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.