Event Hire and Repeat Bookings

Loughborough Sport means Loughborough University, its employees, contractors and authorised representatives responsible for providing facilities and services. 

Hirer means the organisation or individual making the booking and any participants, attendees, officials or representatives using the facilities under that booking.

Booking means a confirmed single booking, event booking or repeat booking.

Repeat Booking means a series of bookings for facilities over a specified period.

Facilities means any venue, sports facility, equipment, service or space provided by Loughborough Sport.

2.1 Repeat booking requests must be submitted using the relevant booking process specified by Loughborough Sport.

2.2 Event and facility hire requests must be submitted through the Sport Bookings Team.

2.3 Provisional bookings will normally be held for five working days, or three working days where the booking is due to take place within four weeks. 

2.4 A booking is only confirmed when written confirmation has been issued by Loughborough Sport and any requested documentation has been received. 

2.5 The Hirer is responsible for ensuring all booking information remains accurate and for notifying Loughborough Sport of any changes.

2.6 Outdoor public address systems, amplified sound or other activities requiring specific approval must be declared at the time of booking and may require additional authorisation.

3.1 Hire charges will be confirmed at the time of booking and are inclusive of VAT where applicable. 

3.2 Additional facilities, equipment, staffing or services requested after confirmation may incur additional charges. 

3.3 Loughborough Sport reserves the right to review and amend charges annually. 

3.4 Invoices will normally be issued following the booking, with payment due within 30 days of the invoice date. 

3.5 Where advance payment is required, bookings must be paid in full before the activity takes place. Failure to pay may result in cancellation.

3.6 Interest may be charged on overdue accounts in accordance with the University's published payment terms.

4.1 Loughborough Sport reserves the right to require a deposit for bookings of significant value or complexity. 

4.2 For bookings exceeding £2,500, a deposit of up to 25% of the estimated booking value may be requested. 

4.3 Deposits are non-refundable unless otherwise agreed in writing.

5.1 Any reduction in facilities, services or attendance requirements may be treated as a cancellation. 

5.2 Cancellation charges will apply as follows: 

• More than 3 months' notice: No charge
• 2 to 3 months' notice: 50% of total hire charge
• 1 to 2 months' notice: 75% of total hire charge
• 2 weeks to 1 month: 90% of total hire charge
• Less than 2 weeks' notice: 100% of total hire charge

5.3 Loughborough Sport may, at its discretion, allow occasional amendments to repeat bookings without applying cancellation charges. 

5.4 If Loughborough Sport cancels a booking through no fault of the Hirer, liability shall be limited to a refund of charges paid for the affected booking.

6.1 Loughborough Sport reserves the right to relocate a booking to an alternative facility of similar standard where reasonably necessary for operational, maintenance, safety or business reasons.

6.2 Loughborough Sport reserves the right to amend opening hours, access arrangements or facility availability where reasonably required.

6.3 Grass pitch bookings may be cancelled, suspended or relocated due to weather conditions, safety considerations or pitch preservation requirements.

7.1 Facilities must only be used for the purpose stated within the booking confirmation.

7.2 Hirers may not alter facilities, structures, fixtures, equipment or floor markings without prior written permission. 

7.3 Tape, adhesive products or similar materials must not be applied to indoor sports flooring without prior approval. 

7.4 Participants must wear appropriate footwear and equipment suitable for the activity being undertaken.

7.5 Facilities must be left clean, tidy and free from damage. Additional cleaning or repair costs may be charged where necessary.

7.6 Hirers must not exceed the maximum occupancy or spectator capacity of any facility.

8.1 Hirers are responsible for organising and safely managing their event or activity.

8.2 Hirers must comply with all relevant health and safety legislation and guidance. 

8.3 A responsible lead contact must be nominated and available throughout the booking period.

8.4 Hirers are responsible for ensuring participants are medically fit to participate and that any relevant medical information is appropriately managed.

8.5 Accidents, injuries, incidents or near misses must be reported immediately to University staff.

8.6 Risk assessments must be provided where requested by Loughborough Sport.

8.7 Hirers must comply with any health protection measures or operational requirements implemented by the University or required by law at the time of the booking.

9.1 All participants, officials, spectators and visitors must behave responsibly and respectfully whilst using University facilities. 

9.2 Loughborough Sport reserves the right to refuse admission, refuse a booking or remove any individual whose behaviour is deemed unsafe, disruptive, abusive or inappropriate. 

9.3 Hirers are responsible for maintaining good order amongst all attendees.

10.1 Hirers must conduct all activities in accordance with applicable equality legislation.

10.2 Discrimination, harassment, bullying, victimisation or unlawful exclusion will not be tolerated.

10.3 Loughborough Sport reserves the right to terminate a booking where behaviour or activities conflict with the University's values or legal obligations.

11.1 Photography, filming and recording activities require prior approval from Loughborough Sport. 

11.2 Approval to film or photograph does not remove the Hirer's responsibility to obtain any required permissions or participant consents.

11.3 Use of the University's name, logo, branding or imagery requires prior written consent. 

11.4 Broadcasting, livestreaming, sponsorship arrangements or commercial media activities require prior written approval from Loughborough Sport.

12.1 External catering may only be brought onto campus with prior approval.

12.2 Alcohol is prohibited within sports facilities except where expressly authorised by the University.

12.3 Hirers are responsible for obtaining any licences or permissions required for their event where applicable.

13.1 Participants use the facilities at their own risk. 

13.2 The University accepts liability only where loss, injury or damage arises directly from its negligence or breach of legal duty.

13.3 Hirers are responsible for any damage caused to University property during the booking period. 

13.4 External organisations must maintain appropriate public liability insurance and provide evidence upon request.

13.5 Loughborough Sport accepts no responsibility for lost, stolen or unattended property brought onto University premises. This expands on the existing personal property provisions.

14.1 Hirers working with children or vulnerable adults must comply with all safeguarding legislation and guidance. 

14.2 Appropriate DBS checks must be carried out where legally required.

14.3 Hirers must ensure that unsuitable individuals are not involved in activities taking place on University premises.

14.4 Any safeguarding concern arising during an activity must be reported immediately in accordance with University safeguarding procedures.

15.1 Personal information will be processed in accordance with UK data protection legislation and the University's Privacy Notice.

15.2 Personal data may be shared with approved service providers where necessary to administer bookings, payments and related services.

16.1 Loughborough Sport shall not be liable for any failure or delay in performing its obligations where such failure arises from circumstances beyond its reasonable control.

16.2 Such circumstances may include severe weather, flood, fire, epidemic, pandemic, utility failure, industrial action, government restrictions, terrorism, civil disorder or any other force majeure event.

17.1 Bookings are non-transferable and may not be assigned, transferred or sublet without prior written consent.

17.2 Betting, gambling and gaming activities are prohibited on University premises unless specifically authorised.

17.3 Hirers and participants must comply with all applicable University policies, procedures and reasonable instructions while on campus.

17.4 Any dispute arising from a booking shall first be addressed through good-faith negotiation and, where appropriate, mediation. 

17.5 These Terms and Conditions shall be governed by the laws of England and Wales.