisation unless required by law.
11. Complaints
SPORT WOTTON LTD., KATHARINE LADY BERKELEY'S SCHOOL, WOTTON-UNDER-EDGE, GLOS., GL12 8RB
Sport Wotton Ltd. is a private company limited by guarantee registered in England & Wales at the above address (Company No. 9263728)
• Sport Wotton Ltd. wishes to be notified of any complaints or problems regarding the use and/or
management of the facilities on either the KLB School or WCSF New Road sites. Please address all
correspondence to:
Sport Wotton Ltd. FAO
Board of Directors
c/o Katharine Lady Berkeley's School
Wotton-under-Edge
Gloucestershire
GL12 8RB
• Sport Wotton Ltd. reserves the right to vary any of these terms and conditions at its absolute
discretion.
SPORT WOTTON LTD., KATHARINE LADY BERKELEY'S SCHOOL, WOTTON-UNDER-EDGE, GLOS., GL12 8RB
Sport Wotton Ltd. is a private company limited by guarantee registered in England & Wales at the above address (Company No. 9263728)
Annex A – Specific Terms and Conditions for the Hire of Sports Facilities at Katharine Lady Berkeley's
School and WCSF New Road Sites
(a) Equipment
Set up/down of equipment may be undertaken during your booking time and is included in your
booking payment.
(b) New Road All-Weather Pitch
To reduce mud on the pitches,
o please change into playing footwear once arrived at the pitch
o please bring plenty of footballs so they only need to be collected at the end
o those collecting footballs should change footwear before leaving and returning to pitch
Footwear:
o Recommended – Astro trainers
o Permitted –normal trainers
o Not permitted – blades, moulded studs, metal studs of any kind
Not Permitted:
o Dirty footwear – please stick to paths and avoid grass on way to pitches wherever possible
o Food or chewing gum
o Sticky or hot drinks – WATER is allowed at all times
o Animals, glass or smoking
(c) New Road 3G Pitch
To reduce mud on the pitches,
o please change into playing footwear once arrived at the pitch
o please bring plenty of footballs so they only need to be collected at the end
o those collecting footballs should change footwear before leaving and returning to pitch
Footwear
o Recommended – moulded studs or blades
o Permitted – Astro trainers or normal trainers
o Not permitted – metal studs
Not Permitted:
o Dirty footwear – please stick to paths and avoid grass on way to pitches wherever possible o
Food or chewing gum o Sticky or hot drinks – WATER is allowed at all times
o Animals, glass or smoking
(d) KLB School Grass Pitches
o All goal posts and nets will be erected by the Katharine Lady Berkeley's School groundsman
o All pitch markings will be carried out by Wotton Rovers Football Club and KLB School.
Club
o Any loss of parts or damage to the posts or nets will be charged to the Hirer. The team hiring the
pitch has the responsibility for checking the safety of the posts prior to commencement of the match.
If there is any doubt that the posts are unsafe, the query should initially be brought to the attention
of the referee. If it is agreed that the posts are unsafe, the match should be abandoned. Sport Wotton
Ltd should be notified immediately by the Hirer.
SPORT WOTTON LTD., KATHARINE LADY BERKELEY'S SCHOOL, WOTTON-UNDER-EDGE, GLOS., GL12 8RB
Sport Wotton Ltd. is a private company limited by guarantee registered in England & Wales at the above address (Company No. 9263728)
o Erection and removal of all corner and half-way line flags are the responsibility of the Hirer
(f) KLB School Changing Rooms and Toilets
• Changing rooms and toilets must be left in a reasonable state of tidiness. All football boots must be
removed before entering. Failure to leave the changing rooms and/or toilets in an acceptable state
will lead to a charge being levied for extra cleaning costs.
• The changing rooms and grounds must be vacated no later than 1 hour after the completion of the
match.
(g) Car Parking
• Vehicles may be parked in the car parks adjacent to the side and in front of the Katharine Lady
Berkeley's School Sports Hall.
• Under no circumstances are motor vehicles or motorbikes allowed on any pitches or surrounding
grassed areas for parking or otherwise. Failure to adhere to this rule will result in immediate
termination of the use of facilities. No refunds will be given to the Hirer and all outstanding debts will
still need to be paid.
• Users of the facilities are encouraged to car share to reduce the number of vehicles using the car
park.
Annex B – SPORT WOTTON BOOKING SESSIONS
All bookings are for 55 minutes except:
• Football Grass Pitch – whole game plus set-up/down, warm-up/down
• Rugby Grass Pitch – whole plus set-up/down, warm-up/down