Leisure > Chelmsford City Sports > Who > Schools and hirers > Sports Hire terms and conditions

Sports hire and bookings terms and conditions

We want you to enjoy your time at our leisure centres. To make the most of your hire, please read our terms and conditions.

Sports bookings and hire terms and conditions

Sports hire hero 2.png

Information on Chelmsford City Council's policy for Casual Pay and Play, Group, Contract and Course bookings for its four leisure centres including information on booking, pricing, refunds and cancellations.

Casual Pay and Play bookings 

Booking

The following relates to "casual" pay and play activities that are booked by an individual in advance:

  • Booking is only required for activities where a space is blocked out within a facility (such as a court within the sports hall or squash court) and/or on a class register (such as for an exercise class).
  • If a booked session and/or activity is overrun and a new session time has started, the customer will be charged for the additional session that was not booked. This will be added to the computer system and no new booking can be made until this has been paid for.
  • "Timed tickets", where an individual attends a session such as swimming, ice-skating, and use of the gym, do not require booking or pre-payment.
  • Bookings can be made in person at the relevant centre, by telephone (times when this facility is available may vary between centres) or online through the website. 
  • Chelmsford Leisure card holders (LC1 to LC9 inclusive) can book casual pay and play activities up to seven days in advance. Please note that sessions and/or activities that require booking are subject to availability and cannot be guaranteed. 
  • Non Leisure card holders can only book casual pay and play activities up to two days in advance. 

Casual pricing

Casual prices are determined and influenced by some or all of the following factors:

  • Cost of providing the activity, including running costs (such as lighting and heating), equipment and staffing costs
  • Level of demand for that facility, which affects whether it is feasible to run that activity instead of an alternative activity during that same time slot
  • Level of demand for that activity within local area
  • The number of other facilities offering same activity within local area and their charges; economic factors such as inflation and VAT changes 

Pricing for facilities may also differ between the four leisure centres due to:

  • Availability of facilities within the centre
  • Size and arrangement of facilities at the centre
  • Prices for activities will differ depending on whether the person is a Chelmsford Leisure card holder or not, and what leisure card category they hold. For information on specific prices, please contact the centre your hire is based at.
  • Each centre operates different 'time bands' which are influenced by local factors, including demand.
  • These are typically "peak" (higher charge) and "off peak" (lower charge).
  • In some instances, an additional discounted "concessionary" charge will apply during off peak hours for those eligible. Please contact the centre where your booking is made for more information. 

Payment

  • Where an activity is booked in advance (such as badminton, squash and group exercise classes), payment must be made at the time of booking to secure the booking. 

Cancellation and refunds

  • A minimum of 24 hours’ notice must be given for cancellation of all booked activities in order to receive a refund for the value of that activity.
  • If less than 24 hours’ notice is given, the customer will be liable for the full cost of that activity which will be added to their account on our booking system. The customer will be unable to book any further similar activities until this payment has been made. 

Group bookings

Special "group" pricing is available for some activities at the Council's leisure centres. Please contact the centre directly for more information on pricing and applicable activities. 

Booking

  • In order to qualify for a discounted "group" rate (where applicable) there must be a minimum of 12 people booking onto the activity. The activity must be booked at least seven days in advance. 

Payment

  • Payment for group activities can be on the day or in advance

Contract bookings

"Contract booking" pricing and procedures apply where a club, society and/or organisation "block" books a facility at one of the Council's four leisure centres:

  • Riverside Leisure Centre
  • Chelmsford Sport and Athletics Centre
  • South Woodham Ferrers Leisure Centre
  • Dovedale Sports Centre

Bookings

  • "Block" bookings are where a booking is made, in advance, for a number or series of sessions and/or dates. These are typically invoiced for payment and may require a deposit to secure the booking before confirmation will be issued.
  • In addition, specific regulations and conditions of hire of facilities apply to contract bookings including VAT exemption rules.
  • Bookings can be made in person at the relevant centre or by post. Contract bookings cannot be made online through the website. Specific forms relating to hire of facilities at that centre must be completed in order for the booking to be processed. 

Cancellations and refunds

  • A minimum of seven days’ notice (or less if the booking date is within seven days) must be given for all contract cancellations in order to receive a refund.
  • Please note that cancelling a booking or one date in a series may affect the VAT status of that booking (for example, it may mean the booking is no longer exempt from VAT). 

Contract pricing

Contract prices are determined and influenced by some or all of the following factors:

  • Casual pay and play price for that facility (such as court fee)
  • The number of users for that booking
  • Staffing and/or set up requirements to accommodate the booking
  • Disruption to regular use and bookings as a result of taking this alternative booking
  • Centre staff processing and administration time
  • Economic factors such as inflation and VAT changes
  • If bookings are over a number of consecutive days then a discount may be applied by the centre

Pricing for facilities may also differ between the four leisure centres due to:

  • Demand and availability of facilities within the centre
  • Size and arrangement of facilities at the centre 

Exemption from VAT for contract bookings

A block booking will only be exempt from VAT where it meets all of the following conditions:

  1. The series consists of 10 or more sessions
  2. Each session is for the same sport or activity
  3. Each session is in the same place (although a different pitch, court or lane; or different number of pitches, courts or lanes is acceptable).
  4. The interval between each session is at least one day but not more than 14 days. The duration of the sessions may be varied; however there is no exception for intervals greater than 14 days through the closure of the facility for any reason. 
  5. The series is to be paid as a whole and there is written evidence to the fact. This must include evidence that payment is to be made in full whether or not the right to use the facility for any specific session is actually exercised.  Provision for a refund given by the provider in the event of the unforeseen non-availability of their facility would not affect this condition. 
  6. The facilities are let out to a school, club, association or organisation representing affiliated clubs or constituent associations, such as a local league.
  7. The person to whom the facilities are let has exclusive use of them during the sessions.

Course bookings

Bookings

Places on any of the courses are allocated on a 'first come, first served' basis, and subject to rules and regulations governing child to coach ratios.

Bookings can be made in person at the relevant centre, by telephone (times when this facility is available may vary between centres), by post or online through the website.

Pricing

Course prices are determined and influenced by some or all of the following factors:

  • Costs of facility being used to provide that course
  • Minimum attendance numbers to ensure the course is feasible to run
  • Staffing costs to accommodate the specific child to coach ratios for that course
  • Any equipment, certificates and/or medals required
  • Additional fees, where an external company is used to provide a course
  • Economic factors such as inflation and VAT changes

Pricing for facilities may also differ between the four leisure centres due to:

  • Demand and availability of facilities within the centre
  • Size and arrangement of facilities at the centre

Cancellations and refunds

  • Chelmsford City Council reserves the right to cancel courses. Courses are run with minimum levels of attendances and are therefore subject to demand. Chelmsford City Council will provide a refund to customers where the Council has cancelled a course or session. If only part of the course is cancelled, the refund will be pro-rata.
  • The customer is not entitled to a refund of course fees for cancellations made by them prior to the course starting and/or sessions they have failed to attend. 

Chelmsford City Council reserves the right to alter any details featured on this page at any time without prior notification. The information was correct at time of publishing.

Chelmsford City Sports logo

Riverside Leisure Centre

Contact Riverside

Victoria Road
Chelmsford
Essex
CM1 1FG

01245 615050

Chelmsford Sport and Athletics Centre

Contact CSAC

Salerno Way
Chelmsford
Essex
CM1 2EH

01245 605666

South Woodham Ferrers Leisure Centre

Contact SWFLC

Brickfields Road
South Woodham Ferrers
Essex
CM3 5JU

01245 605600

Dovedale Sports Centre

Contact Dovedale

Vicarage Road
Chelmsford
Essex
CM2 9BP

01245 605685

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