Pitch and Football Terms and Conditions
Terms and conditions for 2024/25
Terms and Conditions of Hire for Grass Football Facilities Open Season
1 Making an Application
1.1 The definition of the word Open within these terms and conditions of the application for hire means a period of time that affiliated league clubs are given priority for football block bookings. This period of time is from early September to the end of April.
1.2 The hirer must have completed an e-form application for hire booking form for the open football season 2023/24 by the closing date of the 1 July 2023.
1.3 Existing hirers will have the opportunity to apply first, however allocations will be on a first come first serve basis. During the construction of the Racecourse Football Hub project there will be less pitches and therefore we may not be able to allocate all existing hirers at the most popular 10.30am Sunday kick off time.
1.4 It is the hirer’s responsibility to ensure that relevant club/team members such as the Treasurer, Team Manager’s within the club/s are fully aware of the terms and conditions.
1.5 The Council will send the hirer confirmation of site allocation before the start of the season.
1.6 These terms and conditions only apply for open football season. For casual and preseason friendly games please click on the link below. The link will take you to the on-line booking and payment site for casual and pre-season friendly games. The terms and conditions for casual and pre-season friendly games can be found at the on-line booking and payment site.
2 Charges and Payments
2.1 2023/24 Charges (which include VAT) are:
Pitch only – per match* Adult - £44.75 Junior - £28.90
Pitch /1 Dressing Room – per match** Adult - £65.95 Junior - £42.45
Additional Dressing Room Adult - £18.25 Junior - £18.25
*Pitch only means no dressing room provision and in some cases no ancillary provision such as toilets.
** If the hirer requires an additional dressing room for the open football season these are subject to availability and are free of charge. For casual bookings and pre-season friendly games please click on the link at 1.6 for terms and conditions.
2.2 To qualify for the junior rate all team members must be under the age of 18 years on 31 August during that playing season.
2.3 You have the choice of the following payment methods.
One upfront payment by cash or card to be made by 1 November 2023.
Two payments by cash or card. First payment to be made by 1 November 2023 and the second payment is to be made by 1 February 2024.
Two direct debit payments which will be taken from your account on 1 November 2023 and 1 February 2024. (No direct debit surcharge will be applied).
Please note that if you chose the direct debit payment option we advise you to set up a separate bank account for your payments if you currently have a leisure membership with Derby City Council that uses the same bank account any payment defaults on your football fixtures will affect your personal membership and you may be denied access to use the facilities.
Failure to pay on time will result in home fixtures being withheld until payment has been made.
Derby City Council no longer accept cheque payments.
2.4 Direct debit payment is still required as stated in clause 2.3 even if no matches have been played that month.
2.5 Any default on payment will result in any future booking requiring payment in advance for any booking.
2.6 No credit will be given for any games forfeited whilst football facilities are withdrawn due to the hirer’s non-payment of their invoice or direct debit.
2.7 Payment for cup games
You will need to ring and pay for your home cup fixtures 48 hours before the game is due to be played. The payment will need to be made by credit/debit card by ringing 01332 641234 selecting option 2, option 5, then option 1. Please see 8.2 and 8.3 for details on how to book and pay.
3 Open Football Season Arrangement
3.1 The allocated facilities for the open football season 2023/24 are available from Saturday 2 September 2023 to Sunday 21 April 2024.
3.2 Christmas Arrangements: The last game on all grounds will be played on Sunday 17 December 2023 and reopen on Saturday 6 January 2024. Teams that play on the pitches during this period will have the facilities withdrawn.
3.3 Non-league football bookings, during the ‘open’ football season, will be at the discretion of the Sales and Bookings Team. Priority will be given to league fixtures during the football open football season. Please see point 3.1. These bookings will be offered at certain sites, bookable on a Thursday, or Friday before 2.00 pm, and only for the forthcoming weekend and payment is to be made at the time of the booking. No guarantee of additional changing rooms can be made and these are subject to availability on the day. This only applies to sites that are staffed.
3.4 The responsibility for allocating pitches at staffed sites is the role of the member of staff on duty for the booked games. Please report to the Ranger on arrival to sign in. A hirer’s team failing to comply with the allocated pitch will be issued with a yellow card - see point 10 – standards of behaviour. Please be aware that pitches are allocated on a rotation basis to protect the playing surface throughout the season.
4 Booking League Games – Saturdays and Sundays
4.1 The hirer is responsible to ensure that they or their relevant league supply the Sales and Bookings Team with details of all fixtures in advance of the season commencing however no later than Friday 11 August 2023. Once the season has commenced any updates or alterations including changes to kick-off times must be provided to the Fixture Co-ordinator weekly in advance.
4.2 Where the facilities are shared by clubs from different leagues, the leagues concerned should liaise with each other to ensure that there are no double bookings. Priority will be given to the fixtures in the order that they are received. In agreeing to the kick off times the hirer/leagues will:
- Take car parking into consideration to ensure that due consideration is given to all users.
- Ensure that 11v11 kick off time does not start before 10.30 am and that last game does not exceed 2.00pm start.
- We will notify the Leagues involved of the kick off times for the 7v7 and 9v9 League matches
The Council reserves the right to change any kick off times and to move a team from their allocated sites with two days’ notice.
5 Casual and Pre-Season Bookings
There will be some football 11v11 pitches available from late July and August 2023 for casual and pre-season bookings.
Bookings and payment will be through the Council’s online book and pay facilities. Pitches are available to book 14 days in advance. A condition of hire is that the hirer ensures that no litter is left at the ground after their booking has taken place.
5.1 No other football pitch facilities will be used due to the required time needed for grounds maintenance to prepare pitches in advance of the new football season starting in September.
6 Training Facilities
6.1 All parks can be used for football training but penalty and goal mouth must be avoided. The assembling of goal nets during the full season constitutes pitch usage and you may be charged for pitch use.
6.2 Section 11 – standards of behaviour will apply to any football training.
7 Poor Ground Conditions
7.1 The Council will cancel all fixtures if the ground conditions are such that play would damage the pitches or if the playability is deemed to be dangerous. A decision on the weekend fixtures will be made between 12.30 pm and 1.00 pm on the Friday before the weekend fixtures.
7.2 To find out if your fixtures will be taking place, please visit our website after 1.00 pm on the Friday before your fixture.
Check the noticeboard and scroll down to Outdoor Pitches.
7.3 It is the hirer’s responsibility to ensure that an appropriately qualified referee is booked for each game and it will be the referee’s responsibility to check the pitch prior to the game taking place. A referee may cancel a game if the referee deems that there is a danger to the safety of the players. If this happens, the team must inform the member of staff on duty (at grounds without staff, please inform the Sales and Bookings Team on 01332 641234 and select option 2, option 5, then option 1, otherwise the full charge will be payable.
7.4 When a referee has declared a pitch unplayable for a morning game, the pitch will not be used that morning. It may be inspected again before an afternoon/evening game. Please note if a pitch is deemed unplayable then the referee must discuss if an alternative pitch is available with the staff member on site. It will be down to staff discretion based on ground conditions if an alternative pitch can be offered.
8 Derbyshire County Football Association (DCFA) Cup Matches and Other Cup Matches
8.1 Priority is given to DCFA cup fixtures over league matches. However, the pitch allocation for these matches is decided between the League Secretary and the Fixtures Co-ordinator.
8.2 It is the hirer's responsibility to make sure that any DCFA cup match that they are involved in at their ‘home’ ground is booked in advance with the Fixtures Co-ordinator on 07748 650939.
8.3 All other cup matches are booked through the Fixtures Co-ordinator. The payment will need to be made by credit or debit card by ringing 01332 641234 selecting option 2, option 5, then option 1.
9.1 If the hirer needs to cancel their home league or home cup game the hirer will need to email firstname.lastname@example.org at least two days before your match is due to take place, failure to do so will result in the hirer being charged for the full amount.
If a team drops out of the league during the season which results in fixtures not being fulfilled then a refund for home fixtures which have not taken place will be arranged, if these have already been paid for.
If you are affected by another team dropping out of the League then you will be offered a credit for an alternative fixture or a refund.
9.2 If you have any questions regarding cancellations, please contact The Sales and Bookings Team on 01332 641234 and select option 2, option 5, then option 1.
10 Standards of Behaviour
10.1 THE HOME TEAM IS RESPONSIBLE FOR INFORMING THE OPPOSITION TEAM OF THE BEHAVIOUR EXPECTED
10.2 YELLOW CARD AND RED CARD
Whilst the list below is not exhaustive, we will issue a yellow card for the first offence, a final yellow card for the second offence and a red card for the third offence. A red card will result in the withdrawal of council facilities and the termination of their booking. In addition, all forms of warnings issued to the hirer will be shared with the relevant league, and the leagues may issue a fine
▪ Foul or abusive language on the pitch, towards staff, local residents and other park users
▪ Violence towards staff, local residents and other park users
▪ Wilful damage, i.e. damage to lights, showers, benches, doors etc, tearing down notices or writing graffiti and any costs incurred will be sought
▪ Playing on an unfit pitch and any cost to reinstate the pitch will be sought
▪ Playing on a pitch not allocated to you by the member of staff on duty
▪ Leaving litter on or around pitches/site
▪ Smoking within the buildings
▪ Washing kit or boots in the sinks or showers
▪ Drinking alcohol within the building or on the site
▪ Failure to pay for pitch hire
▪ Not using the designated car parking area
▪ Failure to comply with pitch allocation
This list is not exhaustive.
11.1 A representative from the home team and referees must report to the staff in the Rangers Office on site to make them aware of their presence before the game so that we can ensure the correct pitch is allocated.
11.2 Clubs/teams must return keys to the changing rooms straight away after use or to where they were collected. If they do not return the keys the Council will charge the hirer £100 to replace the locks.
11.3 The home team/club is responsible for clearing away all litter from their matches. Where possible, the home team will be issued with two refuse sacks for the collection of litter from the pitch following their match. Sacks should be handed to the member of staff on-site for disposal. If there is no member of staff on site, the home team is responsible for the disposal of their own litter.
11.4 Please note that leagues which are Derby-based will take priority in the allocation of pitches to leagues which are from outside the City boundary. If you decide to change leagues this may affect the allocation of your pitch.
11.5 It is the hirer’s responsibility to ensure that the team/club/league has the appropriate and robust safeguarding procedures in place including any relevant coaches/volunteers who have undertaken relevant checks where required.
11.6 Clubs should report any issues around pitch markings or grounds maintenance by emailing the Sales and Bookings Team on email@example.com
11.7 The Council reserve the right to withdraw or change site allocation at any time.
Terms and Conditions of Artificial Turf Pitches
Terms Used in These Conditions:
We, our, us: Means Derby City Council
You: Means the hirer, or the person signing the booking application, and the club or organisation you represent
Manager: Means the manager of the facility or their nominated representative
The Facility: Means the whole of the Facility
Premises: Means the part of the Facility booked for hire (Artificial Turf Pitch)
Booking: Means the block booking for which the booking is made
Hire Period: Means the period the hirer is entitled to use the premises, specified on the official confirmation of the hirer’s booking application or any agreed amendment.
The staff on duty will inform you of your pitch allocation
The Hire Conditions
1.1 You, as the hirer, are personally responsible for complying with these conditions together with the club or organisation you represent.
1.2 Before the booking start date, you must complete, sign and return the application form accepting personal responsibility, together with the club or organisation you represent, for compliance with these conditions.
1.3 We have the right for our employees or agents to enter the Premises during the booking to make sure you comply with these conditions of hire.
2 Booking Applications
2.1 We only accept booking applications to use any part of the Facility on the Council’s official booking application form.
2.2 We may, at our discretion, refuse an application.
2.3 We will send official confirmation acceptance of your booking to you via email.
2.4 You may not transfer a booking without the Leisure Bookings team agreement in writing via email beforehand. firstname.lastname@example.org
2.5 Any unauthorised transfer of bookings may result in the Leisure Bookings team refusing to accept any future bookings from you.
3 Cancelling Block Bookings
3.1 We may cancel your booking where events beyond our control mean that your booking cannot take place. We will try to give seven days written notice of any cancellation but this may not always be possible, for example, in adverse weather conditions, in which case we will give you as much notice as practicable.
3.2 We may cancel your booking if you breach the Conditions of Hire. If we cancel your booking for this reason we will take reasonable steps to minimise our losses, but the hirer will be liable for any reasonable and foreseeable losses that remain.
3.3 You must give seven days written notice to cancel a single session to email@example.com.
3.4 If you do not give seven days' notice of the cancellation the Council will take reasonable steps to minimise its losses but the hirer will be liable for any reasonable and foreseeable losses that remain.
3.5 Where you are liable to pay our losses we may apply any part payment by you to offset your liability.
3.6 If you wish to cancel a booking in whole, 28 days written notice must be given. The seven day notice period to cancel a single session cannot be employed during the 28 day notice period for complete cancellation.
4 Charges, Part Payments and Payments
4.1 Confirmation of charges for your booking will be included in our booking confirmation to you
4.2 The Council sets the scale of charges to use the Premises or equipment and has the right to vary the charges. We will try and give at least 4 weeks notice of any increase in charges but this may not always be possible. If as a result of any increase in charges you decide not to go ahead with the booking, any payments already made will be fully refunded. A copy of the current scale of charges can be obtained from the bookings administrator or the centre manager.
4.3 For all block bookings we will send you an invoice or a booking confirmation detailing payment dates and amounts. Your invoice must be paid within the timescale outlined on the invoice/booking confirmation. You can pay by cash, card or direct debit.
4.4 If you do not pay the balance on time we can treat this as a breach of conditions and cancel your booking as set out in clause 3.2.
5 Hire Period
5.1 Hiring the Premises does not entitle you to enter or use them at any other time other than the hire period booked and confirmed, unless you arrange this with the Manager beforehand.
5.2 You must return your changing room keys to the manager or site staff at the end of your hire period. If they are not returned and the locks require changing you will be charged for the full cost of replacing the locks.
5.3 Setting up and dismantling equipment must take place within the hire period unless otherwise agreed beforehand with the Manager.
5.4 If you use the Premises beyond the hire period you will be liable for an additional one hour charge at the current hourly rate.
6 Premises and Equipment
6.1 You may only use the Premises for the purpose shown on our official booking confirmation unless you get written permission from the Manager beforehand.
6.2 During the booking you must comply with the conditions of the Premises Licence and byelaws for the Premises
6.3 If your proposed use of the Premises includes an event that is not covered by our insurance we may increase the published charges and impose additional conditions. We will tell you of these additional charges or conditions before a contract is concluded.
6.4 You must comply with all reasonable requests made by the manager or site staff during your booking.
6.5 You must make sure the Premises are clean and tidy at the end of your hire period and all waste and rubbish is collected and put in a refuse bin. No glass bottles, metal objects, including beer cans or fruit drinks, should be taken on to the pitch. Plastic drink bottles are acceptable.
6.6 You will be liable for any damage to the Premises or any equipment you use during you hire period unless the damage is the result of our negligence.
6.7 Smoking or vaping is not permitted on any part of the premises.
6.8 Please use only appropriate footwear Springwood Leisure Centre eg moulded rubber or plastic studs or mixed blades studs. You must not wear metal studs.
6.9 Please note the following are not permitted on the ATP:
- Smoking or vaping or any other types of ignition, e.g. matches or lighters
- Consumption of food
- Cycles, scooters and other wheeled items, including prams and pushchairs
- Muddy boots, metal studs or bladed boots
- Climbing on any equipment or perimeter fence
- Misuse of any equipment
- No spectators are allowed on the ATP.
6.10 Please use the litter bins provided.
7 Image Recording Equipment
7.1 The use of any image recording equipment in the Facility is not permitted, without the permission of the manager.
7.2 If a person is authorised to use recording equipment they are still not permitted to use the equipment in the changing rooms and toilet areas
8 Liability for Injury or Lost or Damaged Property
8.1 The following provisions set out the extent of the Council’s liability for death or injury to persons or for damage to or loss of property
8.2 We will pay fair and reasonable compensation if we cause death or personal injury, or loss of or damage to property as a result of:
- negligence by us, our staff or agents or
- breach of any of our statutory or contractual obligations.
We will not pay compensation to the extent that the death, injury, loss or damage is due to:
- your own fault or
- in the case of loss or damage to property, your failure to properly use facilities provided by us for the security and protection of property
- a person unconnected with our provision of facilities or services events which we, our staff our agents could not have foreseen or anticipated even if we had taken reasonable care.
8.3 Any property left at the Premises after the booking will be dealt with under the Council’s
lost property procedure details of which are on display throughout the Facility. We will dispose of any unclaimed property in accordance with that procedure.
9.1 You must take all reasonable measures to ensure the safety of all people attending your session.
9.2 You must ensure that all persons attending the booking use the Premises, facilities and equipment in a proper manner having regard to any relevant guidance, byelaws or regulations.
9.3 You must ensure your booking does not exceed the maximum occupancy levels for the area booked.
9.4.1 You must make sure that:
• all inflammable materials you use in displays or in costumes during the booking are treated and maintained with a fire-resistant solution; during the booking, no-one interferes with fire doors with automatic closures;
• you keep every corridor, entrance and exit clear and ready for emergency use;
• no-one interferes with fire extinguishers;
• you comply with all other safety guidelines the Manager or facility staff bring to your attention.
9.5.1 You must provide a sufficient number of officials or stewards to adequately supervise your booking and must ensure children are kept under control.
9.5.2 You are responsible for all persons involved in supervising the booking other than our staff, and ensuring that they are suitable, competent and properly trained. In particular, you should consider having the person involved with organising or supervising your booking checked through the Disclosure and Barring Service (DBS) if your booking involves children or vulnerable adults and those persons are likely to be directly in contact with the children/vulnerable adults.
9.5.3 You must make sure that the officials who attend the booking understand the health and safety regulations, fire and other emergency procedures and know where the nearest fire exits are. A copy of the Facility’s evacuation procedures is available from staff.
9.6 Unacceptable Behaviour
9.6.1 The Manager may cancel a booking if it is considered the booking will contravene standards of decency, bring the Council into disrepute, be likely to lead to public disorder, pose a risk to persons attending the booking or other persons using the Facility, including staff or may result in damage to equipment, the Premises or the Facility. No refund will be issued for this session. If future bookings are cancelled under these circumstances any payments made will be refunded. However, the Council will take reasonable steps to minimise its losses and the hirer responsible for any reasonable and foreseeable losses that remain.
9.6.2 The Manager may terminate the booking or order partial clearance or the removal of any individual if there is any indecent, disorderly or dangerous behaviour that poses a risk to persons at the Facility or damage to the Facility or equipment during the booking.
9.6.3 If following a booking there has been an incident of unacceptable behaviour the Manager or site staff, after fully investigating the incident, may if appropriate, implement the Leisure Facilities Exclusion Policy