Cardiff University Sports Terms and Conditions

Terms

'Cardiff University Sport’: refers to the Head of Cardiff University Sport, or other persons designated by the Head of Cardiff University Sport employed to undertake specific functions.

‘Member’: Shall refer to the person who has applied for, and been granted membership of Cardiff University.

1. Rules and regulations

1.1 Cardiff University Sport reserves the right to refuse admission.
1.2 Cardiff University Sport will not tolerate disorderly, threatening, or abusive behaviour. Cardiff University Sport reserves the right to exclude individuals from facilities and withdraw membership where it is deemed appropriate.
1.3 Specific facility/activity rules and regulations must be always adhered to.
1.4 Cardiff University Sport reserves the right to stop or cancel activities, if in its opinion health and safety is being compromised at any time.
1.5 Any damage to facility or equipment must be reported promptly to reception.
1.6 All access and exit routes must be kept free from obstruction and fire doors must be kept closed at all times.
1.7 Smoking or vaping is not permitted on any University facilities.
1.8 Booking times should commence and conclude as booked. Set up and reinstatement of equipment should take place within the designated booking time.
1.9 Members making a booking reservation must be present at the time of booking.
1.10 Food should not be consumed in any of the activity areas unless with prior agreement of Cardiff University Sport.
1.11 Drinks should only be consumed from sealed plastic bottles or sports bottles.
1.12 All accidents must be reported immediately to the reception.
1.13 In the case of an emergency all persons will be required to follow emergency evacuation procedures and leave by the nearest emergency exit.
1.14 Cardiff University Sport members must present a valid ID card at reception before using the facilities or services. Failure to produce an ID card may result in entry being refused or a standard charge being applied.
1.15 All customers are asked to retain their till receipts for the duration of their visit.
1.16 Cardiff University Sport facilities will close for 2 weeks over Christmas / New Year, and all bank holidays. Notices to remind member of these closure dates will be displayed locally and on social media platforms. Membership subscriptions consider these closure dates. 1.17 Cardiff University Sport reserves the right at adjust normal operating hours and recreational programmes within these times at its discretion.
1.18 All users wishing to use one of Cardiff University Sports fitness facilities are required to complete a Health questionnaire prior to use.
1.19 Suitable footwear and clothing must be always worn at all times.
1.20 Group fitness / facility bookings can be made up to 7 days prior to the session.
1.21 Group fitness classes must be ammended prior to the start of the session. Late admission may not be granted. Refunds will not be offered for Late attendance.
1.22 Racket sports may be booked up to a maximum of 4 people per court for a maximum of 2 hours.
1.23 Private personal training is not permitted in any Cardiff University Sport facilities.
1.24 The hirer must inform Cardiff University Sport in advance if they are aware of any persons amending their booked session that may require additional assistance in the event of an emergency evacuation for an appropriate plan to be made.
1.25 The hirer is responsible for ensuring that those amending their session are fit to participate in the activity or inform Cardiff University Sport in advance should specific requirements need to be catered for.
1.26 The facilities must only be used for the purposes specified at the time of booking.
1.27 The hirer should maintain responsibility for the control of participants and spectators associated with their booking activity.
1.28 Facility risk assessments are undertaken by Cardiff University Sport. The hirer must assess the risks associated with their activity.
1.29 Booking is for facility hire only. Requests to use Cardiff University Sport equipment should be requested in advance of the booking. Equipment deposits may be taken. Equipment will be subject to availability.
1.30 The hirer will be fully responsible for all persons and property brought onto the premises during the period of hire and shall indemnify ‘Cardiff University’ from any loss or damage to property.
1.31 Booking confirmation must be made in writing to Sport Bookings sportbookings@cardiff.ac.uk
1.32 Hire of facilities and/or services must be confirmed by the completion and return of a facility booking form.
1.33 Booking arrangements remain provisional and may be cancelled until confirmed in writing.
1.34 Court and pitch hire – Under 16’s must be accompanied by a responsible adult aged 18+.

2. Memberships

2.1 A 14 day ‘cooling off’ cancellaTIon period will apply to all membership subscriptions purchased. Refunds will be offered to all subscrip@ons cancelled within this period. Charges for any sessions amended will then be deducted at the non-subscription rate.
2.2 Memberships subscriptions may be refunded on medical grounds if certified.
2.3 Requests for refunds should be made, in writing, to the sport@cardiff.ac.uk
2.4 Membership subscriptions are not transferable.

3. Payments

3.1 Payment must be received in full prior to the time of use.
3.2 Failure to provide payment may revoke all members bookings.
3.3 The member will be liable for unpaid bookings. The University will pursue debt collection if full payment has not been received.
3.4 Payment must be received in full prior to the time of use, or by prior invoice agreement.
3.5 Failure to provide payment will revoke all bookings of the hirer.
3.6 The hirer will be liable for any unpaid bookings. The University will pursue debt collection if full payment is not received.
3.7 Group fitness sessions must be paid for prior amending session.
3.8 University debtors with outstanding fees will be subject to further action (which may include legal proceedings) to recover the sums due. Any associated costs (including legal charges) incurred by the University will also be sought from the debtor.
3.9 Facility Hire Terms and Conditions are applicable to all bookings and will be strictly enforced unless agreed and specified in writing at the time the booking.

4 Cancellations

By the Member

4.1 If cancellation is made more than 48 hours prior to the booking cancellation will be accepted with no penalty.
4.2 If cancellation is made within 48 hours, or the member fails to amend a booked session, the full charge will be applied. This charge may be sought via invoice.
4.3 If Cancellation of group fitness classes is made 24 hours prior to booking, cancellation will be accepted. By Cardiff University
4.4 In the event of snow or other extreme weather conditions it may be deemed that facilities are unsuitable for activity and bookings cancelled.
4.5 Cardiff University reserves the right to cancel or close the facilities for special events or for other circumstances beyond their control.
4.6 Cardiff University will make efforts to notify the member as soon as is reasonably possible in the circumstances listed above. All charges paid for bookings affected by these circumstances will be refunded.

By Cardiff University

4.7 Cardiff University reserves the right to cancel a booking if the facility is required by Cardiff University where 8 days written notice can be provided.
4.8 In the event of snow or other extreme weather conditions it may be deemed, upon inspection that facilities are unsuitable for the activity booked. Cancellation due to inclement weather must be confirmed by Cardiff University Sport. Cancellations of block bookings by the member
4.9 Cancellation made in writing more than 7 days prior to the booking will be accepted with no penalty except a non-refundable deposit that may have been placed.
4.10 Cancellation within 7 days, or failure to attend, will result in the full charge being levied. Charges may be sought via invoice.
4.11 Frequent cancellation of block booked sessions may result in withdrawal of further block booked sessions.

5. Indemnity insurance

5.1 The hirer is advised to provide its own third-party insurance indemnity cover for the period of hire.
5.2 Where any third party makes a claim against the University for damages, compensation and/or costs in respect to injury, death and/or damage to property during the use of facilities by the hirer, the hirer shall reimburse the university, where the University is strictly liable.

6. Pets

6.1 Guide dogs are the only pets allowed on Cardiff University Sport premises.

7. Issue and return of keys

7.1 Keys issued must be signed in and out at the Centre Reception.
7.2 Members will be charged a £10 deposit for each key issued. £10 will be charged for every key not returned. Where necessary the member will be invoiced for the loss.

8. Car parking

8.1 Please adhere to local arrangements and refer to signage.
8.2 Parking is not included as part of membership.
8.3 Parking is available in the following locations:

• University Fitness & Squash Centre – Senghennydd Road.
  • All parking in this area is on the public highway and is subject to the general rules and regulations of the department of Highways and Transportation.
• University Strength & Conditioning Centre – Park Place.
  • All parking in this area is on the public highway and is subject to the general rules and regulations of the department of Highways and Transportation.
• University Sports Centre – Talybont.
  • Free parking is available in designated parking areas.
  • Any vehicle not parked in an appropriate place may be subject to clamping.
  • Vehicle access must only be via Excelsior Road (Tesco Extra) entrance.
• University Playing Fields – Llanrumney.
  • Free parking is available in designated parking areas on site.

9. Broadcasting, television and photographs

9.1 No broadcasting, T.V. or other media personnel may enter the premises for the purposes of coverage or taking photographs without the prior consent of Cardiff University Sport.
9.2 In the interests of safety, anyone wishing to use photographic equipment including cameras, video recording equipment and mobile phone cameras must obtain prior permission of Cardiff University Sport.
9.3 Use of mobile phones in NOT permitted in any changing facilities.

10. Waste and recycling

10.1 Members are encouraged to use waste and recycling facilities available within the facilities.

11. Customer complaints

11.1 It is the policy of the Cardiff University Sport to provide a quality of service that meets the needs of our customers. Customer comments are welcomed.
11.2 Customer comment cards available at each Centre reception.
11.3. Alternatively customer comments can on the Cardiff University Sport website or be sent via email to sport@cardiff.ac.uk where they will be directed to the appropriate manager.