Terms and Conditions for Online and Casual Bookings

The below terms and conditions apply to all casual bookings made online, on the app, over the phone, or in facilities.

Please ensure you have read these terms and conditions prior to making a booking, and be aware of our cancellation policy.

Version 2.0 - April 2019. Last reviewed April 2019.


These terms and conditions are subject to change without notice and may vary from facility to facility. While every effort is made to ensure that all information on the website and in facilities is up to date and correct, SDC will not be held responsible for any loss, direct or indirect, resulting from use of this information.

These terms and conditions apply to the following:

  • Online booking website and Loughborough Sport App
  • Online bookings (includes bookings through the Loughborough Sport App)
  • Casual bookings

Data Protection and Processing

Loughborough Sport as part of Loughborough University, will process your personal data in accordance with the General Data Protection Regulation (GDPR) and the Data Protect Act 2018. Our Privacy Notice is issued in accordance with the GDPR Articles 13 and 14.

Loughborough Sport may share your data with thirds parties for agreed data processing, such as the collection of subscription fees or to allow us to keep in touch with you about your account. These communications will be regarding your subscriptions, participating activities and service messages. The third party will not be allowed to use or disclose your data to any business, organisation or individual, unless required by law.

Loughborough Sport is committed to protecting your personal data and informing you of your rights in relation to that data. Please refer to our privacy policy on the University website for further details. This policy may be updated at any time, we encourage you to check back regularly to review any changes. Loughborough University is registered as a Data Controller under the Data Protection Act 1988 (registration no. Z3179802), if you would like to speak to us about how we collect and process your data, please contact our Data Protection Officer;

Address: Academy Registry, Loughborough University, Epinal Way, Loughborough, Leicestershire, LE11 3TU.
Email: dp@lboro.ac.uk
Telephone: 01509 222819

Online Booking Website and Loughborough Sport App

The use of the website or app is subject to the following terms of use:

  • The content of the pages of the website or app is for your general information and use only. It is subject to change without notice
  • Neither we nor any third parties provide any warranty or guarantee as to the accuracy, timeliness, performance, completeness or suitability of the information and materials found or offered on this website for any particular purpose. You acknowledge that such information and materials may contain inaccuracies or errors and we expressly exclude liability for any such inaccuracies or errors to the fullest extent permitted by law.
  • Your use of any information or materials on this website is entirely at your own risk, for which we shall not be liable. It is your own responsibility to ensure that any products, services or information available through this website meet your specific requirements.
  • The website and app contain material which is owned by or licensed to us. This material includes, but is not limited to, the design, layout, look, appearance and graphics. Reproduction is prohibited other than in accordance with the copyright notice, which forms part of these terms and conditions.
  • All trademarks reproduced on the website or app, which are not the property of, or licensed to SDC, are acknowledged on the website or app.
  • Unauthorised use of the website or app may give to claim for damages and/or be a criminal offence.
  • From time to time the website or app may also include links to other websites. These links are provided for your convenience to provide further information. They do not signify that we endorse the website(s). We have no responsibility for the content of the linked website(s).
  • You may not create a link to the website from another website or document without SDC’s prior written consent.
  • Your use of the website or app and any dispute arising out of such use of the website is subject to the laws of England and Wales.


You may not use in your publicity the University (LU) or Loughborough Sport logos or refer to the SDC without the prior consent of the University or SDC.

Booking Times

Advance bookings of up to 14 days can be made for any casual sports facility bookings. Advance booking of 7 days applies to the booking of fitness classes.

The booking time covers the period of use including up to 5 minutes of setting up of sports facilities and up to 5 minutes of clearing away of equipment relating to the booking. Your booking is only valid for the timeframe originally booked. If you experience any problems, please contact 01509 226250 and ask for the Duty Manager of the relevant facility.

A maximum of 2 hours in a row are permitted at the casual booking rate. If you wish to book more than 2 hours, please contact sportbookings@lboro.ac.uk for pricing and availability.

Booking Confirmation

Online Bookings

  • All online bookings are confirmed by the issuing of a booking confirmation direct to your nominated email address.
  • A booking confirmation will only be issued subject to receipt of the payment.
  • The booking confirmation email may be required to be produced at reception on arrival at a facility to validate a booking.
  • All bookings are made in the name of a specified individual as set out on a booking confirmation. Proof of identity may be required. Bookings are non-transferable and non-refundable.

Casual Bookings

  • All casual bookings are confirmed by the issuing of a receipt at the point of sale.
  • A booking confirmation will only be issued subject to receipt of the payment.
  • The booking receipt may be required to be produced at reception on arrival at a facility to validate a booking.
  • All bookings are made in the name of a specified individual as set out on a booking confirmation. Proof of identity may be required. Bookings are non-transferable and non-refundable.

Booking Charges

All bookings are subject to the charges outlined in our online bookings system. Please note these charges are specific to price categories (including but not limited to Community, Staff, Student & Children) and you will be required to provide proof for certain price categories.

Acceptable Use

All hirers of SDC sport and fitness facilities and formally organised sport sessions/activities or programmes are expected to conduct themselves in a safe and appropriate way, having due regard for their fellow users, spectators and staff, abiding by the general rules of Loughborough University.

SDC is committed to eliminating discrimination and bullying, how so ever caused, including via electronic media. SDC reserves the right to withdraw without compensation membership cards or cancel bookings of any person deemed to be in breach of its discrimination policy.

Footwear/clothing: appropriate footwear and clothing must be worn. Clean shoes with non-marking soles must be used.

Photography in Sports Facilities is not permitted following clause 14 of these terms and conditions.

Food/Drinks/Glasswork: No glass bottles, tin cans, or plastic/glass crockery or any food (including chewing gum) are allowed inside any sports facility. Hirers should use only suitable closed plastic containers.


The University reserves the right in its absolute discretion:

  • To refuse any application to hire facilities.
  • To refuse access or ask you to leave a facility if you act in a way that may cause offence or distress to others; or that in our opinion presents a risk to others’ health including your own; or if you fail to use any equipment safely and properly; or as instructed by our staff. No refunds will be given in this instance.
  • To evict any person from the facilities.


Casual and online bookings are non-transferable and non-refundable If you cancel a booking giving at least 24 hours notice, SDC may offer the opportunity to move your booking to another slot within the next 7 (classes) or 14 (facility bookings) days. This is done at the discretion of SDC. Cancellations made within 24 hours of the original time slot will not be offered an alternative slot, nor will a refund be given.

We reserve the right to move or a cancel a booking at any point in time. In the unlikely event we have to cancel your booking, a full refund will be given.


We reserve the right to make amendments to our prices and times of opening, though we will advertise these in advance for you to see, either on our website or in the facilities.

Indemnity and Insurance

The use of the facilities we hire to you is entirely at your risk. The University will accept no responsibility for the death or personal injury of anyone attending a sports event unless such death or personal injury is caused by or arises out of the negligence or breach of statutory duty by the University or its employees. Liability will not be accepted for any other loss or damage that may occur while attending the University’s premises unless it occurs as a result of the University’s negligence..

Save in respect of an event of Force Majeure, the University agrees that it will indemnify the Hirer against all damages, claims, liabilities, costs, losses and expenses whatsoever awarded against or incurred by the Hirer that may arise as a result of any act or omission of the University or it employees, agents or subcontractors in connection with the performance of its obligations under this agreement and because as a result of the non-conformity or the potential non-conformity of the University services.

Access and Opening Times

We reserve the right to withdraw all or any part of our facilities for short periods of time to carry out routine maintenance and for examinations, exhibitions/events. Hirers will be given an advance warning of these times where possible and you will have an opportunity to re-book at an alternative time.

If other circumstances occur that are beyond our control, and require the closure of the whole or part of a facility, we will not accept liability for any costs that you might incur as a result.

Hirers must comply with conditions of use displayed through the facility relevant to each activity.


Photography and video recording are strictly prohibited without acquiring permission in advance of the activity. Permission needs to be applied for at least 24 hours in advance of the original booking time with the Facility Duty Manager.

Alcoholic Drinks

Consumption of alcohol is prohibited in all sports facilities. Alcohol may only be consumed in the licensed premises on campus.

Personal Property

All property belonging to you is brought on to the campus entirely at your own risk. Groups and Voluntary organisations are responsible for the security of all property or valuable possessions brought onto University premises and are advised to arrange separate insurances for such property and valuable possessions.


Motor vehicles may only be parked in the designated car parks on the University campus.

Governing Law

This contract and any dispute or claim arising out of or in connection with it or its subject matter or formation (including non-contractual disputes or claims) shall be governed by and construed in accordance with the law of England and Wales.

Conditions of Use

SDC reserves the right to adjust or amend the terms and conditions as necessary without prior notice. Hirers are requested to adhere to the terms and conditions of use. These may vary from time to time within the centre of choice.