Terms Conditions

The current Hire and Usage Terms and Conditions
for Byw'n Iach.

Terms & Conditions

Terms and Conditions of Hire and Use

Terms and Policies

The following terms and policies apply to all Byw’n Iach Leisure Centres:

Use of Facilities and Conditions of Hire

Byw’n Iach Cyf’s Leisure Centres and facilities are available to hire at the discretion of the
Centre Manager in accordance with the following terms and conditions.

1.0 Definitions

“Hirer” shall mean any club or society, team, organisation or group, school, individual, recognised sports club or unincorporated association (“the Hirer”) who hire Premises or recreational facilities from Byw’n Iach Cyf.

“Centre Manager” shall mean the Area Manager or any other person so authorised by them.

“Premises” shall mean any of the Leisure Centres listed below or any part of them.

 “Leisure Centre” shall mean Byw’n Iach Arfon / Tennis Centre,Caernarfon; Byw’n Iach Bangor; Byw’n Iach Bro Dysynni Tywyn; Byw’n Iach Bro Ffestiniog, Blaenau Ffestiniog; Byw’n Iach Dwyfor, Pwllheli; Byw’n Iach Glaslyn, Porthmadog; Byw’n Iach Penllyn,  Bala; Byw’n Iach Plas Ffrancon, Bethesda; Byw’n Iach Plas Silyn, Penygroes; Byw’n Iach Y Pafiliwn, Barmouth; Byw’n Iach Glan Wnion, Dolgellau;  sport field at Deiniolen; sport field at Brynrefail

“Member” shall mean a person who holds a current and active Byw’n Iach Leisure Card.

“Non-member” shall mean a person who can use the facilities but does not hold Byw’n Iach Leisure Card.

“Block booking” means the hiring of the Premises for a period of 10-16 weeks.

“Special Event” means a one-off event or gathering held at the Leisure Centre for members of the public or private groups.

2.0 Hiring Arrangements

Booking Conditions

2.1     Members may hire the Leisure Centre’s facilities up to 10 days in advance in person, on-line or by telephone. Non-members may only hire in person or telephone with payment of the appropriate fee.

2.2    Premises can be hired for special events up to 12 months in advance in writing.

Fees for special events shall be agreed with the Centre Manager prior to

confirmation booking.

2.3     The Hirer shall sign the Booking Application Form before the hiring of the premises commences confirming they are aware and understand the terms and conditions of hire.

2.4     In the event of a mixed group booking, consisting of adults and children, payment for the activity will be at the appropriate adult rate.

2.5     All Block Bookings or Special Events shall be confirmed in writing by or on behalf of the Centre Manager.

2.6     The Hirer shall adhere to the agreed booking times and duration to ensure that subsequent users are not deprived of their full allotment of time. Any equipment will be set up / taken down within the timeframe of the booking period. Alterations to booking times may only be made with the prior written agreement of the Centre Manager.

2.7    No hire shall:

2.7.1       Be for a period of 7 consecutive days or more in any period of 6 months.

2.7.2       Be for more than 24 hours in total in any single week.

2.7.3       Give the Hirer exclusive occupation of any part of the Premises.

2.8     The Hirer shall not use the Premises or permit the Premises to be used for any purpose other than the purpose of the Hire. The Hirer will be responsible for the conduct and behaviour of people attending their event.

2.9     The Hirer shall take good care of and shall not cause any damage to permit any damage to be done to the Premises or any part of the Premises or the fixtures, fittings and equipment on the Premises or to any part of the building and damage caused or permitted by the hirer or any person attending the Premises by reason of his/her Hire shall be made good by Byw’n Iach Cyf  at the cost of the Hirer and the Hirer shall inform the Centre Manager of any such damage as soon as practicable .The cost of such damage shall be certified by the Centre Manager whose decision shall be final.

2.10  The Hirer shall during the period of Hire be responsible for:-

  • The supervision of the activities including the orderly and safe admission and departure of persons to and from the Premises and assisting the Centre manager in the safe clearance of the Premises in case of emergency;
  • Keeping the Premises safe and ensuring good order and decency is maintained;
  • Ensure that all persons attending the Premises by reason of the Hire shall leave the Premises by the expiry of the hire period;
  • Ensuring no furniture or fittings or equipment shall be removed from the Premises.
  • Ensuring that no person brings onto the Premises any weapons, explosives, inflammable material or any naked lights.
  • Ensuring that all attendees by reason of the Hire adhere to any regulations in respect of car parking arrangements within the locality of the Premises so as to minimise any disruption.

Block Booking Conditions

2.11   Block bookings can be made up to 12 months in advance and are exclusive to clubs, teams, organisations, schools, recognised sports clubs, associations or individuals, at the same time slot each week, for a minimum of 10 weeks and a maximum of 16 weeks, as agreed with the Centre Manager.

2.12   If at the end of the 10 to 16 week slot there is no other request for a Block booking of the same Premises and facilities then there will be no objection to the club, team, organisation, school, recognised sports club, association or individual continuing with a further Block booking for a further period of 10 to 16 weeks provided a Block booking form must be completed 2 weeks prior to the end of the original booking and returned to the Centre Manager.

2.13     Block bookings will only be allocated to those who have purchased a valid Leisure Centre membership. Members benefitting from free use of facilities as result of a membership package are not permitted to block book facilities free of charge.

2.14     The Premises and /or facilities shall only be hired upon receipt of an official Block booking form signed by the Hirer.

3.0 Use of Byw’n Iach facilities during COVID-19

3.1    All customers must ensure that they comply with the following conditions before every visit to a Byw’n Iach site:
• You don’t currently have COVID-19 symptoms (new persistent dry cough, fever, loss of taste or smell)
• You have not tested positive for COVID-19 or the onset of COVID-19 symptoms in the last 10 days. (Individuals who have completed their isolation period (10 days) and have no symptoms remaining (other than a dry cough or loss of taste or aroma that may last for some time) may return to normal activities)
• No member of your household has experienced COVID-19 symptoms or tested positive for COVID-19 in the last 14 days
• You have not been contacted by a contact tracker from the Testing, Tracking and Protection Program and been advised to isolate in the last 14 days as contact with someone with confirmed COVID-19.
• You have not returned from a country outside the UK in the last 14 days, other than those on the exempt list (https://gov.wales/exemptions-self-isolation-coronavirus-covid-19 -html)

3.2    All Clubs or organisations must provide an up to date COVID-19 risk assessment when booking any Leisure facility. The risk assessment must demonstrate clearly that the organisation will fully comply with Welsh Government guidance and requirements and also any relevant Governing Body guidance for their activity. The risk assessment will be part of the Byw’n Iach’s booking process along with the facility booking form. The booking cannot be confirmed / accepted without an appropriate risk assessment. The Management of the facility reserve the right to refuse a booking if the risk assessment is not adequate.

3.3     All customers booking facilities that are used by other individuals e.g. a tennis or badminton court or Family Swim Ticket, must hold and retain contact details of all members of the group. The centre manager may request this information as a part of a National Track and Trace  application, and in that scenario, the information must be shared immediately.

3.4     There are specific temporary conditions for those who hire courts for racket sports. A maximum of 4 persons are allowed on each badminton court, tennis court or table tennis table at any time. Only singles to be played, unless doubles players are from the same extended household as defined by the Welsh Government. Only 1 person is allowed on a Squash Court unless it is possible to play with another person from the same extended household

4.0 Payment

4.1       All fees are in line with Byw’n Iach Cyf’s current fees and charges policy.

4.2       Payment shall be made within 30 days of receipt of an official Byw’n Iach Cyf’s invoice.   Failure to comply with these terms will invalidate the booking and the hire agreement may be terminated by the Centre Manager and the Centre Manager will retain the right not to accept future bookings.

4.3       No consent shall be given for any hire which prejudices or could prejudice Byw’n Iach Cyf’s entitlement to mandatory or any discretionary National or Non-domestic Rates (NNDR) relief.

4.4       Normal heating and lighting of the Premises shall be provided for the duration of the Hire but Byw’n Iach Cyf shall not be responsible for any defect or failure or loss or damage resulting therefrom.

5.0 Cancellation and Termination

By the Hirer / User

5.1       The full hire fee will be charged for all cancellations not notified in writing or by telephone with at least 24 hours’ notice before commencement of booking.  Block Bookings require 48 hours written notice and Special Events require 14 days written notice.

By Byw’n Iach Cyf

5.2       The Centre Manager reserves the right to withdraw the use of any facility at any time if in its opinion it is unfit for use. The hire fee shall be refunded or alternative dates will be offered to the Hirer. Byw’n Iach Cyf will not be liable for any other expenditure incurred or loss sustained directly or indirectly by the Hirer arising from the cancellation.

5.3       The Centre Manager reserves the right to cancel or close the Premises for special events and other circumstances beyond its control.

5.4       The Centre Manager reserves the right to adjust the activity areas and times allocated to the Hirer to ensure the optimum use of facilities.

5.5       Byw’n Iach.Cyf shall be entitled to terminate the hire of the Premises to a Hirer by giving to the Hirer not less than 7 days’ notice in writing to that effect or immediately if there is a material breach of these terms and conditions).

6.0 The Hirer’s Responsibilities

6.1       The Hirer on behalf of clubs, teams, organisations, schools, recognised sports clubs or associations shall ensure that helpers, assistants, coaches or volunteers have been fully checked by the Disclosure and Barring Service (DBS) if the booking involves children or vulnerable adults and those persons are likely to be directly in contact with the children / vulnerable adults.

6.2       The Hirer must be responsible for providing its own equipment unless prior arrangements have been made to use the Leisure Centre equipment.

6.3       Any coaching on Byw’n Iach Cyf’s premises must be conducted by a qualified coach and proof of qualification may be requested. If applicable, an entertainment licence may be required by the Hirer.

6.4       The Centre Manager reserves the right to request risk assessments and operational procedures from the Hirer for activities undertaken at the Premises. When hiring off site facilities, the Hirer is responsible for deciding whether a pitch is safe to play on prior to the commencement of the hire.

7.0 Indemnity and Insurance

7.1       Byw’n Iach Cyf accept no liability for loss, damage or injury sustained by the Hirer or any person at the Premises by reason of his/her Hire. The use of the Premises or any part thereof is entirely at the risk of the Hirer and Byw’n Iach Cyf shall not be liable for any claims, demands, proceedings, actions, damages, costs (including legal costs), expenses and any other liabilities arising from claims made by the Hirer or against the Hirer by a third party.

7.2       The Hirer shall indemnify Byw’n Iach Cyf on demand from and against all claims, demands, proceedings, actions, damages, costs (including legal costs) expenses and any other liabilities  brought or made against Byw’n Iach Cyf and arising out of or are incidental to the hire of the Premises ,facilities or equipment at or from the Premises, in respect of any death or personal injury, or loss or destruction of or damage to property, or any other loss, destruction or damage, including but not limited to financial losses which are caused, whether directly or indirectly, by the breach of these terms and conditions  or breach of duty (whether in negligence, tort, statute or otherwise) of the  Hirer or any person attending the Premises by reason of his/her Hire.

7.3       If the Hirer is a club, society, charity, organised group or unincorporated association (or otherwise if so requested by the Centre Manager) they must have in force a policy or policies of insurance covering where appropriate both public and/or employer’s liability that is appropriate to the activities proposed to take place at the Premises, and the minimum amount of cover under the said policy or policies of insurance shall be £5,000,000 in each instance. The Hirer shall provide a copy of the policy or policies of insurance to Byw’n Iach Cyf on demand.

8.0 Health and Safety

8.1       he Hirer shall ensure that the Premises are left in a clean and tidy condition and any litter is placed in the bins provided. Facilities are checked on a regular basis by Leisure Centre staff. The Hirer is required to check the Premises prior to use.

8.2       All participants must conform to the general rules and regulations of the Premises being used. The Centre Manager reserves the right to terminate any activity where staff consider the situation is unsafe and the Hirer is in breach of any health and safety regulations.

8.3       All exits, passages, corridors, external passageways and forecourts must be kept clear and free from obstruction at all times.

8.4       The number of people to be admitted on any site area must not exceed the capacity allowed for the Premises.

8.5       The Hirer must supply a safety test certificate for any portable electrical equipment used at the Premises.

8.6       No alcoholic drinks or liquors shall be consumed, sold or distributed on the Premises.

8.7       Smoking is not permitted on the Premises.

8.8       All users of the fitness facilities must either complete the fitness room induction session or sign a disclaimer form before starting to use the fitness facilities.

9.0 Admission

9.1       Byw’n Iach Cyf reserves the right at its absolute and sole discretion to refuse the admission of or to request any person to leave the Premises for reasons of health and safety or if any person appears drunken, disorderly, abusive or inappropriately dressed or for any other reason as decided by the Centre Manager acting reasonably.

9.2       No child under the age of 8 years can be admitted to a swimming pool unless accompanied by a responsible adult (i.e. a person aged 16 years or over who is in the reasonable opinion of the Centre Manager capable of supervising the child) and where there is more than one child under 8 years the maximum number of children per responsible adult will be limited to two.

9.3       Children under the age of 8 years are allowed to change clothing in opposite sex changing rooms if no responsible adult of the same sex is able to accompany the child.

10. Byw’n Iach Cards

10.1     Membership Cards must be produced when attending and/or paying for any use of the Leisure Centre or its facilities as otherwise normal rates and/or fees will be charged.

10.2     Any lost, stolen or defaced cards will be replaced at the cost of the Member.

11. Equal opportunity

11.1     Byw’n Iach Cyf has a policy of equal opportunity for all and Hirers will not be discriminated against for their race, gender, disability, language, sexual orientation, religion, beliefs, age or any other circumstances.

11.2     Disabled users can qualify for concessionary rates on condition they show evidence of the following:-

  • Disabled Living Allowance
  • Attendance Allowance
  • Disabled Tax Credit
  • Employment Support Allowance/Incapacity Benefit
  • Blue Badge

11.3     Carers are allowed free access when attending to help and support a disabled user unless attending at the fitness room where there they must first complete and pay for the fitness room induction session.

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