Terms and Conditions

Bookings

Definitions

Member: A person who holds a current and active bfit, Livewell or Leisure Card membership.
Non-member: A person who can use the facilities but does not hold bfit, Livewell or Leisure Card membership.
Facility: The Derby City Council venue where the activity takes place.

Conditions of advanced booking

  1. Advanced bookings can be made for courts, activities and sessions either in person, by telephone or online, up to seven days in advance. 
  2. Payment will be required at the time of booking.
  3. Your membership card will be required at the time of booking and when you arrive at the facility.
  4. Recreation Leisure Card members can book for a single letting up to seven days in advance, but will be charged the concessionary Leisure Card price at the time of booking. You cannot book in advance for activities that are free through the Leisure Card scheme. Your membership number will be required at the time of booking
  5. You cannot re-book the letting the following week until the pre-booked period has finished. This applies for courts, activities and sessions.
  6. Bookings are not transferable.
  7. The facility can utilise up to 10 minutes of the court booking slot for necessary equipment changeover or set up.

Online bookings

  1. Available at www.derby.gov.uk/sports
  2. The online website is provided free of charge for your use subject to complying with these Terms and Conditions of use.
  3. Activities you can book online, include sports courts, group exercise classes, indoor cycling, Power cycling and Watt Bike sessions
  4. To book online you will need to complete the online registration. You must be over 18 years old to register. Members will require their membership card number, non-members will need to provide their name, address, telephone number and email address. It is your responsibility to inform the centre if your personal details change.
  5. You can cancel your registration at anytime by informing us in writing. This can be taken into any leisure facility or emailed to leisure@derby.gov.uk. If you do cancel, you must stop using the online booking system.
  6. Payment is required at the time of booking. Payment is made through the Capita Online Pay E-payment portal, no credit or debit card information is retained (charges may apply). 
  7. You are solely responsible for keeping your membership number and password confidential. 
  8. The person making the booking is responsible for all bookings that occur under their account. 
  9. Maximum number of bookings each day is seven. 
  10. On arrival at the facility bring with you your booking reference number to confirm your booking. This can be written down from the booking confirmation email, a print out of the email or can be shown from your mobile device to a Customer Service Assistant at the facility. 
  11. Members can log in their attendance at a fast track machine (where available). 
  12. Online cancellations require 24 hours-notice. For cancelled bookings with less than 24 hours’ notice see 'Movement or Cancellation of bookings' section. 
  13. The online site may be withdrawn or restricted without notice, to allow for repairs, maintenance or improvements to the system. We will attempt to restore the service as soon as we reasonably can. We will not be liable if for any reason the online site is unavailable at any time or for any period.

Members – bfit, Livewell and Leisure Card

  1. You cannot use your membership to book any facility or activity for other people. You must be taking part in the activity to take advantage of the advanced booking and payment discounts.
  2. You cannot use your membership to book more than one letting at a time, for example you cannot book two badminton courts at the same time using one membership card. 
  3. You can use your membership card to book consecutive lettings; however you must be using the facility or activity throughout the entire time of all the lettings.
  4. You cannot use an individual membership to book any facility for an organisation or club.

Movement or cancellation of bookings

  1. You may move or cancel a booking by telephone or in person at the facility you made your booking with. To cancel you will require the details of the booking, name of hirer, date and time. A minimum of 24-hours’ notice is required to cancel a booking.
  2. If a minimum of 24-hour’s are provided, you may be given to the opportunity to move your booking to another date or be given a credit note for the same amount to be used in the following 28 days. 
  3. If you cannot give us 24-hours’ notice and we are unable to re-let the booking/court/activity/session then no refund will be given.
  4. If we take a booking from you for a facility and it is not available due to circumstances outside your control we will first offer you another date or if this is not appropriate we will refund any booking fee you have paid.
  5. Members (bfit, Livewell and Leisure Card) are required to give 24-hours’ notice of cancellation of booked court/session/activity. If you do not give 24-hours’ notice or do not attend the booking, your membership rights to book in advance may be suspended.
  6. Events will take place at Derby Arena, which may affect the gym opening times and group exercise class provision. We will display details of events in advance and indicate the alternative facilities available to use.
  7. If you have a disability please make it known to us upon joining our facilities. This will enable us to deliver the best customer service possible.
  8. Car parking at Derby Arena may be limited or unavailable at certain time due to events and Derby County Football games. We will, when possible, inform members of car parking restrictions on our website and display information at the Arena.
  9. All cancellations will be monitored for abuse of the system.

Refunds

  1. Refund requests must be made by email or in writing to the facility you made your booking with, including the details of the activity/session booked, name of hirer, date and time. A reason for request of refund will be required with proof of payment. Decisions regarding refunds will be at Derby City Council’s discretion.

Memberships

Membership terms and conditions

  1. Your first payment will be by cash, debit or credit card at reception. This payment will cover your membership from the day you join until the first payment is taken by Direct Debit. Direct Debit payments will be instructed to be taken from your bank account on the 15th of each month; this can take up to three working days. 
  2. If Derby City Council, or your bank or building society, make a mistake with your Direct Debit payment, you are guaranteed a full and immediate refund from your bank or building society of the amount paid. 
  3. If you fail to make Direct Debit payments, your membership will be invalid and your bfit membership cancelled. 

Cancelling your membership 

  1. You may cancel your Direct Debit membership at any time by completing a bfit membership cancellation form from your sports facility, emailing leisure@derby.gov.uk or by writing to your bank or building society. The sports facility must receive your completed cancellation form or email by the 6th of the month to cancel your membership by the 15th of the same month. Any forms received after the 6th of the month will be effective from the 15th of the following month. Your membership will be valid up to the day before your next due payment. Please return your membership card to your sports centre. 
  2. Alternatively you can choose to freeze your Direct Debit membership up to a maximum of six months. The minimum period you can freeze your membership is for one month. To freeze your Direct Debit membership you must complete the appropriate section on the bfit membership cancellation form, available from your sports facility or by emailing leisure@derby.gov.uk. The sports centre must receive your completed form by the 6th of the month to freeze your membership by the 15th of the same month. Any forms received after the 10th of the month will be effective from the 15th of the following month. Your Direct Debit payment will be reduced to £5 a month for the period that you choose to freeze your card. 

Changes to membership benefits and payments 

  1. We will give you four weeks’ notice in writing of any increase in the price of a bfit membership paid for by monthly Direct Debit. You can cancel your bfit membership without penalty if you decide not to continue membership at the new price. 
  2. We will give advance notice by displaying details at each sports centre of any changes to conditions for use of facilities. You can cancel your bfit membership without penalty if you are not happy with these changes to conditions of use. 
  3. Our sports facilities are normally closed on Christmas Day, Boxing Day and New Year’s Day. We usually close our sports centres early on Christmas Eve, New Year’s Eve and public holidays. We may also close a sports centre if it is needed for a Parliamentary, European or local government election or for occasional special events. No refunds will be available for these periods. We will display details in advance at each facility of our opening and closing times for these periods. 
  4. Events will take place at Derby Arena, which may affect the gym opening times and group exercise class provision. We will display details of events in advance and indicate the alternative facilities available to use. 
  5. If you have a disability please make it known to us upon joining our facilities. This will enable us to deliver the best customer service possible. 
  6. Car parking at Derby Arena may be limited or unavailable at certain time due to events and Derby County Football games. We will, when possible, inform members of car parking restrictions on our website and display information at the Arena. 
  7. We may need to close a sports facility, or part of it, for repair and maintenance or when it is damaged and is unfit or not safe to use. In these circumstances we will: 
  • give you as much notice as practicable by displaying notices at the facility 
  • indicate the nearest alternative facilities available during such period of closure
  • refund a proportionate amount to reflect your losses when we need to close any facility for longer than a week. 

 Advance booking 

  1. We will refund any booking fee you have paid if we take a booking from you for an activity and then it is not available due to circumstances outside your control. 
  2. You can book for an activity online or at reception up to seven days in advance. However, you cannot re-book the same activity for the same time the following week until the pre-booked period has finished. 
  3. You cannot use your bfit membership card to book any activity for other people. You must be taking part in the activity to take advantage of the booking arrangements. 
  4. bfit members are required to give 24-hours’ notice of cancellation of booked court/session/activity. If you do not give 24-hours’ notice or do not attend the booking, your membership rights to book in advance may be suspended. 

General conditions 

  1. You must show your bfit membership card, or use the fast track kiosk at the sports facility or pool reception before you take part in any activity and every time you use the facilities, otherwise we will charge the standard casual rate. Please retain your receipt. 
  2. Your bfit membership does not give you priority over other users or guarantee the availability of facilities. 
  3. During un-programmed sessions, children aged under eight must be accompanied by a responsible adult aged 16 or over at all times. 
  4. If you lose or damage your bfit membership card, we will charge you £2 for replacement. 
  5. Your bfit membership card must not be used by anyone other than yourself. Any card being used by another person other than the authorised member will result in us cancelling the authorised user’s membership. 
  6. As a Fitness member you can use your card as a deposit to hire equipment for free. Any damage or non-returns of equipment following the hire period may result in charges to your membership. 
  7. You must comply with Derby City Council’s Sports Facility Regulations and Swimming Pool byelaws, rules of behaviour, safety rules and any byelaws relevant to any facility you use. We always display these prominently at each facility. The Council reserves the right to cancel your bfit membership if you do not comply with these rules, regulations or byelaws. We may also cancel your bfit membership if you abuse the scheme, abuse our staff or other users, or interfere with others’ use and enjoyment of the facility. Except in the most serious cases, we will tell you if we propose to cancel your membership and give you the chance to comment. 
  8. If we cancel your bfit membership because you breach these conditions or fail to pay membership charges no further Direct Debit will be taken. No refund will be made for the unexpired portion of the current membership month. 
  9. All information provided by you will be treated in accordance with the Data Protection Act 1998. 
  10. If you need to speak to someone regarding your membership, please ask at a sport facility reception or email leisure@derby.gov.uk. 

Conditions of hire for block booking (track and court)

Application procedure

  1. If you wish to create a block booking at the Derby Arena, please complete and return the relevant application form to Derby City Council, Neighbourhoods, The Council House, Corporation Street, Derby, DE1 2FS. Contact us on 01332 640835 email: leisurecentrebookings@derby.gov.uk if you have any queries or would like more information.
  2. Answer all relevant questions on the application form or your application could be delayed. Please write neatly in black ink or complete electronically.
  3. When we receive your application we will send an acknowledgement to you together with a copy of your application for your records. If there are any changes to the information on your original application you must inform us immediately in writing. If you do not notify us of any changes permission for the Block Booking Block booking may be withdrawn and we do not accept any liability for any losses or costs incurred by you in such circumstances.
  4. When a decision has been made on your application we will inform you in writing.
  5. If permission is given for your Block Booking to take place you must comply with these Conditions together with any additional conditions or instructions provided to you in writing by us.

The hire conditions - hirer’s responsibility/liability

  1. You, as the Hirer, are personally responsible for complying with these conditions. You are responsible for ensuring that the club or organisation you represent complies with these conditions.
  2. Before the Block Booking start date, you must complete, sign and return the application form. By returning the signed application form you are entering into a contract with us for the hire of the Facility and are accepting personal responsibility, together with the club or organisation you represent, for compliance with these conditions.
  3. We have the right for our employees or agents to enter the Premises during the Block Booking to make sure you comply with these conditions of hire.
  4. All track bookings must have designated track coach in charge to supervise the booking. No rider may be allowed to ride the track without the coach in charge being present. For the avoidance of doubt, a qualified coach must have a current British Cycling Coaching Certificate with Valid insurance cover, a current and valid First Aid Certificate and have previous experience of coaching on Derby Arena track and have completed a level 2 track coaching course.
  5. Derby Arena can supply qualified coaches at an additional charge if required
  6. For safety reasons if more than twenty riders are expected to take part in the track session, an additional coach may be required (depending on the level of experience of the riders involved). For advice, the Hirer should check with the Manager.
  7. All riders taking part in the booking must sign the coach in charges attendance register issued for that session by the coach in charge.
  8. It is the Hirer’s responsibility to:
  • be present at the Booking at all times
  • comply with all relevant conditions, byelaws and statutory laws
  • liaise with the emergency services relating to the Booking (if required)
  • make sure that the Booking is as safe as possible
  • make sure that the Block Booking starts and finishes at the specified time
  • make sure that you comply with any instructions given by the Manager of the Facility, or emergency services
  • make sure that the Block Booking does not disrupt other users of the Facility
  • inform all of your staff or volunteers during the Block Booking of all of the hire conditions, particularly health and safety and emergency procedures.

Booking Applications

  1. We only accept booking applications to use any part of the Facility on the Council’s official booking application form.
  2. We may, at our discretion, refuse an application.
  3. We will send an official confirmation acceptance of your booking to you in writing, which will include individual conditions which must be met.
  4. You may not transfer a booking without the agreement in writing beforehand from the Manager of the Facility.
  5. Any unauthorised transfer of bookings may result in the Manager of the Facility refusing to accept any future bookings from you.
  6. The Manager of the Facility reserves the right to refuse any application or cancel any booking. The Manager also reserves the right to stop the Block Booking taking place if any conditions are not met and we do not accept any liability for any losses or costs incurred by you in such circumstances.

The hire conditions - racing licence

  1. Please note that where racing is involved in the booking, a valid permit is required- issued by British Cycling for insurance reasons. Alternatively, the hirer must arrange his/her own insurance cover to indemnify Derby Arena in the Block Booking of an injury, accident or loss during a Block Booking. First aid must also be arranged.
  2. You may not transfer a booking without the agreement in writing beforehand from the Manager of the Facility.
  3. Any unauthorised transfer of bookings may result in the Manager of the Facility refusing to accept any future bookings from you.
  4. The Manager of the Facility reserves the right to refuse any application or cancel any booking. The Manager also reserves the right to stop the Block Booking taking place if any conditions are not met and we do not accept any liability for any losses or costs incurred by you in such circumstances.

Cancelling bookings - council cancellations

  1. We may cancel your booking where events beyond our control mean that your Block Booking cannot take place. We will try to give 28 days written notice of any cancellation but this may not always be possible, in which case we will give you as much notice as practicable. You will be entitled to a full refund of any payment you have made to us in respect of the booking.
  2. We may cancel for some other reason. We will try to give 28 days written notice of any cancellation but this may not always be possible in which case we will give you as much notice as practicable. You will be entitled to a full refund of any payment you have made to us in respect of the booking.
  3. 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.

Cancelling bookings - hirer cancellations

  1. For any booking, you must give us 28 days written notice to cancel the complete block booking. 7 days’ notice is require for an individual session within the Block Booking
  2. If you do not give 28 days’ written cancellation notice we will take reasonable steps to minimise our losses, but the hirer will be liable for any reasonable and foreseeable losses that remain.
  3. Where you are liable to pay our losses we may apply any part payment by you to offset your liability.

Charges, part payments and payments

  1. We charge advance bookings at the scale of charges applicable at the Block Booking date.
  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 four 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 Manager.
  3. If you do not pay the balance on time, we can treat this as a breach of conditions and cancel your booking.
  4. For block bookings you must pay one month in advance. We will send an invoice to you detailing payment dates.
  5. Derby Arena has opted for Tax so no VAT exceptions will be offered to any clubs/Block Bookings/activities
  6. Car parking is not guaranteed and parking is free for normal day to day operation for up to 3 hours, however a charge will be applied thereafter. Please note all car parking tickets will need to be validated prior to departing the Arena and for events Derby Arena reserve the right to change and modify car parking hours and charges.
  7. Please be aware that Derby City Council will not be accepting cheques as payment from the 1 April 2015.

Hire period

  1. Hiring the Facility 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.
  2. Setting up and dismantling equipment must take place within the hire period unless otherwise agreed beforehand with the Manager.
  3. If you use the Facility beyond the hire period you will be liable for an additional one-hour charge for each hour and part hour that you use the Facility at the current hourly rate.

Premises and equipment

  1. You may only use the Premises for the purpose shown on our official booking confirmation and conditions unless you get written permission from the Manager beforehand.
  2. If your proposed use of the Premises includes a Block Booking 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.
  3. You must comply with all reasonable requests made by the Manager or the facility staff during your booking.
  4. You must not drive screws or nails into the Premises’ walls, floor or ceiling or into any fixture or fittings.
  5. You must not fix decorations, flags, emblems or anything similar to the walls or fixtures without the Facility Manager’s consent in writing beforehand.
  6. You are responsible for removing all equipment, decorations, fittings, refreshments, and all other goods not belonging to us at the end of your hire period.
  7. 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 the refuse bins provided.
  8. You will be liable for any damage to the Premises or any equipment you use during your hire period unless the damage is the result of our negligence.
  9. Smoking is not permitted on any part of the Premises.
  10. You may not sell or auction any goods on the Premises without written agreement from the Manager.
  11. Lockers are made available in all changing room areas, Any lockers found to be secured at the end of the day will be opened and garments bagged and stored. They may be a charge of £5 for the return of any bagged garments. We reserve the right to destroy any unclaimed bagged garments after a 24 hour period.
  12. Riders own track bikes must be clean, with a maximum gear of 88” (84” for adult novices, and lower for Youth riders), a minimum bracket height of 11” (280mm), 165mm cranks and have securely fixed correctly inflated tyres. Please note that adhesive qualities of the track may vary according to atmospheric conditions and, for this reason, new tyres must be lightly sanded and cleaned prior to use. 
  13. You may not sell or auction any goods on the Premises without written agreement from the Manager.
  14. Lockers are made available in all changing room areas, Any lockers found to be secured at the end of the day will be opened and garments bagged and stored. They may be a charge of £5 for the return of any bagged garments. We reserve the right to destroy any unclaimed bagged garments after a 24 hour period.
  15. Riders own track bikes must be clean, with a maximum gear of 88” (84” for adult novices, and lower for Youth riders), a minimum bracket height of 11” (280mm), 165mm cranks and have securely fixed correctly inflated tyres. Please note that adhesive qualities of the track may vary according to atmospheric conditions and, for this reason, new tyres must be lightly sanded and cleaned prior to use. 

Equipment hire

  1. It is the responsibility of the hirer to ensure that a full list of all hire bikes required for the booking is supplied on the Derby Arena Bike Hire request form no later than 24 hours before the booking. Failure to do so may result in delay with the requested bikes being available.
  2. The hirer will not permit any misuse, neglect or alteration of any item of equipment hired from Derby Arena.
  3. The hirer must indicate on the application form whether use of a Derny is required at an additional charge. Failure to do so may result in its being precluded due to other sports activities taking place in the arena.
  4. If the Derny is required, and the hirer is providing a driver, the driver must I) hold an accredited Derny licence issued by British Cycling and ii) have signed a copy of the Derby Arena Derny Drivers Handbook. The hirer must supply details of the drivers name(s) and time of booking.
  5. If the Hirer requests Derby Arena to supply a derny driver an additional charge will be applied.
  6. Please note that, for safety reasons the coach in change must not be allowed to operate the Derny unless there is another coach taking part in the session.
  7. Only Derny’s maintained and serviced by Derby Arena may be used on the track.

Public liability insurance and risk assessments

  1. You must take out sufficient and appropriate insurance for your Block Booking including Public Liability Insurance for death or injury to persons or loss or damage to property including the Facility, Premises or equipment of the Council. Such insurance must indemnify the Council against any claims that may be brought against it arising from your Block Booking other than those for which the Council are liable for - please see below.
  2. You will be required to provide evidence of sufficient and appropriate Public Liability Insurance before your Block Booking can proceed. This must include a minimum of £5 million Public Liability insurance for each and every Block Booking; however we would recommend £10 million.
  3. A risk assessment must be received a minimum of one month prior to your Block Booking taking place.

Liability for injury or lost or damaged property 

  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.
  2. We will pay compensation if we cause death or personal injury and fair and reasonable compensation for 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.
  3. Any property left at the Premises after the Block 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.
  4. 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.

Safety

  1. You must take all reasonable safety measures. 
  2. You must ensure that all persons attending the Block Booking use the premises, facilities and equipment in a proper manner having regard to any relevant guidance, byelaws or regulations.
  3. You must not alter or add to the lighting, loudspeakers, microphones or any other electrical equipment without agreement in writing beforehand from the Manager.
  4. All electrical equipment you use at the Block Booking must have a current electrical safety certificate and also be approved by the Manager.
  5. Fire Safety – You must make sure that:
  • all inflammable materials you use in displays or in costumes at the Block Booking are treated and maintained with a fire-resistant solution
  • during the Block 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 the fire extinguishers
  • you comply with all other safety guidelines that the Manager or any other Council staff bring to your attention.

Accommodation limits

You must not exceed the following maximum accommodation limits listed for the premises. The manager may reduce the below numbers in some circumstances after first discussing it with you. Should any revised accommodation numbers be unacceptable to you, and you no longer wish to proceed with the block booking, you will receive a full refund of any payment made.

Maximum capacity levels for each level at the Arena

Level Spectators Non-spectators Total
Level 0 6500 175 3675
Level 1 1500 175 1675
Level 2   253 253
Level 3   4 4

Supervision/stewarding

  1. In consultation with the Manager you must provide a sufficient number of officials or stewards to supervise your Block Booking. You must make sure you adequately supervise and control children attending the Block Booking.
  2. You are responsible for all persons involved in supervising the Block Booking other than our staff, and ensuring that they are suitable, competent and properly trained. In particular, you should consider having persons involved with organising or supervising your Block Booking checked through the Disclosure and Barring Service (DBS) if your Block Booking involves children or vulnerable adults and those persons are likely to be directly in contact with the children/vulnerable adults. We carry out any appropriate DBS checks on our own staff in line with Derby City Council policy.
  3. If you do not, or cannot, provide officials or stewards the Manager may do so and you will be liable for the cost. Details of these costs will be provided to you at the time of booking.
  4. You must make sure that the officials who attend the Block Booking understand the relevant health and safety regulations and fire and other emergency procedures relating to the Facility and know where the nearest fire exits are. A copy of the Facility’s evacuation procedure is included with the Conditions of Hire and may be discussed with the Manager prior to the Block Booking.

Unacceptable behaviour

  1. We may terminate the Block 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 Premises or the Facility or damage to the Premises or the Facility or equipment during the Block Booking.
  2. We reserve the right to cancel a booking (if a booking is cancelled under the below circumstances any payments made will be fully refunded) if it is considered that allowing the Block Booking to occur may:
  • contravene standards of decency
  • bring the Council into disrepute
  • be likely to lead to public disorder
  • pose a risk to persons attending the Block Booking or other persons using the Facility (including staff)
  • result in damage to equipment, the Premises or the Facility.

Advertising

  1. You may not exhibit any advertising material within the Premises or at the Facility without the Manager’s approval beforehand.
  2. You must submit all proofs of posters and other publicity material, showing the correct name and location of the Facility, to the Manager for approval before you get them printed or displayed. The Derby City Council logo must not be used on any promotional material without prior consent. We shall not be liable for any losses suffered by you if we prohibit the use of any posters or publicity materials which have not been submitted to us for prior approval.

Entertainment and licensing

  1. When the Block Booking includes music, whether vocal, instrumental or mechanical, you are responsible for obtaining a Phonographic Performing Licence (PPL) at least seven days before the Block Booking a copy of which must be submitted to the Manager. Applications are available from Phonographic Performance Company Limited,1 Upper James Street, London WF1 9DE Telephone 020 75341000 or at www.ppluk.com
  2. You must not grant sound, television or filming rights for the Block Booking without consent from the Manager in writing beforehand. The hirer does not have clear venue rights for promotions or advertising and the Council has the discretion to promote itself for any approved televised events.
  3. Consent may be conditional upon the Council taking part in any negotiations and having a share of any income and/or publicity.
  4. You must not promote a sweepstake, raffle or other form of lottery without the Manager’s written consent beforehand. Any such lottery must comply with betting, gaming and lotteries legislation.
  5. If your Block Booking includes music, you are responsible for obtaining a Performing Rights Society Licence (PRS).

Catering

  1. We retain the sole rights for catering at the Facility unless otherwise agreed with the Manager beforehand and confirmed in writing.
  2. You must not sell, or permit the sale of, any food or drink at the Block Booking without the Manager’s prior written consent.

Extreme weather

  1. If your Block Booking does not go ahead due to adverse weather closing the venue you will receive a full refund of any payments made to us for the individual sessions cancelled.

Facilities for disabled persons

  1. We have made every reasonable adjustment to ensure that disabled people are able to attend the Block Booking. If your booking has any specific requirements
  2. You must consider adjustments for people with mobility impairments, wheelchair users, impaired sight and/or hearing.
  3. Block Booking publicity must provide a telephone and minicom number where people can obtain information on site arrangements. Information should be in accessible formats.

Electric, water and gas: fittings and supply

  1. You shall ensure that no electrical, gas or water supply fittings or appliances in the Facility are altered, removed or in any way interfered with or any additional fittings or appliances installed or fitted without the approval of the Manager.

Public order and security

You shall:

  • Keep the gangways, doorways, passages, corridors, entrances and exits clear and unobstructed at all times during the hire period.
  • Ensure that good order is kept in the Facility during the hire period and be liable for any extra expense which may be incurred for the engagement of the police and security staff prior to during or after the Block Booking.
  • Not permit anything to be said or done in or about the Facility which may injure or tend to injure the reputation of the Facility or us.
  • Not use or permit the Facility or any part thereof to be used for any illegal or immoral purpose by itself, its staff or its agents or invitees.
  • Pay to us the cost of employing such additional staff as may be necessary in the opinion of the Manager to enable the Facility to be used for the purpose of the hire period.

Animals

  1. No animals other than assistance dogs shall be permitted to enter the Facility without the consent of the Manager.

Car Parking

  1. Car parking for Derby Arena will be limited when Derby County Football Club home games are taking place and members are encouraged to use alternative modes of transport or to park elsewhere. We will communicate in advance any match days to you.

Sports Centre regulations

Admission

You must:

  • keep your ticket and produce it if asked, unless you are a member of a school or a club with a block booking
  • stay in the spectator area if you only have a spectator ticket
  • stay in the foyer if you are collecting children, unless you have a spectator or have an activity ticket
  • be accompanied by someone over 16 if you are under 8
  • not go in the bar area if you are under 14 and if you are 14 to 17 you must be with an adult
  • obey the safety rules displayed in the changing rooms.

When a school or club have a block booking, the only people allowed into that area must be people authorised by the school or club.

Sports Activities

You must:

  • wear suitable sports clothing
  • not wear outdoor shoes or shoes with coloured soles that may mark the sports hall floors.

Clothes and Personal Property

You must:

  • follow the instructions displayed for depositing clothes and use the facilities provided, not
  • just leave belongings in the changing rooms or sports halls
  • not obstruct corridors or exits with bags or belongings.

We now have a Care of Valuables system where you can deposit small precious items. It is free – ask at reception about this.

General Rules

You must:

  • put litter in the rubbish bins provided
  • obey the safety rules displayed throughout the centre
  • only use the facilities for the purpose they were booked and not sub-let them.

You must not:

  • bring animals into the centre unless they are registered assistance dogs with disabled
  • people
  • smoke in any part of the centre except in the bar
  • take photographs, videos or cine films without the managers permission beforehand
  • play music anywhere in the centre without the managers permission beforehand.

The Council:

  • shall not be liable for any personal injury, including injury causing death, unless due to it’s negligence, the negligence of its employees, breach of duty under the Occupiers Liability Act 1957
  • is not liable for loss or damage of personal property – anything you bring into the centre is at your own risk
  • will refuse entry to anyone under the influence of drink or drugs
  • will remove people under the influence of drink or drugs, anyone swearing, behaving aggressively or unreasonably or anyone breaking these rules, especially safety rules
  • will use it’s discretion on letting people use the centre in future if they have been asked to leave previously for bad behaviour.

Admissions policy

Normal operating procedure

  1. No persons, including those collecting children, may enter any part of the premises other than the entrance foyer unless either an activity ticket or spectator ticket has first been obtained from reception.
  2. If a parent/guardian accompanies a paying child or children for an activity (up to the age of 16 years) then the adult can spectate free of charge (max 2 adults) thereafter spectator tickets are charged.
  3. For any member of the public not accompanying a child doing an activity and wishing to enter the building who does not have an activity ticket the spectator ticket is charged.
  4. The spectator ticket is charged at £1 per person for adults and free of charge for children under the age of 8.
  5. Anyone incurring this charge of £1 for a spectator ticket will be given a receipt which states that a spectator ticket has been purchase. Please keep your ticket on you and produce it if asked.
  6. Young children under the age of 8 years must be accompanied by a person(s) over 16 years of age.
  7. Spectator tickets must be retained by the persons using the premises and be produced on request.
  8. Spectators are not permitted in the gym, studios, meeting rooms, group cycling studio or on the cycling track.

Block bookings

  1. Where the Manager has allowed a school, club, or other organisation to use the premises at a particular time, the members thereof may enter without a ticket during that time. A spectator ticket only entitles a person to enter the spectator areas of the building.
  2. When a school, club or other organisation has been allowed by the Manager to have the exclusive use of the premises or part of the premises, only persons authorised by the school, club or organisation concerned may enter or remain on the premises or that part of the premises.
  3. When a school or club have a block booking, the only people allowed into that area must be people authorised by the school or club.
  4. Spectators must:
  • keep your ticket and produce it if asked, unless you are a member of a school or a club with a block booking
  • stay in the spectator area if you only have a spectator ticket
  • stay in the entrance foyer if you are collecting children, unless you have a spectator or an activity ticket
  • be accompanied by someone over 16 if you are under eight
  • not go near the bar area if you are under 14 and if you are 14 to 17 you must be with an adult
  • obey the safety rules displayed in the changing rooms.

Policy communication

  1. This policy will be communicated through notices around the Arena and on the screens. It will also be included on the Derby Arena website.

Events

  1. Entry charge will be subject to a separate event admissions fee.

Right to refuse entry

  1. The Duty Manager in charge of Derby Arena has the right to refuse entry to the building to (and not exhaustive too) members of the public, organisations, clubs, partners and volunteer.

Photography policy

To use image recording equipment (camera’s, video, recording equipment and mobile phones) in the Derby Arena, procedures need to be followed. This is especially important where children are the subjects. In the past image recording equipment has been allowed into sports centres for the recording of private birthday parties and sports events. With the improvement in technology image recording equipment presents the opportunity for misuse, which can lead to child protection issues.

Derby City Council requires that any recording of images in Derby Arena must be authorised by the Event and Operations Manager.

How to gain authorisation

To take photographs or record images photo policy form (available from Derby Arena reception) must be completed and returned with the event booking form for authorisation to be given. You will then be issued with a badge to show that permission has been authorised.

The use of recording equipment in the following area is not permitted:

  • Changing Rooms and Toilet areas
  • Infield Area where an Active Fun session maybe taking place
  • Gym
  • Dance Studio’s

The authorised person must:

  • Ensure they wear the authorisation badge at all times
  • Ensure that the children and parents are informed that pictures are being taken or a video recording is being made.
  • Not use the image recording equipment in changing rooms or other areas, where approval has not been granted for use. Please note that if image recording equipment is used in the prohibited areas and in particular changing rooms and toilets, you will be asked to cease using the equipment, and the incident reported to the Duty Manager, who will contact the police.
  • Cease using the equipment immediately if a member of the public complains or expresses concern while image recording equipment is in use. Please respect the wishes of other people.