Farnham Park Client Handbook

Terms and Conditions of Hire (including Site Rules)

Please read the Farnham Park Booking Terms & Conditions before submitting a booking request. In making a booking you will confirm to abide by these terms and conditions for the duration of the event.

BaseballSoftballUK has developed Terms and Conditions of Hire which incorporate Site Rules for our clients to follow during the course of their bookings in order to ensure the safe and efficient use of our facility. As a client of BaseballSoftballUK, it is your responsibility to comply with these Terms and Conditions and Site Rules.

1. These Terms and Conditions relate to bookings for baseball and softball events and games between BaseballSoftballUK Ltd (‘BaseballSoftballUK’, 'we') and a person or organisation booking ('booking party', 'you') at Farnham Park Sports Ground ('Farnham Park').

2. By submitting the online booking form, you are offering to enter into a contract with BaseballSoftballUK Ltd, a company registered in England and Wales under Company Number 6258953, whose registered office is at 4th Floor, Marathon House, 190 Great Dover Street, London SE1 4YB.

3. Contracts may only be entered into between BaseballSoftballUK and an organisation with a legal status of its own, such as a limited company, a Community Interest Company or a Charitable Incorporated Organisation, or with an individual. If the event is being run on behalf of an unincorporated organisation such as a club, league or tournament that has not been set up as a company, the agreement will be between BaseballSoftballUK and the individual person making the booking.

4. The booking contract will be formed when we send you an email or written communication accepting your booking (and not before). The booking is deemed to be finalised when a confirmation email is sent from the Events & Facilities Manager confirming your named event, the number of fields being booked, the date and length of time of the booking and the cost. Until this email confirmation has been sent, the booking is subject to change or cancellation. We reserve the right to reject any booking for any reason.

5. Eight weeks in advance of a booking, a 30% deposit of the full amount of field hire for the event in question is due. Failure to meet this deadline will invalidate the booking. All bookings must be paid in full six weeks prior to the event. If payment has not been received, BaseballSoftballUK reserves the right to cancel the booking. Federation Members (British Softball Federation, British Baseball Federation) receive priority on bookings so are requested to pay in full at the time of booking.

6. Cancellations and changes can be made at any point, but are subject to the following terms:

a. For the British Softball and British Baseball Federations: priority is given to your events so, once a booking is confirmed by both parties, there will be a 25% cancellation tolerance and you may therefore reduce the number of fields required by up to 25% over the course of the season, therefore one out of four bookings. This applies only to the basic field hire within the Standard Package. Bespoke Package charges can be cancelled with reasonable notice as long as no thirdparty costs have been incurred. Should you wish to cancel an event with less than six weeks to go, 100% of the full booking amount will be due

b. For all other bookings:

i. Eight weeks or more in advance of the event: no charge. ii. Between six to eight weeks in advance: 30% of the full booking amount will be due. iii. Less than six weeks before the event: 100% of the full booking amount will be due. iv. If you have made a block booking of a minimum of four weekend events across a playing season, and need to cancel or rearrange a booking, we will allow changes for up to 20% of your booking dates. Please provide at least seven working days’ notice so we can try 20 to re-accommodate your booking without penalty and minimise disruption to the remainder of the Farnham Park schedule. v. If you have booked a series of weekday evening events, such as regular league fixtures across a playing season, and need to cancel or rearrange a booking, please provide seven working days’ notice so we can try to re-accommodate your booking and minimise disruption to the remainder of the Farnham Park schedule.

c. All costs for additional services booked (such as Portaloos) will be charged to you in the event third-party costs apply.

d. All grass fields on Farnham Park Playing Fields are controlled by South Bucks District Council and are subject to their terms and conditions, which will be shared on request.

7. Should an event be called off due to weather or acts of nature, the following policy applies:

a. Provided that BaseballSoftballUK, or an authorised person acting on behalf of BaseballSoftballUK, decides that no play can take place during the event on any fields, the booker will be offered an alternative available date in the same calendar year at no extra cost. If an alternative date is not able to be agreed, a 50% refund of booking fees paid will be issued. Should play begin or you decide not to play, there will be no refund due.

8. BaseballSoftballUK reserves the right of cancellation of any booking. If we exercise that right of cancellation, we will refund any fees which you have paid in advance, less any costs for the cancellation of additional services, except for cancellations caused by weather and / or acts of nature (see separate clause). BaseballSoftballUK will not be liable for any loss occasioned to the hirer as a result of the breakdown of equipment, a failure in the supply of electricity, a leakage or penetration of water, a fire or explosion, a government/council restriction or an act of nature which may cause the premises to be temporarily closed or the hiring to be interrupted, curtailed or cancelled. Please note that BaseballSoftballUK does not carry cancellation insurance. We recommend that all tournament organisers make separate insurance provision to cover the unforeseen cancellation of their event.

9. BaseballSoftballUK is not VAT registered so all prices quoted are for the full amount due.

10. As a condition of the booking, you must carry out a risk assessment by someone qualified to do so. There are a number of potential risks to participants and spectators at a baseball and softball facility, including possible personal and possession damage caused through the normal course of playing the sports. Any risk assessment should also include risks associated with contracting and spreading of Covid-19 and the related safety measures to mitigate against this. It is your responsibility to ensure that participants and spectators are aware of these risks. BaseballSoftballUK reserves the right to carry out any additional measures, up to and including suspension of the event, to address any risks identified.

10. As a condition of the booking, you must carry out a risk assessment by someone qualified to do so. There are a number of potential risks to participants and spectators at a baseball and softball facility, including possible personal and possession damage caused through the normal course of playing the sports. Any risk assessment should also include risks associated with contracting and spreading of Covid-19 and the related safety measures to mitigate against this. It is your responsibility to ensure that participants and spectators are aware of these risks. BaseballSoftballUK reserves the right to carry out any additional measures, up to and including suspension of the event, to address any risks identified.

12. BaseballSoftballUK has Public Liability Insurance covering accidents involving injury to persons or damage to property resulting from BaseballSoftballUK being negligent.

13. You will be required to provide BaseballSoftballUK with a copy of your Public Liability policy, demonstrating a cover of at least £10 million for your organisation, club, league or event. Individuals and groups up to six people can hire the bullpen or batting cages and be covered by BSUK’s insurance policy. It is your responsibility to ensure that teams playing in your games or events are insured to this same level and to provide a copy of your cover note at the time of booking. Should Employers Liability be required, it is also your responsibility to provide this and submit a copy of your cover note. It is also your responsibility to ensure that any service contractor engaged has sufficient insurances.

14. BaseballSoftballUK accepts no liability whatsoever for the loss or damage to personal belongings at Farnham Park. This includes vehicles. Vehicles are parked at the owner's risk.

15. BaseballSoftballUK reserves the right to refuse any person the right of admission to parts of Farnham Park under our control for the duration of an event booking. Typically, this right will be used when there is a risk of health and safety to the person, other participants or members of the public. We are not liable for exclusions to access when denied by third parties.

16. All information collected by BaseballSoftballUK will be processed in accordance with the General Data Protection Regulation 2016/679 (EU GDPR).

17. Farnham Park is a community site for all and welcomes all participants and spectators. As an outdoor facility, there is limited access to some places for some people. If you or any of your participants have specific access requirements, please contact farnhamparkbookings@BSUK.com and we will be in touch to see how we might be able to assist.

18. All incidents should be reported on the BaseballSoftballUK Incident Report Form. The form can be found using this link: http://www.BaseballSoftballUK.com/insurance/report. To the fullest extent permitted by the law, BaseballSoftballUK will not be liable for any failure to report.

19. BaseballSoftballUK has a Safeguarding Policy. Participants, staff, spectators and volunteers must adhere to this policy at all times. Any issues regarding safeguarding must be raised with the Event Organiser as soon as possible. A full copy of the policy is available on the BaseballSoftballUK website.

20. BaseballSoftballUK may take photographs or video at its events. Images and/or footage will be used for promotional purposes, which may include use in printed documents or electronic media, including the internet, for editorial coverage or advertising. Participants who are unwilling to allow their images to be used in these ways must inform the event organisers prior to the event. If a participant opts out, the event organiser must devise a suitable plan to ensure that images of that person are not used. BSUK accepts photos and video footage on the understanding that the images are compliant with our wider Photographic Policy, that all necessary permissions have been agreed, that no copyright issues are involved and that any persons or persons opting out as described above have been removed.

21. Web streaming: BaseballSoftballUK encourages the broadcasting of baseball and softball tournaments at Farnham Park by Event Organisers and reserves the right to share the content on third party websites for promotional purposes.

22. BaseballSoftballUK publishes these site rules, including pre- and post-game field responsibilities, on its Farnham Park website. It is your responsibility to comply with and communicate these rules.

23. No public announcement of the hiring of the venue shall be made until the appropriate deposit or application is granted. Any publicity generated locally or nationally referencing the venue shall only be permitted if agreed in writing with BaseballSoftballUK and we reserve the right of refusal for any information released. The use of BaseballSoftballUK's logos, including those of the site, or references to BaseballSoftballUK or Farnham Park, will not be permitted without express written consent from BaseballSoftballUK.

24. The hirer shall not sub-let, or attempt to sub-let, grant a licence or otherwise part with possession of the premises or part thereof.

25. There shall be present throughout each day of the hire a person or persons, being the hirer and/or nominated representative of the hirer, who shall accept responsibility for ensuring the effective control and supervision of the premises. BaseballSoftballUK should be notified in advance of the event who this person is. It is your responsibility to ensure that this person has read, understands and will comply with the Terms and Conditions and Site Rules.

26. The hirer shall not cause or permit any person connected with the hiring to drive any nails, screws or other fixings into the walls or floors or into any furniture or fittings on site or do or permit to be done anything likely to cause damage to any part of Farnham Park or any such fittings of the venue. No notices may be affixed to any walls or in the venue (without consent). Damages caused by any notices fixed to walls or any other area will be charged to the hirer.

27. No decorations, flags, banners or emblems will be permitted without the previous consent in writing of BaseballSoftballUK. This does not include temporary signs necessary for the safe operation of the event.

28. No audio equipment can be used that does not comply with Health and Safety regulations. Moreover, BaseballSoftballUK reserves the right to limit the use of any device that makes noise that may create a disturbance to other neighbouring hired events or leads to complaints by attendees of the venue.

29. Naked flames, smoke-making machines, fireworks and pyrotechnics will not normally be permitted on the premises. Applications in writing to waive this regulation must be made to BaseballSoftballUK for consideration and hirers are advised that substantial additional staffing costs may be incurred if approval is granted.

30. No alterations, additions or connections to electrical installations on site shall be made except with prior written permission from BaseballSoftballUK.

31. No external catering provision may be arranged without prior written permission from BaseballSoftballUK. Bookings may be subject to appropriate event, council and food regulation licenses.

32. Organisers wishing to bring third party retailers e.g., sellers of baseball/softball equipment, must first obtain prior written permission from BaseballSoftballUK

33. All usage of the fields at Farnham Park on the Saturday of a two-day weekend event shall end no later than 15-60 minutes before sunset (15 minutes per field booked) and begin no sooner than one hour after sunrise on the day of play. This is to ensure adequate field preparation time for subsequent bookings. See Tournament Scheduling.

34. Event Organisers assume responsibility for compliance with South Bucks District Council’s policy of forbidding practice on non-BaseballSoftballUK property. See Practice Policy.

35. Under no circumstances should players hit balls into the protective netting of the fields.

36. Please ensure that your customers park their vehicles in the car park provided. If capacity is exceeded, patrons may park at the southern end of the facility with express permission from BaseballSoftballUK or the Home Plate Bar and Kitchen. Drivers are required to observe the 10mph site speed limit for safety reasons.

37. It is the responsibility of the Event Organiser to ensure that the grass fields are clear of rubbish at the end of the booking and that rubbish is deposited in the large dustbins situated in the car park by Home Plate

38. Please return the facility to BaseballSoftballUK in the same state you received it at the beginning of your booking. Any remedial work (normal wear and tear of the fields exempted) that BaseballSoftballUK has to carry out as a result of your booking (including damage to the facility and rubbish left undealt with) will be charged to you after the event at 20% of the hire fee.

39. Please make provision for the return of any lost property at your event. The Home Plate Bar and Kitchen and BaseballSoftballUK cannot take responsibility for any items left on our premises.

40. South Bucks District Council does not allow the use of drones under any circumstances at the Farnham Park Baseball and Softball Facility.

41. To complain about any matters relating to Farnham Park, please email complaints@BSUK.com, call the office on 020 7453 7055 or write to us. Full information about making a complaint can be found on http://www.BaseballSoftballUK.com/complaints