Terms and Conditions of Hire for Sporting Activities

Updated 07 February 2025

General Regulations Applicable to the Hirer

1: Application for Hire and Charges 

A: Charges must be paid:

• Block Bookings:
  • Charges must be paid: Block Bookings (The cost of sessions is subject to change with 30 days prior notice being given):
  • All charges must be paid in full within 30 days of the first date of use within the block booking.
  • A monthly Standing Order is paid on the 1st of the month of the booking.
  • Minimum term 12 weeks, maximum 52 weeks .
  • A discount of 20% is applicable.
• Standard Bookings
  • All charges will be at full rate.
  • Minimum term 12 weeks, maximum 52 weeks
  • Payments can be made on a weekly basis prior to any booking taking place.
• Events and one-off bookings:
  • All charges must be paid 7 days prior to booking.
  • There shall be no subletting of the hired facilities.
  • In instances where the Hirer is using the Centre/Facilities for ‘commercial’ purposes, OCL reserves the right to charge an additional commercial rate or refuse a request to hire if the activity is in direct competition with existing or planned OCL activity. Charges must be paid:

B: The Centre retains the right to cancel bookings and where possible to give 14 days’ notice.

2: Cancellation by the Hirer

• Block Bookings:
  • In the event of cancellation of a block booking, all charges are non-refundable.
• Standard Booking:
  • Minimum cancellation period of 10 days or all charges are applicable. A booking cancellation form must be completed or written confirmation via e-mail in all cases.

Wetside Bookings (clubs)

Monthly rates have been set over a 48-week period so encompasses a 4-week closure/cancellation inclusive rate due to Bank Holidays, Annual closures, and several Away Gala’s. No refund will be provided for any further Hirer cancellation of occasional dates during the period of booking.

Dryside Bookings

Monthly rates have been set over a 50-week period so encompasses a closure/cancellation inclusive rate due to Bank Holidays.

3: Responsibility of the Hirer for good order and safety

• • The Hirer should leave the ‘facilities and any other areas used in a suitable state comparable to the condition that they found it in.
  • The Hirer should ensure that their members behave appropriately within the provided changing areas and leave the area in the same state in which it was found.
  • The Hirer shall ensure that all users within the booked periods must comply with the Centre Normal Operating Procedures and Zero Tolerance Policy.
  • The Hirer shall employ enough stewards as required by the activity specific risk assessment to maintain good order during the hire and comply with those policies stated in the previous paragraph.
  • All doors, entrances/exits and corridors must be kept clear and ready for use in an emergency.
  • It is the responsibility of the hirer to inform guests of the position of emergency exits and the procedure in case of fire or any other emergency.
  • The Hirer shall not use the building for any purpose other than stated on the booking form. This includes the re-sale of any items unless given specific permission by the CEO of OCL.
  • Where permission is granted, the re-sale items must not be like those already provided by OCL and must be restricted to a designated zone.
  • The Duty Manager shall always have unrestricted access to all areas during the booked period.
  • The Hirer, coaches, competition referees and event organisers must ensure skilled supervision is provided throughout the period of use, ensuring correct use of equipment and maintenance of good order and discipline.
  • In the event of a Competition/Gala that takes place within an OCL site the Hirer must ensure to provide OCL with a completed Photographic/Video documentation form which clearly identifies one individual from each “Club” with permission to take photographs or videos. This person or person must wear the designated ID provided by OCL for the duration of the Competition/Gala.
  • The Hirer is not permitted to store any equipment on site unless prior consent has been given by the Leisure Centre management team.
  • Where the session caters for juniors (under 18s) the hirer must be registered with the relevant National Governing Body, and basic good practice in child protection is adhered to, i.e., Enhanced Disclosures checks for all officials/staff /volunteers and published child protection policy present.
  • Any electrical items brought into the building must have been portable appliance tested within the last 12 months and have documentation / sticker to support this.

4. Indemnities

1. The hirer agrees to indemnify the centres against any claim for loss or damage, death or personal injury arising from the hirer’s negligent or willful misuse of the premises, including any damage, however caused, by the hirer of the premises.
2. It is not a condition of hire that the hirer arrange Third Party Insurance for personal injury, but it is strongly advised that it is in the hirers best interest to do so. The exception to this is for the booking of events. It is a condition of hire for events that the hirers arrange Third Party Insurance for personal injury (minimum £1,000,000) and buildings liability insurance (minimum £10,000,000). Oldham Community Leisure Ltd and OMBC can be held responsible only if faulty equipment or buildings can be proved to have been the cause of the accident.

5. Breach of Regulations

If any booking period or period of hire is cancelled or terminated by the Duty Manager because of a breach of any of these conditions the hirer shall remain liable for the charges due up to that time, but without prejudice to any claim which the centre may have against hire arising out of such breach of any of the above conditions. These conditions are non-negotiable and a breach of any of the above conditions could lead to the cancellation of the ‘hirers’ booking.

6. Swimming Pool Hire

A: General Hire:

• • None / weak swimmers must not enter water deeper than 1.2 metres.
  • Hirers must strictly adhere to the conditions in relation to diving; diving is not permitted in water less than 1.5 metres in depth.
  • Outdoor footwear is not permitted to be worn on poolside. Where available over shoes must be used.

B: Pool Party Hire. The following additional guidelines should be adhered to:

• • The party must be in the pool area that they have booked.
  • The hirer must make the lifeguard aware of any weak/non swimmers before entering and ensure that all bring armbands or swim discs, (armbands will not be issued).
  • Must adhere to recommended Adult to Child Ratios: Children under 8 years will only be admitted into swimming pools if accompanied by a responsible person (e.g. adults aged 18 years or over) / Children under 8 years must be supervised in the water, by the responsible person with a maximum ratio of two children to one adult.
  • The hirer should inform the lifeguards of anyone suffering from a medical disorder e.g. epilepsy, asthma, or diabetes.
  • All party members must always obey poolside rules and lifeguard instructions.
  • Swimmers are advised not to eat up to one hour before swimming.
  • The party members may enter the changing room 10 minutes before the start of the party but are not allowed to go poolside until the booking commences, and lifeguards are in position.
  • In the interests of safety, the Duty Manager reserves the right to remove the inflatables / toys.

C: Events and Block Bookings Pool Hire:

• • The hirer shall be responsible for the provision of qualified lifeguards, i.e. they should know and understand the buildings Emergency Action Plan and be qualified to NARS or RLSS Pool Lifeguard standard or other equivalent qualifications as may be approved by the Duty Manager.
  • If the hirer is unable to provide qualified lifeguards, the Centre may supply qualified lifeguards at an additional cost. Qualified lifeguards should also be able to prove that their on-going training is up to date. For Pool Lifeguards to be qualified they must have an up-to-date training file/log available and produce this documentation monthly.
  • The ratio of lifeguards to swimmers is site and activity specific and should be confirmed at the time of booking.
  • Failure to provide evidence and adherence to the above PLG requirements may result in cancellation of the session with immediate effect.
  • Swimming/Aquatic Clubs must provide a coach with the relevant qualifications stated in the Safe Supervision of Teachers and Coaches guide which is available on the ASA website. I.e. A level 2 Coach for any coaching session must always be present during training, events or galas. Failure to adhere to this will result in the cancellation of any session with immediate effect.
  • Prior to activity/event hiring to complete Lifeguard & Coaches form.

7. Insurance

It is not a condition of hire that the Hirer arranges Third Party Insurance for personal injury, but it is advised strongly that it is the Hirers best interest to do so. The exception to this is for the booking of events. It is a condition of hire for events that the Hirer arranges Third Party Insurance for personal injury (Minimum £1,000,000) and buildings liability insurance (Minimum £10,000,000). The hirer is to provide evidence of insurance where applicable.

8. Sports Club Memberships

• • The prices for the reduced memberships are £199 for an adult and £99 annual for young people. Both memberships are Classic memberships.
  • A list of registered members for the relevant club should be provided by the club secretary. This will allow us to validate customers wanting to make use of the discounted membership.
  • To validate whether the customer is a member of the club, they would be expected to provide evidence of who they are when signing up.
  • Discounted membership will only be available for the team that take part in the block bookings, not for all teams within the club.
  • The club must commit to a block booking for a minimum of 6 months to be entitled to the offer.
  • Some staff members from the club will be entitled to one of the memberships mentioned above. The rule around this is two coaches per 1 hour booking, with a minimum of 2-hour bookings per week.
  • Falsified information will result in the removal of the offer.