Definitions:

Application:

• The hirer means the person whose name appears on the application form. The Council means the London Borough of Redbridge, Town Hall, Ilford, Essex IG1 1DD under the managing agent Vision Redbridge Culture and Leisure Ltd.(VRCL)
• All applications for the hire of a pitch must be made in writing on the prescribed application form and the hirer MUST BE OVER THE AGE OF 18 at the time of making the booking.
• Additional pitch hire bookings MUST be made and paid for no less than two weeks prior to first booked date.
• Please note that there are no pitches over the Christmas and New Year period.

Payment & Fees:

• Payment in respect of seasonal bookings must be paid in full and cleared no later than One month prior to the start of the sport season start.
• Payments in respect of additional match(es) must be paid and cleared no less than two weeks prior to the date of your first booking.
• Details of payment methods are on the invoice which is enclosed with the application form.
• In all cases Access will not be given to premises or pitch(es) if the payment is not received in full and on time unless otherwise agreed with Vision Redbridge Culture and Leisure (VRCL).
• The hire charge shall be the prevailing charge laid down by the VRCL and maybe changed from time to time. Current charges are available from VRCL.
• The normal hire charge includes the presence at the ground where appropriate, one member of staff, if in the opinion of VRCL, additional staff are required, VRCL reserves the right to impose additional costs.

Cancellation:

• VRCL reserves the right for any reason to refuse or cancel any hiring giving notice at any time. In doing so VCRL shall retain any monies paid by the hirer, but will not be liable to the hirer for any loss or damage they may sustain arising out of any such refusal or cancellation.
• VRCL reserves the right to charge an administration fee on receipt of application. This fee is non-refundable and would be applicable in all circumstances on the cancellation of seasonal hire.
• Please note in the event of a match being cancelled due to adverse weather conditions refunds will not be given.

Public Liability Insurance:

• The hirer must indemnify Vision Redbridge Culture & Leisure (VRCL) by means of an appropriate insurance policy against all costs, demands, actions or proceedings in respect of death, injury to the person or loss of property to person arising out of use of the ground as a result of the defect prescribe by VRCL the hirer must produce such evidence. VRCL or the council do not provide Public Liability Insurance.
• All clubs must provide a copy of their public liability insurance certificate before the commencement of any matches being played and MUST BE VALID for the sport season.
• There MUST BE NO LESS THAN £10 MILLION INDEMNITY on your policy which cover:
  • Accidental bodily injury to any persons other than a person employed under a contract of service to apprenticeship with the hirer and if such injury or illness arises out and in the course of the employment.
  • Accidental loss or damage to property when such loss or damage occurs during the currency of the policy and arises out exercise of the function of the hire agreement.
• Bookings applications will not be accepted or processed without a valid certificate of Public Liability Insurance accompanying the booking application form.

Times:

• The hirers must ensure that the start and finish times are scheduled to allow sufficient time for matches to be played, persons to shower, change and leave the facilities no later than 30 minutes before the advertised closure of the park or Recreation ground. See attached closing times.
• In regard to Cricket Pitch hire, the earliest start time shall be 11:30AM. Sufficient time should be given between AM scheduled games and PM scheduled games. PM matches must end, and all persons showered and changed as per condition above.
• The times of the hire shown on the application are inclusive of setting up and dismantling. Hirers will be charged additional costs if times are not adhered to.
• Hire is for one pitch to play one match only each week or fortnightly if booked alternate weekly hire.

Fixtures:

• Clubs hiring pitches on a seasonal basis are responsible for arranging home fixtures in conjunction with the appropriate partner club. Details will be forwarded with confirmation letter.
• All clubs hiring on a bi-weekly basis must provide your club fixture list for the season before the season start.

Premises:

• No persons other than members of the hiring club and opposition teams shall use the facilities.
• No club or hirer under any circumstances is allowed to sublet facilities. Spot checks will be carried by the council & VRCL to ensure that all terms and conditions are adhered to.
• A charge for admission to the grounds shall not be made by the hirer.
• The council, VRCL, its officers, and servants reserve the right to entry onto the grounds and premises at any time.
• The hirer is responsible for ensuring that the pitch, changing rooms and showers are left clear of rubbish and in a tidy condition. The site attendant can provide black rubbish bags.
• The hirer is responsible for any damage caused to VRCL & council property during the hire period and will be charged for any repairs that need to be carried out as a result.

Pitch Maintenance:

• The hirer shall ensure that NO member of the hirer’s clubs to whom a junior pitch has been booked exceeds the age of 18.
• In the first instance the umpire or referee has the power to close a pitch for play in the event of the pitch being in their opinion unfit for play. VRCL reserves the right to cancel play at any venue at any time through any of its officers, agents or servants.
• The pitches are maintained and prepared by VRCL and its agents. Under no circumstances are clubs permitted to apply their own maintenance to the pitch without prior written permission.

Other information for hirers:

• Clubs are required to provide their own equipment i.e.: footballs, goal nets and corner flags.
• Clubs are not permitted to use the grounds for training purposes outside their hire agreement.
• Goal posts are already erected.
• The council & VRCL are not held responsible for any loss or damage to any equipment or valuables left with the pavilion or park.
• When parking inside or outside of the park consideration MUST BE GIVEN to residents and other park users.
• Parking on the grass & verges is strictly forbidden unless otherwise directed by the council or VRCL staff.
• Please note that most parks are now pay and display.
• All football boots and cricket shoes must be cleaned outside of the sports pavilion.
• Please familiarise yourself to the parks closing times that vary throughout the sport season.
• Under no circumstances are clubs allowed to carry out their own pitch maintenance.
• BBQ’s and Gas burners or similar, gazebos and marquees or similar are not permitted without advance written permission.
• In event of emergencies please make direct contact with Parks Staff or the Parks Office on 020 8708 5437.